Welcome to the Purchasing & Warehouse Departments

Purchasing & Warehouse
HELPFUL HINTS

Click here for the Direct Payment Request Form.

Here is some information that we in Purchasing hope will be helpful for you to understand what it takes to get timely processing of your requisitions and receivings. As always, call if you have any questions this does not address.

REVIEW/APPROVAL BY: REQUIRED REVIEW TYPE

Principal/Program Manager/Area Director/etc.: Budgetary Authority signature(s) is (are) required by any individual who is responsible for the management of the budget indicated by the account number used for the purchase and also for any price increase of $50 or more.
Ken Brown – Technology Services: Technology Review is required for any capital fund technology expenditure.
ITSC: Review/approval is required for any computer equipment and software, AV equipment, or electronic resource media related purchases, to ensure the product is district recommended and supported for the specific application intended.
Technology Services: Telephone System Review is required for telephones, line requests, telephone handsets, cellular phones and related equipment.
Dr. Mark Anderson – Associate Superintendent of School Support Services: Review is required for all expenditures greater than $15,000.
Furniture & Equipment Purchases: contact Lisa Thompson at 354-7184 before ordering.

CONCERNS THAT COULD DELAY TIMELY PROCESSING

Approval steps skipped will cause re-routing delays.
Incomplete, inaccurate, or illegible information will cause delays while calls are made to clarify the order request.
1. Completeness:
  - Include make, model, and/or catalog number accompanied by a description of what is to be purchased. (If ordering computer software, please indicate type of computer and size of disk needed.)
  - Include accurate prices for each line item. (Please request current catalog from vendors so pricing is up-to-date.)
  - Include vendor name and mailing address. Indicate "Ship To" address including room number or program name.
  - Include complete account number.
  - Please make sure required signatures are present; if not, then the requisition will be returned.
  - Purchasing needs two copies of the requisition (one being the original).
1. Accuracy:
  - Are prices accurate from a current catalog or phone quote?
  - Do figures add up correctly? (Please total the dollar amounts on your requisitions.)
  - Is vendor address correct?
  - Catalog number or model number accuracy can't always be screened by Purchasing, depending on our familiarity of the product; however, when in doubt, the vendor will fill the order according to the number rather than the description, so please double check catalog and model numbers.
  - If any portion of the requisition is illegible (or missing), the purchase order cannot be typed until the requesting party has been reached and can furnish appropriate information.
  - Please indicate quantity according to unit of issue and list pricing accordingly and extend total; this will protect the user from receiving and being charged for the wrong quantities.
  - Furnish any freight information of which you may be aware; i.e., flat rate or percentage of total order. This is so budgets may be encumbered correctly.
2. Purchasing Department Steps for Processing and Timelines:
  1. Direct Pay Request (DPR): Pre-numbered Direct Pay Requests are now available for purchases less than $2,500 or for payment on blanket purchase orders. These are pre-numbered beginning with DP, then the location number, a dash and a sequential number unique to that transaction. These require a budgetary authority signature and a receiving signature, DPR’s will take the place of a requisition and purchase order if its for a non-blanket less than $2,500. When the DPR is being used for payments of blanket purchase orders, they must indicate the purchase order numbers on the form. Purchases greater than $2,500 may not be split in order to use this form of payment. Direct Pay Request are to be sent directly to the Accounts Payable Department for processing. All inquiries on DPR transactions shall be directed to Accounts Payable.
  2. Purchase Requisition: Once a purchase order is typed, its is printed and available the next day for mailing. Purchasing’s goal is to process all complete, accurate requisitions in 3 days or less.
  3. Deliveries: Most deliveries take about three to six weeks to fill, but can vary widely with the vendor, product, and quantity involved.
  4. Personal Services Contracts (PSCs): Go to the School Support Services, Purchasing website and drill down on the PSC link. The forms, checklist and instructions are available for your convenience. If you still have questions, call Yvonne in purchasing at 354-7185.
  5. Quotes: If items are a part of a written quote (i.e., the requisition total is greater than $40,000 but less than $75,000), the purchasing process could take about three to four weeks. Requestor should submit product/service specifications and a prospective vendor's list with the requisition.
  6. Bids: If items are part of a formal bid (i.e., the requisition total is greater than $50,000), because board action is required, the process could take two to three months before a purchase order is awarded, then there is an approximate delivery time of three to six weeks, depending on its availability.
  7. Receiving: All products are delivered centrally to the District Warehouse unless otherwise arranged with Purchasing or purchased via Direct Pay or procurement card.
  8. Receiving Discrepancies: Any discrepancies between the quantity shipped as stated on the packing slip and the items you received should be reported to Purchasing promptly by filling in the Product Discrepancy Report, Form 10-0007 with the original purchase order number identified. It is important to keep all activity for each transaction separate from any other purchase related transaction for audit and practical reasons.
  9. Invoices: Any invoices received at your location should be promptly forwarded to the Purchasing Department. Attach a requisition to any invoice if one has not been submitted previously.
  10. Questions: If you have any questions about an order already placed, please have your purchase order number ready when calling Purchasing.

If you are in need of further purchasing information, you may contact the following people for their respective areas of expertise:

Purchasing Director: Kathy Ely • 354-7184

Any purchasing, property management, real estate, central warehouse or contract issue:

Buyer: Pam Tatosky• 354-7127
Warehouse & Nutrition Services Orders; Public & Small Works Projects, Curriculum Adoptions, Magazine Subscriptions
Buyer: Lisa Thompson • 354-7188
Furniture, Equipment & Service Agreements; Property Transfer & Fixed Asset Inventories
Buyer: Barb Carson • 354-7186
Technology Requests, Agency Agreement Development, Small Works Roster Projects, and Job Order Contract Purchase Orders
Purchase Order Secretary: Naomi Schumacher • 354-7189
Central receivings, Order Discrepencies, Vendor Account Research & Returns
Purchase Order Secretary: Yvonne Branam • 354-7185
Personal Service Contracts, Expedite Purchase Orders & Miscellaneous Requisition Processing

Department/Program Links: