PURCHASING: PURCHASING PROCEDURES
CHD-R (LOCAL)

PURCHASE REQUISITIONS	All purchases, regardless of the source of funds, shall be processed through the following requisitioning procedure: 1. The requisitioner must fill out a requisition form requesting the items      needed and giving detailed information and instructions, and must submit      the requisition to the principal or supervising administrator. 2. The principal or supervising administrator shall approve or disapprove the      request. If approved, the proper purchase requisition shall be prepared      giving the following information:     a. Budget code.     b. Estimated cost.     c. Suggested source of supply.     d. Date requested.     e. Date wanted     f. Reference aids such as catalogue numbers, when available. 3. From the principal or supervising administrator, purchase requisitions      shall be routed as follows:     a. Requisitions from high schools involving activity funds, capital outlay,          travel funds, or blanket purchase orders must be approved by the          Assistant Superintendent for Secondary Schools.     b. Such requisitions from intermediate schools must also be approved by          the Executive Director for Secondary Schools.     c. Such requisitions from elementary schools must be approved by            the Assistant Superintendent for Elementary Schools.     d. Requisitions for curriculum materials must be approved first by the          appropriate director or supervisor, then by the appropriate assistant           superintendent.     e. Requisitions from the Transportation, Maintenance, Operations, and          Food Services Departments involving travel, capital outlay, activity          accounts, or blanket purchase orders must be approved by the          Assistant Superintendent for Service Operations.     f. Requisitions from any location involving construction funds must be         approved by the Assistant Superintendent for Service Operations.     g. Requisitions from any source involving emergency funds must be          approved by the Assistant Superintendent for Business and Finance.     h. Requisitions for custodial supplies and equipment must first be          approved by the Director of Operations. School activity funds or petty          cash shall not be used for such purchases. 4. From the administrators listed above, the requisition is routed to the      coding clerk who verifies code and budget and checks for irregularities.      Requisitions not described in the categories above go directly from the      principal or supervising administrator to the coding clerk. 5. From the coding clerk, requisitions go to the business office for approval      and filing. 6. From the business office, requisitions go to the purchasing department      for writing of a purchase order or initiation of bids. The business office      may authorize alterations in the above procedure when deemed      necessary.
STOCK REQUISITIONS	All requisitioners must request items stocked in the warehouse when such items are available unless purchase from another source has been specifically authorized beforehand by the appropriate assistant superintendent. Stock requisitions shall be processed using the following procedures: 1. The principal or supervising administrator shall initiate stock requisitions      on the proper form and send them to the warehouse. 2. Requests for custodial supplies must first be sent to the Director of      Operations for approval. 3. Each item must be ordered under the stock number listed in the most      recent catalog. 4. Items ordered under different object codes may not be placed on the     same requisition. 5. If the warehouse is out of an item, the item shall be backordered and      shipped to the requisitioner when available.
RECEIVING REPORTS	When goods requested by purchase requisition are received, a receiving report must be filed by the recipient with the warehouse in order to initiate payment.