William S. Hart Union High School District

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Purchasing & Bids » Purchasing Order Guidelines

Purchasing Order Guidelines

Purchasing Order Guidelines

AUTHORIZED PURCHASES:
In accordance with the District’s centralized purchasing policy, the Purchasing Department has the general responsibility for the purchase of all material, supplies, equipment and services.

Competitive bidding, verbal and written quotations are used as a means to procure needed products and services at the best price for the quality which best meets the District’s requirements.

A Purchase Order is required for all purchases, unless making a purchase using the Cal-Card.

Only the Purchasing staff has the authority to issue or revise Purchase Orders.

For more information regarding Purchase Order limits, please refer to the section titled” Become a District Vendor”

REQUISITIONS:
Staff should submit their request for a Purchase Order, as a requisition, through the District’s financial management software, SmarteTools. Requisitions may require additional documentation before a requisition will be issued a purchase order. Be sure you have gathered all of the information necessary to begin creating your requisition. The requisition may be required to be accompanied by any, or all, of the following documentation:
  • Quote(s)

NOTE – Technology related items will not be processed without a quote from the vendor.
  • Certificate of General Liability Insurance, separate Endorsement, Auto Liability insurance ,Workers’ Compensation insurance, and/or Professional Liability insurance.
  • Certification of Employee Background Check/Fingerprinting
  • Governing Board approval Agenda Item
  • executed Agreement/Contract/Amendment
  • copy of piggyback Agreement/Contract
  • an executed Travel Authorization form
  • a sign-in sheet for district mandated meetings
  • invoices
  • W9

CREATING/SUBMITTING REQUISITIONS:
The District requisition is submitted through SmarteTools. The information below is an overview of how to create a requisition; it is not intended to be a tutorial, nor does it encompass all of the information required to create/submit a requisition.

To begin, login to SmarteTools. Verify the date is set to the current fiscal year. Click the “New” Button.
Enter the “Requested By” and “Requested For” information.

Select the “Delivery Site”. It is the District’s preference to ship equipment/materials to the District warehouse.
If you intend to make multiple purchases off of one purchase order, this is considered an Open PO. Click on the “Blanket” box.

If you are going to purchase equipment/material off a competitively bid contract, indicate the contract number in the “Contract Number” field. Look for contract numbers on the quote. Copies of the executed contract may be required as attachments to the requisition.

Select a vendor from the list of vendors. If the vendor name is not listed, you will select “Suggest Vendor” and enter the information of the vendor you want to use. (If you are suggesting a vendor, an executed W9 must be attached to the requisition.)
Identify the account string(s) you want to charge for the purchase.

Enter a description of the item or service being requested. Include a generic description of the item so that anyone reading the Purchase Order will be to identify the item or service.

The District always pays tax on equipment/materials (even if the vendor says they don’t charge tax). The District will pay tax on services if the vendor charges tax. Only uncheck the “taxable” box, if the vendor is not charging tax for services.

Include costs for freight. If you don’t have a quote or the quote doesn’t include costs for freight, include a minimum of 10% of the total cost of the item as shipping cost. The only time freight costs should not be included is when you know the vendor is not charging the district for freight.

Once the requisition is complete, click on the “Save” button at the top of the requisition. If the requisition is ready to be routed, click on the “Go” button at the top of the requisition.

The requisition will be routed for all authorization signatures based on the account string until the Purchase Order is created.

Locate the status of your requisition by changing the filter of the “Requisition Status” box. Change the filter to “Completed” to see all of the requisitions you processed within the fiscal year. Change the filter to “New Requisition” to see requisitions that have been created but not routed.

HINT – Add more lines to your requisition by clicking on the “Save” button and then the “Edit” button.

INCLUDE ADDITIONAL INFORMATION
Fixed Assets - If any one item you are ordering has a total cost of $500 or more, it is considered a Fixed Asset. The District tags and tracks all Fixed Assets. Therefore, you will be required to use the appropriate account string, identifying the item as a “Fixed Asset”. Note – the total cost of an item includes sales tax and any cost of delivery and/or installation. You must also include the location of where the item will be kept.

Comments Box - DO NOT USE THE COMMENTS BOX. Place all comments in the “Notes” box. Comments in the “Notes” box are internal to the District.

Completed Orders - If the equipment/material has been delivered, or if the service has been performed, include this information on a description line, so that all parties know not to duplicate the order. Attach the invoice for the completed purchase to the requisition.

Other Notes or Comments - If the items are large or over weight, your campus will need to take delivery from the vendor. This should be indicated in the body of the requisition.

PURCHASING from AMAZON
The District has a business account with Amazon.com. As a permanent District employee, you must be invited to participate on the business account. You must request access through the District’s Director of Purchasing and Warehouse. The Director will arrange for you to receive an invitation.

You will need to accept your invitation on-line, as the invitations expire quickly. It is the employee’s responsibility to keep their personal accounts separate from the District’s business account.

Amazon is accepting District Purchase Orders through the business account. The District is not utilizing any other payment type for Amazon, therefore, the employee must follow the District’s preferred purchasing process and obtain a valid Purchase Order number prior to placing an order. In an effort to protect the District’s Amazon Business account privilege, access will be turned off for any employee proceeding with a purchase by supplying anything other than a District valid PO number.

All orders placed on the District’s Amazon business account will be shipped to the District warehouse.
As prices fluctuate quickly on Amazon, Open Purchase Orders are permitted for smaller commodity purchases to facilitate a faster purchasing process.

PURCHASING from HOME DEPOT and COSTCO
Purchase Orders to Home Depot and Costco are for local store pick-up only. Purchase orders can be created for specific items if the requestor knows the item is in stock. If the requestor is shopping from the internet and is not sure that the item is in stock at the local store, the Purchase Order should be created as an Open “NOT TO EXCEED” Purchase Order. Once the Purchase Order has been created the requestor will be notified. The requestor will come to the Purchasing Office to obtain a copy of the Purchase Order and will check-out the district’s purchasing card. Once in the store, the requestor will take the items to the Customer Service counter. Present the Purchasing card and the Purchase Order to the customer service representative to complete the purchase. The requestor is responsible to forward receipts to the Accounts Payable department.

SALES and USE TAX RULES:
Current Los Angeles County Sales and Use Tax Rate: 9.5%

Sales tax generally applies to the sale of merchandise. California’s use tax applies to the use, storage, or other consumption of those same kinds of items in the state. Generally, if sales tax would apply when you buy physical merchandise in California, use tax applies when you make a similar purchase without tax from a business located outside the state. For example, you would owe use tax when you purchase something from a mail order catalog or the Internet and the retailer is located outside California.

The California use tax is generally the liability of the purchaser (the District) and must be paid either directly to the seller from whom the physical merchandise was purchased or directly to the Board of Equalization (BOE) if the retailer is not required to collect and report California Tax.
The California use tax law became effective on July 1, 1935.