Review of Purchasing Guidelines
Board Policy CH Local • “…Persons making unauthorized purchases shall assume full responsibility for all such debts. ” • “All purchase commitments shall be made by the Superintendent or designee on a properly drawn and issued purchase order, in accordance with administrative procedures. ”
Purchasing Thresholds • Purchases under $5, 000 – Use Primary vendor. If you are not using awarded vendors, provide justification. • Purchase from $5, 000 - $49, 999 – 3 Quotes through awarded vendor on a bid or Interlocal Cooperative Agreement • Purchases in excess of $50, 000 in District Annual Aggregate – Competitive Bids and Board Approval
Sole Source Purchases • Only one source • An item for which competition is precluded because of the existence of a patent, copyright, secret process, or monopoly.
Purchasing Procedures • • • http: //www. mcallenisd. org/ Click on District Departments Click on Business Operations Click on Purchasing Manual
District Approved Vendors • Available Online thru District Internet Page – www. mcallenisd. org – Click on “District” – Click on “Business Operations” – Click on “Purchasing Department” – Click on “Awarded Vendors by Category” or “Awarded Vendors by Alpha”
Workflow Approval Process • Approval Access Granted only to Principals/Administrators • Do Not Approve Requisitions on Behalf of Principal/Administrator • To request changes to Workflow, follow new process in Accounting Manual
Approval of Contract • Contracts can only be Signed by: – Superintendent – Board of Trustees
Consultant Procedures • Obtain proposal from consultant – Ask for all-inclusive fee (to include all travel expenses) – If consultant insists on itemizing, they will be bound by approved rates with Texas Comptroller – http: //fmx. cpa. state. tx. us/fm/travel/index. php
Consultant Procedures • Enter requisition and process through workflow obtaining approval from the person overseeing the funding source. • Purchasing reviews and processes into a purchase order. • Initiating department schedules consultant ONLY after receiving approved purchase order. • Procedure can also be found in the Purchasing website – http: //mws. mcallenisd. net/purchasing/
Requisitions Status Codes • What’s the status of my requisition? – Status can found on POCSMC Screen or user’s entity list
Requisition Status Codes – Status Codes: PR, PO, PP, FP, DE, CA • PR- Purchase Requisition- PR has not been printed- in the approval process • PO- Purchase Order - PO- Purchase Order- PR becomes PO when the PR has gone through the approval • PP- Partially Paid- An invoice was received for partial shipment, partial delivery of services, and the Accounting Department has issued a check • FP- Fully Paid- Invoice was received for total amount of PO, and the Accounting Department has issued a check. • DE- Disencumbered- PO was generated, but only some items or services were received and the rest of the items or services will not be needed. This will disencumber the balance on the PO. User must notify accounting at the time that they submit for final payment • CA- Cancelled- PO was generated, but no activity ever occurred on that PO, and the products or services will not be needed. This will disencumber the total amount of the original PO. – Submit Request to PO clerk to cancel PO
Parent Record Vendor ü ü ü & Ship To Fields Vendor IDs start with the letter “V” Shipping IDs start with the letter “S” Central Warehouse- S 800 Work Order Field- Only for Plant Operation/Purchasing Warehouse/Child Nutrition use Requested By Field ü Requested by’ field info is now being reflected on PO ü Teacher requesting material or Program info for which you ordering from should go here Example: M. Garza/ Kinder Rowe/21 st Century Bid # and PO Type ü User is able to refer back to POs as a reference by doing a vendor search/using their entity list ü Utilizing MISD Purchasing Website- Awarded Vendors
Blanket Purchase Orders – What is the maximum amount allowable for blanket? • Typically $500, but exceptions can be made given circumstances. • Contact Purchasing if you need a larger amount approved. – How long can Blanket POs stay Open? • Maximum is six months • Exception: Copiers, Leases, etc. – stay open until end of fiscal year or end of contract term, whichever occurs first. • Exception: HEB – maximum is one month since statements are received monthly. – What vendors are approved for Blankets? • HEB • Copier companies • Suppliers for Facilities, Transportation and Child Nutrition Departments
Item Descriptions – Need to be specific and not too general • Consultant PRs: Date of Event, Topic, Audience, Location • Include item numbers and not just the description of the item being purchased – Item Number followed by a brief description of item – Include pertinent information such as Board Approval Date, if known – If reimbursing an employee, state where items were purchased even if purchased at different locations.
