The Board of Education directs the Superintendent of Schools, the Business Administrator, and the Purchasing Agent to develop administrative regulations on how purchasing is to be done in the district.
Wherever practical, the district shall standardize its purchases, in an attempt to gain a better price, improve product service, and have a more efficient inventory (fewer surplus/replacement parts). The Business Administrator shall develop and maintain a standardized list of equipment and supplies. Unless otherwise justified, district purchases are expected to be made from this list.
All requisitions for supplies, materials, and contractual expenses are forwarded to the Business Office for approval or disapproval. All purchasing is to be done by the Purchasing Agent on an official purchase order blank.
The Purchasing Agent is authorized to issue purchase orders and requisition orders without prior approval of the Board, when formal bidding procedures are not required by law and budget appropriations are adequate to cover such obligations. Those purchases not conforming to the requisition/purchase order procedure will be paid for by voucher after having received prior purchase approval from the Business Administrator.
The Board authorizes the use of a machine check-signer to stamp school district checks with the required signature. The check signing device must be a recognized manufactured product with safeguards for the school district's protection. The District Treasurer has the responsibility of preventing unauthorized use of the check-signer.
All goods and invoices are directed to the Business Office. Only those personnel specifically authorized by the Business Administrator may sign for goods, and only those invoices signed by such authorized personnel will be approved for payment. All problems with merchandise or shipping are handled by the Business Office.
The Business Office shall arrange all service contracts or maintenance agreements. The Business Administer shall determine whether to direct such tasks to district personnel or to enter into a contract or agreement. In instances where the district requires professional services, applicants will submit their qualifications and fee schedule to the Superintendent. The Board, on the Superintendent’s recommendation, will select a qualified candidate.
Office of the State Comptroller-Financial Management Guide