2 Purchasing Procedures Click on District DepartmentsClick on Business OperationsClick on PurchasingClick on Purchasing Manual
3 District Approved Vendors Available Online thru District Internet PageClick on “District”Click on “Business Operations”Click on “Purchasing Department”Click on “Awarded Vendors by Category” or “Awarded Vendors by Alpha”
4 Purchase Order Required Do not order any goods or services without a purchase order or authorization from PurchasingBoard Policy CH(Local) states “…Persons making unauthorized purchases shall assume full responsibility for all such debts.”“All purchase commitments shall be made by the Superintendent or designee on a properly drawn and issued purchase order, in accordance with administrative procedures.”
5 Purchase Order Process & Thresholds Identify goods/servicesObtain pricing in accordance with thresholdsUnder $5,000 purchase from primary vendor$5,000 - $49,999 obtain three quotes from bids, interlocal agreements contracts$50,000 or greater requires competitive bidding
6 Open Market PurchasesPurchase orders for goods or services where the annual district aggregate does not exceed $50,000 may be purchased on the open market (one quote)Purchasing monitors expenditure levelsTotal for that category of goods or serviceNot total for vendorQuotes may be required if Purchasing determines threshold may be reached
7 Sole Source Only one source An item for which competition is precluded because of the existence of a patent, copyright, secret process, or monopolySole source letter required from vendor as backupContact Purchasing for sample letterCompliance with Education Code is not required for purchases that are available from only one source, including: 1. An item for which competition is precluded because of a patent, copyright, secret process, or monopoly. 2. A film, manuscript, or book. 3. A utility service, including electricity, gas, or water. 4. A captive replacement part or component for equipment.
8 Obtaining Quotes Contact at least 3 vendors Provide them the specification and quantitiesBrandModel #DescriptionUse or equalGive them a deadline by when to submit
9 Obtaining Quotes continued Transfer quote information on Quotation Tabulation FormRecommend awarded vendorProvide justification if you are not selecting low quoteObtain signature approvalsAttach documentation from vendorsSubmit with your requisitionScanned image uploaded to Sungard PO system by person entering requisition
10 Catalog BidsAwarded on a Primary, Secondary, Qualified Vendor basis for a category of goods/servicesPrimary Vendor was evaluated to provide the best overall pricingSecondary and Qualified Vendors used for comparing pricing through quotesIf Primary can’t meet the needs, purchase from Secondary or Qualified
11 Why Do We Ask For Quotes?Sampling of items used to determine Primary, Secondary, Qualified Vendor statusQuotes required for purchase orders over $5,000To ensure vendors are consistent with bid awardsTo ensure pricing is still competitiveCatalog bids are not all-inclusive
13 Consultant Procedures Obtain proposal from consultantAsk for all-inclusive fee (to include all travel expenses)If consultant insists on itemizing, they will be bound by approved rates with Texas Comptroller
14 Consultant Procedures Enter requisition and process through workflow obtaining approval from the person overseeing the funding source.Purchasing reviews and processes into a purchase order.Initiating department schedules consultant ONLY after receiving approved purchase order.Procedure can also be found in the Purchasing website
15 Approval of Contract District Fund Contracts can only be Signed by: SuperintendentBoard of TrusteesActivity Fund ContractsSigned by Principal
16 Senate Bill 9 Criminal Background Check In September 2007, Senate Bill 9 went into effect, codified as Section of the Texas Education Code.Affects both employees of districts and contractors of districtsImportant date: January 1, 2008For contractors hired prior to this date criminal background checks can be run by any law enforcement agencyFor contractors hired after this date, fingerprints are required to be processed through the DPS criminal history clearinghouse
17 Criminal Background Checks Three Questions to Determine Whether aCriminal Background Check is Required:Is there a direct contractual relationshipSubcontractors are exemptAre the duties to be performed by the contractor continuing in nature?More than one day?Does, or will, the contractor have direct contact with students?
18 Workflow Approval Process Approval Access Granted only to Principals/AdministratorsDo Not Approve Requisitions on Behalf of Principal/AdministratorTo request changes to Workflow, follow new process in Accounting Manual
19 Blanket Purchase Orders What is the maximum amount allowable for blanket?Typically $500, but exceptions can be made given circumstances.Contact Purchasing if you need a larger amount approved.How long can Blanket POs stay Open?Maximum is six monthsException: Copiers, Leases, etc. – stay open until end of fiscal year or end of contract term, whichever occurs first.Exception: HEB – maximum is one month since statements are received monthly.What vendors are approved for Blankets?HEBCopier companiesSuppliers for Facilities, Transportation and Child Nutrition Departments
20 Item Descriptions Need to be specific and not too general Consultant PRs: Date of Event, Topic, Audience, LocationInclude item numbers and not just the description of the item being purchasedItem Number followed by a brief description of itemInclude pertinent information such as Board Approval Date, if knownIf reimbursing an employee, state where items were purchased even if purchased at different locations.
