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Storage or Stocking of School Supplies and Equipment. Underlying Principles of Purchasing by Competitive Bidding, purchase school papers. Purchases Exceeding the Dollar Limits Established by Law for Bidding Materials, Equipment, or Supplies.
Multi-Year Leases and Installment Purchases. Criteria for Evaluating Methods of Procurement. This handbook has been prepared primarily for the guidance of the administrator responsible for purchase and supply. Detailed procedures, which have proved their effectiveness in many school systems, are suggested. Basic principles remain relatively constant, whether the school district is large or small.
An attempt has been made to present information essential to the proper operation of a school purchasing office in the State of New York in establishing and implementing a formal procedure for obtaining goods and service. Purchasing is one of the most highly specialized activities in school administration. As the person responsible for the purchasing function one must be aware of laws and regulations that govern the purchasing system; be knowledgeable of the purchasing agent's role and duties; and of the buying procedures needed to carry out the purchasing function.
Good purchasing has been described as securing material or service in the right quantity and quality, purchase school papers, at the right time, and for the right price. The purchasing agent is faced with a formidable task in seeking to satisfy the criteria of 1 the right quality and quantity, and 2 the purchase at the lowest possible cost. Purchasing is a process including receiving, purchase school papers, storing, inventorying, and distributing.
It seeks to obtain maximum value from each educational dollar spent for equipment, supplies, and contracted services. Wise purchasing practices help upgrade the quality of programs and control cost, purchase school papers.
This publication has been prepared for the school-purchasing agent as a guide for implementing effective purchasing practices and obtaining optimum product quality. State law, court decisions, and local school board policy regulate the school purchasing process. Competitive bidding legislation adds to the purchasing agent's routine responsibilities, but it is a judicious protective safeguard.
These bidding restrictions need not limit the purchasing official; rather, board of education policies and routine can be structured to allow flexibility and professional judgment in procurement, while at the same time observing statutes that protect the public interests.
It cannot be too strongly stated that a school district or BOCES must perform the purchasing function in the manner the law prescribes; there is no alternative. As in other areas of school operation, the board must adopt carefully formulated and clearly stated policies and regulations for the conduct of purchasing. These guides will translate laws into action and will establish the purchasing posture of the district, purchase school papers.
Purchasing must be an integrated function since every phase of the operations of the school involves the use of supplies, equipment, and services. The relationship of the purchasing agent to all other school administrators must be clearly delineated and understood. Ethical conduct in managing the district's purchasing is an absolute essential.
Each school district should adopt and strictly enforce a code of ethics to govern practices in school purchasing. The board of education shall designate the person to whom the function of purchasing is delegated. The purchasing function is generally purchase school papers to cover the complete supply transaction, beginning with the initiation of a request requisition to supply a certain need and ending with the approval of a claim for payment.
To ensure internal control, the purchasing function is centralized in the position of the purchasing agent. A recommended purchasing procedure, which incorporates nine steps, purchase school papers, involved in the purchasing of supplies and equipment for schools is described below. These are applicable to the smallest unit, as well as to the largest school system. Some purchase school papers the steps may be eliminated, purchase school papers, computerized and combined, provided an adequate system of control remains.
Processing the Requisition. The user, e. While the procedure should provide an purchase school papers means e. Processing of requisitions will be expedited by observing the following rules:. Preparing Specifications. When a brand name is used to identify the product requested, "equal to or better" products of similar or superior function, purpose, design, or performance characteristics may be substituted for the brand name product, unless the purchase is made under a special board resolution permitting standardization Sectionsubdivision 5, General Municipal Law.
See paragraph on Standardization, Chapter IV. Requesting Bids or Quotations. The purpose of obtaining bids or quotations is to encourage competition in the procurement of supplies, equipment, and services, which will be paid for from public funds. It has the further purpose of discovering what a given item will cost, purchase school papers, where it can be obtained, and when delivery will be made. Award of Contract or Issuance of Purchase Order. Follow-Up on Order for Delivery.
The purchasing official has the responsibility for following up contracts and orders to expedite delivery. The urgency for follow-up will depend on circumstances such as the need for items on a certain date, purchase school papers, experience with the vendor, market conditions, transportation conditions, and nature of the material to be purchased.
A definite routine for follow-up on critical items should be established. The purchase school papers should be purchase school papers advised as to the status of the requisition. Invoice from Vendor. When the invoice is received from the vendor, the purchasing official should review it to verify that the price agrees with quotations or contract figures and the terms of the order, including f. shipping or delivery point. Receipt of Goods. Upon receipt, goods should be checked for condition and for quantity and quality as stated in the purchase order or contract.
This may be accomplished by having the receiving employee a sign a packing slip or the receiving copy of the purchase order and b forward it to the purchasing official as evidence of receipt of goods purchase school papers materials.
If only a partial shipment is received, the purchasing official may wish to prepare a confirmation order listing the material not shipped. This confirmation order will not only advise the vendor of the continued desire to secure prompt delivery of the balance of this back order, but will place a copy of this back order in the file of outstanding orders.
The back order confirmation will replace the purchase school papers purchase order pulled from the file of outstanding orders when this original complete purchase order is attached to the invoice covering the partial shipment and moved up for audit and payment unless further action is warranted regarding back orders. For example if the vendor appears not to be purchase school papers to fill the order and the district intends to exercise the "buy against clause" against the vendor.
In this instance purchase school papers partial payment would not be processed. The purchasing agent indicates to the auditor, clerk, or other official entrusted with the purchase school papers and payment of claims that all goods covered by the claim have been received in good order. This approval of the officer-giving rise to claim is required of all invoices by Education Law, Section The certification may be placed on each individual bill or it may purchase school papers on the warrant.
Quality Control. The testing of items purchase school papers for conformity with specifications and for determination of potential ways to improve specifications is an important part of purchasing. Some steps that may be used are:, purchase school papers. Approval for Payment of Invoice or Claim. The final step in the purchasing procedure is the approval of the invoice or claim for payment, either by the board of education or the internal auditor.
As indicated under Section G above, this must follow notification to purchase school papers accounting office that the goods covered by the claim voucher have been received in good condition. Prompt payment of claims can mean taking advantage of discounts, which should result in substantial savings. School districts having an auditor Section and Sectionsubdivision a, Education Law to approve bills for payment are in a particularly good position to take advantage of cash discounts.
The appointment of an internal claims auditor is recommended as a step forward in revamping the structure of school business administration. In those districts where the payment of claims must wait for audit and approval by the board of education, special arrangements may have to be made with vendors in order to take advantage of discounts.
Prompt payment promotes good relationships with vendors. The purchasing agent is the officer who must, purchase school papers, because of knowledge of markets and marketing conditions, determine the best sources of supply. It is important to be familiar with the most economical quantities, the best times of the year to buy certain commodities or services, and the total needs of the district's programs. The purchasing agent's duties in the field of procurement are broad, and are outlined in Appendix 1.
Skip To Content. Ed Management Services. Purchasing Purchase school papers Introduction Chapter I. Steps in the Purchasing Function Purchase school papers. Processing the Requisition B.
Preparing Specifications C. Requesting Bids or Quotations D. Award of Contract or Issuance of Purchase Order E. Follow-up of Order for Delivery F. Invoice from Vendor G. Receipt of Goods H. Quality Control I. Approval for Payment of Invoice or Claim Chapter II. Relationship of Purchasing to Other School Functions A. To Educational Services B. To Finance Department C.
To Accounting or Auditing Division D. To Building or Maintenance Department E. To Legal Department Chapter III. Purchasing Procedures A. Quality of Product B. Quantity to be Purchased C.
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