PURCHASING MADE EASY

By

Sandra King, CPPB, FCPA, FCPM, FCCM

Purchasing Department Santa Rosa County School Board

(850) 983-5130

UPDATED 10/17/12

PAGE NUMBER REFERENCE

Doing business with SRCSB. . . . . . . . . . . . . . . . . Page 2 Signing on to Financial . . . . . . . . . . . . . . . . . . . . . Page 5 Financial Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 6 Vendor Information . . . . . . . . . . . . . . . . . . . . . . . Page 7 Object and Program Codes . . . . . . . . . . . . . . . . . . Page 13 General Support Series Menu. . . . . . . . . . . . . . . . Page 14 Budget Scan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 15 Request for Purchase Order. . . . . . . . . . . . . . . . . . Page 18 Request Problem Solving . . . . . . . . . . . . . . . . . . . Page 21 Pay Authorizations. . . . . . . . . . . . . . . . . . . . . . . . Page 24 Blanket Purchase Orders. . . . . . . . . . . . . . . . . . . . Page 25 One Time Shopping/Ordering on Preview . . . . . . Page 26 Payments on Closed Purchase Orders . . . . . . . . . Page 27 Food Purchases . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 27 Property Control . . . . . . . . . . . . . . . . . . . . . . . . . . Page 27 Project Release. . . . . . . . . . . . . . . . . . . . . . . . . . . Page 28 Pre Payment for Purchases. . . . . . . . . . . . . . . . . . Page 29 Purchase Order Adjustments . . . . . . . . . . . . . . . . Page 29 Purchase Order Request for Change Form . . . . . . Page 32 Checking on Request or Purchase Order . . . . . . . Page 33 Monitoring the Use of Specific Budget Lines . . . Page 35 Viewing a Purchase Order using Screen 14 . . . . . Page 35 Budget Amendments . . . . . . . . . . . . . . . . . . . . . . Page 37 Correcting a request in "E" status . . . . . . . . . . . . . Page 38 Receiving and Documentation . . . . . . . . . . . . . . . Page 39 Procurement Card (VISA). . . . . . . . . . . . . . . . . . . Page 39 Encumber and Log VISA Purchases . . . . . . . . . . . Page 40 VISA Tip Sheet . . . . . . . . . . . . . . . . . . . . . . . . . . Page 46

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*** SPECIAL NOTE ***

Updated information about cell phones, car rentals, past bids, current bids and tabulations, cell phones, copier contract, Purchasing Portal, detailed VISA information, special procedures on postage by mail, Sams Club, pay authorizations and various forms are found on the Purchasing website: http://www.santarosa.k12.fl.us/purchasing I encourage you to view/use our website often. Also, personnel in the Purchasing Department keep their e-mail up on a constant basis. Often times it is easier, less costly and time expedient to e-mail your questions.

THE FOLLOWING WILL HELP YOU ANSWER QUESTIONS FROM VENDORS:

DOING BUSINESS WITH SANTA ROSA COUNTY SCHOOL BOARD

The Santa Rosa County School Board Purchasing Department is located at 6544 Firehouse Road, Milton, FL 32570. Office hours are from 7:00 AM to 4:00 PM Monday through Friday. For appointments, please call (850) 983-5130. Our fax number is (850) 983-5133. Information about the Santa Rosa County School Board Purchasing Department including past and present bids, RFP's, award tabulations, Property Control information and staff bios are found on our Internet homepage. http://www.santarosa.k12.fl.us/purchasing

The Santa Rosa County School Board, through the Purchasing Department, welcomes all vendors who desire to do business with the school system. It is our policy to treat all sales persons and companies fairly. This is done through open competition, ensuring that contracts go to vendors who comply with specifications, terms and conditions and who also have the capacity to deliver the product or service at the best price.

The Santa Rosa County School Board places orders through purchase orders and by the use of VISA Procurement Cards. Schools also make purchases by using internal fund purchase orders and Master Card Procurement Cards.

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TAXES

The Santa Rosa County School Board, (certificate 85-8012622341C-0), is exempt from all federal excise and state sales tax. Purchasing will send an exemption certificate upon request. Our federal employer identification number is 596000845. A copy of the tax certificate may be downloaded from this link: http://www.santarosa.k12.fl.us/purchasing

BIDS AND RFP'S

It is state law and Santa Rosa County School Board policy to solicit competitive sealed bids or RFPs for purchases which exceed $50,000. The following procedures are followed:

1. Vendors must register to do business with the School Board and to receive bid notification through BidNet at the following website: http://www.santarosa.k12.fl.us/purchasing Vendors are expected to keep BidNet updated as to address, phone or company changes.

2. Sealed bids are received, logged in and opened at a specified time and location. All who wish to attend the public openings are cordially invited. Vendors who attend the openings may review all submitted bids at that time. Bids are then sealed to allow for tabulation and study.

3. After tabulation and study, a "notice of intended decision" is posted on the public notice board outside the Purchasing Office on the date and time specified in the bid. It is also listed with BidNet and mailed to all bidders who submitted a self addressed stamped envelope for that purpose.

4. The bid/RFP recommendation is submitted to the Santa Rosa County School Board for award on the date specified in the bid.

