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PURCHASING PROCEDURES Sign the requisition and send a copy to appropriate person for entering into MUNIS system. If filled out PURCHASE REQUISITION on-screen it may be forwarded to coordinator by e-mail for electronic signature. Complete a PURCHASE REQUISITION listing all information (quantity, catalog number, pricing, etc.). FROM REQUISITION TO PURCHASE ORDER This may be obtained at the district web site (forms), and may be printed out or filled out on-screen, saved The purchasing clerk will use the requisition to prepare and forwarded through e-mail. List the MUNIS codes the purchase order in MUNIS and obtain the purchase should be charged to. List the grand total approval/signature. Two days must be allowed to (less discount) on the requisition. complete the purchase order process, however typical turnaround time is one day. Therefore, please allow Technology Purchases adequate time when needing to make a purchase. When completed, the purchase order will be returned The District Technology Coordinator must be included to you for ordering. The purchase order will state NO in planning of all technology projects and purchases in BACKORDERS. Please specify this when placing the order to ensure that purchases are compatible with the order. school district’s technology system and properly inventoried according to state regulations. All CHANGES AND MODIFICATIONS technology purchases require a Commodity Code. Contact the Technology Coordinator to obtain this Any changes or modifications to the purchase order code when ordering any of the following items: with a cost increase of 10 percent of the total price computers, printers, scanners, digital cameras, would be corrected by purchasing department at televisions, vcr’s, scan converters, phone systems, Central Office. Supervisor approval must be obtained software, and any other equipment related to data. first. Please call or send PO Maintenance Request to central office. NO ADDITIONAL ITEMS SHOULD REQUIREMENTS BE ADDED TO THE EXISTING P.O. The Jackson County Board of Education adopted the RECEIPT OF ORDER Kentucky Model Procurement Code as prescribed in Chapter 45-A of the Kentucky Revised Statutes. When order is received, compare packing slip or To comply with the above you must list contract invoice to the purchase order. Sign and date that the number if buying from state bid or co-operative bid. If merchandise has been received, attach this to the the item/s are not on bid or exempt from bidding for requisition and purchase order, and send to the specified reasons, three quotations from the most Accounts Payable department at Central Office for competitive vendors must be obtained, with a copy of payment. Payment cannot be made from monthly the Competitive Quote form (forms at web site) statements – it must be the actual itemized invoice. attached to the requisition. PREPARATION OF PAYMENT SPECIFIED REASONS: 1. Item(s) is/are a single source. The Accounts Payable department will compare the 2. Item(s) purchased will be for resale. invoice to the purchase order and prepare for payment. 3. Item(s) purchased were perishable. Payment will be made after the next scheduled board 4. Services required are professional and exempt from meeting and after approval by the board. bidding. 5. The total purchase and time available did not PROMPTNESS warant competitive quotation on bidding. 6. The item was on bid. (state, local, KEDC, GSA) The Central Office desires to be prompt in making payment for goods or services; therefore, it is DELIVERY OF REQUISITION imperative that all receipts, invoices, and packing slips are sent to the Accounts Payable department as soon as merchandise is received. The Board of Education does not pay late charges. Any late charges incurred due to untimely submission of invoices will become the individual requestor’s responsibility. FINANCIAL AVAILABILITY Any questions concerning budget availability should be directed to Principals and Program Coordinators as they have direct access to their financial budgets. Any questions concerning purchasing/payment processing may be forwarded to Nikki Venable at the Central Office.
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