Anderson County Schools - anderson.k12.ky.us



Anderson County Schools

Procurement Guidelines/Procedures

Procurement Guidelines

• Model Procurement Laws. All items must be purchased in accordance with model procurement laws. Model procurement laws require purchases to be made from approved vendors for specific items listed on any authorized federal (GSA), state, cooperative or district purchase contract. Items available on bid contracts may be purchased through alternative sources under the following circumstances;

o Item(s) may be purchased outside of the price contracts if:

▪ The items are available at a lower price

▪ The purchase does not exceed $2,500.00

▪ The District’s Finance has signed off on

• If the aggregate amount to be purchased is less than $20,000.00 (small purchase procedures) and the item is not available via price contract, the following procedures shall be followed:

o Purchases less than $2,500.00 – Use best effort to obtain the lowest price from a responsible and responsive bidder for the supplies, services or construction to be purchased

o Purchases equal to or exceed $2,500.00 but less than $20,000.00 – the following procedures shall be followed:

o A minimum of three (3) potential suppliers shall be solicited for quotes (see Non-Competitive Purchases if quotes cannot be obtained)

o Telephone, catalog, and written quotes are acceptable. A file shall be maintained indication the quoted price, vendor, contact name, date of quote and other information obtained. PO shall include the statement that the purchase is the “lowest of three quotes”.

o Quotes shall be retained with the Purchase Order for auditing purposes.

• Over $20,000 Procedures (unless item is currently under contract) - If the aggregate total of the item(s) to be purchased exceeds $20,000. (Aggregate is defined as total dollar amount purchased throughout the District during a fiscal year of items of a like nature, function and use, the need for which can reasonably be determined at the beginning of the fiscal year.)

o Send request for Bid initiation to Finance Office.

o Include the following: Item(s) to be purchased, complete and detailed specifications, quantities to be purchased, and the source of funds that will be used to pay for the item(s) acquired by the Bid.

• Requisition/Purchase Order Approval. All purchases at the district or school level must originate with a signed requisition and purchase order form generated in accordance with district procurement policies. All requisitions and purchase orders must be approved by signature of the school principal and/or authorized district program director. For General Fund purchase orders exceeding $500 they must receive additional approval by the Superintendent or designee. Purchases exceeding $5,000 must receive prior approval by the Board. Purchases exceeding $20,000 may be subject to bidding requirements under KRS 424.260.

Most technology related items must receive approval by the district Chief Information Officer (CIO).

Requisition Procedures

• Complete requisition form including date, requested vendor name, address, phone number and fax, shipping address, source of funds, account code and purpose.

o Requisition form is to be filled out completely

o One vendor per Requisition

o It is not acceptable to do multiply requisitions to avoid required approval.

• Submit to principal for approval.

• If amount exceeds $500, and is for General Fund monies (not SBDM monies) the principal or bookkeeper must send an e-mail requisition to the superintendent or designee for approval. An e-mail approval (or denial) will be returned to originator. E-mail requisitions must include general description of product or service, total cost, purpose and source of funds.

• If program or grant funds are used, the bookkeeper must send an e-mail requisition to the program director for approval. E-mail requisitions must include general description of product or service, total cost, purpose and source of funds. If technology the program director will forward to the CIO.

• If technology is being purchased the bookkeeper must send an e-mail requisition to the CIO for approval. E-mail requisitions must include general description of product or service, total cost, purpose and source of funds.

Note: Please type *REQ* (include asterisk) in the subject line of all e-mail requisitions.

Purchase Order Procedures

• Once the request is approved the bookkeeper can then issue a MUNIS purchase Order. The PO will need to be signed by the proper personnel.

o One vendor per Purchase Order.

o Purchase Orders must contain at least a general description of items being purchased.

• Once PO is created and signed then a copy can be sent to the vendor.

• For technology purchases the CIO will place the order with vendor.

Receiving Procedures

• All goods should be received at the location of the originator. Technology items will be received at the central office.

• Vendor invoices should be mailed directly to the location in which the purchase order originated.

• Bookkeepers at each school are responsible for receiving invoices, verifying packing slip with invoice and purchase order and submitting all three documents to central office for payment. A copy of the approved e-mail requisition must also be attached when applicable. Partial shipments should be noted on the invoice. The principal or designee should initial invoice amount or note corrected amount and initial.