5. After award a formal purchase order is prepared and issued.

QUOTES Board policy requires informal quotation for purchases over $12,500. The Purchasing Manager has the authority to require quotes for purchases of any amount. The written quotes provided to three or more vendors found on the BidNet list. This process usually takes between three to five days. Quotations may also be done through phone contact to at least three vendors. After the quotes have been received, they are tabulated, evaluated and awarded. A formal purchase order is then prepared and issued. PURCHASE ORDERS Requests for purchase orders are initiated at the school or department level and approved by the Purchasing Agent. No services are to be rendered or product delivered until obtaining a purchase order unless the procurement card is used. The purchase order will spell out the specific items to be delivered, price, quantity, delivery place and requirements, terms and conditions. The purchase order serves as a contract and is forwarded to the vendor through the Purchasing Department. CHANGE IN PURCHASE ORDERS Please contact the school or department who initiated the purchase order if there is a question about the information stated on the purchase order or an increase in price. The contact

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information, including phone number, is found in the upper right hand corner of the purchase order. The initiating School or Department Administrator must approve any changes or increases. PAYMENTS Payments are made through the Accounts Payable Department located at 5086 Canal Street, Milton, FL 32570. Invoices should be sent in triplicate with purchase order numbers noted. Checks are cut and payments made on a weekly basis. BOOK DEPOSITORY The Santa Rosa County School Board maintains a Textbook Depository. The depository is used primarily by the school system as a storage facility for surplus and older textbooks, which may be placed back in the schools as needed. The contact person is Jesse DeLeon at (850) 983-5143. SURPLUS The Purchasing Department also maintains a surplus warehouse. Monthly fixed price sales on specific Board approved items are held on the first Friday in each month from 8:00 - 2:00. Auctions are held on an as needed basis. You may receive personal notification of scheduled auctions by sending a self-addressed, stamped envelope to the Purchasing Department with the notation of, "auction notice", on the envelope. Due to new property control procedures please contact Jesse Deleon at (850) 983-5143 for further information.

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And Now We Begin………… Turn on your computer and sign on to ST00. Using the following steps; key in your center number, year and your personal password, as shown below. Sign on to terms, then on to the FINANCIAL INFORMATION SERIES (#2), and ultimately on to the FINANCIAL Menu.

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After signing on to the FINANCIAL MENU, you will be able to choose from a number of screens used to process financial data.

THE FINANCIAL MENU IS USED TO:

A. Search for a vendor: Screen 4 B. Investigate all of the vendor information: Screen 5 C. Search your budget: Screen 10 D. Create a budget amendment: Screen 11 E. Enter a request for purchase: Screen 13 F. Investigate the status of a request or PO: Screen 12 G. Observe an existing PO to view payment & status Info: Screen 14 To use any of the menu screens available to you, simply key in the required number at the top right of the financial menu screen and enter.

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VENDOR MASTER SCAN (Finding a vendor number) SCREEN 4:

1. Key in a 4, found on the menu as shown on previous page and press enter. You will be taken to screen 4 where you will search for a vendor you wish to make a purchase from. The vendor file may be searched to locate one or more vendor records on the basis of the "sort key" element contained in the vendor's records. This facility will be helpful to locate a vendor's number, (which must be entered on the request for purchase), especially when only part of the name is know. We will use Xerox as an example as shown on the following pages.

2. Following the word "search", key in the first three letters of the name, just the first letter, or entire name.

3. Tab to the status field and space out the "A". This will allow you to look at all vendors, not just the active ones, press enter.

4. If the particular vendor you request is inactive or you need to view the vendor information to confirm they are the vendor you want to use, you will place your cursor on the name, press enter and be moved to screen 5 where you will be able to view any information needed to contact the company, or send in a completed vendor request for to Purchasing. While using screen 4 you may choose to move between screens 5, 3, and 6 by using PF keys. Check at the bottom of your screen for the menu.

5. To become a Santa Rosa County School vendor, each company must register

with BidNet at the following website: https://www.santarosa.k12.fl.us/purchasing/When a school or department has informed the vendor of this requirement and they have registered with BidNet, e-mail the Purchasing Department so that the company information may be loaded into the School Board database. It is requested that the Secretary/Bookkeeper be the contact person between the teacher who requests the vendor and the company they wish to make the purchase from.

The following pages will show you how to enter the information you have just read about. Other pages contain helpful information for your reference on how the vendors have been filed in the computer. A couple of examples are; American has been abbreviated to Amer, instead of I.T.T. the entry will not contain periods, but are substituted with spaces. First let’s look at finding a vendor in the system by using screen 4.

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STEP I

Space out the “A” after status and press the enter key. This will bring up all Xerox companies that are registered; both active and inactive. Make note that after each Xerox there is an “/” and then location. This is used when a vendor has more than one location to help you locate the correct vendor number to use when keying in your request for purchase order.

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STEP II

Simply place the cursor on whatever Xerox entry that meets your needs and press enter. This will bring up screen “5” with all the chosen vendors information.

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STEP III

WHY A VENDOR NUMBER AND HOW TO LOCATE For a vendor to conduct business with the Santa Rosa County School Board, the purchasing department must assign the business a vendor number. This number is for internal use only and is used to identify vendors on request for purchases and to allow posting of internal fund checks. Please note that many small items may be purchased with your School Board VISA card using vendors who do not have a vendor number. The vendor file is stored at the North West Regional Data Center and is accessible through the TERMS Financial Information Series under selection 04. Vendor Master Scan In order to standardize the manner in which information is entered into the vendor database, therefore making it easier to locate, the following rules have been incorporated:

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ABBREVIATIONS: The following standard abbreviations will be used: ROOT WORD ABBREVIATION Administration Admin American Amer And & Association Assoc Board Bd Capital Capl Center/Central Cntr Department Dept Education Educ Florida (all other states will be spelled out) FL Instructional Instl National Natl North West Florida N W FL Professional Prof School Sch System Sys Teacher Tchr University Univ ACRONYMS & INITIALS All acronyms and initials will be keyed in with a space between each letter. Examples: IBM as I B M A.P.C.O., A.F.C., Inc., as A P C O A F C Inc BUSINESS The name of the business will be followed by a slash and the location. Examples: Radio Shack/Milton Radio Shack/Gulf Breeze Hilton/Ocala Hilton/Jacksonville BUSINESS NAMES & PROPER NAMES When the name of a business is a proper name, it will be keyed in as is. Examples: Bill Salter Advertising as Bill Salter Advertising J C Penny as J C Penny

