Policies & Procedures
- Activity Funds
- Audit
- Bid/Proposal/Quote Guidelines
- Budget Amendments
- Cash Collection, Handling & Deposit Procedures
- Check Processing
- Competitive Bids
- Competitive Procurement Options
- Competitive Sealed Proposals/Request for Proposals
- Conflict of Interest Questionnaire
- Contracts
- Credit Card
- Donations & Gifts
- Expenditures Related to Local Revenue
- Fiscal Year
- Fixed Assets & Inventory
- Forms
- Invoices
- Online Purchases
- Open Purchase Orders
- Parent Organizations & Booster Clubs
- Petty Cash Account
- Price Quotes
- Print Purchase Orders
- Purchase of Food & Non-Food Items
- Purchase Order Procedures
- Purchase Orders
- Purchasing Authority (Cooperatives)
- Purchasing Design
- Purchasing Ethics
- Purchasing Laws
- Purchasing Overview
- Purchasing Policy
- Purchasing Process
- Reprint Purchase Orders
- Returned Checks
- Sale of Personal Property - Surplus
- Sole Source
- Store Purchases
- Subscriptions/Software
- Texas Sales and Use Tax Exemption Certificate
- Travel
- UPS (United Parcel Service)
- Vendor Award Criteria
- Vendor Performance Evaluation
- Vendors
- W-9
Activity Funds
Activity funds are funds generated and accumulated by the school that are held in trust by the school and are used to promote the general welfare of the school and educational development and morale of all students.
Little Elm ISD uses the following to define and code activity funds:
Fund 461–Campus Activity Funds account for:
- Funds raised locally at the school or donated to the school
- Any monies collected or raised in which students are not directly involved with the decision making processes of spending of funds
- Principal’s funds
- Library funds generated through book fairs & lost textbook fines
Fund 865-Student Activity Funds account for:
CFD (Local) - Use and Expenditure - Funds collected by student groups shall be used only for purposes authorized by the organization or upon approval of the sponsor. The principal or designee shall approve all disbursements. All funds raised by student organizations must be expended for the benefit of the students.
Funds generated by specific student groups, not by district or campus. Students make decisions about expenditures.
- When submitting a purchase order or direct pay to use student activity funds, documentation of approval (i.e. minutes of student meeting), will be required to be submitted to the campus bookkeeper/secretary. The minutes of the meeting should reflect the date of the meeting, a specific statement allowing the particular expenditure, signature of the sponsor who is authorized to make a decision with regard to the expenditure of the club (activity’s) funds.
- In reference to the “Vendor Notes” tab, please note the club/group information. (Example: 865-Student Activity Account Purchase – AVID)
*All Activity fund custodians must ensure that all Activity Fund transactions and accounts are maintained in accordance with state and local law. These laws are defined in a separate Activity Fund Manual. Revenues should be sufficient to cover expenditures from the funds. Activity funds should not be overdrawn. Principals or Directors may be contacted and asked for a resolution plan for any overdrawn activity funds. The only exception to allowing an overdrawn activity fund would be if circumstances require a temporary overdraft such as payments made in advance to reserve facilities and services for a prom/dance/activity before ticket sales to participants are completed.
Audit
Texas Education Code Chapter 44 – Sec. 44.008 - The board of school trustees of each school district shall have its school district fiscal accounts audited annually at district expense by a certified or public accountant holding a permit from the Texas State Board of Public Accountancy. The audit must be completed following the close of each fiscal year. The independent audit must meet at least the minimum requirements and be in the format prescribed by the State Board of Education, subject to review and comment by the state auditor. The audit shall include an audit of the accuracy of the fiscal information provided by the district through the Public Education Information Management System (PEIMS). A copy of the annual audit report, approved by the board of trustees, shall be filed by the district with the agency not later than the 150th day after the end of the fiscal year for which the audit was made. The audit reports shall be reviewed by the agency, and the commissioner shall notify the board of trustees of objectives, violations of sound accounting practices or law and regulation requirements, or of recommendations concerning the audit reports that the commissioner wants to make. If the audit report reflects that penal laws have been violated, the commissioner shall notify the appropriate county or district attorney and the attorney general. The commissioner shall have access to all vouchers, receipts, district fiscal and financial records, and other school records as the commissioner considers necessary and appropriate for the review, analysis, and passing on audit reports.
Bid/Proposal/Quote Guidelines
Budget Amendments
A budget amendment is a transfer of funds between accounts. Budget amendments should be stated in whole dollars. The Board of Trustees adopts the budget at the functional level for Funds 199, 240, and 511 and approves any changes to the amounts in each function. To process a budget amendment budget owners should submit a budget amendment in Ascender to the Executive Director for Business Services.
Cash Collection, Handling & Deposit Procedures
All cash and checks must be stored in a safe overnight. All cash and checks received from campuses/departments will be counted, receipted, and prepared for bank deposit by the appropriate secretary on a daily basis. Teachers, Sponsors, etc will use a Money Tabulation form when transferring funds that have been collected to the campus or departmental secretary who will prepare the deposit. This demonstrates a clear chain of custody for the funds. All checks will be stamped upon receipt for endorsement purposes.
All funds are deposited in the manner (bills and checks)in which they are received. Collected funds are never used to make change or break a larger bill. Deposits are prepared using the tamper proof plastic bags. Copies of checks and Money Tabulation forms are uploaded to the deposit shared drive by the appropriate campus or departmental secretary. Deposits are stored in the campus, department, or district safe until such time as the deposit can be delivered to the bank.
Check Processing
Business Services will print checks on Thursday afternoon and released on Friday (the next day). At times checks may be processed earlier or later than Thursday afternoon, due to unforeseen events. Business Services shall determine the date that vendors will be paid, so employees should not make prior commitments to vendors about check disbursements.
State law requires that the district pay all invoices within 30 days to avoid penalty and interest charges (Texas Government Code Chapter 2251), so all invoices should be submitted to Business Services on a timely basis for payment.
For purchase orders, the appropriate paperwork (signed purchase order, adequate receiving information, vendor invoice or other supporting documentation) should be turned in no later than Friday prior to the week the check is needed.
Invoice submission documentation should be turned in no later than Friday prior to the week the check is needed.
*Take the time to make sure that funds are still available before sending to Business Services.
*Invoice submissions will not be processed if budget amendments are pending.
- Purchase Orders
- Invoice Submissions
Competitive Bids
Competitive bidding is a formal process that may also be referred to as competitive sealed bidding, sealed bidding or formal bidding. It is an option available to school districts for the procurement of goods and services. The purpose of competitive bidding is to stimulate competition and obtain the lowest practical price for the work, service and/or item(s) needed. The competitive bidding process requires that bids be evaluated and awards made based solely upon bid specifications, terms and conditions contained in the request for bids document, and according to the bid prices offered by vendors and pertinent factors that may affect contract performance.
State law requires that the purchase, lease or lease-purchase of a school bus must be competitively bid when the contract is valued at $20,000 or more (Texas Education Code §44.031(l)).
HB 2411 passed by the 80th Legislature allows for competitive sealed proposals as an alternate procurement method to competitive bidding for bank depository services.
The advertisement for bids, description in the request for bids of item(s), work and/or services and specific terms and conditions must be done in a manner that stimulates competition and obtains the lowest practical price. A request for bids contains the following elements:
• Purchase description or specifications covering the item(s) to be obtained
• Work and/or services needed
• Terms and conditions for the proposed bid contract
• Time and place for opening bids and other provision
The bid process itself should be structured and incorporated into school district purchasing procedures. This process should involve:
• Development of clear specifications
• Advertising for competitive bids
• Responding to vendor questions
• Procedures for opening and tabulating the bids
• Analysis of the bids to ensure compliance with requirements
• Recommending the vendor(s) for bid award
• Award of the bid by the board
Because competitive bidding is one of the most complicated areas of purchasing, a separate section of this module is devoted to this purchasing method.
