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Kilgore Independent School District
Purchasing Procedures
KILGORE ISD (KISD) strives to maintain compliance with all state mandated
purchasing laws while securing the best product for the lowest price in the most
efficient manner. For District purchasing policies, please refer to Section C
of the KISD Board policy which may be found in the quick link section of the
KISD website or by visiting
http://www.tasb.org/policy/pol/private/092902/ . In no way should any of
the following procedures override KISD Board policy.
In order to satisfy the state purchasing requirements that
Texas public school districts are required to follow regarding competitive
procurement (other than advertised competitive bids), KISD participates in the
Region VII Education Service Center Purchasing Cooperative as well as several
statewide programs including, but not limited to, the TASB BuyBoard,
http://www.buyboard.com/default.html,
the Centralized Master Bidders List (CMBL)
http://www.window.state.tx.us/procurement/,
and The Cooperative Purchasing Network (TCPN)
http://www.tcpn.org/default.aspx?name=tcpn.vendors
. When possible, KISD has elected to use the Region VII Purchasing Cooperative
as its primary purchasing agent. The Region VII Purchasing Cooperative vendor
list can be viewed at
www.esc7.net The KISD Region VII User Login is kilgore and the Password is awards.
All purchases made on behalf of KISD must be from an approved vendor listed on
one of the state vendor lists mentioned above or by one of the approved methods
referenced below. Since vendor lists change periodically, vendors could be
approved on one occasion and unapproved on another. This said, just because
a vendor is on the KISD vendor listing does not mean that the vendor is an
approved vendor. If it is determined that a vendor listed on the KISD
vendor list is an unapproved vendor, the vendor will be removed. Please note:
Being able to secure an item cheaper from a source not on an approved list does
not meet state purchasing requirements.
It may be determined that the only method to secure a particular product is by
following the formal bid/proposal process. In such instances, persons wishing
to secure items must work with the purchasing director to insure that all legal
steps have been taken. When bids/proposals are opened, the purchasing director
or a member of the business office staff must be present. Official awards of
such items will only be made after receiving the written approval of the
purchasing director and/or Board approval.
Items may be purchased from a vendor when said vendor is the only vendor
carrying a particular item. Items purchased in such a manner are called “sole
source products”. Board policy CH(LEGAL) lists the following sole source
examples: “1.) An item for which competition is precluded because of a patent,
copyright, secret process, or monopoly. 2.) A film, manuscript, or book. 3.) A
utility service, including electricity, gas, or water. 4.) A captive
replacement part or component for equipment.” To verify sole source status, the
originator must secure a notarized statement from the company testifying that it
is the sole source of such product or service. Sole source forms, along with
instructions, may be found on the KISD website
http://www.kisd.org/ under the Prospective Vendor tab. The form must be
submitted to the purchasing director prior to the vendor’s addition to the KISD
vendor list. Once confirmed, a requisition may be submitted and a purchase
order secured. Please include a “Sole Source” notation on the initial purchase
request. Though the vendor is temporarily added to the KISD vendor list, all
future purchases from said vendor must be for sole source products as well.
The KISD vendor list will be maintained by the purchasing director or said
director’s designee. Prospective vendors who meet the state purchasing
guidelines may be added to the KISD vendor list by the purchase director upon
request from District purchasing staff after all necessary documentation is
received and vendor status is verified.
Purchase orders must be secured prior to any purchase. KISD purchases are not
allowed without an approved purchase order. This regulation is District policy
and applies to all KISD employees. Board policy CH(LOCAL) states that “Persons
making unauthorized purchases shall assume full responsibility for all such
debts.” Failure to follow this Board policy will result in an employee’s
personal liability for the expenditure. If an emergency or extraordinary need
arises, please contact the purchasing director.