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The names of individuals, such as consultants, doctors, etc will be keyed in last name first followed by a comma, then first name, initials and title, (this is the only situation where commas are allowed). Examples: Dr. James E. White as White, James E Dr Judson C. Crane Crane, Judson C When a business uses a number in a name, it will be keyed in as is. Example: 9 to 5 Supply Company as 9 to 5 Supply Co PUNCUTATION Periods, commas, hyphens and other common punctuation will not be used. Examples: U.S.A as U S A Johnson, Green & Locklin as Johnson Green & Locklin B-5 Software as B 5 Software Apostrophes will be ignored Examples: Mcrae's as Mcraes O'Shea Chemicals Inc Oshea Chemicals Inc SCHOOL BOARDS School Boards will be listed as Sch BD/County. Examples: Leon County School Board as Sch Bd/Lee Co Walton County School Board as Sch Bd/Walton Co

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CODING Before entering a request for purchase you must know what fund, function, object, center, project, and program codes you wish to take the money from. The following is duplicated for your convenience and is found in the "Red Book". The Purchasing Department deals mainly with object codes. If you have questions on what budget line you can use for certain expenditures please refer to the Red Book, available through the Finance Department.

A QUICK LIST OF OBJECT CODES FREQUENTLY USED

310 PROFESSIONAL SERVICES – specialized skills and knowledge acquired through intensive academic preparation – ex: architects, engineers, auditors, lawyers, consultants, medical doctors, dentist, accountants

331 IN COUNTY TRAVEL 332 OUT OF COUNTY TRAVEL 350 REPAIRS 360 RENTALS, ON-LINE SUBSCRIPTIONS, TRAINING, SUPPORT, MAINT. OF SOFTWARE 374 POSTAGE EXPENSES 375 CELL PHONE 390 OTHER PURCHASE SERVICES 510 SUPPLIES – CONSUMABLES (includes blank cd’s & dvd’s) 520 TEXTBOOKS – includes e-books 612 LIBRARY BOOKS FOR EXISTING MEDIA CENTER – includes e-books 621 AUDIO VISUAL MATERIAL WHICH INDIVIDUALLY COSTS OVER $999.50 622 AUDIO VISUAL MATERIAL WHICH INDIVIDUALLY COSTS UNDER $999.50 641 FURNITURE, FIXTURES & EQUIPMENT WHICH INDIVIDUALLY COST OVER $999.50 642 FURNITURE, FIXTURES & EQUIPMENT WHICH INDIVIDUALLY COST UNDER $999.50 643 COMPUTER HARDWARE ITEMS WHICH INDIVIDUALLY COST OVER $999.50 644 COMPUTER HARDWARE ITEMS WHICH INDIVIDUALLY COST UNDER $999.50 671 CAPITAL IMPROVEMENTS OTHER THAN BUILDINGS OVER $5000 672 NON CAPITALIZED IMPROVEMENTS OTHER THAN BUILDINGS U6NDER $5000 681 CAPITALIZED REMODELING AND RENOVATIONS OVER $5000 682 NON CAPITALIZED REMODELING AND RENOVATIONS UNDER $5000 – attached to bldg 691 SOFTWARE ITEMS WHICH INDIVIDUALLY COST OVER $999.50 692 SOFTWARE ITEMS WHICH INDIVIDUALLY COST UNDER $999.50 730 DUES AND FEES REMEMBER THIS APPLIES PER ITEM, NOT TO THE TOTAL PURCHASE. FOR EXAMPLE; IF A PIECE OF FURNITURE COSTS $999.50 OR MORE, (ROUND UP TO $1000) OBJECT CODE 641 WOULD APPLY. IF SEVERAL PIECES OF FURNITURE ARE PURCHASED FOR $999.50 AND NO ONE PIECE COSTS $999.50 OR MORE, OBJECT CODE 642 WOULD BE USED.

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AS OF JULY 2002 PROGRAMS CODES ARE AS FOLLOWS:

NUMBER PROGRAM 101 K - 3 BASIC 102 4 - 8 BASIC 103 9 - 12 BASIC 120 DROPOUT PREVENTION 130 ESOL 254 & 255 (function 5200 only) EXCEPTIONAL STUDENT ED 111, 112 & 113 (function 5100 only) EXCEPTIONAL STUDENT ED 300 VOCATIONAL 6 - 12 350 VOCATIONAL ADULT 400 ADULT GENERAL Further coding information is available through the GENERAL SUPPORT SERIES as shown on the following pages.

GENERAL SUPPORT SERIES STEP 1

Choose #1 and press enter

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STEP II

Enter the corresponding number and press enter for the information you wish to view.

BACK TO THE GENERAL FINANCIAL SERIES:

BUDGET SCANS (screen 10) To view the status of any budget line item, select option "10" from the FINANCIAL MENU as shown below and press enter. This scan will give you totals through the selected period. You may scan by using only one element such as fund, center, etc., or you may key in all of the account dimensions and press enter. The following information will appear:

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Key in the appropriate information (you may key in just the object and or center number or complete the entire lined area):

Press enter:

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For more detailed information about a given line item, you may position the cursor on that line and press enter.

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The following screen will appear:

REQUEST FOR PURCHASE ORDER (screen 13) Entering a request for purchase order is begun by entering screen 13 through the financial menu. The first screen format is required for all records and is used to initiate the request; identify the requesting and shipping centers, vendors and total dollar amount being requested; and which accounts are to be charged with that portion of the expense. Thirteen different budget lines may be entered on each purchase order request. The second screen format is used to specify optional shipping, instruction, items, prices and quantities being requested. There are approximately 99 lines that may be used to enter your descriptions. When one page is full press enter, when the curser returns to the first line under stock number you may then press F8 to move to the next page. If you do not press enter to seat the information into the computer you will loose that description page. Always refer to your menu at the bottom of the screen for useful information.

