6210 Purchasing: Authorization and Control

  • The board authorizes the superintendent to direct expenditures and purchases within the limits of the detailed annual budget for the school year. Board approval for purchase of capital outlay items is required when the aggregate total of a requisition exceeds $100.000 except that the superintendent shall have the authority to make capital outlay purchases without advance approval when it is necessary to protect the interests of the district or the health and safety of the staff or students.

    The superintendent will establish requisition and purchase order procedures as a means of monitoring the expenditure of funds. Staff members who obligate the district without proper prior authorization may be held personally responsible for payment of such obligations.

    Legal References:        2 CFR 200.439(b)(2)  

    ADOPTED: 02/25/1993
    REVISED: 04/23/98; 01/14/21

    Procedure No. 6210P Purchasing: Authorization and Control
    Requisitions shall be approved by the superintendent or designee. As a minimum, requisitions shall provide the following information:

    1. Name of school, department and originator, and date originated; 
    2. School department or person to which material is to be delivered; 
    3. Budget year; 
    4. Specifications of equipment items (manufacturer, stock number, etc.); and 
    5. Estimated cost based on latest price. 
    6. Authorizing signature. 

    The purchasing department shall prepare a multiple-copy purchase order from the original request. One copy of the purchase order shall be sent to receiving school/department to be signed and returned to the purchasing accounts payable department when the goods have been received.

    Upon placement of a purchase order, the business office shall encumber the expenditure against a specific budget line item to guard against the creation of liabilities in excess of revenues.

    Materials desired for “examination” should be ordered on requisition, and include a statement that “the following items for examination for 30 days.”

    ADOPTED: 02/25/93
    REVISED: 04/23/98; 1/14/2021


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