Requests for purchases must be submitted to a campus principal or director with
the documentation that the principal/director requires. Requisitions will be
entered by selected campus/department personnel into the automated requisition
system. Once entered, the purchase requests are to be approved by the campus
principal/director. Following this approval, the requisitions are sent to the
purchasing director for approval. Once approved, the requisitions are uploaded
to the business office for purchase order processing. Purchase orders are
processed at least twice a week, usually Tuesdays and Thursdays, but may be
processed daily as needed due to purchasing deadlines, workloads and extenuating
circumstances. Purchase orders are mailed to the vendor or returned to the
originating campus, based on the *“narrative” instructions included on the
requisition. One yellow copy of the purchase order will be returned to the
originating campus/department. If the purchase order was marked “Do not mail”
or “Return to originator for processing”, the campus/department will be
responsible for forwarding the purchase order to the vendor.
*Please include ‘narrative’ information on all purchase requests
that states the following:
“KHS/Smith/Jones” (Campus-Department/Name of person entering request/Name of
person approving the request) “Do not mail-Return PO to originator” (If
instructions are not included, the PO will be mailed.) “BuyBoard Vendor”, “CMBL Vendor”, “Sole Source”
(Include only if Region VII vendor is
not used.)
Expenditure coding used on purchase orders and Request for Payment forms should
be determined by using the TEA FASRG. This guide is available online at the TEA
website under “Finances”, and copies of widely used sections have and will be
distributed by the business office. Codes used should never be based on
where budgeted funds are available. The business office will work with all
departments in getting funds moved to proper codes and setting up new codes
where applicable. Efforts should be made by departments to anticipate
expenditures for the following year and budgeted appropriately. Request for
Payment forms may be used for registration fees, memberships, dues and various
other expenses. Appropriate approval signatures and budget account codes are
required prior to processing. Paperwork and invoices should be submitted at
least two weeks in advance to ensure the timely receipt of payment. When
payments are needed prior to the next check run date, paperwork should be
personally delivered to the accounts payable office to ensure adherence to
district procedures.
Beginning of the school year purchase orders will not be released prior to
September 1. Due to the large volume of purchase orders produced at this time,
purchase orders should be input by the secretaries and approved by
principals/directors prior to summer break. Instructions for this process will
be provided by the business office each year along with a reminder of
deadlines. Purchase orders will then be approved and released for the remainder
of the school year until the last Thursday in April at which time all
non-emergency instructional purchase order processing will cease.
Purchasing Procedure Guidelines
Approved Purchasing Methods
- Approved purchasing programs
- Region VII ESC Purchasing Cooperative (Preferred)
- TASB BuyBoard
- Centralized Master Bidders List (CMBL)
- The Cooperative Purchasing Network (TCPN)
- Sole Source Vendors
- Formal Bid /Proposal
Purchase Order Process
- Requestor completes paper work required by
principal/director to initiate process
- Requisition entered by secretary
- Requisition approved by principal/director
- Requisition approved by purchasing director after coding and
vendor verified
- PO printed and processed by business office personnel
- Purchase orders mailed or disbursed according to directions
included on request
Important Dates to Remember
- September 1, XXXX – Date purchase orders are released for
beginning of year purchases
- Purchase orders will be printed by 10:00 a.m. on Tuesdays
and Thursdays and may be printed any other week day on an
as-needed-basis.
- Last week of April – Deadline for all non-instructional
purchase orders
Request for Payment Form
- Used when a check must accompany the forms submitted for an
expenditure, i.e., registration fees, dues and memberships
- Should be submitted at least two weeks in advance for timely
payment
Other Important Information
-
EMERGENCIES – When an
item has to be paid in a short amount of time, please contact
the purchasing director for assistance. Though a check may be
issued prior to the next available check-run, a completed PO or
Request for Payment form and all necessary back-up will still be
required.
-
Any information that
assists in efficiently processing the purchase should be
included on the purchase request/order. At a minimum, the
requestor’s name along with instructions such as mail / fax /
return to campus should be included. If a Region VII vendor is
not used, information about the vendor such as BuyBoard Vendor,
CMBL Vendor or Sole Source Vendor should be included. (Sole
Source forms must be submitted to and approved by the purchasing
director prior to all purchases.)
