ART - Purchasing Policy and Procedure Manual - Employees Guide to Purchasing

The document is a brochure that provides an overview of the purchasing process at Pulaski County Special School District (PCSSD). It aims to familiarize staff members with the necessary information and procedures for communicating with and processing purchase requests through the Purchasing Department. The document emphasizes the importance of obtaining approval from the Purchasing Department for all purchases, as orders placed without prior approval may become the personal obligation of the employee. The document outlines different dollar limits for purchases, ranging from less than $500 to more than $25,000. Purchases less than $500 can be made from any source, while purchases less than $5,000 do not require bidding but must be submitted on a purchase requisition for a purchase order to be issued. For purchases between $5,000 and $25,000, a purchase requisition with all required information must be submitted for bidding and approval. The number of quotes required for these purchases varies based on the amount, with at least three telephone or written quotes needed for purchases less than $10,000 and at least three written quotes required for purchases between $10,000 and $25,000. Purchases over $10,000 must be reported to the Board of Education. For purchases exceeding $25,000, formal bidding by the Purchasing Department is required, including placing a legal notice in the newspaper, sending bid invitations, and formally opening bids. The award of such purchases must be approved by the Board of Education. The document also provides information on the expected processing times for different types of orders, exemptions from the bidding process, the use of check requests, and the handling of capital equipment and fixed assets. It emphasizes the responsibility of departments to maintain accurate equipment inventories and notify Purchasing of any movements or discrepancies. The brochure concludes by offering purchasing assistance and providing contact information for the Director, Buyer, Secretary, and Purchasing Clerk of the PCSSD Purchasing Department.