Competitive Procurement Options
Texas Education Code 44.031 (a) states that all contracts, except contracts for the purchase of produce or vehicle fuel, valued at $50,000 or more in the aggregate, for each 12-month period are to be made by the method that provides the best value to the district. The law enumerates several options for competitive procurement that are available to school districts. These options include:
• Competitive bidding
• Competitive sealed proposals
• Request for proposals, for services other than construction services
• Interlocal contracts
• Design-build contracts
• Contract to construct, rehabilitate, alter, or repair facilities that involves using a construction manager; or
• Job order contract for the minor construction, repair, rehabilitation, or alternation of a facility
• The reverse auction procedure as defined by Section 2155.062(d), Government Code
• The formation of a political subdivision corporation under Section 304.001, Local Government Code
Competitive Sealed Proposals/Request for Proposals
The competitive sealed proposal process is an alternative to competitive bidding. The terms and conditions of competitive sealed proposals are identical to those for competitive bidding except that an important difference between competitive sealed proposals and competitive sealed bidding relates to the finality of initial offers. Under competitive sealed proposals, changes in the nature of a proposal, and in prices, may be negotiated after proposals are opened. In contrast, changes in the price of goods and services are not negotiable in the competitive bidding process. The competitive sealed proposal process provides for full competition among proposals and allows for negotiation with the proposer or proposers to obtain the best services at the best price. Competitive proposal procedures are recommended where other procurement procedures are not required according to state or federal rules, laws or regulations, in order to stimulate competitive prices for services.
Competitive bidding is prohibited for certain types of professional services, including engineering, architecture, accounting and certain other services (Chapter 2254 Government Code). However, Government Code §2254.004 does specify a two-step proposal process for obtaining services from architects, engineers, and land surveyors.
HB 2411 passed by the 80th Legislature allows for competitive sealed proposals as an alternate procurement method to competitive bidding for bank depository services.
A Request for Proposals (RFP) is a part of the competitive sealed proposal process. The RFP is the mechanism that generates the receipt of competitive sealed proposals and should contain several key elements:
• Determination by board of trustees that this method will provide the best value for the district must be done first, if a construction contract
• Newspaper advertisement
• Notice to proposers
• Standard terms and conditions
• Special terms and conditions
• Scope of work
− Scope and intent
− Definitions and applicable documents
− Requirements
− Quality assurance
• Acknowledgment form/response sheet
• Felony conviction notice
• Contract clause
Note: A Request for Proposals may also be used as a procurement option to generate a non-sealed competitive proposal, but only for services other than construction services. In this instance, a school district may open the proposal upon receipt and begin the negotiation process for the offered goods/services.
Conflict of Interest Questionnaire
Conflict of Interest Questionnaire
If no conflict of interest exists:
Box 1: Name of vendor's business/company
Box 3: N/A
Box 7: Signature and Date
If there is a conflict of interest:
Box 1: Name of vendor’s business/company
Box 2: Check only if this questionnaire is a “follow-up” to a previously filed form
Box 3: Name of Officer
Box 4: If there IS a conflict of interest in regards to the vendor and the superintendent or board member(s) &/or a member of their family in the “first degree,” Box 3 should be completed with the name(s) of the person(s) who have a business relationship with the vendor and the type of relationship that causes the potential conflict of interest.
Example: Jane Does, wife of John Doe, who is a LEISD board member, has an interest bearing account in her name at ABC.
Submit, again, the name(s) represented in Box 3. On item “A,” check whether or not the affected person from Box 3 is receiving or is likely to receive any taxable income from the vendor. Item “B” is to determine if the vendor is receiving or is likely to receive any taxable income from any actions on the part of a board member or superintendent. Item “C” is to determine if the vendor is affiliated with a business in which the superintendent or school board member serves on the board of directors of the vendor’s business/corporation, or is part or full owner of the business. Item “D” is to simply describe any/all other relationships that would help to disclose a potential conflict of interest between a vendor and the superintendent, each school board member, and/or their families in the first degree.
Box 5: Describe each employment or business relationship that the vendor named in Section 1
Box 6: Check this box if the vendor has given the local government officer or family member of the officer one or more gifts
Box 7: Signature and Date
Contracts
Vendor contracts which are financially binding LEISD or impacting LEISD’s assets will be executed through Business Services. The Deputy Superintendent, Assistant Superintendent and/or Executive Director will review the contract and sign off on the routing form for all contracts initiated from the departments their positions oversee. After these positions have reviewed the contract, it will be sent to Business Services for execution.
Most disbursements paid out of contracted services 62XX will require a internal routing slip with a contract, quote or proposal. Verbal obligations from vendors need to be in writing and included in the contract or added as an addendum.
ALL contracts must be routed for signatures.
The director, department head, or principal reviews and processes contracts to ensure:
- All terms are relevant and the contract holds the contractor accountable for producing expected outcome.
- The contract is in compliance with District policy and procedures, state and federal laws.
- The contract is in compliance with funding application and guidelines, when funded out of state or federal funds.
- The contract is cost-effective in providing goods and services.
- Department’s budget is sufficient to pay for the cost of the contract.
Purchasing and Finance will review the contract to ensure (allow 3-5 business days for most contracts):
The contract is in compliance with District, State and Federal procurement laws.
- The legal terms of the contract protects LEISD.
- Make certain funding is available at the time of request.
- Analyze multi-year and automatic renewal terms.
- Discuss issues with District legal; if deemed necessary by Assistant Superintendent for Business and Finance.
- Determine if contract needs to be presented to the Board of Directors depending on service &/or amount.
Consulting Services - standard contract
Use consultant or contracted services form when hiring a contractor who does not offer a contract to LEISD.
Execution of Contract
Once the contract has been executed, the contract will be scanned, saved to a file in Business Services, uploaded and emailed to the originator.
*Contracts must be fully executed prior to a contractor doing any duties/work.
*If the vendor is not already set up in ASCENDER, be sure to attach a signed and dated W-9, Conflict of Interest Questionnaire and Chapter 2271 Verification along with the rest of the paperwork.
Credit Card
Process:
- Enter a requisition in ASCENDER to the approved vendor that needs to be paid (not Capital One). The approved vendor that you select should have "CC" on the end. Example: "Hula Hut-CC"
- In the location marked “Work Order” enter the word: CC
- In the location marked “Bid Nbr.” be sure to enter which: Purchasing Authority
- In the location marked “Description” enter a detailed description of what the PO will be used for. If more space is needed, feel free to use the location marked “Long Description” as well.
- As soon as you have the approved PO, contact Gabby Ayala or Carmen Romero to make sure that a Credit Card is available.
- When signing out the Credit Card, be sure to bring the approved PO with you.
- When signing the Credit Card back in, bring the receipt that will need to be signed by your campus principal/administrator.
*Be sure to have an approved PO beforehand for any store or travel purchases (Airfare, Lodging) that are to be paid with a credit card.
*If you do not submit a signed receipt, you (the employee) will need to reimburse the District.
*Do NOT use your personal credit card to register for a conference/class.
*The use of a credit card should be the last resort as most of our approved vendors accepts purchase orders with a check as payment.
Donations & Gifts
Donations and gifts of cash or cash equivalents (checks), equipment, or materials to individual schools or to the district by individuals or organizations shall become property of the district. District employees are prohibited by law from intentionally or knowingly offering, conferring, agreeing to confer on another, soliciting, accepting, or agreeing to accept a personal gift or benefit.
Cash donations shall be deposited to the appropriate account in accordance with the cash/check handling procedures.
Donated equipment shall be added to the district inventory and approved/accepted by the School Board.
Employees will fill out the District's donation laserfiche form for approval.
Expenditures Related to Local Revenue
The Superintendent shall establish regulations governing the expenditure of District and campus activity funds generated from vending machines, rentals, gate receipts, concession, and other local sources of revenue over which the District has direct control. Funds generated from such sources shall be expended for the benefit of the District or its students and shall be related to the District’s educational purpose.
