Purchasing and Receiving Procedures
Purchasing:
1. All policies and procedures regarding purchasing and acquisitions must be followed according to Texas Education Code 44.031 and the policies of the district. These policies and procedures are published in the CSISD Purchasing Policies and Procedures Manual dated January 24,2000. If you or your staff is not aware of these rules we encourage you to review this manual, specifically Section 5 regarding price quotes. If you do not have a copy of this manual please contact Purchasing to obtain one.
2. One designated person per department or school should be responsible for the entering of requisitions. Requisitions should include an adequate description (manufacturer, part number, size, etc.) of the materials being purchased.
Requisitions must reference the applicable bid, purchasing cooperative or quote number from which the prices were obtained. Pentamation includes an option to select the type of purchase (blanket or contract), which should be entered when using prices from an annual bid. It is highly recommended that each purchased line item be entered in Pentamation rather than using an attached list. This assures that all items are properly received and paid for.
3. The principal or department head or their designee should be responsible for approving each requisition. Each requisition should be checked to make sure proper rules were followed and approved vendors were chosen. When written quotations are required they should be verified and filed in a central location at the school or department.
4. Approved requisitions will be converted to Purchase Orders by Charlotte Neville, Business Office within 24 hours and forwarded to Mark Pantel, Purchasing for review and signature. Approved purchase orders will be signed and given to Charlotte to mail or fax to the vendor. Copies of the purchase order will then be distributed to the originator and to the Central Receiving if applicable.
With our vendor list continuing to grow it is important that we utilize vendors, whenever possible that have been awarded bids or who participate in the district approved purchasing cooperatives. This will assure competitive prices and more efficient receiving and payment procedures. If you have a question about which vendors have been awarded bids or have been approved as cooperative vendors please visit the Purchasing link at CSISD website: http://www.csisd.org/, then click Administration, Deputy Superintendent for Business and Operations, Purchasing then Procedures or call Mark Pantel, Purchasing at ext. 408.
Receiving:
1. All shipments from local vendors are delivered directly to the school or department. It is the responsibility of the school or department to verify receipt and forward the completed green copy of the purchase order to the Business Office.
2. All shipments from out of town vendors will be received at Central Receiving and re-delivered to the appropriate campus or department. Each school or department is responsible for opening boxes and confirming that shipments are received in full.
For out of town orders each school or department is responsible for notifying Julie Holliday, Purchasing by mail, email or fax when the purchase order is received in full. This notification must be made within three (3) days of receipt of goods. One person at each school should be responsible for this task. If a shortage or incorrect merchandise is discovered the school or department should advise Julie who will contact the vendor if necessary.
When notification is received that the shipment is correct and complete (including backorders), Purchasing will forward the purchase order green copy to the Business Office for payment.
Payment:
The Prompt Payment Statute (Local Government Code 2251) requires school districts to pay for goods and services within 31 days of invoice date or the vendor is entitled to be paid interest on the overdue amount. This statute, effective September 1993,is now common knowledge among vendors who are aware of their right to be paid in a timely manner. One invoice in past due status can put an entire district on hold and suspend shipments from a vendor. CSISD depends on vendors to furnish products and services in a timely manner. It is our responsibility to pay these vendors in a timely manner.