Notes PR NOTES PR Notes are internal. They will not print on PO. This field can be used to let PO clerk know… • You have used the online net pricer • Prices reflect discount PRINT BEFORE Print Before Notes are for the Vendor. Any notes on here will print on your PO BEFORE your first line item. Things to note on here… • Quote #s given by company • Special Instructions PRINT AFTER Print After Notes are for the Vendor. Any notes on here will print on your PO AFTER your last line item. Things to note on here… • Deadline for delivery
Attaching Documentation • Enable Attachment Feature • Attach document by selecting Add Attachment and selecting file from your computer • Name Attachment preceded by requisition number. – If you do not name your attachment it will not attach properly.
Approving a Requisition v. Workflow The Green Checkmark is to approve and release to the next approver on the workflow. The Red “X” is to reject (intended for approvers above the originator). This does not delete the requisition. Instructions on how to delete a requisition can be found in the Purchasing Website under Sungard Notes The Forward Arrow will allow the user to send the requisition with a question or message to someone. This person will then send it back for user to take action, if this option is chosen. The Forward Arrow will also allow the option to delegate the approval to someone else so that when that person finishes reviewing, and approves it, the requisition will go onto to the next approver in the workflow without having it come back to the person that forwarded. This Option is only functional through the Task List Workflow.
Cancelling Purchase Orders/ Reprints • Email your PO clerk to Cancel – Include the following information in your request to cancel: • PO Number • PR Number • Current Status of Purchase Order – Fully Paid (FP) PO’s can not be cancelled – Or you can attach POs individually to email • POs must have “CANCEL”, signature, date, and status of PO • Email your PO clerk for Reprints
Useful Reports • PO 00030 - Requisition Pending Report – Run report once a week or every two weeks – User is able to drill on requisitions • PO 00130 - PO Inquiry Report – After receiving items online, print this report to submit to accounting – Report displays item, account, payment, workflow approval details
Cancelling a Report
Online Receiving Function • Accounting will not be able to make vendor payments on requisitions if User does not receive the Purchase Order line items electronically through the Receiving system Module – Receive Online • Receiving a Full Order • Receiving a Partial Order • Correcting previously saved quantity
Online Receiving Function • The system will not allow User to Receive more items than those that were ordered. • System will not allow Users to Receive on Fully Paid POs • Receiving Date- extremely important! – The user must make it a regular practice to electronically receive on a PO on the date that items were received, in order to minimize the need to change the default Date Received on the screen (an eliminate the possibility of error in data entry). – It is critical at year end, when any orders received prior to 06/30, must be paid from 06/30 fiscal year.
Bid Calendar • Reminders sent several months prior to contract expiration dates • Annual Bid Calendar Posted on our Website • Plan accordingly
Evaluation of Bids • • The purchase price The reputation of the vendor and of the vendor’s goods or services The quality of the vendor’s goods or services The extent to which the goods or services meet the District’s needs The vendor’s past relationship with the District The impact on the ability of the District to comply with laws and rules relating to historically underutilized businesses The total long-term cost to the District to acquire the vendor’s goods or services For a contract for goods and services, other than goods and services related to telecommunications and information services, building construction and maintenance, or instructional materials, whether the vendor or the vendor’s ultimate parent company or majority owner: – has its principal place or business in this state; or – employs at least 500 persons in this state, and • And, any other relevant factor specifically listed in the bid
Warehouse/Fixed Assets Annual Division of Business Services Training
Central Warehouse/Fixed Assets District Operations Complex 4309 Warrior Avenue Central Warehouse/Fixed Assets Entrance
Functions • Central Receiving • Fixed Assets • Warehouse Stores Issues – – General Supplies Maintenance Supplies Transportation Supplies Custodial Supplies • Mailroom – New Schedule ― M-W-F ― Mailman will distribute • Moving Crew
Mailroom – New Schedule § The districts mailman will conduct mail service on Monday, Wednesday and Friday. § Inner district mail will be handled by the districts mailman. § Mail that needs to be stamped will be picked up and mailed by district mailman. § District mailman service will continue for the following addresses: § 2000 N. 23 rd. Street § 2200 Tamarack Ave. § 2112 North Main
Mailroom – New Schedule § § 4309 Warrior Dr. Achieve Early College High School All other addresses will be receive services from the US Postal Branch, Mc. Allen Texas. If you are experiencing any issues related to mail services please contact: Javier Gallegos at 956661 -4442.
