PURCHASING AND ACQUISITION:                                                                                                            CHD (R)

PURCHASING PROCEDURES

 

EDUCATIONAL TECHNOLOGY

PURCHASES                                                Educational Technology shall initiate the purchase orders for all                                                                              bond related computer purchases.  The campus or department

shall be responsible for initiating purchase orders for equipment
that is not being ordered with bond funds.

 

                                                                        It shall be the responsibility of the campus/department to receive all computer equipment on-line in the GEAC system, including properly designating the items for upload to the Controlled Resources Management System (CRMS).

 

                                                                        For items ordered by Educational Technology, Ed Tech will coordinate with the Computer Service Center to arrange for proper CRMS tagging.  For items ordered by campuses or departments, the campus or department must contact CSC to arrange for tagging.

 

PURCHASED SOFTWARE ITEMS              The Computer Service Center shall not receive, nor deliver software or software manuals.  Campuses and departments shall list their name as the receiving location on purchase orders when ordering software or software manuals.  If a campus chooses to include software on CRMS, it must use CRMS category code “OTH.”

 

NONCOMPLIANCE WITH

PURCHASING POLICY                                Purchases made by District employees without executing an

                                                                        approved encumbrance or payment method (i.e., Purchase Order, Request for Payment) are considered nonconforming purchases.  Such purchases are a violation of Board Policy.  Purchases that violate State or Federal laws are not covered by this regulation and will be referred to the Internal Audit Department.

 

NONCONFORMING

PURCHASES                                                Nonconforming purchases will be considered case-by-case on an

                                                                        individual, campus and department basis.  If it is determined that the unauthorized purchase would be considered a usual and customary District purchase, the purchase will be subject to payment using a Request for Payment form.  Nonconforming purchases will be subject to disciplinary action.  The following procedures will be used to resolve payment issues for nonconforming purchases:

 

                                                                        1.         Complete an On-Line Request for Payment (RFP) form.

 

2.         Attach to the RFP a completed On-Line Nonconforming Purchase form.

 

3.         Submit completed RFP form and Nonconforming Purchase form to the Office of Procurement & eCommerce for processing.

 

DISCIPLINARY ACTIONS FOR

NONCONFORMING PURCHASES              Individuals, campuses and departments will be held responsible                                                                                         and accountable for nonconforming purchases and will be subject

to the following progressive disciplinary actions:

 

Individuals

 

1.         First Offense – Employee will be counseled by the appropriate supervisor.  Supervisor must provide documentation of counseling to the appropriate Divisional Associate Superintendent.

 

2.         Second Offense – Employee will be subject to a written reprimand by the appropriate supervisor that will be placed in the employee’s permanent personnel file.  Notification of the second offense will be sent to the Associate Superintendent for Business Services/CFO and the appropriate Divisional Associate Superintendent.

 

3.         Third Offense – Notification of a third offense will be sent to the Superintendent, the Associate Superintendent for Business Services/CFO and the appropriate Divisional Superintendent.  Employee’s authority to purchase items will be suspended until such time as the Superintendent reinstates such authority.  A written reprimand will be placed in the employee’s permanent personnel file. 

 

Campuses and Departments

 

1.         First Offense – The appropriate Budget Manager will be notified by the Office of Procurement & eCommerce.

 

2.         Second Offense (could be same or different employee) – The appropriate Budget Manager will be notified by the Office of Procurement & eCommerce.  The Associate Superintendent for Business Services/CFO and the appropriate Divisional Associate Superintendent will be notified.  Disciplinary actions may include counseling and/or a written reprimand.

 

3.         Third Offense (could be same or different employee) – Budget Managers authority to approve the purchase of good and services will be suspended.  Notification of a third offense will be sent to the Superintendent.  All approvals will be through the immediate supervisor until such time as the Superintendent reinstates the Budget Manager’s authority to approve purchases.  Disciplinary actions will include counseling and a written reprimand will be placed in the employees permanent personnel file.

 

CONTRACTED SERVICES

AGREEMENT                                                  Individuals considered to be independent contractors or

                                                                        consultants ARE NOT PAID THROUGH THE PAYROLL OFFICE.  [See DC (R) for instructions.]  If these individuals are not part of an incorporated business and/or do not have a billing system, a Contracted Services Agreement form should be used to secure a commitment for services.  The completed Contracted Services Agreement is to be forwarded to the Office of Procurement & eCommerce for processing.  The Office of Procurement & eCommerce will input a purchase order for the Contracted Services Agreement.  The Contracted Services Agreement will be returned to the campus or department with the corresponding purchase order number attached.  The purchase order number will then be documented on the invoice received from the independent contractor or consultant and forwarded to Accounts Payable for payment.  The Contracted Services Agreement may also serve as the billing document, when a purchase order is not processed, which is to be forwarded to the Accounts Payable Department for payment.

 

CONTRACTS                                                Prior to signing a vendor’s contract for services, a copy of the contract shall be sent to the Office of Procurement & eCommerce for review and filing.

ISSUED DATE:  03/24/99

REVISION DATE:  11/28/2005