-
Please note:
Approved vendor lists change periodically. Just because a
vendor is on the KISD EDP vendor listing does not mean the
vendor is an approved vendor. Only vendors which are listed on
the Region VII website or one of the other state approved lists
may be used for KISD purchases. Failure to follow one of the
approved methods above is a violation of State law, not just
KISD policy.
Receipt of Goods / Services
All goods are to be delivered to the KISD Administration Building
and forwarded to the appropriate school or department. If items are
too large for such process, special delivery arraignments should be
made and communicated to the administration building employee in
charge of receiving.
Goods should be received on the campus or in the department by one
person, usually the campus secretary, and then distributed to the
appropriate individual. This responsibility can be assigned to
another individual by the principal or director if needed, with the
understanding that this person will be responsible for verifying
that the order is complete and that documentation of such is
promptly forwarded to the accounts payable clerk.
Upon receipt of goods, the delivery should be verified for accuracy
against items ordered. Verification can be done by the person
assigned to receive the goods at each campus or the end user. If
the end user verifies, the distributor is responsible for ensuring a
prompt response from the end user. The completeness of the order
should be verified against the purchase order. Packing slips
included with the shipment should be attached to the original
purchase order and returned to the business office. If all items
ordered on a purchase order were received, the yellow copy of the
purchase order should be returned with the word “Complete” written
in the middle section of the purchase order, followed by a signature
and the date signed. Please write “Incomplete” and a brief note of
explanation such as items were not received, back ordered, or
damaged in the middle section of the purchase order prior to
returning it to the business office.
Purchase orders will remain in the system until the yellow copy of
the original purchase order, marked “Complete” is received by the
business office. Items not marked “Complete” will remain encumbered
in the system, reserving any budget so noted on the purchase order.
Invoices are received and opened in the business office by the
accounts payable clerk. Upon receipt, the invoice is matched to the
business office copy of the purchase order and the copy returned
from the originator. This review verifies that the actual cost does
not materially differ from the estimated cost on the purchase
order. If there are no discrepancies, the invoice is placed in line
for payment processing. If material differences or other
abnormalities are noted, the information will be verified and/or
resolved with the requestor or vendor and a payment issued.
Vendors used for campus activity fund purchases should be asked to
note “KHS Activity Account” and so forth on all invoices resulting
from an activity fund expense. In such case, the invoice will be
forwarded to the appropriate campus to be processed and paid.
Invoices or tickets obtained by the purchaser from the vendor upon
delivery of or receiving of goods should be verified and returned to
the business office immediately. Please note that lost tickets are
difficult and time consuming to replace. If invoices are received
for payment by the business office prior to the signed purchase
order marked “Complete”, it will be assumed that the goods and or
services have not been received. In such case, the invoice will be
forwarded to the department and or campus listed on the invoice. In
such case, the person receiving the document should promptly respond
back to the business office with the status of the order. At this
point, the business office will accept an e-mail from the campus
secretary stating that the order has been received in full, noting
the purchase order number, the vendor name, and the date received,
until the purchase order can be forwarded to the business office.
If a partial shipment has been received, a copy of the purchase
order marked “Incomplete” along with the signed invoice must be
returned to the business office. If goods or services have not been
received in relation to the invoice, an e-mail should be sent noting
such. Verification that a response has been made to the business
office is the responsibility of the person assigned for receiving by
the director/principal. The business office will not make payment
without some form of verification of receipt or acceptance.
If the accuracy of an invoice is questioned, the originator or
appropriate department personnel should make contact with the vendor
to attempt reconciliation. If reconciliation is unreachable at this
point, the business office should be contacted with the details of
the discrepancy. Appropriate business office personnel will then
attempt to resolve the differences. If it is determined that the
cost to protest the difference will exceed the difference or that
the vendor has a valid point of contention, the original budget code
will be charged. Complete notation of the incident will be placed
in the vendor’s file for future reference.
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