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ENTERING A REQUEST FOR PURCHASE ORDER By using the tab key to travel from section to section:

1. Enter and "A" under the AC 2. Tab to CNTR and enter your center number and request number 3. Press enter

STEP I

4. Key in the date 5. Key in total amount, (including shipping if necessary) 6. Key in vendor number (such as V 001212) 7. Beside STAT area you will key in a "B" if the request is to be a blanket

purchase order, (a purchase order used for multiple payments). If the request is not a blanket, tab past the STAT field until you are under the FND area.

8. Under the FND area enter the budget line you intend to use at this time, filling in all the following areas; Fund, Function, Object, Center, Project and Program.

9. Tab to original amount area and enter the amount you wish to use. If you are using more than one budget line tab down and enter them on the following lines. Remember, the total of your budget lines must match your beginning amount or you will not be able to post the request.

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10. When all information has been keyed in press enter. The cursor will go to the bottom of the page where you will key in a "P" and press enter. This will post the request.

STEP II

At this time if all information is correct your request will be accepted and the funds necessary to make the purchase are committed. This will reduce your available budget immediately. PROBLEMS WHICH MAY OCCUR WHEN KEYING IN A REQUEST (screen 13)

1. V number says use V0012, a number other than what you have selected. This

means that there has been a change in the company and a new vendor number exists. That number is given to you on the screen; just take your cursor to vendor field and change the vendor number to the new number it notes, press enter and post.

2. Project is red lined. This may mean that the time line you could spend the money in this particular project has expired. You must look into your GENERAL SUPPORT SERIES and find out the project funding guide dates.

3. Money is red lined in the budget line. A note will appear and tell you that you do not have enough money in your budget. It will save a lot of work if you check your budget against each request before entering. At this time the only way to fix

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your problem is to take the money out of another budget line or to clear out of screen 13, do a budget amendment, using screen 11 and return to re-enter the request.

CODES USED IN AC AREA ON REQUEST (screen 13) 1. ( A ) add a new request 2. ( C ) change an existing request 3. ( D) delete a request 4. ( I ) inquire about a request already in the system

DESCRIPTION SCREEN (screen 13 A) After posting the first screen you will move to the second screen, the description screen, 13A, to enter the description and any additional information.

11. Enter description screen by pressing F3. This screen has all the elements you have entered on the first screen except the budget line.

12. Tab to the shipping field and enter the amount if shipping is needed. 13. In the field "Instructions to school/Jud", you may enter a message to

purchasing. Example: Return PO to School; this means you want to mail the vendor copy yourself because you have a list, registration form or coupon to include with the purchase order.

14. In the field "Instructions to the vendor", you may key in special handling instructions, a quote number, company reference number or name of person you have been dealing with.

15. Tab to the "stock number field", and enter the stock number 16. Tab to the "description field", and key in further information as shown on the

examples on the following pages. 17. Tab to the "qty field", and enter unit number ordered. 18. Finally tab to the "unit price field", and enter.

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STEP III

**SPECIAL NOTE**

If a request is based on a bid or quote, you must always enter their designated number. A. If the request is based on a discounted amount you should enter the

original amount and then key in the description of the transaction such as Bid 07-01 50% discount taken.

B. Tab to the quantity field and enter "1", then the discounted amount such as 20.00 and place a minus (-) 20.00-

C. Press enter to seat the information into the system. Your cursor will come to rest in the left hand area under stock number.

***If title I funds or food purchases are made, enter the SIP (School Improvement Plan)

goal, School Board Rule or FL Statute that allows for this purchase.

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??? P R O B L E M S ??? The beginning amount, at the top of your first page screen 13, and the ending amount, at the bottom right of your description page, screen 13A, should be equal. If your amounts are not equal the system will not allow you to leave this description screen. Your only means of escape is: 1. Press F9 key twice. This will take you to the financial menu, but you will also

loose your description page. 2. Or, you can correct your mistake on the description page. Example: The amount on

the first page (screen13) is $100.00. The description page total is $120.00. The teacher submitting the request made a mistake in her math, but you have 50 items entered and do not wish to loose your work so….. First, determine what the correct amount should be. Let's say it should be $100.00. Complete the following steps to effect a correction.

A. Tab to the first blank description line and key in an "X" B. Tab to the quantity field and key in 1 C. Tab to the unit price field and key in 20.00- D. Press enter and the amounts at the top and bottom will be equal, ($100.00).

You may now leave the description page, 13A, and re-enter the first page on screen 13

E. Place a "C" for change in AC field, key in center and request numbers and press enter. 1. Tab to the amount field and change to $120.00 in both the

beginning balance and the budget line, press enter and post 2. Press F3 key to return to the description page where you will do

the following….. F. Make corrections on individual prices or quantities

1. Tab to the "X" in the "description area" and space it out 2. Tab to "qty field" and space it out 3. Tab to "amount field" and space it out 4. Press enter and your request for purchase order amounts should be

equal on screen 13 and 13 A

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PURCHASE ORDER PAY AUTHORIZATIONS A pay authorization is a document that will be signed by the cost center head authorizing a purchase and as the receiving report for the purchase listed. The pay authorization will be downloaded to the cost center’s folder established by the Data Processing Department on the day the Purchasing Manager/Agent authorizes the purchase. The bookkeeper must go to the cost center’s folder and print the pay authorization. It will list the purchase order number as well as all the items requested. The pay authorization is an "in house" document and is never sent to the vendor. Each cost center is to make a copy of the pay authorization on yellow paper. Upon receipt of the corresponding invoice, the yellow copy, signed by the cost center head and recipient is to be forwarded to Accounts Payable for payment. IF YOUR PAY AUTHORIZATION DOES NOT DOWNLOAD TO YOUR COST CENTER FOLDER THE DAY AFTER YOU HAVE KEYED IN A REQUEST:

1. Your request may involve funds which need to be project released. Please use screen 12 to check on the status of your request. Also use GENERAL INFORMATION SERIES, #7 Project Dimensions, to check who is the Project Controller for the funds you have used. This Controller will need to "Project Release" this request for you. It would then download to the cost center’s folder the following day.