Fiscal Year
Education Code Chapter 44 - Sec. 44.0011 - The fiscal year begins July 1 and ends on June 30. All goods and/or services received and invoiced during these dates must be paid from current fiscal year funds.
All invoices for goods and/or services received before June 30 shall be submitted to the business office by July 31 for processing and payment.
Fixed Assets & Inventory
Fixed assets are defined as equipment with a unit value over $5,000. These assets are tracked and recorded on the district’s general ledger. Fixed assets that are stolen, obsolete, damaged beyond repair, etc. should be reported to Business Services for removal from the district’s financial records. All fixed assets must be purchased through the use of an Object Code 66XX.
Items lost due to theft or vandalism must be reported immediately for police report and insurance claim purposes.
Forms
-
Forms can be accessed on the purchasing website under forms..
Invoices
Vendors are required to submit all invoices to Business Services which should note the purchase order number, yet occasionally an invoice will be mailed directly to a campus or department. If any invoices are received at the campus or department, they should be forwarded to Business Services immediately.
Texas law requires that all invoices be paid to vendors within 30 days of receipt of the goods/services. If the district fails to pay promptly, the vendor can assess penalty interest charges. If a staff member neglects to submit an invoice on a timely basis, he/she may be held personally liable for the penalty interest charges.
Business Services issues invoices for reimbursement requests from outside entities as needed. The invoices are tracked so that funds are collected on a timely basis.
*Contracted Services &/or Contract invoices need to be submitted to Business Services (Accounts Payable) in order to process payment.
Online Purchases
Open Purchase Orders
Open PO’s are issued on a limited basis to purchase reoccurring items or services. Open PO’s are not intended to be used to acquire items or services required for specific one-time requirements.
The general purpose of open PO’s is to eliminate the need for numerous individual PO’s for small dollar-value items or services and to provide a means of acquiring urgently needed items or services.
The following process will be required on each Open PO:
- Enter a requisition in ASCENDER
- In the location marked "Order For" enter who the purchase is for (this can also be added in the line “note” section).
- In the location marked "Reason" enter the reason for the purchase.
- In the location marked “Reference Order” enter the words: Open PO.
- In the location marked “Bid Nbr.” Be sure to add the Purchasing Authority (bid/cooperative) being used.
- In the location marked "Catalog Nbr." enter the words: NTE $(enter the amount).
- In the location marked “Description” enter the words: Open PO for (specify what will be purchased).
- In the location marked “Long Description” enter a detailed description of what the Open PO will be used for.
- Please note a timeframe in which the Open PO is to be used.
- Name(s) of District employee(s) that are authorized to make charges against the Open PO (if applicable).
Note: please separate line items , for example:
Line 1 - Open PO for Paper Goods
Line 2 - Open PO for Snacks
Line 3 - Open PO for Drinks
Line 4 - Open PO for Pastries, Cookies, Desserts, Cakes, etc.
*Payments can be paid from multiple account codes.
*Open PO's are not to be issued for Office Supplies.
*When making a purchase using an Open PO, take the time to make sure that funds are still available.
Parent Organizations & Booster Clubs
Parent organizations and Booster Clubs are legally separate entities from the school district, even though they exist to benefit a campus, activity or the district in some way. Because of this legal separateness, it is critical that no co-mingling of funds take place.
At no time should outside organization funds be deposited into district bank accounts, even on a temporary basis.
Purchases must be made by these organizations on their own, without the use of district funds, and must be delivered to a designated address off campus, such as the home of the organization’s president, secretary, treasurer, or other officer.
These organizations should never use the district’s taxpayer identification number as if it were their own for establishing bank accounts, lines of credit, or relationships with vendors.
The districts sales tax exemption status may not be used by outside organizations, even if the purchase directly benefits the school.
Checks may not be issued to these organizations for payment of any goods or services. The financial obligations of these groups must be separated from those of the district.
There will be times when the organization wishes to partner with the district on a purchase whereby the district will be paying for a portion of the goods or services ordered. In this event, the district campus should initiate the transaction via a purchase order, using district funds for the purchase, and accept a donation from the organization for their portion of the expense.
The campus principal or administrator will be required to have some form of financial commitment in-hand when submitting the purchase order. This can be in the form of a check or a written statement stating the total amount they will be contributing to the purchase. The written statement must be signed by an officer of the organization or booster club. Purchase orders will not be processed until the proper financial commitment has been submitted to Business Services.
Under no circumstances should the district plan to pay the organization for the district’s share.
Petty Cash Account
Business Services approves all petty cash accounts. The maximum campus authorized appropriation is $150. The appropriate supervisor shall be responsible for the funds in the account, which will be utilized to pay for the petty cash expenditures. Only general fund accounts may be expensed. The petty cash account shall be reconciled at least every quarter.
Price Quotes
HB 987, 81st Regular Legislative session, repealed TEC 44.033, which required price quotes for purchases of personal property between $10,000 and $25,000 in the aggregate for a 12-month period. This bill became effective June 19, 2009.
To obtain the most competitive price, a district at its option may obtain price quotes for items costing less than $50,000. The district’s purchasing procedures should clearly define the lower figure for which quotes are required and obtain and retain written verification of the prices quoted. Unlike the mandatory competitive procurement described for purchases over $50,000, if an item costs less than $50,000, a district may utilize price quotations to stimulate competition and to attempt to receive the most favorable pricing.
Note: Although districts may design purchasing structures with requirements more restrictive than those mandated by the state, the district requirements regarding competitive procurement procedures, price quotes, purchase orders, emergency purchases and blanket purchase orders must not be less restrictive.
Print Purchase Orders
In order to print out Purchase Orders (PO's) , please follow the steps below.
Process:
- Log into ASCENDER
- Click on the "Purchasing" application
- Hover over the tab titled "Reports" & then click on "Purchase Order Reports"
- Click on "REQ1450 - Print Purchase Orders"
- Make sure that the following parameters are marked:
-
- Select Current Year (C) or Next Year (N) = C - Include the current year requisitions.
- Print on pre-printed purchase order form? (Y/N) = N - Do not print the purchase orders on a preprinted form.
- Sort by Purchase Order (P), Alpha (A), Vendor Nbr (N), Vendor Sort Key (S) = P - Sort the report by purchase order.
-
- Select Unprinted Purchase Order(s), or blank for ALL = Type the six-digit unprinted purchase order numbers, including all leading zeros and separating multiple purchase numbers with a comma (e.g., 000008, 091929). Or, click to search for purchase order numbers. Otherwise, leave blank to use all unprinted purchase order numbers.
~ This is where you can physically type in the exact PO# that was emailed to you, or you can click on the & search clicking on multiple PO's that you would like to print.
-
- Include Account Code Ledger on District Copy? (Y/N) = Y - Print a district purchase order with a summary of each account code and the summary total. The approval path will not be included. In addition, there is a blank line for the user to enter the invoice number and the expend amount manually.
-
- Shipping Address Line 1 using Contact (C) or Organization (O) = O - Print the organization on line 1 of the shipping address.
-
- Include Requestor's Name in Shipping Address? (Y/N) = Y - Include the requestor's name from the shipping address.
-
- Include Requisition Comments? (Y/N) = N - Exclude the requisition comments from the report.
-
- Include Bid Category? (Y/N) = N - Do not include the three-digit bid category code.
-
- Include Item Note? (Y/N) = Y - Include the line item note.
- Click on "Run Preview"
- Click on "District"
- Click on the Adobe PDF icon -
- Click "Save"
- After you save the file, the download button will turn BLUE -
- Click on the BLUE arrow & Adobe PDF icon to open the Purchase Order(s)
- Click "File" & then "Print" in order to print the selected Purchase Order(s).
