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Purchasing Pointers

SCHOOL SECRETARY IS CONTACT FOR ALL ORDERING

  • All orders are approved by the principal/assistant principal/primary administrator & then checked for budget
  • Receiving & All Packing Slips shall be submitted to school secretary to forward to business department – Any discrepancies/damages should be reported immediately!
  • Seminar Attendance MUST have documentation / registration information submitted – include title of class, location, and attendee names.
  • TRAVEL: Upon your principal or administrator’s approval. Saving Itemized receipts for all registrations, transportation, hotels, etc. are a must. State Travel reimbursement limits apply

More information and travel reimbursement forms are found on the Business Dept Website.

(Note: Some travel requires school board approval – Important to plan in advance)

 

AFTER-THE-FACT PURCHASE ORDERS ARE NOT ALLOWED - What is “after-the fact”?

  • A purchase order that is issued after an item has been received/picked up
  • A purchase order that is issued after a service has begun or been completed
  • A preview item that is delivered without a purchase order and is then purchased
  • Calling in the order to the vendor prior to receiving a copy of the purchase order
  • Sending the purchase requisition to the vendor in advance of the purchase order
  • Making reservations or scheduling services without a purchase order

 

RULES / PURCHASING PROCESS – sole source purchases are RARE!

  • School Districts spend taxpayer money; we have a duty to spend it wisely
  • Arizona Revised Statutes – ARS 15-213 & Uniform System of Financial Records for Arizona Schools (USFR) define many of the requirements schools must follow for procurement
  • EXPECT DISTRICT PERSONNEL TO FOLLOW THE RULES ($ amts listed below are yearly expenditures that apply to entire district and not just one individual school, department, or individual vendor or purchase – All must be clearly documented):
    1. Expenditures under $10,000 – spend wisely
    2. Above $10,000 – must seek verbal quotes from three (3) or more vendors
    3. Above $50,000 – must obtain three (3) written quotes (by the vendors – on company letterhead - or district form) from a minimum of three vendors
    4. $100,000 and above – Formal Bid Threshold – (sealed bids/proposals ARS 15-213 lists rules that govern this) – These are Always prepared and evaluated by the District.
  • Conflict of Interest – If an employee, employee’s owned or employee’s affiliated company or an immediate family of an employee are a vendor being utilized by the District, a conflict of interest form must be completed and submitted to the business department (If a conflict of interest exists all usage of that vendor must follow formal bid/proposal requirements, regardless of dollar limits expended with that vendor - $10K, $50K and $100K limits do not apply)
  • Internal Procedures are in place to insure compliance with the rules

 

TAGGING OF ASSETS – EQUIPMENT/FURNISHINGS TAGGED PER SCHOOL BOARD POLICY

    • Arizona State Law requires accountability & depreciation of school assets costing above $5000
    • Arizona Law requires stewardship accountability of all items costing $1000 or more
    • Maricopa Unified School Dist. also tracks all computer, printers, and audio visual equipment
  • Be aware and report any missing/stolen items to your school administrator as soon as possible

 

WE FOLLOW THE RULES!!

Violations can result in severe personal penalties (which could include – personal responsibility for the debt, payment of penalties, repaying the state, loss of employment, payment of legal fees/court costs, etc.)

44150 W. Maricopa-Casa Grande Hwy | Maricopa, AZ 85138 | (520) 568-5100

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