Purchasing

1. Purchasing Purchasing Department Shelley Vineyard Executive Director, Financial Services Operations Melinda Sappington Assistant Director, Purchasing 281-641-8999 Catherine Dalles Buyer 281-641-8994 Monica Comeaux Buyer 281-641-8993 Dawn Davison Purchasing Specialist 281-641-8992 Let us help you help us!!!

2. NEW VENDOR • Vendor Request forms must be filled out completely and emailed to: purchasing@humble.k12.tx.us • Dawn Davison enters new vendors twice a week. Her normal work schedule is Tuesday and Thursday. • Make sure you are submitting the most current W-9 dated August 2013 (can be found on the purchasing website). • The signed W-9 must be within 18 months of the date received, if not please request a current one before you send it over to be entered.

3. Object codes - 6399 & 6499 • 6399 – General Supplies • Normal, everyday use • Necessary for instruction process and/or administration • Consumable teaching and office items • Workbooks • Audio-visual aids • 6499 – Miscellaneous Operating Costs • Fees (not associated with travel or membership) • Graduation Expenses • Awards • Specific Event Use (e.g., Meetings & Celebrations) • Food/Refreshment • Plates, napkins, cutlery, tablecloths • Balloons and other decoration

4. Copying REQUISITIONS • Please DO NOT copy a requisition older than last year. • Make sure to delete all general notes and vendor sourcing notes. • Verify the PO delivery method did not default to print. (Three boxes right under the vendor name and address.) • If you pull up a requisition and then decide to use a different vendor, the vendor number must be changed on all line items or the PO will not successfully submit to your vendor.

5. NIGP Commodity Codes • Always use correct commodity codes for each item you are purchasing. • A complete listing can be located at the following: http://www.window.state.tx.us/procurement/com_book/commall.php • For commodity codes please refer to the “Frequently used Commodity Code List” located on the purchasing webpage.

6. Vendor Sourcing notes • Why do I need vendor sourcing notes? • To identify our legal method of purchasing. • Every requisition must have a vendor sourcing note. • Where do I find the vendor sourcing note? • Commodities and vendors that are approved through a District bid can be imported directly from the vendor listing when you use the import tab while in the vendor sourcing notes page of your requisition entry screen. • What about sole source, non-biddable, student activity purchases and open market? • All of these references are loaded into the vendor sourcing notes page for you to import.

7. Vendor Sourcing Notes Cont. • What if I can not locate my vendor under the vendor sourcing notes import page? • If you are using a vendor from a District approved cooperative, you will need to manually enter it into the vendor sourcing notes page. When manually entering you will not select the import tab you will select the add (+) icon. A blank screen will appear. Please type the approved cooperative vendor like the example below: Buyboard Contract # 203-12 Expires 7/15/17 • When adding sourcing notes manually make sure to click the print on PO tab so the reference will print on the PO for the vendor to see.

8. Quotes • If you are referencing a quote or a quote number on your requisition- you MUST attach it. • If you received a quote please make sure to attach it.

9. SHIPPING CHARGES • Every requisition must address shipping charges. • Shipping line items do not require a Commodity Code. • If you do not know if there are shipping charges, ASK YOUR VENDOR • Is shipping included? • Yes- indicate free shipping with your vendor sourcing notes. • No – Add a line item for shipping charges. • Pre-Pay and add – If they indicated pre-pay and add make sure you have a line item for shipping. The amount may be undetermined but it will be charged.

10. COOPERATIVES • A list of approved cooperatives can be found on the Purchasing website. • When obtaining a quote make sure they are referencing the cooperative contract number on the quote and always attach the quote to your requisition. • If you are going to use a vendor under a cooperative, be sure to ask the vendor for the cooperative pricing. Prices are not always the same as what is found on their website.

11. OPEN MARKET PURCHASES • Open market purchasing should be used as a last result. Many items can be located under our approved vendors or approved cooperatives. • Open market purchase requisitions will take longer to process. • Evaluate what you are purchasing: • Is it a sole source item • A small aggregate purchase • An infrequent purchase • In the near future our process will change for open market purchases. A list will be generated of specific items that will be acceptable to be purchased as open market.

12. E-School Mall • The following companies are part of the E-School Mall program: • ABC School Supply (School Specialty) • Carolina Biological Supply • CDW Inc. • Dell • Demco • Educators Outlet • Fisher Scientific • Frey Scientific • Independent Stationers • Lakeshore Learning • Moore Medical • Nasco • Office Depot • Office Max • Quill • Sargent Welch • School Specialty • SHI • Troxell Communications

13. COPIER REQUISITIONS • Detailed instructions can be found on the Purchasing Website under Purchasing Procedure Memos. • To lease or purchase new copier machines contact Kathy Fontenot. (It is best to start working 2-3 months before your lease expires.) • All in one machines – Work with Technology Department to make sure you are getting one from their approved list.

14. Tracking Requisitions • Find the Requisition you want to track • Select the word Approvers (the last box at the bottom right of the main page) • Under the word step there are arrows ( ) click on the arrow (where the status shows In Progress) and it will display a list of names. A status of current indicates whose queue it is in. The steps below current show the approvals still pending.

15. Tracking Purchase Order Change Orders • Use the same process as tracking Requisitions. • Accounts Payable can not view Purchase Orders in a change order status.

16. Purchase Order Change Orders (POCO) • Purchase order change orders are not re-printed and are not automatically sent to the vendor. • The POCO image will not be visible in Munis under the camera icon if it was not re-printed and sent to the vendor. • If the vendor is requesting the amended PO to be sent please make sure to send an email request to Melinda Sappington.

17. Copy of POCO for your records • If you only need a copy for your record, follow the following instructions: • Find your PO in POCO • Select the word file at the top of the page a drop down box will appear • Select PDF a record of the change will appear. • Print this document for your records.

18. T-SHIRT ORDERS • Requisitions must to be entered for the correct amount and quantity of shirts you plan to purchase. You may not issue a requisition to the vendor for shirts in the amount of $1.00. • If your quantity increases you may do a purchase order change order prior to ordering or accepting additional quantities. • Re-visit the website and make sure you are familiar with the IRS Taxable Fringe Benefits guidelines before making purchases for staff members.

19. CONTRACT NUMBERS • When entering a requisition that has a contract associated with it please make sure to note the contract number or state contract in process under your vendor sourcing notes. • Your requisition can be entered before your contract is approved, but will not be converted until the contract has been fully reviewed and approved.

20. TRAINING • Feel free to call Catherine, Monica or Melinda if you need assistance with purchasing. We are always willing to assist you. If you are not sure who to call check out our who to call page on our website. • If you feel you need one on one training please contact Renee Beck and she will be happy to coordinate it.

21. Purchasing website • Here are a few helpful things you can find on the Purchasing website: • Who to call for help • Approved Vendors for Goods and Services • Purchasing Procedures • New Vendor Forms • District approved Cooperatives • American Express Information • And much more….. • To ensure you are always using the most current forms, download the form directly from the website. • Please make sure to check the website often for any changes or additions. We are always updating information to help you help us!!!