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Purchasing
Kathy Batson
Accounts Payable/Purchasing
(916) 375-7604 Ext. 1016
Purchasing /Accounts Payable Procedures
Requisitions
You must submit an authorized Requisition to purchase any item that will be paid by the WUSD. You must submit this Requisition BEFORE the item is purchased. If the item is purchased before the Requisition is submitted and turned into a Purchase then it is considered an unauthorized purchase. Unauthorized purchases are considered an Audit Exception and against Board Policy and will not be tolerated or paid by the District.
When submitting a Requisition to the Business Office you must have the following information listed on the Requisition:
School Site Name, Date, if you are planning on picking up the item or would like it delivered to the District Warehouse, Vendor name and full address, phone number, fax number, Quantity, Description of the item, Catalog Code #, Unit price, total amount, Sales Tax (7.75%) and Shipping/Handling charges and the final total amount. If you have more than six items you are purchasing then you may put them on a separate sheet/order form. Please make sure you sign the Requisition, have your Supervisor/Principal sign the requisition to approve the purchase. Lastly, make sure the appropriate budget code is entered.
The next step is to send this approved requisition to the Business Office to be authorized and a Purchase Order is created and mailed to the Vendor. Please do not mail or fax your green/yellow copy of the Purchase order when you receive it back in the mail. This causes duplicate shipments and will be an expense for the District.
No Confirming Purchase Orders
There is no such thing as a CONFIRMING Purchase order. You must submit your Requisition and receive your copy of the Purchase order before the order is placed. Again, please do not mail out or fax your orders because of the time and expense of duplicated orders.
Deliveries
All items ordered for the District will either be picked up by the person who Requisitions the order or will have it delivered directly to the District Warehouse (915 Westacre Road, West Sacramento, CA 95691). There are some exceptions to this rule. They are if a repair is needed at the site and/or if the items are extremely large and heavy. This will be decided by the Storekeeper located at the District Warehouse or the MOT Director.
No Substitutions
NO Substitutions will be accepted. You must purchase exactly what you have listed on the Purchase order or the item is cancelled. For example: If a vendor tells you that one of your items are discontinued but they have another item that will be comparable you must decline the offer. We will only accept what is printed on the Purchase Order. We do not accept any substitutions. Please let Kathy Batson, Accounts Payable/Purchasing (916) 375-7604 Ext. 2228 know if you have any items that have been discontinued or if the entire Purchase order needs to be cancelled. Kathy will cancel the Purchase order and the funds will be returned back to the appropriate budget line. The Auditors check invoices for items that were sent in place of the items that were ordered and this is considered an Audit exception. No exceptions to this rule.
No Online Purchasing
We are not set up for Online Purchasing. We are connected to the Reflection system with Yolo County Office of Education and the current system set in place does not allow for online transactions. Please submit a Requisition for all items you wish to purchase and they will need to be mailed as normal.
Open Purchase Orders
Open Purchase orders are only acceptable when you can physically go to the Vendor’s place of business to pick up the merchandise. It is very important that when you go and pick up these items that you receive a receipt/invoice for this transaction. This receipt/invoice must be submitted to the Business Office (Kathy Batson) within 2 business days. Please do not hold any invoices (even if you have an open PO that still has money left to spend for the fiscal year) as it causes the District to be cut-off by these vendors due to non-payment. Every invoice/receipt must be submitted to the Business Office no later than 2 business days. No exceptions to this rule.
Conference Expense Forms
Conference Expense claim forms must be turned in within a week after the conference. As of 10/07, Mileage is currently $0.50 per mile (2010 IRS Rate). Food Allowances are currently Breakfast $9.00, Lunch $14.00 and Dinner $22.00. No receipts are needed for these meals. You will be paid for each meal by the amounts listed above. It is very important that all receipts be turned in for parking fees, toll charges, etc because we are not allowed to reimburse you for these expenses unless the original receipts are attached to the form.
Reimbursements
We are working hard to eliminate personal reimbursements. Purchase orders are typed on a daily basis and have a quick turnaround. Many local vendors accept our District Purchase orders. The District needs to be able to track the orders and is extremely difficult when the items are being purchased personally and reimbursed. Please use the District Purchase Order system.