21 Length of Time to PayInclude a statement that the district is on a Net 30 payment basis after receipt or goods/services or invoice, whichever occurs last!Texas Government Code Chapter 2251 Payment for Goods and Services dictates when a penalty can be assessed for late payment.Interest on late fees must be in accordance with Texas Government Code Chapter , currently 1% plus prime rate.
22 Delinquent Taxpayer Vendors In accordance with law, the District shall not enter into a contract or other transaction with a person indebted to the District, nor shall the District award a contract to or enter into a transaction with an apparent low bidder or successful proposer indebted to the District.
23 Separate, Sequential, or Component Purchases Employee shall not make or authorize separate, sequential, or component purchases to avoid the purchasing requirementsViolation of this provision is a Class B misdemeanor and an offense involving moral turpitudeConviction shall result in dismissal from employment.“Component purchases” means purchases of the component parts of an item that in normal purchasing practices would be made in one purchase. “Separate purchases” means purchases, made separately, of items that in normal purchasing practices would be made in one purchase. “Sequential purchases” means purchases, over a period, of items that in normal purchasing practices would be made in one purchase.
24 Personal PurchasesDistrict employees shall not be permitted to purchase supplies or equipment for personal use through the District's business office.
25 Ethics Avoid conflict of interest situations Accepting gifts, money, going out to lunch with vendors, etc.Avoid preferential treatment of vendorsDo not offer unfair advantage to any one vendorDo not use your position to secure gifts, discounts or special treatment from vendorsdisclose to his or her immediate supervisor apersonal financial interest, a business interest, or any other obligationor relationship that in any way creates a potential conflict ofinterest with the proper discharge of assigned duties and responsibilitiesor with the best interest of the District.
26 Ethics continuedDo not use restrictive specifications that inhibit competitionDo not disclose a competitor’s priceVendors may tell you that they will give you a discount from the lowest price you getDo not allow thatThey should give you their best offer up frontIf a vendor is allowed to re-price then all vendors should have a chance to re-price through a best and final offer
27 Conflict of InterestDisclose to your immediate supervisor a personal financial interest, a business interest, or any other obligation or relationship that in any way creates a potential conflict of interestRelatives working for a vendor that you deal with regularlyBuying from a company you have a financial interest in
28 GiftsAn employee shall not accept or solicit any gift, favor, service, or other benefit that could reasonably be construed to influence the employee’s discharge of assigned duties and responsibilities.
29 Warehouse/Fixed Assets Annual Division of Business Services Training
30 Central Warehouse/Fixed Assets District Operations Complex 4309 Warrior Drive Suite C Central Warehouse/Fixed Assets Entrance
33 Central ReceivingItems to be shipped to Warehouse, use PE ID S800 on purchase order.Fixed AssetsHigh PilferageItems that require the use of a forklift, pallet jack or other materials handling equipmentAll other items can be shipped to your site/campus.
34 Web page: http://arrival.mcallenisd.net/dems/ Tracking PackagesWeb page:
39 Package DetailsEvents will indicate: Date/Time Received, Routed, Receivers Name, and Delivered packages.
40 Fixed Assets – Capitalized Items Capitalized items are those with a per unit cost of $5,000 or more.Use 6639 Account for furniture and equipmentUse 6641 for vehiclesShip to Central Receiving PEID S800
41 High Pilferage ItemsHigh-pilferage items are those that are likely to be stolen if a break-in occurs, and are generally of a “high tech” nature.Per-unit cost is not a factor in determining high-pilferage status.
43 For Add/Disposal, Vehicle, Transfer Go toClick on District Departments and select “Business Operations”Click on “Purchasing”Select “Central Warehouse/Fixed Assets”Click on the form you need
44 To Submit a Work Order Log on to the MISD KACE USER PORTAL https://kace.mcallenisd.net/userui/welcome.phpClick on “Create a new Request” and “Select department area”
45 High Pilferage/Computer Disposal Form Disposal Form must be typed or it will be returnedAttach form(s) to your KACE Work OrderRetain copies for Campus/Department
46 Completing the HP-C Disposal Form Enter the Campus or Department name.Enter the site code of your Campus or Department.Room number where the items are located. Enter a description if more appropriate, such as “Library”, “gym”, etc.Date in which the form is being submitted.Enter the work order number that was generated.Enter the item number if the item is in the Fixed Assets Inventory.- This number will be on the McAllen ISDbarcode.- Some older items have a “metal tag” ormarked with a “permanent marker” witheither the item or AV number.Enter the purchase ordernumber.- This number will be located in thebarcode label.
