Budget, Finance & Procurement Elluminate Session

1. Budget, Finance & Procurement Elluminate Session

2. Change Order Requests • All increases require a CORF (Standard and Framework). To increase a Framework, a new line must be added. Once the line is created and approved, inform Purchasing by Change Order. In addition, in the Text field, ensure that the PO number is referenced.

3. Change Order Requests • Change Order Request Forms (CORF) for price increases requires the ABA for signature. If the increase exceeds 20% of the original price, the requisition will need to be changed and reapproved prior to submitting the CORF to Purchasing. • Decreases and closures can be sent directly to Purchasing via the e-mail address or by fax • PO lines cannot be changed if there are receipts and invoices posted to it.

4. Change Order Requests Once a new requisition to increase a PO has been created and a note is placed in the text tab, it is important that you submit a CORF. Failure to do so may result in the new requisition being processed into a new Purchase Order and the invoice will not be paid.

5. Change Order Requests • NOTE: It is the responsibility of the location to check the status of their orders. This includes payment status. If you are invoiced for an amount less than listed on the PO, you must take the necessary steps to have that money returned to your budget. If you have a copy of the invoice, before you receive material, send a change order to Purchasing to change the quantity or price. Once complete, you may receive and the PO closes automatically. If there is a receipt posted to the PO, Purchasing cannot change the PO.

6. Reminders • Clean up all open Purchase Orders and requisitions that need to be expedited and closed. This should be done on a monthly basis. • Open or returned requisitions: Check for notes on requisitions that have not been converted to PO’s. For example, requisitions may have not been approved at the ELT level or may have been blocked because additional information is required. • Only perform GR on material actually received. If you have not physically received the material but a GR is done, you are authorizing payment for the material.

7. Reminders con’t • Recent Purchasing Policy 3320 changes require school board approval for any bid exempt purchase at $50,000 or greater. • Purchasing continually updates CCM. The most recent update added approximately 300 new materials in the office, art and classroom supply groups. Please review CCM prior to entering requisitions to save processing time. • Review requisitions with Agreement numbers for the Agreement expiration date. If approval is made after the expiration date, the requisition will not convert to a purchase order and will sit in the buyer’s queue.

8. END-OF-YEAR CALENDAR/CHECKLISTS • On-line entry and approval of requisitions requiring new bids (in accordance with Policy 3320) $50,000 and above and not on contract: MARCH 4, 2011 • On-line entry and approval of requisitions for all other F/Y 10/11 Requisitions over $5,000 and less than $ 50,000 and not on approved District Contract which require informal quotation: MAY 6, 2011 • On-line entry and approval of bid exempt purchases $50,000 and above Requiring School Board approval for processing: MAY 13, 2011

9. END-OF-YEAR CALENDAR/CHECKLISTS • Purchase Order Change Order Forms: MAY 13, 2011 • On-line entry and approval of requisitions less than $5,000 and contract items including all 1010 and 4000 fund projects that terminate June 30, 2011: MAY 13, 2011 • On-line entry and approval of requisitions funded by Grants or Capital (Requisitions less than $5,000 or contract items): JUNE 10, 2011 • Check requests which must be paid from 10/11 funds: June 10, 2011

10. END-OF-YEAR CALENDAR/CHECKLISTS • Please read the entire End-of-Year Calendar memo for additional important information. • Effective Friday, May 27, 2011 requisitions can be created for fiscal year 2011/2012.