6210P Procedure - Purchasing Procedures

District Procurement Cards
The preferred method of purchase for ALL purchasing is by district procurement card (with the exception of meals purchased during travel per FPS Policy 6213). Budget administrators can request procurement cards for their staff members by emailing the request to the Business Services office. The request should include the staff member’s name, reason for the request, and a recommended card limit.
 
Purchase Orders
Purchase orders must be submitted for all payments over $300 that are not being paid as a one-time charge to a procurement card. This includes all types of purchases, including services paid under a personal service contract. Purchase orders should be submitted as soon as the need for items or services is identified.
 
District Warrant Runs
Payments to vendors that will not accept a procurement card or charge a fee to accept a procurement card should be processed through the district’s Accounts Payable department. Warrants are issued in the middle and end of each month. A list of exact dates and deadlines are available from Accounts Payable. A purchase order is necessary for any invoices submitted to Accounts Payable that are over $300, with the exception of mileage and travel reimbursements. Vendors requesting electronic fund transfer (EFT) in lieu of warrant must complete a district vendor authorization agreement for direct deposit form and submit it in person to Business Services.
 
Use of Revolving Fund Accounts
The district revolving fund account is limited to unplanned emergent expenses to outside vendors that must be paid before the next district warrant run. Revolving funds may only be used for a vendor that does not accept district procurement cards. These funds should not be used to pay or reimburse district employees. 
 
Office/Classroom Supplies
Office and classroom supplies may be purchased using a district procurement card with pre-authorization from the budget administrator. Best efforts should be made to procure these supplies at the lowest price to the district, including using vendors that the district has agreements with for discounted pricing and free shipping. Items cannot be purchased from private parties. Staff members who make purchases without proper prior authorization and using personal resources may be held personally responsible for payment of such obligations.
 
Technology Equipment and Software
For the purchase of any technology-related software, device and/or equipment, a technology vetting process must be followed. Depending on the item purchased, submittal of a Technology Hardware/Software Approval form to the Information Technology department for evaluation and approval may be required. Any technology-related purchases that do not require the Technology Hardware/Software Approval process will require submittal of an IT work order with approval prior to purchase. Any technology items purchased without going through the appropriate vetting process may require the return of the items or the items may not be supported. Support includes but is not limited to network connectivity, rostering, etc.
 
Date: 12/14/10
REvised: 4/4/23; 8/15/23