1. HCSD Office of Business Services AUGUST 4, 2016

2. Purchasing Procedures  All employees involved in purchasing activities will work to maintain and enhance the district’s image by their personal conduct and methods of doing business. They will seek to obtain and purchase all goods at the lowest possible cost, considering the guidelines and prices, service, quality, and delivery. All purchases of the Hazlehurst City School District will comply, in all respects, with the Purchasing Laws, and with all other applicable laws.  A PURCHASE ORDER IS REQUIRED TO MAKE ANY AND ALL PURCHASES. A PURCHASE ORDER MUST BE OBTAINED PRIOR TO ORDERING ANY MATERIALS OR MAKING A PURCHASE. PURCHASES MADE WITHOUT A PURCHASE ORDER WILL BE AT THE EXPENSE OF THE EMPLOYEE MAKING THE PURCHASE

3. Purchasing Procedures Cont’d  A requisition must be entered into Remote Link by the Director’s designee  The Director must approve each requisition in Remote Link  After a purchase requisition is entered and approved in Remote Link; forward a signed copy of the completed purchase requisition to the Business Office (Ms. Mickle)  Once the requisition is reviewed and approved by Ms. Mickle; the requisition will be upgraded to a purchase order by Mr. Foster  A copy of the purchase order will be forwarded to each department, as well as, the vendor  Services can be rendered at this time or items ordered – Purchase Order must be issued

4. Purchasing Procedures Cont’d  State purchasing law requires all orders (can’t split purchases) between $5,000.00 to $50,000.00 MUST have at least 2 written quotes  All quotes should be on company letterhead and signed by a company representative  All quotes should be attached to the requisition and forward to the Business Office  Purchases over $50,000.00 must be formally bid  Contact Business Office for further instruction  All FEDERAL purchases over $3,500.00 must have 2 written quotes

5. Purchasing Procedures Cont’d  At no time before the quote process is complete should the school/department reveal a vendors quoted price to another vendor.  It is a good practice to notify the unsuccessful vendor that the quotations have been closed and awarded.  At no time should a school/department allow a vendor to suggest and/or solicit other quotes for them.

6. Travel Authorization  Request permission at least two (2) weeks prior to travel; three (3) weeks if out of state.  Travel out of state must be board approved.  Once approval is received, submit a purchase requisition for any fees to be paid by the district (i.e. registration fees). ◦ Please do not complete registration or make hotel reservation without written approval. (Travel Authorization Form) ◦ Please attach a copy of all registration information. ◦ Please attach a copy of approved meeting request.

7. Travel Authorization Cont’d  After travel has occurred, complete the Request for Reimbursement. ◦ Receipts for meals must be submitted for reimbursement. ◦ Proof of attendance and a copy of approved meeting request should be attached to the travel voucher.  Travel reimbursement will be issued on the regular scheduled monthly claims docket following submission of reimbursement request.

8. Payroll  All changes to payroll information must be submitted by the 15 th of each month  All forms must be submitted timely, have proper signatures and completed in its entirety  You must have approval from Building Level Principal. If not, you will be docked at a full day pay.

9. Dates to Remember Payroll cut-off DatesPayroll Date July 15, 2016July 29, 2016 August 20, 2016August 31, 2016 September 17, 2016September 28, 2016 October 15, 2016October 31, 2016 November 12, 2016November 30, 2016 December 10, 2016December 16, 2016 Payroll cut-off DatesPayroll Date January 21, 2017January 31, 2017 February 18, 2017February 28, 2017 March 25, 2017March 31, 2017 April 15, 2017April 30, 2017 May 20, 2017May 31, 2017June 30, 2017 Weekly Time Sheet forms are due by 10:00 a.m. in the Central Office the following Monday of every week. Schools and Food Service Transmittal reports are due by 10:00 a.m. in the Central Office on the second day of every month. PLEASE SUBMIT INFORMATIONS ON THE DATE SCHEDULED.

10. Fixed Assets  An asset transfer form MUST be completed, submitted and signed by the Campus Asset Manager before moving any assets.  Submit all paperwork to your Campus Asset Manager.  District’s Asset Manager – Kenyota Mickle  High School Asset Manager – Michelle Richardson  South Campus Asset Manager – Derrick Jackson  An asset disposal form is REQUIRED before disposing any assets. All disposal MUST have board approval.

11. Collecting & Receipting of Funds  No monies should be collected without prior approval from the Superintendent.  Request to Collect Money form must be approved before collecting monies.  All monies collected must be receipted using a 3-part carbon copy receipt book.  Monies must be deposited daily.  Monies collected during the month must appear on a transmittal report that should be submitted to the business office by the due date.  Teachers should not be writing receipts to students without Principal’s knowledge. If this should occur, the teacher must submit copies of the receipts to the principal in order to receive a written receipt showing the amount of monies that the teacher has collected. The monies will then be deposited by the principal. (Original to Payee, Yellow to Principal, Pink remain in receipt book.)

12. Questions Have a Great Year!!