Requisition and Purchase

Requisition and Purchase

Order Training

Order Training

2008

2008--2009

2009

2008

2008--2009

2009

Business Office Presentation

November 20, 2008

District Policies

•CH (Local)

–Responsibility for Debts

–Purchase Commitments

–Purchase Commitments

–Personal Purchases

Submit

Requisition Process

Requisition

Approval/

Denial

Purchase

Order

Invoice

Submit

for

Payment

Proper Planning is

REQUIRED.

Dif

fere

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Ty

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of

Req

uis

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ns

•Supplies/Materials

•Hotel Reservations

•Mileage Reimbursements

•Mileage Reimbursements

•Per Diem Meals

•Professional Services

Must answer the following:

Who?

Who is this for?Who will be utilizing these items?

What?

What items do you need? What services will be provided?

Where? Where will these items be utilized? Where will you be

purchasing these items from? Co-Op or Approved Vendor?

Where are you going? Where are you staying?

When? When will you be utilizing these items?

When will you leave? When will you be back?

Why?

Why do you need to go? Why do you need these items?

–Reference Co-Op Name and Bid #’s

–Reference CIP Objectives and Page Numbers

–Price quotes for technology items will have to be given

to you by the technology department before any

requisitions are inputted.

Requisitions for Supplies/Materials:

requisitions are inputted.

–Email the technology department items you are requesting quotes for.

•Ex. Computers, laptops, printers, toner, cameras,

scanners, etc.

–Be as detailed as possibleon

requisitions

�Name of Employee

�Name of Conference/Training

�Dates of Conference/Training

�Location of Conference/Training

Requisitions for Hotel Reservations:

�Location of Conference/Training

�Room rate

�$85 per employee per night

�City tax % only. Note: The District does not pay state tax.

�Campuses also include the CIP objective.

–Be as detailed as possibleon

requisitions

�Name of Employee

�Name of Conference/Training

�Dates of Conference/Training

�Location of Conference/Training

Requisitions for Mileage:

�Location of Conference/Training

�Miles Traveled

�Use the Districts Mileage chart. District mileage rate .405

�Note: If your location is not on the list go to the Texas Mileage Guide internet

web page. http://www.cpa.state.tx.us/comptrol/texastra.html

�Campuses also include the CIP objective.

–Be as detailed as possibleon

requisitions

�Name of Employee

�Name of Conference/Training

�Dates of Conference/Training

�Location of Conference/Training

Requisitions for Meals:

�Number of meals requesting

�Overnight Trips: $36 per day; $12 per meal

�Day Trips: Depending on time leaving and arriving from and to the District.

�Reference the Administrative Travel Procedures Manual located on the Business

Office webpage.

�Campuses also include the CIP objective.

–Be as detailed as possibleon

requisitions

�Staff Development Instructors and Presenters

�Name of Presenter

�Date of Presentation/Instruction

�Reason for Brining this Individual to the District

�The District requires a criminal background check placed for all

Requisitions for Professional Services:

�The District requires a criminal background check placed for all

individuals coming in to the District that will have interaction with

students.

�Must be done before the Presentation or other Professional Services

take place.

�Who is this Presenters audience?

�Amount of Estimated Cost

�Campuses also include the CIP objective.

–Be as detailed as possible on

requisitions

FORMS

•Located on the Business Office website.

Purchase Order Modification

Form

•Submit with a copy of the original PO with

corrections.

–Note: Each line item description, amount and total must be

corrected.

•Questions to ask Approved Vendors:

–How much is freight/shipping?

–Do I have any discounts?

–To which address is this payment supposed to go?

AC

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�Checks will be processed once a week on Thursdays

�All purchase orders with original invoice submitted by

Wednesday 10:00 am will be processed Thursday

morning.

morning.

�Requisition cutoff dates: *exceptions–student and

teacher travel; professional services and maintenance

�Local Funds –March 27, 2009

�Federal Funds –May 29, 2009

�Any open Purchase order will be cancelled May 29, 2009

if not submitted for payment