Central Receiving • Items to be shipped to Warehouse, use PE ID S 800 on purchase order. – Fixed Assets – High Pilferage – Items that require the use of a forklift, pallet jack or other materials handling equipment • All other items can be shipped to your site/campus.
Tracking Packages Web page: http: //arrival. mcallenisd. net/dems/
Login to Pitney Bowes
Once Logged in Click on Packages
Enter the Tracking # or PO #
Click on Details
Package Details Events will indicate: Date Received, Routed, and Delivered packages.
Fixed Assets – Capitalized Items • Capitalized items are those with a per unit cost of $5, 000 or more. – Use 6639 Account for furniture and equipment – Use 6631 for vehicles • Ship to Central Receiving PEID S 800
High Pilferage Items • High-pilferage items are those that are likely to be stolen if a break-in occurs, and are generally of a “high tech” nature. • Per-unit cost is not a factor in determining high-pilferage status.
High Pilferage Items Updated List • • • • Computers (CPU, Monitor, laptops, servers) Printers and Multi-function Printers Fax Machines Computer Scanners TV’s/Plasma Screens/LCD Panels DVD/VCR/Blue ray players CD Players Camcorders Digital Cameras Photographic Cameras Scientific/Graphing Calculators Video/Computer Projectors Document Cameras PDA’s (i. Touch, i. Pad, Palm, etc. ) – not to include Blackberries or PDA’s on Sprint Service e. Readers (Nook, Kindle, etc. )
Procedures for Receiving and Delivering of High Pilferage and Electronic Equipment § Items are received by Central Warehouse – Pitney Bowes System § Items are than recorded on fixed assets system § Fix Assets Clerk determines type of funds used on purchase and bar-codes according to funds: Red Label for Federal and Blue Label for Regular Funds.
Continuation NEW PROCESS: § Central Warehouse will call the campus/department to determine if department personal is set/prepared to receive/verify delivery. § If department personal is not set/prepared to receive/verify the items, Central Warehouse personal will schedule delivery when campus/departments personal are set/prepared to receive/verify delivery. § Warehouse personal will provide campus with a worksheet containing model, serial numbers and description of items being delivered. § Department personal will be required to verify each line item. Once delivery has been verified and each line item is accounted for department personal will be required to sign for the shipment. A copy will be provided to the department personal to file. Warehouse personal will keep original copy of delivery worksheet.
Worksheet
No Longer To Be Bar-coded • • • Laser Disc Players External Drives Hubs Typewriters Modems, external Two-Way Radios Telescopes Microscopes Weapons (for ROTC and MISD PD) Analytical Electronic Scientific Equipment such as: p. H meters, spectrophotometers, power supply’s, etc. Telephone Systems Tape Recorders
Warehouse Stores Issues • To place a Stores Issue, use SIOEUB • Under SI – Stores Inventory, select OE and then UB. • Click on the Add Mode symbol. • Order ID – Click ellipse button to auto seed order number
Warehouse Stores Issues • Description – Enter a general description for the entire order. – Do not add symbols to description: Examples: & * ( ) / % ^ # @. This can and sometimes prevents the order from posting correctly. • • Year – Will default Status – Will default to NW for New Order Primary Warehouse – Click the drop-down arrow and select WHS 1 Central Warehouse or WHS 2 Maintenance Warehouse or WHS 3 Transportation Warehouse Secondary Warehouse – Do not use this field. – Do not order items from two different Warehouse on the same Stores Issue. • • • Requested By – Will default to user’s name. Requested Date – Will default to current date. Customer ID – Enter PEID for school or department. Contact – Enter the name of the person we should ask for when the items are being delivered. When all required fields are entered, press Enter to save the record.
Warehouse Stores Issues • The items tab will automatically be selected. • Qty Ordered – Enter quantity for item being ordered. – Do not order a quantity greater than what is in stock. – If an item is out of stock, contact the Warehouse for information on availability. • Product ID – Use ellipse button to access lookup to find product code. • Account – GL will default, enter the entire account number.