* Feel free to narrow down your search with other parameters that are not required.
* Remember that the "requestor" can only print the PO's that he/she entered into ASCENDER.
Purchase of Food & Non-Food Items
Food and non-food items (such as paper plates, cups, silverware, etc.) shall be for instructional purposes, for meetings/training sessions, or other approved functions. These food and non-food items may not be consumed or used for personal use. Excess prepared food items may be consumed or disposed of as appropriate. Food purchases from the Child Nutrition Program shall be subject to the U.S. Department of Agriculture guidelines.
Generally, snacks, food and non-food supplies for staff development purposes shall be charged to a staff development account code (function 13). When these items are utilized for faculty, site-based meeting, etc., the expense shall be coded to the campus Activity Account (Fund 461). All other uses should be coded to the appropriate account code.
Food Requistions Required Documentation:
*Before Meeting for PO request - include meeting agenda (i.e. date, time, location, etc.) & list of attendees or list of invited to attend
*After Meeting for invoice payment - include meeting agenda (i.e. date, time, location, etc.) and sign in sheet/list of attendees
Purchase Order Procedures
State law requires all school districts to process an authorized purchase order (PO) prior to placing an order committing district managed funds. A purchase order is not authorized until it is approved by the Assistant Superintendent for Business and Finance or designee.
Please talk to the campus secretary and principal before making any purchases. The District will NOT be responsible for any orders placed before a PO has been approved. If you purchase supplies before obtaining a LE ISD purchase order, you will NOT be reimbursed nor will the District assume responsibility for the unauthorized purchase.
Business Services processes purchase orders in a timely manner. PO’s will be printed for signatures once a day.
The purchasing process includes many steps:
*An original invoice is usually shipped from the company/vendor directly to Business Services at the same time the merchandise is shipped. If any invoices are received at the campus &/or department, they should be forwarded to Business Services immediately. They are used to pay the bill once we have received the PO with a signature on the “Received by” line.
- The campus secretary completes a Purchase Order Form (PO) with approved vendor information, desired quantity and prices.
- The campus principal or department director reviews, assigns an expenditure account code number(s) and approves through ASCENDER the PO(s) before submitting them to the Business Services.
- After the Assistant Superintendent for Business and Finance or designee approves the PO, a signed copy of the purchase order which will be assigned a number on it is returned to the campus &/or department.
- The campus or department makes a copy of the purchase order for their files and sends a copy of the purchase order to the vendor.
- In most cases, the vendor will ship the items to the campus.
- A campus employee will inspect the shipment for damage and accuracy.
- Is any of the merchandise damaged? If so, report this to the company/vendor immediately.
- Are all the items on the packing slip in the package? If not, report this to the company/vendor immediately.
- Does the packing slip or merchandise match the purchase order? If not, contact the company/vendor immediately.
- If &/or when the shipment is complete; fill in the Invoice# and the amount needing to be paid on the lines provided.
- Sign the “Received by” line with your name and the date you received the merchandise and forward the PO along with the Invoice to Business Services.
- Business Services will pay the vendor after obtaining the PO stamped “received” and an accurate vendor invoice.
Purchase Orders
-
Process on how to submit requisitions:
- Enter a requisition in ASCENDER
- In the location marked "Order For" enter who the purchase is for. Examples: band teacher, art teacher, front office, etc.
- In the location marked "Reason" enter the reason for the purchase. Examples: band instruments for students, art supplies for students, office supplies, classroom supplies, textbooks, professional development, etc.
- In the location marked “Reference Order” enter the quote/proposal/estimate number.
- In the location marked "Documents" attach all your required documents. **
- In the location marked “Catalog Nbr.” enter the item/isbn number per item/line.
- In the location marked “Description” enter a detailed description of everything that is being ordered per line. If more space is needed, feel free to use the location marked “Long Description” as well.
Example (supplies): If you want to order a pair of scissors, a stapler & highlighters; you will need to enter 3 separate lines in ASCENDER as follows:
Item Number: 305406 Description: Fiskars 8” Titanium Softgrip Scissors Unit Price: $3.37
Item Number: 655324 Description: Swingline 747 Stapler, Black Unit Price: $12.17
Item Number: 696102 Description: Sharpie Gel, Assorted, Pack of 4 Unit Price: $5.46
Example (travel): If you are being reimbursed for food/hotel/airfare; you will need to enter in the location marked “Description or Long Description” the name of the event, dates & location as follows:
John Smith to attend TASBO Annual Conference in Austin on February 23rd through 26th, 2022. (Lodging for John Smith, TASBO Conference Feb 23-26, 2022, San Antonio, TX)
Mileage should be submitted as the quantity of the mileage and cost is the per diem. (Mileage: Quantity 305 miles and Unit Price .655)
Note: You can use the "Note" field on the line item for any additional notes for the vendor to see.
*For auditing purposes, each line item, quantity and price will need to be entered as they show on the vendor's quote. Entering one line with the word “supplies” will NOT work. (exceptions to the itemized requirement are library book orders) (any other exceptions please email the purchasing coordinator)
**Documentation shall be attached to requisitions (Open POs are the exception). The documentation attached to each requisition should reflect and confirm what your requisition is for and what is being purchased (i.e. quotes, membership dues/fee information, travel information, new furniture request form, contract documents/internal routing slip, etc.).
Purchasing Authority (Cooperatives)
Currently, Little Elm ISD participates in the following cooperatives:
- 1GPA
- Allied States Cooperative (ESC Region 19)
- BuyBoard
- Choice Partners (HCDE)
- CTPA
- DIR
- E&I Cooperative Services
- EPCNT
- ESC Region 1
- ESC Region 7
- ESC Region 10 - EdTech
- ESC Region 10 - Equalis
- ESC Region 10 - Multi-Region Purchasing Cooperative (Child Nutrition)
- ESC Region 11
- HGAC
- NCPA (ESC Region 14)
- PACE (ESC Region 20)
- PSA
- Sourcewell
- State of Texas
- Tarrant County Purchasing
- TCPN
- TIPS (ESC Region 8)
- TxSmartBuy
- TXMAS
- US Communities (OMNIA Partners - ESC Region 4)
A district can contract or agree with another local government, including a nonprofit corporation that is created and operated to provide one or more governmental functions and services, or with the state or a state agency, including the General Services Commission, to purchase goods and any services reasonably required for the installation, operation ir maintenance of goods. The purchase of an inter-local contract may be to study the feasibility of using an inter-local contract to perform a governmental function or service, or to provide a governmental function or service that each party to the contract is authorized to perform individually.
Local governments that are parties to an inter-local contract for the performance of a service may, in performing the service, apply the law applicable to a party as agreed by the parties. (Section 791.012, Government Code)
Requirements for inter-local contracts include:
- Authorization by the governing body of each party of the contract
- Statement of the purpose, terms, rights and duties of the contracting parties
- Specifications that each party paying for the performance of governmental functions or services must make those payments from current revenues available to the paying party
Inter-local contractual payments must fairly compensate the party who performs the services or functions under the contract. In addition, the parties to an inter-local contract may create an administrative agency or designate an existing local government to supervise the performance of the contract. Consequently, the agency or designated local government can employ personnel, perform administrative activities and provide administrative services necessary to perform the inter-local contract. (Section 791.011-791.025, Government Code)
Purchasing Design
Design and implementation of certain purchasing processes will result in more successful school district operations. Although not all inclusive, these processes include:
• Planning and Coordination. The school district should develop a comprehensive plan to determine how various purchasing methods will be implemented and the timing of key activities such as annual bid or proposal requirements. Responsibility for coordination of purchasing activities should be assigned to a responsible administrator to ensure that needs are met.
• Purchasing Infrastructure Development. Comprehensive policies and procedures, implementation of processes to support these procedures, on-going training of users, and monitoring of the overall purchasing function to ensure sound operations require careful development.
