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					                                     2008-2009
                 RATIFICATION OF ENCUMBRANCE CHANGE ORDERS
                                  January 12, 2009

        Encumbrance orders authorizing purchases from school funds are reviewed monthly by
the Board of Education, in accordance with Oklahoma School Law and the Alternate Accounting
System regulations. Upon completion of a purchase, certification of delivery, and receipt of an
itemized invoice, adjustment is made in encumbered funds to correspond with actual
expenditures. The adjusted encumbered totals are shown in monthly budget reports.
        For encumbrances, adjustments are made to purchase orders, to cover freight costs,
discounts, or other changes not known at the time of the encumbrance authorization. Also,
voided purchase orders are reflected on this report. The encumbered/expended reports reflect
those changes in the monthly report. For those items that are adjusted during the month that they
are encumbered, the net amount of the adjustments will be reflected on the encumbrance listing.
The change order list reports only the changes to purchase orders made after the approval of the
monthly encumbrance orders has been made.
        In order to provide a more complete report process, a monthly report is provided to the
Board of Education to show change orders made during the month. As a result of this report, the
Board of Education is able to review and ratify change orders on a monthly basis for changes
made on previously approved purchase orders. In accordance with Purchasing and Procurement
Policy (12.4), attached are the reports showing change orders in excess of $500. The actual
changes to each fund are as follows:

        Fund                                                    Net Increase (Decrease)
        General Fund                                                  $         (3021.12)
        Building fund                                                 $       (49,500.00)
        Child Nutrition                                               $           500.00
        June ’08 Gen. Oblig. Bond A                                   $          5000.00




                                               TOTAL:                     $    (47,021.12)

         I, Mark A. Bilby, hereby certify that the amount of change on each encumbrance order
number listed has been entered against the designated accounts and the amount of change on each
encumbrance order listed is within the authorized balance of said appropriations for the 2008-09
fiscal year.




                         Mark A. Bilby
                         Director of Purchasing


January 12, 2009
01/05/2009 8:52:44 AM                                      General Fund 2008-2009                             Page 2
                                                         Summary Change Order Listing
                                                              As of 01/05/2009


P.O. No.        Date        To Whom Issued                    P.O. Description                  Amount

           357 07/01/2008   COMMUNICATIONS SUPPLY CORP         BLKT/198/TECH EQUIP/TECH              500.00

           394 07/01/2008   ADMIRAL EXPRESS OFFICE SUPPLY      BLKT/191/SUPPLIES/PURCHASING          500.00

           791 07/02/2008   WESTERN PRINTING                   BLKT/001/PRINTING/BAHS           -2,000.00

           837 07/09/2008   NATIONAL AMERICAN INSURANCE CO     ANNUAL/060/LIABILITY INSURANCE        640.00

      1733 09/16/2008       BRENT A CORE                       154/BOOKS/CORE/ESC               -2,661.12
                                                                          Total Change Orders   -3,021.12
01/05/2009 8:39:20 AM                                 Building Fund 2008-2009                            Page 2
                                                    Summary Change Order Listing
                                                          As of 01/05/2009


P.O. No.       Date        To Whom Issued                P.O. Description                  Amount

           73 07/08/2008   MCINTOSH SERVICES, INC         BLKT/041/ FOR PREV MAINT/041     -50,000.00

           76 07/08/2008   ALLWINE ROOFING                BLKT/041 ROOF/GUTTER REPAIR041        500.00
                                                                     Total Change Orders   -49,500.00
01/05/2009 8:41:34 AM                            Child Nutrition Fund 2008-2009                        Page 2
                                                 Summary Change Order Listing
                                                        As of 01/05/2009


P.O. No.       Date        To Whom Issued              P.O. Description                  Amount

           93 07/09/2008   LOWE'S HOME CENTERS         385/BLKT APPLIANCE/POOLE/ESC           500.00
                                                                   Total Change Orders       500.00
01/05/2009 8:44:11 AM                                 June 2008 A Bond Fund 2008-2009                       Page 2
                                                        Summary Change Order Listing
                                                              As of 01/05/2009


P.O. No.        Date        To Whom Issued                   P.O. Description                  Amount

           232 10/29/2008   WOZENCRAFT & ASSOCIATES          BLKT/190/ARCHITECT/MOBURG/WC        5,000.00
                                                                         Total Change Orders     5,000.00

				
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