2. Your request may need further information for the approval process (i.e. state contract number; bid pricing incorrect, quote number, school board policy, etc.)

HELPFUL HINTS/RULES IN CREATING YOUR REQUEST UNAUTHORIZED PURCHASES In accordance with School Board Policy 6.10 (1) all purchases are to be approved in advance. When comparing purchase order and invoice dates, it is not uncommon to find that some Purchase Orders have been issued after the dates on the invoices. Invoices that pre-date corresponding purchase orders will be returned to the requistioner for payment and the purchase order canceled.

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BLANKET PURCHASE ORDERS

Due to the installation of VISA cards in 1997-98 Blanket Purchase Orders are to be used in special circumstances approved by the Purchasing Agent/Manager. One time shopping trips or VISA will be used instead of Blanket Purchase Orders. Blanket purchase orders are purchase orders that are issued in advance to request goods and services over a period of time. By issuing a purchase order, funds for payment are encumbered in advance and are pre-approved for payment. There are two basic types of Blanket Purchase Orders, detailed as follows: Blanket Purchase Orders for fixed periodic payments: These are used for goods and services that have regular payments, usually fixed, that are paid on a recurring basis, usually monthly. Examples would be for equipment rentals and lease payments. Generally object codes 350, 360 and 390 will be used. The original purchase order will be sent to the school or department for signatures and is to be returned to accounts payable, where the periodic payments will be made. Blanket Purchase Orders for supplies and services: For supplies, these any be issued to vendors such as local school and office supplies stores, and for services to travel agencies and repair shops. Object codes 510, 350, and 390 are usually used. Generally, these are used for small purchases and are limited to $999.00. (You should use your VISA for all small purchases). Original purchase orders are retained at the school or department. When goods or services are purchased, the original PO is to be annotated with the cost. A copy of the PO is then to be made, signed received and sent to Accounts Payable, along with the receipt, which is to be signed by the Principal of Department Head. When the final purchase is made from the PO (i.e. all the funds have been spent) the original is to be signed and sent to accounts payable for final payment. Any funds remaining on the PO will be returned to the budget from which encumbered. Special attention is to be taken to ensure purchases do not exceed PO amount. If additional purchases are needed, a new blanket PO should be originated. Blanket Purchase Orders are good for a limited time period, no longer than one year. All Blanket Purchase Orders must be closed out by the end of the fiscal year in which encumbered, therefore must be used up by June 30 of each year. To ensure proper year end of year closing, no Blanket Purchase Orders will be issued after May 31 or each year and all active Blanket Purchase Orders should be submitted to Accounts Payable for final payment by mid June. Blanket Purchase Orders using the new fiscal year's funds may be issued beginning in July of each year. To initiate a Blanket Purchase Order, simply enter a request for purchase order the normal way, but entering a "B: in the status field on screen 13. Also annotate "Blanket Purchase Order" in the description area on screen 13A.

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BLANKET PURCHASE ORDERS FOR LEASES OR RENTALS SHOULD CONTAIN THE FOLLOWING INFORMATION: Full description of the item Make and Model Number Period covered by Purchase order (Ex: July 1, 2000 thru June 30, 2001) Quantity, Unit (monthly) price and total price On the second and subsequent years renewal Blanket Purchase Orders are to include the following information: Serial Number Purchase Order number from prior year

PURCHASE ORDERS FOR ONE SHOPPING TRIP ONLY In order to expedite the purchase of supplies, a request for PO may be submitted which states "One shopping trip only, not to exceed $999". This may be used for supplies only up to $999.00, use object code 510. It should be stated on the request what type of goods the request is for, (office supplies, paper goods, etc.). Please Note: do not use the phrase, "shopping spree", it sounds like you are having too much fun! The shopper may take a copy of the Purchase Order to the vendor and purchase up to the monetary limit. An invoice or cash register receipt must be received at the time of purchase, then signed by the principal/department head and sent in with the Pay Authorization for payment.

ORDERING ON PREVIEW On occasion it is desirable to order materials on preview; that is to have the goods shipped for inspection before an order is placed. This is standard procedure in many situations, such as with library books or video series. While this procedure is proper, if not handled correctly many problems for the Purchasing and Accounts Payable Departments are created. In order to insure that preview orders are dealt with appropriately, a request for purchase order will be initiated before an order is placed listing the items to be previewed. An estimated cost is to be given, and the instruction section to be annotated "Return PO to School" (or initiator). A PO will be forwarded, which should be held until a decision is made concerning the material. If the decision made is not to keep the material, return the original PO to my office with the word "Cancel" written on it attached to a PO Change form, and the PO will be voided and the encumbered funds returned to the budget. If part or all of the items are to be retained, annotate the original PO with the correct information and send to my office. The PO will be adjusted accordingly.