• User Responsiveness. To operate successfully, the purchasing function must be responsive. This includes ensuring that communication lines are open and that a user perspective is incorporated into all processes.
• Consistent Compliance with Requirements. The school district should ensure that enforcement mechanisms for laws, regulations, policies and ethical standards are in place and monitored.
Comprehensive information about specific purchasing design issues school districts face follow in this module. They include more detail on the purchasing process, purchasing responsibilities, cooperative purchasing and competitive procurement with examples from representative school districts. The examples can be utilized as references and guides which can be customized to meet individual school district requirements.
Purchasing Ethics
The competitive nature of the public purchasing arena and the expenditure of significant amounts of public funds require that ethical standards be incorporated into the foundation of all purchasing functions. Purchasing personnel and school district staff face the difficult task of developing good vendor relations and encouraging vendor competition while avoiding even the appearance of favoritism or other ethical misconduct.
Numerous problems may be encountered including:
• Employees, in an effort to get the job done successfully and on time, are tempted to circumvent policies, procedures, and laws, or to make their own liberal "legal" interpretations of existing policies. Such activity, although well intentioned, will cause ethical problems.
• Sequential purchasing of the same items or type of items over the course of twelve months may exceed the school district and/or state competitive quotation and procurement requirements. Although some sequential purchasing is intentional, it usually results from needs that could not be anticipated. It may also result from lack of centralization and/or centralized control of the purchasing function.
• An item (usually equipment) is purchased in component parts. Component purchasing usually is an attempt to circumvent bid or proposal laws or other requirements by buying an item through the issuance of multiple purchase orders for the component parts of the item versus a single purchase order for the entire item. Repeated purchases of additional optional equipment or parts after an initial purchase may create the perception of component purchasing.
Ethics relating to conflicts of interest, financial interests in firms conducting business with the school district, kickbacks and gratuities, and improper use of a position or confidential information should be clearly communicated throughout the school district.
Additionally, school district personnel should be made aware of the penalties for violations of purchasing laws and ethics which may include criminal prosecution and loss of employment opportunities.
Purchasing Laws
The Texas Education Code (TEC) addresses the requirement to competitively bid purchases that exceed $50,000, in the aggregate, over a 12-month period. Since non-compliance may result in criminal penalties, this requirement will be strictly enforced.
Anticipated purchases, which may exceed this limit, should be brought to the attention of Business Services well in advance of the need for the goods and services. The bidding process may take approximately 2 to 3 months, from bid specifications to School Board approval.
Little Elm ISD, as well as other school districts in the State of Texas, is governed by the state competitive bid law provided below.
Education Code Chapter 44 Sec. 44.031 – Purchasing Contracts
a. Except as provided by this subchapter, all school district contracts, except contracts for the purchase of produce or vehicle fuel, valued at $50,000 or more in the aggregate for each 12-month period shall be made by the method, of the following methods, that provides the best value for the district:
- Competitive bidding for services other than construction services.
- Competitive sealed proposals for services other than construction services.
- A request for proposals for services other than construction services
- An interlocal contract.
- A method provided by Chapter 2269, Government Code, for construction services.
- The reverse auction procedure as defined by Section 2155.062(d), Government Code.
- The formation of a political subdivision corporation under Section 304.001, Local Government Code.
b. Except as provided by this subchapter, in determining to whom to award a contract, the district shall consider:
- 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.
- 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 vendor’s ultimate parent company or majority owner:
- Has its principal of business in this state,
- Employs at least 500 persons in this state
- Any other relevant factor specifically listed in the request for bids or proposals.
Purchasing Overview
A major management process supporting financial accountability in Texas public schools is the purchasing function. Purchasing has several links to overall accountability initiatives which include the:
• Strategic Link. The overall mission of purchasing is to use available fiscal resources to obtain the maximum product or service for the resources expended.
• Operational Link. Purchasing supports instructional delivery, administration, and other services. Performance and goal achievement throughout the school district depend on its effectiveness.
• Tactical Link. The purchasing process influences day-to-day financial functions including budget management, accounting, and accurate financial reporting.
Purchasing in the public sector environment presents numerous challenges including:
• The requirement to comply with numerous statutes, policies, legal interpretations, and procedures. The complexity of these requirements demands not only knowledge of purchasing laws and standards but compliance in implementing a purchasing system that also meets user needs.
• The dynamic and diverse nature of the public education organizational environment. School districts are complex organizations with diverse functions. Although instruction is the heart of the organization, numerous other services -- ranging from custodial services to food service to tax collection -- support the overall educational mission. These distinct organizational units need a procurement process that is responsive to their needs.
• The competition among vendors for school district business. The strong competition among vendors for school district business may create pressure on school district personnel for product selection, bid or proposal awards, and dispute resolution. Most school districts seek to foster both good vendor relations and strong competition but balance them with objective purchasing decisions.
• The consistent oversight by interest groups. School district purchasing is scrutinized by diverse groups including those from the public, the media, state and federal agencies, and auditors. Strict adherence to established guidelines and consistency in record keeping, documentation, and execution of procedures assists the school district in withstanding this scrutiny.
• The many "gray" areas relating to purchasing methods and procedures. Complex and diverse needs create challenges for districts to determine the appropriate purchasing methods. Ever-changing legislative, executive, and judicial decisions at both the state and federal levels further complicate the procurement process.
To meet these challenges, this module provides tools for managing the purchasing process by examining:
• Purchasing Process describes the actual process for goods and services procurement including purchase order creation, vendor selection and relations, and merchandise receiving techniques.
• Purchasing Responsibilities details purchasing function organization and staffing and includes information on areas such as staff development and interfacing with the users.
• Competitive Procurement Options addresses competitive procurement options including legal requirements for procurement and award of contracts.
• Cooperative Purchasing provides a review of cooperative purchasing arrangements and ways they can benefit school districts.
Purchasing Policy
The school district objective is to purchase the best products, materials, and services at the lowest practical prices within relevant statutes and policies. Procurement policies must, of course, accommodate the school district's unique operating environment and needs. While school district administrators are not authorized to override state law or board policy, they can customize the purchasing function to provide for regulatory compliance while minimizing procedures and related costs.
The purchasing function should be the result of conscious process design and be reviewed and challenged periodically. The elements should be systematic, comprehensive, and creative. The structure itself, therefore, should not be based on historical methods and "the way it's always been done." It should begin with a strategic focus and end by linking operations, strategy, technology, and human resources school district-wide. Development of this structure must be an interactive process which is cross-functional in providing a sense of ownership for user/designers.
A good design identifies the best purchasing methods and subsequently employs them throughout the school district. It correlates the diversity of school district operations and the important nature of the services with the timing of service delivery. As an example, planning for and subsequent procurement of instructional support materials for both students and teachers should be coordinated at the school district and campus levels to meet both the school calendar and class schedules.
Accurate record-keeping and documentation should be a fundamental element of the procurement process. Precise and systematic record-keeping and records management withstands the constant scrutiny of various interest groups including vendors, the general public, and outside agencies as well as internal groups which are the users or customers of the purchasing system. This records management function should support the school district's overall information management plan described in the Data Collection and Reporting module and generally provide for:
• Both the flow and retention of forms including requisitions, purchase orders, petty cash and cash reimbursement receipts.
• Full documentation of all competitive procurements with comprehensive competitive procurement files containing specifications, competitive procurement advertisement, pre-competitive procurement conference minutes (as appropriate), competitive procurements submitted, competitive procurement tabulation, board minutes indicating competitive procurement awards (or a similar award notice) and related records.
• Full documentation of procurement procedures utilized to obtain goods and services through competitive sealed proposals, design/build contracts and other procurement options.
• Documentation of price quotations if there are quotations obtained by school district staff for local policy compliance.
The records management function may rely on electronic formats including automated systems, diskettes, CD-ROM, imaging and microfiche. Alternatively, it may use hard copy or a combination of methods. Each school district should select the methods best suited to its needs.