Warehouse Stores Issues • When all required fields are entered press enter to save the record. Make sure you get the Record Accepted message. • Workflow – Approve the SI when the last item is entered. – Make sure to follow up on subsequent workflow approvals, such as Principal or Administrator.
Items to be Removed from Inventory • • Furniture Certain General Supplies – – – – Butcher Paper Colored 20 lb Bond Paper (blue, canary, goldenrod, green, pink) Manila tagboard, chart tablets, gradebooks and sentence strips Laminating film Transparencies for Thermofax and T-100 Write-ons Manila folders Pencil Sharpeners Pocket Folders without fasteners Computer paper Binders Staplers Chalk Projector lamps Envelopes (Clasp and Plain) Storage Boxes
General Supplies Vendors • Order furniture items from JR Inc. – Request pricing to include assembly and installation. • Order instructional/office supplies from Gateway/Jones and Cook. – Special negotiated pricing posted on our webpage.
Will Continue to Stock • • • Bond paper, white Index paper Neon or Astrobright paper Pocket folders with fasteners Receipt books
Receipt Books • • • As campus receipt books run out, we will not reorder. Warehouse staff will start issuing receipt books from other campuses. If your stock number is depleted on the system, you will need to use another campus stock number to purchase receipt books for your campus.
Add/Transfer/Disposal Form • Go to http: //misdweb/ • Click on Add/Transfer/Disposal Form
Add/Transfer/Disposal Form • All Disposal Forms must be typed • Send original forms to Fixed Assets/Warehouse Services • Retain copies for Campus/Department
Completing an Add/Transfer/Disposal Form • Enter the Campus or Department name. • Enter the site code of your Campus or Department. • Room number where the items are located. – Enter a description if more appropriate, such as “cafeteria”, “gym”, etc. • Date in which the form is being submitted. • Enter the work order number that was generated. • Enter the item number if the item is in the Fixed Assets Inventory. – This number will be on the Mc. Allen ISD barcode. – Some older items have a “metal tag” or marked with a “permanent marker” with either the item or AV number.
Completing an Add/Transfer/Disposal Form • Enter the purchase order number. • Make, if the item is a vehicle. Model number if it has one, or – This number will be located in the barcode label. model name such as Canon, Dell, • Enter an item description. Gateway, etc. • Check whether or not the • Serial number if there is one. property was purchased with • Reason For Disposal. Federal Funds. – Enter an explanation as to why the items need to be disposed of. • Enter a quantity. • All items being disposed of will – This would be for items such as furniture, student chairs, tables etc. need an explanation. – Items that have an identifying number such as a serial number are to be entered individually.
Completing an Add/Transfer/Disposal Form • Complete Section B: • When requesting to dispose of property. • In the “initiated by” space, enter the name of the person that is initiating the request for disposal. – This may be a teacher, coach or supervisor as in the services department, i. e. , Food Service, Plant Operations, etc. • In the “Approved by” space, the Campus Principal or department head must approve.
Add/Transfer/Disposals • Don’t forget to submit the form after you have entered a Work Order • Form is also needed when transferring equipment from one campus to another • A form is needed even if the equipment is not barcoded • Verify that the submittal date on the form is current – Form may have a July date but we don’t get it until September.
Moving Crew Work Requests • The following are steps for requesting the assistance of the moving crew to transfer or permanently remove furniture and equipment. • An Add/Transfer/Disposal form must also be completed and submitted.
Moving Crew Work Requests • Log on to the Unicenter Service. Plus Service Desk http: //10. 0. 0. 40/caisd/pd mweb. exe • Click on “Create a new Request”.
Moving Crew Work Requests • Edit the Phone Number and Email Address if necessary. • Enter a priority and click on “Click here to select a Request Area”. • In the “Request Description” space enter a description of the work to be done. • For Disposal forms, enter the work order number on the top right of the Add/Transfer/Disposal form.
Moving Crew Work Requests Computers • Request should be submitted to the Technology Department • Technology Department staff will mark the computers for disposal • Technology Department will forward Work Order to Fixed Assets Department – No need to enter two work orders • Submit Add/Transfer/Disposal form to the Fixed Assets Department. – Don’t forget because often we get the work order, but no form.
Mail Services Procedures • All mail services are for school related business only and are done through Central Warehouse Department for proper postage and billing. • All regular mail must be received at Central Warehouse no later than 3: 00 p. m. to go out the same day. • Code all envelopes on the top left-hand side with your site number for proper billing.
