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Purchasing and Distribution...

Purchasing and Distribution. SWISD Purchasing Procedures Use On-line Requisition System – RSCCC Do not use RSCCC for Travel Purchases involving a Budget Amendment (BA) Check Requests PO already exists for Purchase Purchase order number required prior to purchase

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Purchasing and Distribution...

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  1. Purchasing and Distribution...

  2. SWISD Purchasing Procedures • Use On-line Requisition System – RSCCC • Do not use RSCCC for • Travel • Purchases involving a Budget Amendment (BA) • Check Requests • PO already exists for Purchase • Purchase order number required prior to purchase • Employee responsible for debt incurred for failure to follow procedure (CH local) • PO’s between $1,000 and $25,000 require three written quotes

  3. SWISD Purchasing Procedures(cont’d) • Exceptions: • Office Supplies not available from District • Two District-wide Suppliers: Nolans and Office Depot • Sole Source – List available on website • Any/all Purchases over $25,000 require Board approval (CH local) prior to purchase and have additional requirements. • Vendor Approval Letter required before vendor allowed on campus. Initiated by Principal’s email request to Purchasing. (CHE local) • Procedures do not apply to Student Activity Fund

  4. Contract Management • Contractor/Vendor working directly with students must complete an on-line application prior to contract being approved. • Campus/department issuing a contract is responsible for contract compliance (spends). • Original Contracts/RFP’s housed at Purchasing

  5. Distribution Center & Warehouse • Basic School/Office Supplies and Janitorial Supplies – Current Catalog on website. Use current prices. • Use On-line Requisition System for ordering • Vendor #99812 Custodial Supplies • Vendor #99813 Office and Teaching Supplies

  6. Pony Mail (pick-up & delivery) • Central Office three times daily • Other Campuses mid-day – Large orders delivered in A.M. Will need help from custodians. • Use #10 business envelopes as much as possible (up to seven pages per envelope)

  7. Shipping out of District • Item(s) must be properly packaged • US Postal and Fedex • Registered mail/next day available upon request • Items for return require ARS (call tag) from vendor • Service during regular pony run

  8. Purchasing and Distribution (cont’d) Receiving (into District) • Package must have PO number before Distributions accepts. No PO number – items are returned to sender. • Items received in A.M. delivered same day • Items received in P.M. delivered next day • Overnight/next day items may be picked up

  9. Upon delivery, Campus staff member must: • Sign for deliveries • Verify orders for accuracy • Must sign green copy of PO (Distribution keeps) • Close-out PO on RSCCC and paper/pencil • Provide Accounting with packing slip included with order • Notify Distribution & Accounting when order is complete

  10. District-wide Copier Contract • OCS/Toshiba • Call number on machine for servicing. • Copiers up and running in about four hours from service calls • Request loaner if machine will be done more than 48hrs – free of charge • Blended totals. • District-Wide Custodial Supply Vendor • Matera – Tammy Lovelady 210-892-5105 • No Bleach

  11. Travel • Approval necessary on Inservice Attendance Request form prior to travel. • Reimburse for meals and mileage. • Submit Travel Allowance Card and Inservice Attendance Request with meal receipts for reimbursements. • Meals reimbursed only with overnight trips. • Tips not reimbursed – “gift of public funds” • District check for lodging and registration. No membership dues paid. • In Texas – Motel $85/night and Meals $30/day. Outside of Texas follow GSA guidelines.

  12. Purchasing and DistributionIndex Bids – Manuel Valles, 623-6246 Budget Amendments – Liz Iltis 622-4300x107 / Patrick Skees 622-4300x124 Contracts – Manuel Valles Invoices – Annie Britton 622-4300x108 Pony – Rafael Jones, Warehouse Supervisor, 623-6246 Purchase Order Coding – Courtney Morales/Sandy Richter 622-4300x110 Close-out – Annie Britton Emergencies – Manuel Valles Numbers – Peggy Biela Originating – Courtney Morales Purchasing – Manuel Valles Shipping/Receiving – Rafael Jones Statements – Monica Moreno 622-4300x111 Travel Per diems – Courtney Morales/Manuel Valles U.S. Mail – Rafael Jones Vendor Information – Courtney Morales Warehouse orders/supplies – Rafael Jones

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