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Purchasing Power

Gain insights into PO request lifecycle, audit documentation, unauthorized purchases, contract signatory, PCard increase policies. Learn about procurement procedures to enhance efficiency and avoid unauthorized expenses.

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Purchasing Power

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  1. Purchasing Power November 14, 2017 9:30 – 11:00 AM Woodlawn Beach Middle School, PDC Classroom

  2. Purchasing Power Agenda: November 2017 • PO Request Lifecycle • Audit Documentation • Courier • Unauthorized Purchase • Contract Signatory Authority • PCard Increase • Q&A

  3. Purchasing Power: PO Request Lifecycle • Creating the PO Request • AC: A • Center # / Req # • Date • Amount • Vender # • Req = Center # • Stat: V = only for SunTrust to hold the PO Request until ready for processing N = releases PO request for processing • Budget line: fund, function, object, center, project and program • Amount from the budget line

  4. Purchasing Power: PO Request Lifecycle • After “overnight cycle” • STAT change to “H” • All requests >$3,000 • A trigger for review by Purchasing • STAT changed after review • PROJ OK change to “P”, “Y” or“N” • If changed to “P”, still requires project release and will not be on Purchasing PO Request Report • If changed to “N”, request is project released, has been processed through the “overnight cycle” and will be reviewed during the Purchasing review • If changed to “Y”, request is project released and will be reviewed during the Purchasing review

  5. Purchasing Power: PO Request Lifecycle

  6. Purchasing Power: PO Request Lifecycle

  7. Purchasing Power: Audit Documentation • PO Pay Authorization • All receipts for that PO • Verifying allowable item for purchase • Verifying proper OBJ coding • Verifying signatures • Verifying contract prices • Performed monthly

  8. Purchasing Power: Courier • All mail must be addressed correctly:To: Name & DeptFm: Name & Dept • Schools are responsible for ensuring the bags are emptied daily • Contact Purchasing for any questions

  9. Purchasing Power: Unauthorized Purchases • PO must be generated prior to the purchase of goods/services • NOT the day the invoice is received • If goods/services received prior to PO • PO Request is submitted • Purchasing will place the request in “H” status during report review • School/Department Administrator will need to submit a letter stating the reason this is an unauthorized purchase and request to approve the purchase to the School Board • School/Department Administrator will have to appear before the School Board and state the reason for the unauthorized purchase and request approval of the purchase • If approved, PO will be printed • If disapproved, School/Department Administrator is responsible for paying for the purchase personally – may ask to return the items to the vendor • School/Department Administrator, Bookkeeper/Secretary and the individual who made the purchase will need to schedule in person training from the Purchasing Department

  10. Purchasing Power: Contract Signatory • Only the Superintendent, Director of Purchasing and Contract Administration or designee under the general supervision of the Superintendent may sign contracts for goods and services • Software License Agreements (SLA) are contracts between the School/Dept and the vendor • All contracts must be reviewed by the Purchasing Department for conformity to applicable laws, statutes and rules.

  11. Purchasing Power: PCard Increase Policy Update • Requests for increase must come from the School/Dept Administrator(no longer sent by the Bookkeeper/Secretary CCing the administrator) and must include the following: • Last four numbers of the P-Card • Name of Cardholder • Name of Company or Vendor purchase is being made from • Description of what is being purchased • Total amount of the purchase • Dates the purchase will be made • List of what accounts the Cardholder has access to • At no time will a card be allowed to be increased if that increase provides the cardholder (other than the Administrator) the ability to make a purchase of over $20,000.00 • This includes the combination of School Based Budget Visa, School Based Budget MasterCard, Internal Funds account and Internal Funds Visa • Only the School/Dept Administrator’s card will be increased over $20,000.00 • Every Cardholder will be required to complete a new Cardholder Agreement Form and Tip Sheet by COB November 30, 2017 and returned to Purchasing.

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