Quality assurance and quality control should be reflected in all administrative procedures and extend to areas such as analysis of products provided, review of services and review of vendor performance. Specific areas of quality control may be grouped as:
• Administrative Control activities may include:
− Independent review of account coding
− Confirmation of availability of funds
− Confirmation of utilization of approved vendors
− Confirmation of legal compliance with bid, proposal and quotation requirements
• Review of pricing and price extensions
− Product and Services Control activities may include:
− Product testing
− Ongoing analysis of product quality and quality of service delivery
− Product reliability analysis
• Vendor Performance Control activities may include:
− Review of compliance with contractual terms for prices
− Analysis of timeliness and accuracy of product delivery
− Responsiveness to problems
A consistent program for purchasing staff development and training is important to effective purchasing activity. The complexity of the purchasing environment demands that staff members responsible for purchasing goods and services periodically receive training in policy and procedures. Purchasing training should include all levels of employees providing at least basic information about the school district's purchasing function. Training should be on-going to accommodate:
• Employee advancement and staff turnover that create training needs for employees
• Procedures, processes, functions and support mechanisms that may be modified or enhanced
• Purchasing changes that may be mandated by legislative, executive or judicial action
Many school districts include purchasing training in scheduled in-service classes, academies, continuing education programs and departmental meetings.
Purchasing Process
Establishing an effective purchasing process requires attention to many components. The following components are addressed:
• Purchasing Procedures Manual. This section describes the importance of having a formally adopted manual which clearly delineates the district’s purchasing policies and procedures. The section also contains information on the typical content of a procedures manual.
• Vendor Selection and Relations. This section addresses the methods that a school district should utilize to select vendors to provide goods and services. Also provided is information regarding management of vendor relations, techniques for evaluating vendors and information on vendor communication.
• Requisition Process. This section defines and describes the elements of the requisition process and describes the relationship of this important “front-end” step to other interrelated steps comprising the purchasing function.
• Purchase Orders. This section outlines the content of a typical purchase order as well as the major steps in processing of purchase orders to meet user needs. Also provided are examples of:
− A purchase order
− Purchase order processing flow
− Purchase order register
• Receiving/Distribution. This section provides guidelines on techniques for properly receiving materials from vendors and subsequently distributing these to the appropriate staff member and location within the school district.
• Control Environment. This section describes the importance of having a strong control environment to protect school district resources and the integrity of the overall purchasing process. It also identifies common control problems within the school district purchasing system.
Reprint Purchase Orders
n order to reprint Purchase Orders (PO's) , please follow the steps below.
- Process:
- Log into ASCENDER
- Click on the "Purchasing" application
- Hover over the tab titled "Reports" & then click on "Purchase Order Reports"
- Click on "REQ1500 - Print Purchase Orders"
- Make sure that the following parameters are marked:
-
- Select Current Year (C) or Next Year (N) = C - Include the current year requisitions.
- Print on pre-printed purchase order form? (Y/N) = N - Do not print the purchase orders on a preprinted form.
- Sort by Purchase Order (P), Alpha (A), Vendor Nbr (N), Vendor Sort Key (S) = P - Sort the report by purchase order.
-
- Select Unprinted Purchase Order(s), or blank for ALL = Type the six-digit unprinted purchase order numbers, including all leading zeros and separating multiple purchase numbers with a comma (e.g., 000008, 091929). Or, click to search for purchase order numbers. Otherwise, leave blank to use all unprinted purchase order numbers.
~ This is where you can physically type in the exact PO# that was emailed to you, or you can click on the & search clicking on multiple PO's that you would like to print.
-
- Include Account Code Ledger on District Copy? (Y/N) = Y - Print a district purchase order with a summary of each account code and the summary total. The approval path will not be included. In addition, there is a blank line for the user to enter the invoice number and the expend amount manually.
-
- Shipping Address Line 1 using Contact (C) or Organization (O) = O - Print the organization on line 1 of the shipping address.
-
- Include Requestor's Name in Shipping Address? (Y/N) = Y - Include the requestor's name from the shipping address.
-
- Include Requisition Comments? (Y/N) = N - Exclude the requisition comments from the report.
-
- Include Bid Category? (Y/N) = N - Do not include the three-digit bid category code.
-
- Include Item Note? (Y/N) = Y - Include the line item note.
-
- Enter Notes body line 1: = BY FULFILLING THIS PURCHASE ORDER, VENDOR AGREES AND WARRANTS TO
-
- Enter Notes body line 2: = THE DISTRICT THAT IT DOES NOT BOYCOTT ISRAEL AND WILL NOT BOYCOTT
-
- Enter Notes body line 3: = ISRAEL DURING THE TERM OF THIS AGREEMENT.
-
- Enter Notes body line 4: = TX GOVT. CODE 2270 EFFECTIVE 09/01/2017
- Click on "Run Preview"
- Click on "District"
- Click on the Adobe PDF icon -
- Click "Save"
- After you save the file, the download button will turn BLUE -
- Click on the BLUE arrow & Adobe PDF icon to open the Purchase Order(s)
- Click "File" & then "Print" in order to reprint the selected Purchase Order(s).
* Feel free to narrow down your search with other parameters that are not required.
* Remember that the "requestor" can only reprint the PO's that he/she entered into ASCENDER.
Returned Checks
Sale of Personal Property - Surplus
All supplies and equipment which are deemed to be surplus (not of any use to the district), will be approved by the Superintendent for sale via a Surplus Sale.
Surplus sales will be scheduled as deemed necessary.
Items will be sold via marked pricing, sealed bids, auction, or other acceptable method that results in the best return for the district.
Neither district supplies, nor equipment, shall be sold or conveyed other than via a surplus sale, unless authorized by the Superintendent.
Sole Source
Selected purchases may be exempt from competitive procurement if they meet established criteria for a sole source purchase (the item is only available from one source):
• Identification and confirmation that competition in providing the item or product to be purchased is precluded by the existence of a patent, copyright, secret process or monopoly;
• A film, manuscript, or book;
• A utility service, including electricity, gas, or water; and
• A captive replacement part or component for equipment.
Sole source does not apply to mainframe data-processing equipment and peripheral attachments with a single item purchase price in excess of $15,000.
It is incumbent upon the district to obtain and retain documentation from the vendor which clearly delineates the reasons which qualify the purchase to be made on a sole source basis.
Store Purchases
Hobby Lobby
-
Process:
*When making a purchase using an Open PO to Hobby Lobby, take the time to make sure that funds are still available.
*When using the Hobby Lobby card be sure that an extra 10% employee discount is taken off at the register.
- Enter a requisition in ASCENDER using "Vendor Nbr" 99548
- In the location marked "Order For" enter who the purchase is for
- In the location marked "Reason" enter the reason for the purchase
- In the location marked “Reference Order” enter the word: Open PO
- In the location marked “Bid Nbr.” be sure to enter the word: EPCNT-Keller ISD
- In the location marked "Catalog Nbr." enter the words: NTE $(enter the amount)
- In the location marked “Description” enter a detailed description of what the Open PO will be used for. If more space is needed, feel free to use the location marked “Long Description” as well.
- In the "Line Item Notes" tab be sure to enter: Only this/these LEISD employee(s): __[Insert authorized employee(s) NAME(s) here]__ is/are authorized to use this Purchase Order and must show their driver's license and LEISD Identification.
- As soon as you have the fully executed Open PO, contact Gabby Ayala @ 972-947-9340 ext: 10503 to make sure that a Hobby Lobby card as well as a Credit Card are both available.
- When signing out both cards, be sure to bring the fully executed PO with you.
- When signing the Hobby Lobby & Credit Card back in, bring the receipt that will need to be signed by your campus principal/administrator.
