Jackson R-2 School District

Purchasing Process

Purchasing Process

  1. Price quotes or bids should be obtained from 3 vendors for all major purchases when feasible. This is necessary to ensure that the district receives the best price possible.

    a. Smaller items and purchases do not require price quotes or bids unless purchased in large quantities (over $200).

    b. Price quotes or bids should be obtained for all items with a unit cost of $100 or more.

  2. A record of price quotes should be kept on file (may be needed for audit purposes). A price quote form or you can obtain a copy from My Computer - M: drive - District Forms - Price quote form. Save a copy of the form to another drive such as “C” before entering data.
  3. Any or all quotes or bids may be rejected if it is deemed in the best interest of the school district.
  4. After obtaining pricing, the person needing the item fills out a Purchase Requisition Form Please include any special ordering instructions on the purchase requisition. You can obtain a copy from My Computer - M: drive – District Forms –   Purchase Requisition. Save a copy of the form to another drive such as “C” before entering data.
  5. The requisition form is given to the building principal
  6. Principal assigns the fund account number, signs for approval, and gives the form to secretary.
  7. A purchase order number should not be given out until the purchase order is approved.
  8. The secretary enters the information as a Purchase Order in SISFIN. Please include any special ordering instructions on the purchase order. Avoid using “See Attached List.” (Exception: library book orders of 10 or more).
  9. Principal approves purchase order in SISFIN.
  10. Central office approves purchase order in SISFIN.
  11. Central office prints 3 copies and distributes accordingly. Supplier copy will be mailed unless noted to fax (include fax number).
  12. Purchase Order should be used for a “one time” purchase. 
  13. Purchase Order needs to be used in full within 30 days.
  14. Person who ordered the item checks in shipment and compares with packing slip.
  15. Packing slip and/or receipt (with reference to Purchase Order) is signed, dated and marked “OK to pay” and sent to Mary Young, Accounts Payable at the Board Office as soon as the item is received. (If packing slip is not enclosed, purchase order should be copied, signed, dated, and marked “OK to pay”). Any information about backordered or cancelled items should be noted.
  16. Invoice, PO and packing slip are put together to pay. Ordering of supplies by phone or internet should be avoided. If an emergency exists, contact Lisa Dowdy at the Board Office to rush the PO. She will get approval and fax the PO to the vendor.

Check Requisitions

  1. Should be kept to a minimum. Purchase Orders are the preferred procedure
  2. The purchaser completes check requisition.
  3. Supporting documentation including receipts and/or invoices must be attached. Receipts and/or invoices should be signed by purchaser.
  4. All check requisitions must be signed by the building principal.
  5. Check requisitions should be turned in to Mary Young, Accounts Payable by Wednesday the week prior to the board meeting for approval and payment. Board meetings are usually the 2nd Tuesday of each month.

Special Purchasing Procedures for Wal-Mart and Sam’s  

  1. A purchase card is obtained from the building secretary after building principal approval.
  2. The building secretary will maintain a log of purchase cards (see Purchase Card Log Record).
  3. After purchase, receipts are signed and returned to the building secretary along with the card.
  4. The purchaser completes check requisition and attaches signed receipts.
  5. Check requisition is signed by the building principal.
  6. Check requisitions should be turned in to Mary Young, Accounts Payable immediately.

Deadline for non-local (outside of Jackson and Cape) purchase orders is  March 31. Deadline for local purchase orders is April 30. Consistently following these procedures will ensure current fund account totals, smooth operation and much appreciation from all staff involved.