47 Completing the HP-C Disposal Form Enter an item description.Check whether or not the property was purchased with Federal Funds.Enter fund number.Model/Brand name such as Canon, Dell, Gateway, etc.12. Serial number if there is one.Reason For Disposal.Enter an explanation as to why the items need to be disposed of.All items being disposed of will need an explanation.
48 Completing the HP-C Disposal Form Complete Section B:When requesting to dispose of property.In the “campus principal/central administrator” space, enter the name of the person that is initiating the request for disposal.This may be a teacher, coach or supervisor as in the services department, i.e., Food Service, Plant Operations, etc.Forms need to be typed out. Hand writing at times is difficult to understand.Form will be rejected if handwritten.
49 Capitalized- Add/Disposal/Transfer Form Please type out formEnter work order using theKace System https://kace.mcallenisd.net/userui/welcome.phpEnter Transfer information “From-To”.Fill out Qty, Asset Tag #, Model, Serial,and Description of Equipment.Example: Marquee, Playground Eq. Equipment over $ 5,000.Obtain Administrators signature “Approval for Transfer”.Attach form to work order.Fixed Assets will schedule transfer
50 Disposal Form-Vehicles Disposal Form must be typed or it will be returnedAttach form(s) to your KACE Work OrderRetain copies for Campus/Department
51 Completing the Disposal Form-Vehicles Enter dateEnter the Campus or Department name.Enter the site code of your Campus or Department.Enter vehicle information. Answer each line item.Enter reason for disposal. Answer each line item.
52 Completing the Disposal Form-Vehicles Answer Section C:Was vehicle determined beyond repair/was cost determined to repair.Can vehicle be used by another department?If “NO” write comments explaining why.Department Administrator signature of approval for disposal.Fixed Assets “finalizes” by determining method of disposal.
53 Other DisposalsThere is no disposal form required for the disposal of broken or damaged furniture, scrap metal, and tires.Broken furniture is to be disposed by custodian in dumpster.Simply submit a work order. On the work order give a detail description of what is to be picked up, “desks, chairs, file cabinets”.For additional information contact Javier Gallegos at
54 Moving Crew Work Requests The following are steps for requesting the assistance of the moving crew to transfer or permanently remove furniture and equipment.An Transfer form must also be completed and submitted.
55 Moving Crew Work Requests Log on to the MISD KACE USER PORTALhttps://kace.mcallenisd.net/userui/welcome.phpClick on “Create a new Request” and “Select department area”
56 Moving Crew Work Requests Click on “Summary” give a brief summary of job to be perform.Click on “Category”Click on “Priority”In the “Comment Space” enter a description of the work to be done.For Disposal forms, Click on “Browse” to attach Forms.Enter the work order number on the top right of the Add/Transfer/Disposal form.
57 Moving Crew Work Requests Computers Request should be submitted to the Technology DepartmentTechnology Department staff will mark the computers for disposalTechnology Department will forward Work Order to Fixed Assets DepartmentNo need to enter two work ordersSubmit Add/Transfer/Disposal form to the Fixed Assets Department.
58 Warehouse Stores Issues To place a Stores Issue, use SIOEUBUnder SI – Stores Inventory, select OE and then UB.Click on the Add Mode symbol.Order ID – Click ellipse button to auto seed order number
59 Warehouse Stores Issues Description – Enter a general description for the entire order.Year – Will defaultStatus – Will default to NW for New OrderPrimary Warehouse – Click the drop-down arrow and select WHS1 Central Warehouse or WHS 2 Maintenance Warehouse or WHS3 Transportation WarehouseSecondary Warehouse – Will default to user’s pre-defined security code.Requested By – Will default to user’s name.Requested Date – Will default to current date.Customer ID – Enter PEID for school or department.When all required fields are entered, press Enter to save the record.
60 Warehouse Stores Issues The items tab will automatically be selected.Qty Ordered – Enter quantity for item being ordered.Product ID – Use ellipse button to access lookup to find product code.Account – GL will default, enter the entire account number.
61 Warehouse Stores Issues When all required fields are entered press enter to save the record. Make sure you get the Record Accepted message.
