Requisition Process

Requisitioning Procedures Words to live by: Massachusetts Uniform Procurement Act, M.G.L. c.30B requires the following on all purchases not on City or State contract: Procurements under $5K – use sound business sense Procurement between $5k - $24,999 require 3 written or oral quotes Procurement over $25K require sealed bids or proposals.

Requisitioning Procedures Use of State Contracts Comm-Pass City Contracts Requesting quotes from vendors Catalogs On Line

Requisition Process Requisition form should contain: Requisition number assigned by the requisitioning school/dept Date the requisition was forwarded to your office Name/address of the requisitioning school/dept “ship to” address if it’s different from the requisitioning school/department Organization and account number Vendor Name Vendor Number Contract Number

Requisition Process Requisition form should contain: Quantity Unit measures (each, carton, box, gallon, etc.) Detailed description of items being ordered. Include part #’s, ISBN #s, make, model, etc. Unit cost Total Cost (including shipping) Signature of the principal/director or whomever is responsible

Requisition Process Verify organization and account numbers Check availability of funds Check authorized signature and delivery address Check appropriateness of purchase Check and apply appropriate City or State contract. Apply contract vendor and pricing, if appropriate. Apply vendor number, if available Perform data entry of requisition into Financial Management System Requisition is reviewed and approved by the designated purchasing official for the City

Purchasing Procedures

Purchase Orders Purchase order is printed, number automatically assigned, on a 4 part form in the City’s Information Technology Dept. Purchase order is sent to the City’s Chief Procurement Officer for signature (or stamp). If the purchase order totals over $2k, it is sent to the City’s Budget Director for signature The approved purchase order is sent to the Materials Management office. Purchase order is split to its 4 copies Original copy is sent to the vendor by USPS, or fax A copy is sent to the receiving school/department Two (2) copies are kept for accounts payable

Purchasing Procedures File Maintenance Accounts payable copies (2) of the purchase order are kept, file by purchase order number, in hard copy The receiving copy, which was sent to the school/department who issued the requisition, returns this copy to Accounts Payable signed when the order is received complete. This signed copy is filed with the A/P copy until receipt of the invoice. Invoice, with appropriate purchase order number referenced, is received and matched with the corresponding purchase order.

Purchasing Procedures Purchase Orders Clear order numbers and descriptions Online purchasing may be utilized, but only after issuing a purchase order. The purchase order must be used in this process. Vendor Relations Good relations with vendors are beneficial Preferred customer status Prompt payment discounts

Accounts Payable Procedures

Accounts Payable Accounts payable copies (2) of the purchase order are kept, file by purchase order number, in hard copy The receiving copy, which was sent to the school/department who issued the requisition, returns this copy to Accounts Payable signed when the order is received complete. This signed copy is filed with the A/P copy until receipt of the invoice. Invoice, with appropriate purchase order number referenced, is received and matched with the corresponding purchase order.

Accounts Payable Invoice is reviewed against the purchase order for correct items, quantity and cost. If the receiving copy of the PO has not been filed, the invoice is filed with the A/P copy. If the receiving copy is not filed within ten (10) working days after receipt of the invoice, the receiving school/dept should be contacted.

Accounts Payable The payment process begins when the invoice has been checked favorably against the purchase order and the receiving copy has been filed. The payment process consists of “marking up” the A/P copies of the purchase order; writing the invoice number, invoice date, invoice amount and checking off the box indicating “complete” or “partial” payment. The same information is marked on both copies of the purchase order. One copy of the “marked up” purchase order, with the original invoice, is sent to the Auditing Department at City Hall in a daily draft of fifty (50) collected.

Accounts Payable This purchase order and invoice is approved for payment by the City Auditor and sent to the City Treasurer for check issuance. The second copy of the purchase order, with a copy of the invoice, is kept by the A/P clerk. The payment date is verified and, along with the check number, noted on the A/P copy of the purchase order. This copy of the purchase order and invoice, with the invoice number, invoice date, payment date, payment amount, check number is scanned and electronically filed. Paper copies are destroyed

Accounts Payable Partial Payments Purchase orders should be paid, upon receipt of invoice, for any supplies, materials or equipment verified as received. Photocopy of purchase order is marked up in the same fashion as a full paid purchase order. “partial” box is checked Payment is subtracted from the total PO amount and tracked on the face of the A/P copy of purchase order. Original A/P copy of the purchase order is marked up and sent for payment with final payment.

Accounts Payable Employee Reimbursements Direct payments are used to reimburse employees for travel expenses or services they provide to the system Re: supplies. Employees may only be reimbursed up to $25.00 or with prior written approval. Re: travel expenses. Employees must submit the following for reimbursement for travel Itinerary Approved travel authorization form, signed by appropriate supervisor

Accounts Payable Employee reimbursements Travel reimbursements (continued) Receipts for meals. No alcohol or tobacco products will be reimbursed. Meals are reimbursed at the IRS per diem rate by location. Receipts for transportation; airline, train, taxi or mileage in personal vehicle. Receipts for hotels. It is preferred hotel rooms be reserved and paid on a purchase order. However, it is acknowledged some hotels do not accept purchase orders.