Home Depot
Process:
- Enter a requisition in ASCENDER using "Vendor Nbr" 90560
- In the location marked "Order For" enter who the purchase is for
- In the location marked "Reason" enter the reason for the purchase
- In the location marked “Reference Order” enter the words: Open PO
- In the location marked “Bid Nbr.” be sure to enter the word: OMNIA Partners
- In the location marked "Catalog Nbr." enter the words: NTE $(enter the amount).
- In the location marked “Description” enter a detailed description of what the Open PO will be used for. If more space is needed, feel free to use the location marked “Long Description” as well.
- In the "Line Item Notes" tab be sure to enter: Only this/these LEISD employee(s): __[Insert authorized employee(s) NAME(s) here]__ is/are authorized to use this Purchase Order and must show their driver's license and LEISD Identification.
- As soon as you have the fully executed Open PO, contact Gabby Ayala @ 972-947-9340 ext: 10503 to make sure that a Home Depot card is available.
- Be sure to bring the receipt that will need to be signed by your campus principal/administrator.
*When making a purchase using an Open PO to Home Depot, take the time to make sure that funds are still available.
*Lumber can be purchased.
Kroger
Process:
- Enter a requisition in ASCENDER using "Vendor Nbr" 97368
- In the location marked "Order For" enter who the purchase is for
- In the location marked "Reason" enter the reason for the purchase
- In the location marked "Reference Number" enter the words : Open PO
- In the location marked "Bid Nbr" be sure to enter the words : Kroger
- In the location marked "Catalog Nbr." enter the words: NTE $(enter the amount)
- In the location marked "Description" enter a detailed description of what is being purchased. If more space is needed feel free to use the location marked "Long Description" as well.
- In the "Line Item Notes" tab be sure to enter: Only this/these LEISD employee(s): __[Insert authorized employee(s) NAME(s) here]__ is/are authorized to use this Purchase Order and must show their driver's license and LEISD Identification.
- You can enter an Open PO with both “food & paper product items” but enter a line item for “Food” using 6498 and a separate line item for “Paper Product Items” using 6499.
- As soon as you have a fully executed purchase order, contact Gabby Ayala at 972-947-9340 ext: 10503 to ensure that a Kroger card is available.
- Bring a copy of your purchase order to Business Services to pick up a Kroger card.
- When signing the Kroger card back in, bring the receipt that will need to be signed by your campus principal/administrator.
Lowe's
Process:
- Enter a requisition in ASCENDER using "Vendor Nbr" 01163
- In the location marked "Order For" enter who the purchase is for
- In the location marked "Reason" enter the reason for the purchase
- In the location marked “Reference Order” enter the words: Open PO
- In the location marked “Bid Nbr.” be sure enter the words: Omnia Partners
- In the location marked "Catalog Nbr." enter the words: NTE $(enter the amount).
- In the location marked “Description” enter a detailed description of what the Open PO will be used for. If more space is needed, feel free to use the location marked “Long Description” as well.
- In the "Line Item Notes" tab be sure to enter: Only this/these LEISD employee(s): __[Insert authorized employee(s) NAME(s) here]__ is/are authorized to use this Purchase Order and must show their driver's license and LEISD Identification.
- As soon as you have the fully executed Open PO, contact Shana Terry @ 972-947-9356 ext: 13003 to coordinate the purchase or contact Gabby Ayala @ 972-947-9340 ext: 10503 to make sure that a Lowe's card is available.
- Be sure to bring the receipt that will need to be signed by your campus principal/administrator.
*When making a purchase using an Open PO to Lowe's, take the time to make sure that funds are still available.
*Lumber can be purchased.
Sam's Club
-
Sam's Club - Lewisville is the ONLY district approved location!
Process:
- Enter a requisition in ASCENDER using Vendor# 99407
- In the location marked "Order For" enter who the purchase is for
- In the location marked "Reason" enter the reason for the purchase
- In the location marked "Reference Number" enter the words : Open PO
- In the location marked “Bid Nbr.” be sure to enter the word: PACE
- In the location marked "Catalog Nbr." enter the words: NTE $ (enter the amount).
- In the location marked “Description” enter a detailed description of what the Open PO will be used for. If more space is needed, feel free to use the location marked “Long Description” as well.
- In the "Line Item Notes" tab be sure to enter: Only this/these LEISD employee(s): __[Insert authorized employee(s) NAME(s) here]__ is/are authorized to use this Purchase Order and must show their driver's license and LEISD Identification.
- You can enter an Open PO with both “food & paper product items” but enter a line item for “Food” using 6498 and a separate line item for “Paper Product Items” using 6499.
- As soon as you have the fully executed Open PO, be sure to print out an extra page to leave at the store (this will need to be done for each trip to Sam's Club).
*Our district issued credit card will be stored at the Sam's Club - Lewisville location. When checking out, be sure to let the cashier know that you are with Little Elm ISD so that he/she can then ask for our Sam's Club credit card in order to pay for your purchase.
*Walmart credit cards will NOT be used/intended for Sam's Club purchases (as we now will have our district issued card stored at the Sam's Club - Lewisville location).
*When making a purchase using an Open PO to Sam's Club, take the time to make sure that funds are readily available. The Purchase Order submitted for payment (with receipt) needs to match the Purchase Order that was used at the time of purchase.
*Submit receipt that will need to be signed by your campus principal/administrator along with all other necessary paperwork (as normal).
Walmart
Process:
- Enter a requisition in ASCENDER using "Vendor Nbr" 00165
- In the location marked "Order For" enter who the purchase is for
- In the location marked "Reason" enter the reason for the purchase
- In the location marked “Reference Order” enter the word: Open PO
- In the location marked “Bid Nbr.” be sure to enter the word: Walmart
- In the location marked "Catalog Nbr." enter the words: NTE $(enter the amount).
- In the location marked “Description” enter a detailed description of what the Open PO will be used for. If more space is needed, feel free to use the location marked “Long Description” as well.
- In the "Line Item Notes" tab be sure to enter: Only this/these LEISD employee(s): __[Insert authorized employee(s) NAME(s) here]__ is/are authorized to use this Purchase Order and must show their driver's license and LEISD Identification.
- You can enter an Open PO with both “food & paper product items” but enter a line item for “Food” using 6498 and a separate line item for “Paper Product Items” using 6499.
- As soon as you have the fully executed Open PO, contact Gabby Ayala @ 972-947-9340 ext: 10503 to make sure that a Walmart card is available.
- When signing out the Walmart card, be sure to bring a copy of the Tax Exempt Form along with the signed PO with you. **Note: for employees needing a NEW tax exempt card, please contact Bernice Gonzales or Jennifer Barrychuck for detailed instructions.
- When signing the Walmart card back in, bring the receipt that will need to be signed by your campus principal/administrator.
*Food items include: snacks and coffee
*Walmart credit cards should not be used/intended for Sam's Club purchases.
*When making a purchase using an Open PO to Walmart, take the time to make sure that funds are still available.
*The purchase of bikes/games can be purchased as long as you are using 461-campus activity funds for Perfect Attendance. Bike price range from $50 - $90. Make note that the bikes/games rules for selection are known in advance and that all students are eligible for selection. There must be clear rules determining who receives these items and the number of bikes/games available is identified before the contest begins.
Subscriptions/Software
Subscriptions may only be initiated or renewed for the current school year.
Online software, licenses, subscriptions, apps, supplementary instructional materials with or without digital components - Please make sure to complete the Laserfiche online Technology & Instructional Resources Request for review and approval. (all software, licenses, subscriptions and apps are coded to line object code 6396 - please contact the business office to ensure you are coding your purchase to the correct line code)
Texas Sales and Use Tax Exemption Certificate
The Texas Sales and Use Tax Exemption Certificate should be presented each time a purchase is made. It must state that the merchandise being purchased is for the organization’s own use in providing education is being made in the name of the organization, and that payment will be made from the organization’s own funds. Should you need a tax exempt form, please contact Bernice S. Gonzales at 972.947.9340 extension 10504 or Jennifer Barrychuck at 972.947.9340 extension 10501.