62 New Classrooms Furniture Needs New Classroom additions requiring furniture.You are to submit a work order using the https://kace.mcallenisd.net/userui/welcome.phpLog on to the MISD KACE USER PORTALClick on “Create a new Request”and “Select department area”Attach the list of furniture to work order.List must include classroom #, grade level,and quantities.
63 Will Continue to Stock Bond paper, white Index paper Neon paper Receipt books
64 Receipt Books As campus receipt books run out, we will not reorder. Warehouse staff will start issuing receipt books from other campuses. If your stock number is depleted on the system, you will need to use another campus stock number to purchase receipt books for your campus.
66 Mail Services Procedures District mailman services are conducted on Monday, Wednesday and Friday’s.All mail services are for school related business only and are done through Central Warehouse Department for proper postage and billing.Code all envelopes on the top left-hand side with your site number for proper billing.
67 Bulk Mail Insignia *New Option The mailroom will be able to print or pre-print the insignia on your envelopes for your campus/dept. for a fee of $0.10 cents per envelope.Purchasing Dept.4309 Warrior Ave.McAllen, TXNON PROFIT ORG.US POSTAGEPAIDMCALLEN ,TX 78501PERMIT NO. 275Recipient’s Name1234 Street AddressCity, State 1234
68 Standard Mail-Nonprofit Procedure You must include PS form 3602-N with your mail and provide Central Warehouse with a “6299” account.The following information MUST be filled:Name & Address of Campus/DepartmentExact number of piecesSignature of mailer and Telephone numberTo qualify for standard mail rates, mail must contain the following type of information:NewslettersAnnouncementsBookletsProceduresYou must have 200 pieces or more. Mail must be sealed and each piece must be identical in weight.Standard mail must be delivered no later than 2:30pm.If your mail qualifies for bulk rate, you will be required to process it as such.
69 Design a Message Join Our Booster Club! Open House Tonight! Examples of what the mailroom can print on the front/ back of envelopes.Recipient’s Name1002 Street AddressCity, State 10022000 N. 23rdSt.McAllen, TXJoin Our Booster Club!Open House Tonight!Meet the TEACHER!Join our PTO!
70 Postage Rates Description Rates 1st Class mail up to 1oz. Automated Rate (progress reports, report cards, etc.)$ 0.42Post Cards$ 0.35Standard Mail/Non-Profit Mail (Newsletters, Announcements, etc.)$ 0.26Certified Mail with Return Receipt$ 5.75Federal Express Services$ & upLone Star Services ( Service Area: Louisiana- New Mexico, Oklahoma, and Texas ONLY$ 6.99 & upDHL International Services$ & up
71 For questions and assistance call (956)Lorena Garcia, Director of Purchasing ServicesErcy Garcia, Secretary to the Director(956)Javier Gallegos, Coordinator for Warehouse/Fixed Assets
72 Instructional Materials and Student Records Department 4309 Warrior Drive, Bldg. C (Purchasing) McAllen, TX Ph: 956/ Fax: 956/
73 Instructional Material Changes in state funding have made it necessary to make the best use of funds for instructional material and to place extra emphasis on reducing textbook losses. To start off, we order instructional material according to district needs (i.e. workbooks, consumable workbooks, and student textbooks) IM Allotment $1,942, YTD Balance $1,266,132Campus orders are thoroughly reviewed. Eligibility is determined on both student and teacher membership.Material is delivered either directly from our warehouse if in stock, or transferred campuses that has a surplus.If availability is limited due to growth in student/teacher membership supplemental material will be purchased with the IMA funds upon approval from the Instructional Services Department. Campuses with shortages due to losses will have to purchase with Campus funds.Delays may occur during the first few weeks of school due to the settling of student enrollments.
74 Surplus inventory will be collected from campuses and stored centrally Campuses will be allowed to retain a surplus of 3% over their enrollment.All instructional material is bar-coded and added to TIPWeb, our district inventory system. CAMPUSES ARE REQUIRED TO SCAN BOOKS WHEN ISSUING TO STUDENTS OR TEACHERS.We highly encourage the use of “class-sets” rather then issuing one textbook per child. Campuses do have the option to issue by class set or per individual, BUT NOT BOTH.Digital resources be considered. Publishers now have most material available online or that which is compatible to use with iPads.While students are financially responsible for any lost or damaged textbooks, teachers still have a vital role in the care and custody of textbooks. Textbook checks should be held periodically to ensure that students have not lost their books. By doing this early in the year, students have time to find books they have misplaced.We do not have enough textbooks to provide class sets and each student with a copy to take home due to membership growth, book damages and losses.
