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Purchasing Procedure and Resources

Bluestem USD 205

Purchasing Procedure

(effective October 1, 2008)

1.  Fill out (legibly) a district requisition form for the item(s) you are requesting.  Be sure to indicate the vendor and vendor’s address, the ship to address and the estimated cost plus shipping of requested items.  (USD 205 is a tax-exempt organization)

2.  Get an approval signature on the requisition from your building administrator or supervisor. Your building administrator, supervisor, secretary, or the district office will place the line-item (SACCT) budget number in the “Charge to” blank.

3.  Send a copy of the signed requisition to the district office. (Keep a copy for your records)  The line-item (SACCT) budget will be checked for available funds and final signatures of approval will be added.  For local vendor purchases see the special section below.

4.  The business office will then generate and mail or fax a purchase order.*  The business office will return a copy of the purchase order to you for your records. 

5.  When you receive the requested item(s), check them against the packing slip and return the packing slip, with the purchase order number circled or highlighted, to the district office with a note that the purchase order is complete and ready to pay.  Please initial and date the note.

*  NO ORDERS WILL BE PLACED WITHOUT A PURCHASE ORDER NUMBER THAT HAS BEEN ISSUED BY THE DISTRICT OFFICE.  THIS INCLUDES ORDERS ON APPROVAL AND MAINTENANCE WORK ORDERS.

EMERGENCY PURCHASES

   In most cases with our current technology, urgent purchases can be accomplished following the aforementioned procedure.  In addition, building revolving fund (petty cash) accounts may be used up to the limit of funds available in that account.

LOCAL VENDOR PURCHASING:

   The district office of Bluestem USD 205 will require that a signed requisition be completed before any local purchase may be made.  No purchase exceeding $250 is to be made without a purchase order issued by the district office.  The requisitions must be signed by one of the below listed approved signers and have the USD 205  line-item (SACCT) budget number to be charged written on the requisition.  The approved signer is responsible for knowing if funds in the line-item budget are adequate to cover the cost of the purchase.  If you are not certain, be sure to call the district office for verification of available funds.  After the local purchase is complete, attach the ticket (invoice) to the signed requisition and send both, within two business days, to the district office.

Below is the list of names that have authority to approve local purchase requisitions:

Thank you for your cooperation!

Bluestem Requisition Form (Excel)