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FOOD PURCHASES USING APPROPRIATED FUNDS There are restrictions on using appropriated funds (either by direct PO purchase, VISA or by Internal Funds reimbursement) for food purchases, except in certain circumstances. Generally, food may be purchased under certain state or federal programs for children and certain adults during field trips. In order for purchase orders to be utilized for this purpose, please ensure that the description lists the reason food is being purchased, (field trip, incentive, event, etc.) and reference the legal authorization. If the PO is for a meal at a restaurant, please list the school board employees by name that will be attending and separately list non-employee adult meals and children's meals to be purchased. A listing of all participants is to be kept on file with the originating centers copy of the purchase order. Under any funding in which there are no guidelines to authorize the purchase of food, a Purchase Order cannot be issued. Word your School Improvement Plan and Grants carefully to specifically include food where appropriate. Please be sure to check with the appropriate project director before purchasing food.

MAKING PAYMENTS ON PURCHASE ORDERS CLOSED IN ERROR

Occasionally a purchase order will be closed in error due to a partial shipment, etc. Once a purchase order is closed, payments cannot be made using the original purchase order number. To pay the amount owed, do the following:

1. Enter a new request referencing the number of the original purchase order. 2. In the body of the request explain the circumstances as to why the purchase

order was closed in error. 3. Put "Return P.O. to School" in the comments section, message to Jud, on the

request. 4. When the new purchase order is received, obtain appropriate signatures and

send to Accounts Payable with a copy of invoice.

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IT’S THE LAW

EXEMPTIONS FROM QUOTES AND BIDS

When a purchase is over $12,500.00, the Purchasing Department will create a quote and issue it to three or more vendors. If the purchase is over $50,000.00, the Purchasing Department will issue a competitive solicitation before any funds may be expended, unless the grant is for purchases which are exempt. This waiver is authorized by Section 1010.04 (4)(a), Florida Statute. Exemptions: (a) Professional Services (artistic services; academic program reviews; lectures by

individuals; auditing services; legal services, including attorney, paralegal, expert witness, court reporting, appraisal or mediator services; and health services involving examination, diagnosis, treatment, prevention, medical consultation or administration).

(b) Educational Services (c) Any Type of Copyrighted Materials (d) Educational Tests (e) Textbooks (f) Printed Instructional Materials (g) Computer Software (h) Films, Filmstrips, Videotapes, DVDs, Disc or Tape Recordings, Digital Recordings

or similar Audio-Visual Materials. (Also Library and Reference Books, Printed Library Cards where such materials are purchased directly from the Producer or Publisher, the owner of the copyright, or an exclusive agent within the state, a governmental agency or a recognized Educational Institution)

EXEMPTIONS UNDER FLORIDA STATUTE 287.057(5) (a) The agency head determines in writing that an immediate danger to the public health,

safety, welfare or other substantial loss to the state requires emergency action. (b) The purchase is made by the school district from State Contract

or another governmental agency for a commodity which has been Competitively bid.

(c) When commodities or contractual services are available only from a single source. (Purchasing will follow their sole source procedures in the manner specified in Statute 120.57(3).

(d) The purchase of insurance may be negotiated. (e) Prescriptive assistive devices for the purpose of medical, developmental, or

vocational rehabilitation of clients are exempted from competitive-solicitation requirements. Prescriptive assistive devices include, but are not limited to, prosthetics, orthotics and wheelchairs.

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(f) Contractual Services and Commodities are not subject to competitive-solicitation requirements:

1. Artistic Services 2. Academic program reviews 3. Auditing Services 4. Lectures by Individuals 5. Legal Services, including attorney, paralegal, expert witness, appraisal or mediator

services. 6. Health Services involving examination, diagnosis, treatment, prevention, medical

consultation or administration. 7. Services provided to persons with mental or physical disabilities by not-for-profit

corporations which have obtained exemptions under the provisions of Statute 501© (3) of the United States Internal Revenue Code or when such services are governed by the provisions of Office of Management and Budget Circular A-122. However, in acquiring such services, the agency shall consider the ability of the vendor, past performance, willingness to meet time requirements, and price.

8. Medicaid services delivered to an eligible Medicaid recipient by a health care provider who has not previously applied for and received a Medicaid provider number from the Agency for Health Care Administration. However, this exception shall be valid for a period not to exceed 90 days after the date of delivery to the Medicaid recipient and shall not be renewed by the agency.

9. Family placement services 10. Prevention services related to mental health, including drug abuse prevention

programs, child abuse prevention programs, and shelters for runaways, operated by not-for-profit corporations. However, in acquiring such services, the agency shall consider the ability of the vendor, past performance, willingness to meet time requirements, and price.

11. Training and education services provided to injured employees pursuant to Statute 440.491 (6)

12. Contracts entered into pursuant to Statute 337.11 13. Services or commodities provided by governmental agencies. (g) Continuing education events or programs that are offered to the general public and

for which fees have been collected that pay all expenses associated with the event or program are exempt from requirements for competitive solicitation

LARGE PURCHASE GUIDELINES

Always contact the Purchasing Department whenever you plan to make a purchase over $12,500.00 (quote threshold) or $50,000.00 (competitive solicitation threshold). Purchasing personnel will ask questions to determine if the purchase is exempt or necessary. Purchasing personnel will also investigate and determine if the item has already been competitively bid by searching Fl State Contract, other governmental agencies contracts that may be piggy backed and various purchasing consortiums in the United States for existing contracts. It is always important to remember that we must follow all of the following:

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1. State Laws (FS 287.057) 2. Federal Laws (if it is federal money) (34 CFR 80.36) 3. Department of Education Policies (6A-1.012) 4. School Board Policies – located at http://www.santarosa.k12.fl.us/purchasing/rules/rules.htm NOTE: If you receive a grant, either State or Federal you need to first determine if the purchase is allowable under the grant. Contact the grant manager for this information. In the 3270/ Financial Information Series. Choose General Support (1) and hit the enter key.

