• All funds, regardless of the source, are considered Alpine District funds. The same general purchasing guidelines apply to all purchases.
• Purchases will not be paid if proper procedures have not been followed.
• If using PURCHASE ORDERS, they must be created before purchases are made.
• Whether the purchases are created by the secretary or the Media Specialist does their own ordering, it is critical that they work closely together in the purchasing process.
• It is very important that all budget areas are reconciled each month.
• Copies of PURCHASE ORDERS, paid INVOICES and other required PAPERWORK must be kept on file at the school for auditor purposes. (This may be done by the secretary).

1. $500.00 is the limit per order, not per item.

2. Purchases within the district are ordered with a REQUISITION; outside the district use a PURCHASE ORDER or a PURCHASE CARD.

3. Every school has access to Purchase Cards which usually have a $500 purchase limit. Schools are encouraged to use Purchase Cards for purchases under $500.

4. Make sure all Purchase Card purchases are TAX EXEMPT. Before the purchase is finalized, make sure you communicate the TAX EXEMPT status to the cashier so the card will be charged correctly.

5. A Purchase Card can be issued to or used by the Media Specialist.

1. PURCHASE ORDERS between $501 and $4,999 can be made on the EMS system by the school secretary (if EMS is used at your school) when at least one of the following apply:

• The purchase if made from an approved account with three verbal bids
• The purchase is from a SOLE SOURCE VENDER
• The purchase is made from a STATE CONTRACT
• Using SCHOOL FUNDS (usually through an 8100 account)

2. For purchases over $5,000, the school will send a REQUISITION to the Purchasing Department. The Purchasing Department will acquire required bids and generate the PURCHASE ORDER to send to the vendor.

1. When the PURCHASE CARD is used, make sure you keep receipts from the store. If the purchase was made on the phone, keep written records of calls and amounts. When items are received, keep paperwork that were shipped with the order for verification of purchase using the PURCHASE CARD.

2. The payment for the purchase will be made to the credit card company by the district.

3. By the end of each month, you will confirm purchases with appropriate account numbers. (This is often done under the direction of the school secretary.)

4. Purchase receipts must be kept to attach to monthly Purchase Card Statement. (Secretary may be in charge of this process.)

5. Care must be taken to confirm that items from phone orders are received and are complete. Because payment has already been made, this is important to monitor. If problems arise, the Media Specialist is responsible for calling and correcting any discrepencies.

1. When the order arrives at the school, check received items against the order. Verify cost, quantity received, correct items, back-orders/canceled items, etc. If there is a question on the ORDER, the school should contact the vendor directly to correct the problem.

2. Make payment to INVOICE following the schools accounting procedures. NOTE: All INVOICES received in Accounting or Purchasing not attached to the PURCHASE ORDER will be sent to the school to be matched with the correct paperwork.

• IF THE ORDER IS COMPLETE AND ACCOUNTING PAYS THE INVOICE: SIGN and DATE the "GREEN" copy of the PURCHASE ORDER should be sent to Accounting. If you have the INVOICE attach to "GREEN" PURCHASE ORDER. Attach other required paperwork as well. Write ORDER COMPLETE, record the date and cost (For purchases over $500.00, DO NOT WAIT FOR INVOICE TO ARRIVE before sending to Accounts Payable.)
• IF THE ORDER IS COMPLETE AND THE SCHOOL PAYS THE INVOICE: SIGN and DATE a copy of the PURCHASE ORDER. Make a copy of the INVOICE and attach it and other required paperwork to copy of P.O. Write ORDER COMPLETE, record the date and check total sent for payment.
• IF THE ORDER IS PARTICIALLY COMPLETE, MAKE PARTICAL PAYMENT AT THE SCHOOL OR SEND TO ACCOUNTING FOR PAYMENT: Make a COPY of the PURCHASE ORDER and send the COPY to Accounting with the Invoice for partial payment or cut check at school. Write PARTIAL PAYMENT on the P.O. copy, state amount paid and date it. Keep in file for further reference.

3. Copy of PURCHASE ORDERS with INVOICE copy and other required paperwork must be kept on file for auditors. (May be done by secretary)

4. Monitor monthly budget sheets to make sure appropriate charges were taken from the correct account(s).

1. Buying items from a vendor with a school PURCHASE ORDER or PURCHASE CARD that TOTALS more than $500 without proper approvals.

2. Using more than one PURCHASE ORDER or PURCHASE CARD debit to buy items (i.e. books from a single vendor) to stay under the $500 limit.

3. Using PURCHASE ORDERS or PURCHASE CARDS for purchases that are not for the school or school related programs.

4. Misuse of PURCHASE ORDERS or PURCHASE CARDS will be referred to the appropriate administrator.