Provisions under Article 21.023 of the Federal Statues provide tax exemption to the school district. Exempt organizations are entitled to an exemption only on items purchased and used directly and exclusively in pursuit of the exempt purpose. For school districts, items purchased must relate to the educational process.
There are a few exceptions that should be noted:
NOTE: Booster clubs, PTA’s and other associated groups may not use the District’s tax exemption certificate or employer identification number. By law, these groups must obtain their own tax exemption status and employer identification number.
- The district must still pay the city, county or athletics venue taxes on hotels.
- The district will likely be held liable to pay sales taxes on lodging for out of state.
- Airline tickets are still subject to Texas state sales tax that the district must pay.
- Taxes on gasoline for miscellaneous travel expenses will be reimbursed, as the district is not exempt from paying for these.
- State sales tax is paid for leasing, rental or purchasing of vehicles.
- District employees will be reimbursed for appropriate tax paid, but not reimbursed if taxes were paid that we were not required to pay.
- Purchase of personal items for staff or students are not eligible for the sales tax exemption.
- Purchases by individual members, teachers or coaches of classes or teams do not have exemption from sales tax even though they are connected with the school or a school organization. An example of these types of purchases is cheerleaders purchasing their own uniforms.
Travel
Travel arrangements are needed whenever travel expenses are to include lodging, flight, transportation, meals, and other related items incurred by an employee who is in travel status, conducting official business for the District. An LEISD employee is entitled to reimbursement of certain travel expenses required by the employee while conducting official business, subject to certain limitations as prescribed by policies. The employee must minimize the amount of travel expenses reimbursed by ensuring that each travel arrangement is the most cost-effective, considering all relevant circumstances. Meals are allowable when overnight travel occurs.
In-District travel is conducting business within LEISD Boundaries. The employee’s immediate Supervisor must approve In-District travel before it is attached to your requisition in ASCENDER and submitted for further approval.
Local travel (i.e. day trips) is conducting official business within 50 miles of travel destination from traveler’s origination point (LEISD location). The employee’s immediate Supervisor must approve local travel before it is attached to your requisition in ASCENDER and submitted for further approval. While conducting local travel, overnight travel and meals are not allowed nor reimbursable. Any exceptions must have final pre-approval from the approving budget manager.
In-State travel is conducting official business outside of the District and over 50 miles from traveler’s origination point. The employee’s immediate Supervisor must approve in-state travel before it is attached to your requisition in ASCENDER and submitted for further approval.
Out-of-State is any travel outside the state of Texas. The employee’s immediate Supervisor and the Superintendent must approve all out-of-state travel before it is attached to your requisition in ASCENDER and submitted for further approval.
Any missing required information could delay the processing of the PO and travel approval. Business Services will be the final approver.
LEISD Travel Guidelines and Procedures 2024
Ascender How to Enter Travel Purchase Order 2024
LEISD Quick Employee Travel Guide January 2024
Travel Request Form (LEISD Internal Form Through Laserfiche)
UPS (United Parcel Service)
Process:
- Enter a requisition in ASCENDER
- In the location marked “Work Order” enter the word: Open PO
- In the location marked “Bid Nbr.” be sure to enter the word: UPS
- In the location marked “Description” enter a detailed description of what the Open PO will be used for. If more space is needed, feel free to use the location marked “Long Description” as well.
- Be sure to bring the receipt that will need to be signed by your campus principal/administrator.
------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Bill My Account allows you to use your 6-digit UPS account number to pay for shipping services at participating UPS Customer Center shipping locations.
*Note: Not all locations will support Bill My Account. Verify with your local store before use.
* If you would like to schedule a pick-up or to create a return label online, please check ASCENDER for UPS log in information for Vendor# 98551 to UPS in the "Local Use" section.
Local Use# 1 - will note the User ID & Password
Local Use #2 - will note the Account Name & Number
*When making a purchase using an Open PO to UPS, take the time to make sure that funds are still available.
Vendor Award Criteria
-
Texas Education Code 44.031 states that in determining contract awards to vendors, the district shall consider:
1) The purchase price2) The reputation of the vendor and of the vendor’s goods and services
3) The quality of the vendor’s goods or services
4) The extent to which the goods or services meet the district’s needs
5) The vendor’s past relationship with the district
6) The impact on the ability of the district to comply with laws and rules relating to historically underutilized businesses
7) The total long-term cost to the district to acquire the vendor’s goods or services
8) 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:
(A) has its principal place of business in this state; or
(B) employs at least 500 persons in this state; and
9) Any other relevant factor specifically listed in the request for bids or proposals
Under previous law, the district could consider any of these criteria; however, HB 273 enacted by the 80th Legislature now requires a district to consider all 8 criteria effective for contracts entered into on or after June 16, 2007.It is important to note that under Section 44.035, Texas Education Code, the district must publish in the request for bids, proposals, or qualifications for construction services the criteria that will be used to evaluate the offers and relative weights given to the criteria.
Vendor Performance Evaluation
A system for the evaluation of vendors and their performance is important to support an effective purchasing function. Factors to consider for inclusion in the evaluation are:
• Timeliness of deliveries
• Service availability
• Completeness and accuracy of order
• Quality of products or services received
Whenever problems are encountered with a vendor, (i.e., a vendor fails to deliver certain items or delivery does not meet specifications) it is important to document the problem, noting the date and an accurate description of the problem. The vendor should then be contacted by telephone and told specifically how the school district wants the problem corrected. The school district should keep a record of all phone calls, including the dates and what was discussed. If the problem is not resolved or continues, written notification stating the problem, the corrective action required and that the vendor’s failure to correct the problem will be considered a breach of contract and could result in the cancellation of the contract should be given the vendor. This record of information about vendor performance is very important in the evaluation of the vendor and a copy of all records should be forwarded to the business office.
If significant problems are encountered with the vendor contact the business office, the school district should consult with legal counsel concerning the removal of the vendor from the approved vendor list and discontinuing any business with the vendor.
Finally, the school district should try to develop an open and professional relationship with each vendor while still maintaining total independence and objectivity.
Vendors
Little Elm ISD Master Vendor List
Little Elm ISD currently participates in various cooperative purchasing networks. Any vendor that is on one of our cooperatives such as BuyBoard, TIPS, DIR, Educational Purchasing Cooperative of North Texas (EPCNT) is automatically approved. See Purchasing Authority (Cooperatives) for current LEISD participating cooperatives. No purchase orders will be processed if the vendor has not been approved and placed on the updated Little Elm ISD Master Vendor List. Secretaries need to verify this information and complete this process before forwarding a PO or new vendor request to Business Services for approval.
Active Vendors in ASCENDER
*If you notice that a contract has expired, and/or needs updating, or questions or concerns, please contact Bernice S. Gonzales or the vendor directly to see if the vendor is still an approved vendor on a newer/updated contract.
New Vendors Requesting To Be Added In ASCENDER
Please submit the New Vendor Request form through Laserfiche and include the following:
*For any new vendor requests, please make sure to include how they are awarded through another school district or cooperative. Please be sure to include the cooperative name or school district name the vendor is awarded by (the vendor should be providing you with this information). Example: EPCNT-Frisco ISD, RFP xxx, CTPA, Buy Board, Region 7, DIR, etc.
For any questions, email Bernice S. Gonzales.
W-9
Any vendor that we make payments to; therefore, any new vendor that the District receives goods from will be asked to complete a W-9 Form. Any payment that Little Elm ISD makes, whether from the district office or a school, is subject to IRS 1099 reporting requirements. Little Elm ISD utilizes the IRS W-9 form to obtain pertinent information on potential payees including their tax identification number. Their Tax ID number is either their EIN (employer identification number) or their SS (social security number). This form can be obtained on the Little Elm ISD website.