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Enter 07 Project Dimensions

When you enter the project number and hit enter, the following necessary information will be displayed: 1. Project Director 2. Grant start date 3. The date you must have the grant funds encumbered (you must have a purchase order that has been printed). 4. The date that the purchase must be spent (expended). 5. The date that the project closes (ends)

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NOTE: If you do not follow these important time lines you may end up paying for your purchase out of another budget.

Enter your request for purchase order with as much detailed information as appropriate. Be sure that your purchase order is accurate according to grant guidelines. Remember, each requisition or contract shall be properly financed, budgeted, and encumbered prior to issuing a purchase order request. Project release procedures will then be instituted automatically if the project has been designated for this procedure.

PROJECT RELEASE PROCEDURES A request for purchase order is put in a hold pattern if the project manager has requested he/she be able to review the information on all requests involving a specific project budget. The following happens:

1. The using site keys in the request as usual. 2. The following morning, project manager receives a report from Data

Processing. 3. Report is reviewed and request is either released or canceled. If the request

contains budget lines from two different schools or sites, the project report is to be signed by both project managers and sent to Purchasing to be released. This process adds at least one day to the publishing process. E-mail may also be sent to personnel in Purchasing, stating center number, request number and a statement that the head administrator of the project requests the release.

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Requesting center may contact the Project Manager and ask that the request be released as proper documentation has already been sent to the Project Manager for approval of funds expenditure.

4. Upon release, the request will show up on the Purchasing Departments purchase order request report the following day. It is then reviewed by Purchasing, released for publishing and printed.

5. To check to see if a request has been released use screen 12. Next to the shipping the label you will find the letters E S I: a. E status field for encumbered b. S is the status field where you will find an H = if request is on hold. c. I status field for invoiced where you will find a P = if on project hold or a

Y = if project has been released. ***Remember, information on projects and who manages them can be found in the General Information Series.

RELEASING A PROJECT RELEASE

1. Select screen 13 and key in "C" under action code 2. Key in center number, request number and press enter 3. Tab to the proj area and change the "P" to a "Y" 4. Enter and post

When the request appears on the PO report that is run each morning, purchasing personnel will check any requests with a 400 – 499 funding line by running a debarment check of the company using a government website. If the vendor’s history is clear, the request is published into a purchase order.

GRANTS RETENTION SCHEDULE According to the General Records Schedule GS1-SL for State and Local Government Agencies we should retain Grant records by the following time-lines: Schedule Item 109 Grantor Agency/Recipient: Five (5) fiscal years after completion of grant cycle provided applicable audits have been released. Schedule Item 348 Grant Files Recipient: Five (5) years after completion of project provided applicable audits have been released. Schedule Item 349 Grant Files/Unfunded Applications: One (1) year after receipt of denial notification. Schedule Item 137 Project Files/Federal: These records consist of original approved federal project contracts, agreements, awards, line-item budgets, budget amendments, cash

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requests, correspondence, and audit reports. Note: please check with applicable agency and or the Code of Federal Regulations (CFR) for any additional requirements. Retention: Record copy, five (5) fiscal years after completion of project provided applicable audits have been released. Duplicates, retain until obsolete, superseded, or administrative value is lost.

INFORMATION BIDDERS NEED TO KNOW (Information found on the bid or proposal)

When using federal funds the successful bidder will allow duly authorized representatives of the board, the Auditor General of the State of Florida, the Comptroller General of the United States, or other authorized representatives access to any books, documents, papers, and records of the bidder which are directly pertinent to this contract for the purpose of making audits, examinations, excerpts, and transcriptions. When contract is federally funded, retention of all required records for three years after grantees or sub grantees make final payments and all other pending matters are closed. Failure to file a protest within the time prescribed in Section 120.57(3), Florida Statutes, shall constitute a waiver of proceeding under Chapter 120, Florida Statutes. All contact in this regard to be made exclusively with the purchasing department. In the event of litigation involving this contract, the venue shall be Santa Rosa County Florida. Arbitration will not be an acceptable means to resolve disputes. When using federal funds the remedies for noncompliance for School District may:

(1) Temporarily withhold cash payments pending correction of deficiency in delivery of services. (2) Suspend or terminate the current awarded contract and withhold further awards to the suspended/terminated vendor as found in Title 34,

Section 80.43 code of Federal Regulations When using federal funds the remedies for noncompliance for contracts in excess of simplified threshold of $100,000 the School District may:

(1) Temporarily withhold cash payments pending correction of the deficiency by the grantee or sub grantee. (2) Disallow all or part of the cost of activity or action not in compliance. (3) Wholly or partly suspend or terminate the current award for the grantee or sub grantee’s program. (4) Withhold further awards for the program or take other remedies that might be available. As found in Title 34, section 80.43, Enforcement Section code of Federal Regulation.

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AUDITS

The auditors will look for the following when checking your grant awards: 1. Is the charge allowable under the grant? 2. Are there special grant award restrictions? 3. Are the appropriate agreements in place? 4. Is the charge within the budget? 5. If a budget amendment is allowed has it been approved by those who issued the grant? 6. Is the purchase properly approved? 7. Is the charge accurate? 8. Was the charge made within the budget period? 9. Was a competitive bidding process used? 10. Was the vendor reviewed for debarment and suspension? 11. Is the vendor and employee?

REBATE INFORMATION

If an item is purchased and comes with a rebate, fill out all required paperwork designating the rebate to be paid to the Santa Rosa County School District. Have the rebate sent to the school/office site where the purchase was made. When the check arrives, attach it to a completed budget transfer form. In the “from” section put “attached check”. In the “to” section list the coding from which the item was paid. Forward the transfer form and check to the Finance Department for deposit.

