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Policy Index

611. PURCHASES BUDGETED


Date Adopted: April 27, 1981

1. Purpose

It is the policy of the Board that when funds are available all purchases contemplated within the current budget and not subject to bid be made in a manner that ensures the best interests of the district.

2. Authority

All purchases that are within budgetary limits and were originally contemplated within the budget may be made upon authorization of the Purchasing Agent unless the contemplated purchase is for more than $2,500, in which case prior approval is required from the Board.

All purchase requests must be referred to the Purchasing Agent, who shall check as to whether the proposed purchase is subject to bid, whether sufficient funds exist in the budget, and whether the material might be available elsewhere in the district.

There shall be a reasonable effort made to obtain in writing at least three quotations from independent sources for the supplies, equipment or services desired whenever possible, and when the contemplated expenditure is less than $4,000 ($4,000 in cooperative purchases). All quotations received shall be attached to and retained with a copy of the resulting purchase order.

3. Guidelines

In the interests of economy, fairness and efficiency in its business dealings, the Board requires that items commonly used in the various schools or units thereof be standardized whenever possible and opportunity be provided to as many responsible suppliers as possible to do business with the school district. Lists of potential suppliers for various types of supplies, equipment and services will be developed and maintained; no purchase request will be honored unless made on a district approved requisition form that has the necessary approval.

Upon the placement of a purchase order, the Purchasing Agent shall encumber the expenditure against a specific budget line item to guard against the creation of liabilities in excess of appropriations.
 
 

References:
 

School Code: 511(e), 751, 807.1
Federal Regulations: Act 1 of 1982