Postage Rates Description Rate 1 st Class mail up to 1 oz. Automated Rate $0. 405 Each additional oz. $0. 237 Post Cards $0. 28 Standard Mail (Newsletters, Announcements, etc. ) $0. 26 Certified Mail w/Return Receipt $5. 54 Express Mail Service up to 8 oz. $10. 95 subject to change Priority Mail not over 1 lb $4. 05 subject to change Registered Mail-Insured for declared value $7. 90 & up
Standard Mail-Nonprofit Procedure • To qualify for standard mail rates, mail must contain the following type of information: – – Newsletters Announcements Booklets Procedures • You must have 200 pieces or more. Mail must be sealed. • Each piece must be identical in weight. • Each piece must have the following notation on the upper right corner: – – US Postage Paid Mc. Allen, Texas Permit #275 Non-Profit • You may have the MISD Print Shop print this indicia on your envelopes. If your mail qualifies for bulk rate, you will be requ
Standard Mail-Nonprofit Procedure • • • You must include PS Form 3602 -N with your mail and provide Central Warehouse with a “ 6299” account. Retain a copy for your records. You must deliver your standard mail no later than 3: 00 p. m. The following information must be filled: – Name & Address of Campus/Department – Exact number of pieces – Signature of mailer and Telephone number
Express Carrier Procedures • All express mail pieces must be brought to Central Warehouse and prepared by the user. • Must include a valid “ 6299” account. • When using federal funds, obtain prior approval from Federal Programs Director • Envelopes and labels for priority mailings are available at Central Warehouse. • All express packages must be brought to Central Warehouse no later than 2: 30 p. m.
Carrier Rates • • Federal Express up to 8 oz. – Priority Overnight (Morning Delivery) - $18. 00 Subject to change – Standard Overnight (Afternoon Delivery) - $16. 00 Subject to change Lone Star Overnight up to 8 oz. (Service Area: Louisiana – New Mexico, Oklahoma, Texas only) – Overnight Ground (Afternoon Next Day Ground) - $3. 43 Subject to change – Next Day Air 10: 30 a. m. (Morning Delivery) - $6. 57 Subject to change – Next Day Air 3: 00 p. m. (Afternoon Delivery) - $5. 69 Subject to change DHL for International packages only
For questions and assistance call • (956) 632 -3241 – Lorena Garcia, Director of Purchasing Services – Ercy Garcia, Secretary to the Director • (956) 971 -4468 – Javier Gallegos, Coordinator for Warehouse/Fixed Assets
Instructional Materials and Student Records Annual Division of Business Services Training
Instructional Materials and Student Records Lorena Garcia Director of Purchasing Nora Tijerina Supervisor of Instructional Materials and Student Records Department
In Senate Bill 6, the Legislature virtually removed the word "textbook" from state statutes. In light of these changes, the name of the Mc. Allen ISD Textbooks and Student Records Department has now been changed to Instructional Materials and Student Records
Instructional Materials and Student Records The Instructional Materials and Student Records Department provides the essential instructional material that will support the district’s mission and goals. We are committed in ensuring that our children and teachers receive the instructional material in the most efficient and effective way.
Time for Change Given the changes and limitations in textbook funding, districts are challenged to make the best use of available instructional material funds and place extra emphasis on mitigating textbook losses. • All Instructional Material orders requisitioned in EMAT will be taken from MISD allotment. Supplemental orders that must be processed through the state must first be approved by Instructional Services Department. • One textbook per child is no longer a state requirement. -Class sets, whereby students keep one book in the classroom and one at home, will no longer be allowed. • Order only the quantities needed -Based on student enrollment or whether material will actually be put to use • Campuses will be allowed to retain a surplus of 3% over their enrollment • Consider using digital content that is available.
What can our district purchase using the instructional materials allotment? The Instructional Materials Allotment (IMA) can be used to purchase instructional materials adopted by the State Board of Education or the Commissioner of Education. The IMA can also be used to purchase instructional materials that are not on the adopted lists as well as technology services and technological equipment. Districts should prioritize their selections of instructional materials as they relate to the new STAAR assessment and End of Course.
