1. DOS AND DONT OF PURCHASING September 2013-August 2014 Felix Lopez, Purchasing Agent, Ext: 4553 felix.lopez@eisd.net Edward Romero, Buyer Ext: 4589 edward.romero@eisd.net Amelia Mendoza, Purchasing Clerk Ext: 7089 amelia.mendoza@eisd.net Rachel Morales, Purchasing Clerk Ext: 7022 racmorales@eisd.net

2. Things to Remember One thing to remember is that you always need to get an approved Purchase Order before you buy anything. Purchases without an approved Purchase Order are not allowed The District has the option of not paying for materials and supplies if a Purchase Order was not approved The District does not allow on-line purchases of any kind The District uses 3 on line Vendors Office Depot, Lakeshore, School Specialty

3. Purchases If you are buying supplies and materials that cost less then $5,000 dollars then 3 quotes are not needed (only 1 quote w/ order details). If you are buying items that cost more than $5,000 dollars you are required to get 3 different vendor quotes. Make sure the items being quoted are the exact same size, quality, and quantity.

4. The exception to this is if you are buying from a vendor that is listed as a member of a Co-operative. (Co-operatives are also referred to as an Approved Vendor) Examples of Co-ops are Buy Board, TxMAS, TCPN, Region 20, US Communities. A complete listing of Co-ops is on the Purchasing website. If the amount being purchased exceeds $50,000 dollars then Board approval is required before the purchases is made.

5. Other Purchasing Methods A Sole Source Letter is a Purchasing method that can by used to buy goods and services without quotes. It can only by used if the product you are buying has a copyright, patent or is not made by any other company. A Sole Source Letter must: a. Be on company letterhead b. Have a current date c. Must be signed by a person in the organization d. The Sole Source Letter is good for only 1 year

6. Open POs Open POs are Purchase Orders that extend longer than one month. Open POs are no longer allowed. The only six department allowed to do open POs are: Food Service Maintenance Transportation Athletics Superintendent EISD Board All other departments can do POs but only for the month that they are needed. Consultant on an annual contract are allowed annual POs

7. A W-9 Form is required for all new Vendors. We use the W-9 to set up Vendors on our Vendor Master File. If a vendor has a change of address then a new W-9 is needed Email all W-9 to Edward Romero. He has responsibility for inputting W-9 Forms Office Supplies and Small Office Equipment Do not combine office supplies with items that need to be tagged by inventory on the same requisition coded 6395. Chairs, filing cabinets, desk and other small equipment need to be on a separate requisition. These small equipment requisitions will be shipped to our receiving department for inventory tagging.

8. Miscellaneous Information There is a distinct difference between a Requisition number and a Purchase Order number. A Requisition number is a 6 digit number that begins with a 05 (Ex: 050200). This requisition number is assigned by TxEIS when you click on submit A requisition has not been approved by the Administration. A Purchase Order number is also a 6 digit number beginning with a 18 (Ex: 184985). A PO number is assigned when it has gone through the approval process If asking Purchasing to research a requisition always give us the requisition number. The requisition number is how we locate it in TXEIS If asking Accounts Payable to research and item they need to know the PO number

9. When the 6 digit Purchase Order number is assigned; you will receive an automated message from TxEIS in your outlook e-mail inbox. – Notify Purchasing if you are not receiving the e-mail notification.