75 Every textbook that have been bar-coded is physically counted during our Annual Audits, which are held towards the end of the school year. Books that were not at sight to be physically counted reflect as shortages.Shortages are determined by comparing audit results to reconciled campus inventory. That is, to the ending inventory of the previous year after all losses have been recovered or paid for. Campuses are notified immediately of textbook shortages, this allows them time to report inaccuracies by locating books that were not at site to be counted.Invoices for confirmed losses not sent until the end of the following school year Example: Losses for the audits held in summer of will be invoiced in April/May of 2013, giving campuses more than ample time to recover material or to collect monies from students for confirmed losses. Our goal is to recover as many books rather than collecting monies to replace them.Refunds may be issued to students who have paid for a lost textbook and recover it after the fact, providing that the campus has not reimbursed the Instructional Materials Department. Textbook must also returned in usable condition and still within use by the district.
76 Disposal of Instructional Material IM Disposal FormRemoving material from your campus inventory without accounting for it will result in shortages and reflect as a loss to your campus.Be sure complete all fields, get authorized, and submit IM Department so that removal can be processed accordingly.If we do not receive the disposal form, we do not now you have material to dispose of.
77 Books should be counted and stacked by grade level and title on pallets (or in boxes): 5 Spine-IN & 5 Spine-OUTFax form to Do not over-stack pallets. They should be no more than 3 feet high for a safe transfer.
78 Student RecordsThe Student Records Department is responsible to store official Academic Achievement Records (TEA form AAR-001 – High School Transcript) for former McAllen ISD students who attended any MISD campus more than five (5) years ago.STUDENT RECORDS OFFICE HOURS Monday - Friday 8:00 AM – 4:30 PM (Closed from 12-1pm)Inactive Perm folders are kept at the campus for (5) years, therefore, recent graduates or withdrawals who attended MISD less than five (5) years should contact the last school they attended. Please be sure to ask the last year they were registered in MISD before referring to our office.The new “Dream Act” which gives undocumented youths “deferred action” to stay in the US and go to college or join the military has created high demands for student records Immigration requests in yr vs. 50 Requests this month alone (8/27/12-9/27/12)
79 Changes in Student Record Retention The recent updates made to the Texas State Library and Archives Commission Retention Schedules (TSLAC) include:Student Academic Records (PK-8) Date of withdrawal + 5 years, no longer 7Enrollment/Registration Forms Date of withdrawal + 5 years, no longer 7Home Language Surveys Date of withdrawal + 5 years, no longer 7By state law, these records may be destroyed once they reach their retention period.The academic achievement record (TEA form AAR-001/High School Transcript) or its former equivalent used to record academic achievement in grades 9-12 is required to be kept PERMANENTLY.SY (SE) School Year request requirement
80 MISD Adopted Retention Schedules Retention Schedules used by McAllen ISD include:Local Schedule SD – Records for Public School DistrictsLocal Schedule GR – Records Common to All GovernmentsLocal Schedule EL – Records of Elections and Voter RegistrationLocal Schedule TX – Records of Property TaxationAbbreviations Used In This ScheduleAV As long as administratively valuableLA Life of assetCFR Code of Federal RegulationsUS Until supersededFE Fiscal Year EndExempt - Exempt from destructionSY (SE) School Year request requirement TAC Texas Administrative CodePlease contact our office for a full list of changes.
81 Storage of RecordsComplete and submit Records Storage Request. Records sent for storage must be neatly packed in approved storage boxes, properly labeled.Only send information in boxes that need to be stored; do not store miscellaneous documents or unnecessary copies. Refer to MISD Adopted Retention Schedules.Records stored at the warehouse must be destroyed when they reach the date of destruction in accordance with Federal and State records laws. Approved Storage Boxes FELSize: 12x10x15 or smallerWeight: Not to exceed 35 lbs
82 Retrieval of Records and Inactive Perm Folders Contact our office with at least 1-2 days in advance so that we can locate box and allow you easy access. To speed up the process, have the following information ready:DEPARTMENTAL RECORDSRecords School YearContent of Records (Series title, description, etc.)Box/Series Number (If applicable)PERM FOLDERSStudent NameLast School and year attended(form available)
83 Destruction of Records Campuses or departments may have records destroyed at the McAllen City Recycling Center. The facility has the appropriate shredding/recycling equipment to destroy high volumes of expired records.Designated person must remain at the location to ensure all records containing sensitive information is destroyed properly.For business hours, you may contact:McAllen City Recycling Center4101 N Bentsen Rd, McAllen, TX 78504(956)Note: If you need assistance in moving material Recycling Center, submit a Work Order through Central Warehouse.