As of 10/3/2011, the following instructional material has been ordered and has either been distributed or in the process of bar-coding and sorting for distribution • Scholastic Big Day for Pre. K Texas Program • Texas Mathematics/Matematicas (Consumables – Continuing Adoption) • Handwriting (Grades 1 – 3) • Texas Write Source (English/Spanish Language & Composition, Gr. 2 -5 & 9 -12) • Texas CINCH (Supplemental Science, Grades 5 -12) Digital • Prentice Hall Writing Coach (English Language & Composition, Gr. 6 -8)
For accountability purposes, all textbooks are bar-coded and processed through Hayes TIPWeb, our textbook inventory tracking system. The bar-coding system provides a direct link from the textbook to the accession number to the student and/or teacher A Teacher or student receipt can be generated, the receipt reflects the accession #’s, quantities, and value of textbooks issued to them.
With the use of TIPWeb, we are able to verify the total campus textbook inventory, actual textbooks in use, and surplus available (not in use). This allows us to transfer material from campuses with the surplus to campuses experiencing shortages.
More Change Another benefit in using TIPWeb is that it simplifies the Annual Physical Textbook Inventory process. Each year, audits are conducted when material is no longer used for instructional purposes. During these audits, every textbook within our district must be “physically” counted by Instructional Materials staff. For accountability, effectiveness, and time management purposes, centralization has been required. Elementary Campuses no longer have to centralize. By scanning the textbooks to teachers, they no longer have to be removed from the classroom, thus the teacher can have more control and better accountability of textbooks distributed to them. Complete details will be sent as we near the end of school year.
Annual Physical Textbook Inventories The Annual Physical Textbook Inventories are conducted during the months of June/July. The results are compared to the textbook activity generated for that school year such as campus requisitions, textbook returns or transfers, etc. The inventory counts will be used to figure campus losses. Campuses will be given time to locate textbooks that have been identified as lost. (Titles that are not at site to be physically counted will reflect as a loss until cleared) IT IS IMPORTANT TO REPORT OVERAGES AS WELL AS SHORTAGES Overages may indicate a shipping error. If one campus has an overage another campus may have a shortage.
Student Records
Storage of Inactive Perm Folders Student perm folders are transferred to the Student Records Department after they have been inactive for five (5) years. *Perm folder transfer are processed once the needs for instructional materials has decreased. All former student transcripts are retained at their respective campus for five (5) years after graduation or withdrawal. Approved Storage Boxes: FEL 9750301 Size: 12 x 10 x 15 • It necessary to remove expired of miscellaneous documents before transferring folders to Student Records Warehouse for permanent storage. • Complete and submit Perm Folder Student List (template available on our website) • Pack folders in approved storage boxes, all boxes must be labeled. • Incomplete folders will not be accepted (i. e. missing perm folder or high school transcript) • Health records must be placed at the end of each perm folder (if still within retention period; see Local Retention schedule)
Storage of Departmental Records Complete and submit Records Storage Request. Records sent for storage must be packed in *approved storage boxes and properly labeled. (Template available on our website) • Only send information in boxes that need to be stored; do not store miscellaneous documents or unnecessary copies (i. e. copies of copies, etc. ) • Records stored at the warehouse must be destroyed when they reach the date of destruction in accordance with Federal and State records laws. Refer to the Mc. Allen Independent School District Local Retention Schedule for retention period. • *Storage of Records requests are processed once the needs for instructional materials has decreased. Approved Storage Boxes: FEL-9750301 Size: 12 x 10 x 15 or smaller Weight: Not to exceed 35 lbs
Retrieval of Records Contact our office with at least 1 -2 days in advance so that we can locate box and allow you easy access. To speed up the process, have the following information ready: • Records School Year • Records Series Title (Description) • Box/Series Number Destruction of Records Campuses or departments may have records destroyed at the Mc. Allen City Recycling Center. The facility has the appropriate shredding/recycling equipment to destroy high volumes of expired records. We recommend that the designated person remain at the location to ensure that all confidential records are properly destroyed, it is about a 1 -3 hour process. For more information please contact: Mc. Allen City Recycling Center 4101 N Bentsen Rd, Mc. Allen, TX 78504 (956) 688 -3266
STUDENT RECORDS/TRANSCRIPTS Office Hours Monday – Friday 8: 00 am – 12: 00 pm 1: 00 pm - 4: 00 pm (Old Food Service area)
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