• Invoices should be sent to the central office by each board meeting deadline in order to be paid by the required due date. Please submit invoices and supporting documentation on a daily or weekly basis in order to facilitate data entry at the central office.

• Any invoices that are charged to grant funds should be sent directly to the program director through inter-office mail. The program director will forward to accounts payable upon final approval.

Note: Any invoices submitted without all required supporting documentation will be

returned to the originating location possibly delaying payment. Principals and

supervisors are responsible for enforcing compliance within their respective

schools or department.

Reimbursement to School Activity Funds

• A purchase order or a standard invoice should be issued made payable to the school. The check number, check date, and a brief description of the reimbursement should be noted. A copy of the school check along with invoice documentation or an invoice from the school should be attached to the purchase order or standard invoice. All requests for reimbursement should be completed within the same fiscal year as the expense.

Merchandise Not Received

• If a purchase order has been encumbered in Munis and all or a part of the merchandise will not be received or the services will not be performed, it will be necessary to cancel the purchase order through purchase order maintenance. Mark the PO as needing to be canceled and send to Finance Officer.

Purchase Orders Charged to Multiple Accounts

• If a purchase order is to be paid from multiple accounts, one department should generate the purchase order indicating the appropriate accounts and amounts. The department generating the purchase order should process the invoices. The approval signature for each funding source must be in place prior to payment.

Creating Purchase Orders in MUNIS

• Click on DEPARTMENTAL FUNCTIONS to display menu.

• Click on menu option G. Purchase Order Processing Menu

• Click on menu option A. PO Entry/Proof

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• Click on Add-batch button.

• Enter a Batch Code and press the Enter key

• (Use your initials, Example: npc01 )

• The system will enter your Dept/Loc code

• Press tab key to advance the cursor is the P/O Number field

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• Press the Crtl-G keys simultaneously to create a new PO number

• Advance cursor to Vendor Number field and press the F9 key

• Click on the Find button

• Enter the first few letters (upper case) of the vendor in the search field

• Click on the Green check mark or press enter

• Scroll down the list until the correct vendor is highlighted, then check mark or press enter

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• Tab to the Ship to field and enter your location

• Enter Reference

• Tab to you get to Line Detail / Quantity

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• Enter the quantity of the first item on the requisition

• Advance cursor to Unit Price field and enter price of first item

• Advance cursor to description field and enter description of first item

• Advance cursor to Org field

• Press Enter if using default Org code or change to the appropriate Org code and press the Enter key

• Enter the Obj (object) code and press Enter key

• Enter the Proj (project) code and press Enter key

• If total amount is being charged to a single code press OK button. If charging PO to multiple codes, change the amount on the first line and press Enter

• Repeat the above step until the total amount of the PO has been distributed

• Press the OK button to complete record

• To add another item to the PO, press the “A” key or click on the add icon at the top of screen.

• Repeat above steps until you have added all items to the PO

• Click on the check mark button

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• To add a new PO in the current batch, press the “update” key.

• Complete required fields on the first and second screen

• Once all PO records have been entered in batch, return to the batch header screen

• Click on the Release Batch button

• Click on the Yes button to release batch

• Click on the Output-Post button

• Click on the Yes button to print full description

• Click on Print button or you can print to file

• Double click on the default print queue

• Click on OK button

• If “No errors detected” is displayed, press the Yes button to post

• If “errors detected” is displayed, check proof list for errors and correct

Printing Purchase Orders

• Click on DEPARTMENTAL FUNCTIONS

• Click on Print PO’s On Forms

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• Click on the Define button

• Advance cursor to the first Include PO Numbers field

• Enter the first PO number

• Enter the last PO number

• Enter the Fiscal Year

• Enter the Department

• Also make sure that Print Commodity Codes, Print PO Number on Form and Print GL Account Numbers on Form are checked.

• Press enter or the Green check mark button

• Click Select

• Click File the Output

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Enter fmPO in the Printer field and press Enter key twice

• Click OK button

A PO will print to your local printer

• A Finance copy will print to central office

• The principal must sign the vendor copy

• Retain a copy of the signed PO to submit with invoice for payment

• Mail or fax the PO to vendor

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