PREPAYMENT FOR PURCHASES

Prepayment and/or deposits are not allowed when purchasing goods or services.

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PURCHASE ORDER ADJUSTMENTS

Authorized personnel at the school and department level have the ability to make minor changes to purchase orders using the financial system. All changes are made from the screen labeled "TERMS - FINANCIAL INFORMATION SERIES", by selecting screen #14, "Purchase Order Inq/Up". For all adjustments, type a "C", (for change), under the "AC", key in the purchase order number and press enter. The following adjustments can then be made:

1. PRICE: The total purchase order amount may be increased up to $250.00 over the original amount. This can be done in increments or at one time. Once the procedure explained above has been performed, tab to the "AMOUNT" field and type the new amount over the old. Next, tab to the budget line and change to the new total, enter and post.

2. VENDOR: This function has been added so changes can be made when the

purchase order was sent or keyed to the wrong vendor. To change the vendor number, tab to "Vendor/Centers", tab through the "V", then type the correct vendor number over the old. This will correct the computer records. You will then white out or use a label to readdress the purchase order and mail to the correct vendor.

3. CODING: You can also change the budget line coding anytime before the

purchase order is sent to Accounts Payable for payment. Simply tab to the budget line and change.

Once the changes are made, press "enter". The bottom of screen 14 will then state "(P)OST or (C )ANCEL CHANGES"? Type a "P" then press "enter". Screen 14A "PURCHASE ORDER ITEMS" will be brought up with annotations automatically entered describing the changes made and noting who entered the changes. Additional comments may be entered by the user. All adjustments are to be annotated on the original pay authorization. For price increases, the total price is to be lined through and the new price written. For vendor changes, the old vendor number and name must be lined through and new information written in. Coding changes must be written in above the coding line. Principal/Department Head must initial next to changes.

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PURCHASE ORDER BEFORE CHANGE:

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PURCHASE ORDER AFTER CHANGE:

NOTE: If the amount change is over the $250.00 increase limit, please fill out and attach the following form to your pay authorization or purchase order and send to the Purchasing Department. Make sure all needed signatures have been entered on the pay authorization or purchase order. If an updated copy of the purchase order needs to be printed and sent to the vendor please make a note to the Purchasing Departments attention.

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REQUEST FOR CHANGE FORM PURCHASE ORDER /PAY AUTHORIZATION

TO: PURCHASING DEPARTMENT DATE: FROM: P.O. NUMBER:

1. PLEASE INCREASE THIS P.O. BY $

2. PLEASE DECREASE THIS P.O. BY $ SAME BUDGET LINE BUDGET AS LISTED BELOW: FUND FUNCTION OBJECT CENTER PROJECT PROGRAM AMOUNT

3. CHANGE CODING TO "BLANKET"

4. REMOVE BALANCE ON THIS PURCHASE ORDER

5. "VOID" THIS PURCHASE ORDER, (p.o. not used)

6. CHANGE VENDOR NUMBER TO V * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** * * * * * * * * * * * * * * * * * * * * RETURN P.O. TO SCHOOL FORWARD P.O. TO ACCOUNTS PAYABLE FOR PAYMENT PARTIAL PAYMENT FINAL PAYMENT

SEND ORIGINAL PURCHASE ORDER/PAY AUTHORIZATION WITH THIS FORM IT WILL BE RETURNED TO YOU OR TO DESIGNATED DESTINATION

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JUST CHECKING! USING SCREEN 12

Screen 12, found in the financial menu:

1. To observe a list of purchase orders you have with a certain vendor or to check to see if there is a specific purchase order, choose screen 12 and key in a "P" for Purchase Order under type.

2. Key in your center number, the number of the vendor and press enter. STEP I

3. After you have pressed enter a list will appear with purchase order numbers, date requested, original amount paid out, amount and current balance of purchase order.

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STEP II

4. To see if a request has been entered into the system simply key in an "R" in the type area, enter center number, vendor number and press enter.

5. You may also check a request project release status on this screen. This information is found in the S field of the E S I area. If you find a “P” in the status field that means the project is on hold. If you find a “Y” in the status field that means the request has been released.

NOTE: You may move to the actual purchase order or request screens by simply placing

your cursor on the purchase order or request number and press enter. To view all requests with a status of “E”; enter “R” (under type). Enter “E” under “S” (status). To view all requests with a status of “V”; enter “R” (under type). Enter “V” under “S” status).

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USING SCREEN 12: TO FIND WHERE YOU HAVE EXPENDED A SPECIFIC BUDGET

1. Choose screen 12 from the financial menu 2. Press F3 (this will take you to another screen) 3. Enter "P" in the type area, add the requested codes and press enter. This will

provide you with all purchase orders issued in that specific object code and budget line.

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VIEWING A PURCHASE ORDER

This screen, found in the financial menu is used when you wish to view a purchase order, (a request that has been published).

1. Key in "I", for inquire, under AC field. 2. Key in purchase order number. 3. Press enter, (the first page of the purchase order will appear). 4. If the purchase order is a blanket, the status field will contain a "B". 5. In the current encumbered field you will see how much money is left on this

purchase order. SCREEN 14

6. You may look at the description page listing items and prices by using the F3 key.

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BUDGET AMENDMENTS 1. Select screen 11 from the financial menu 2. Key in an "A" under AC area 3. Key in current date and press enter key 4. When you press enter, an entry # will be assigned

STEP I

Key in the requested information and enter. This screen must be posted.

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STEP II

1. Write the entry number which will appear on your computer screen on your Budget Amendment form, this is the only means you will have to look this entry up. You may also do a screen print of your budget amendment when you complete entry.

2. To view an amendment, type an "I" in the action field, the date, amendment number, in their appropriate fields, and press enter.

3. To return to the Financial Menu, press clear.

CORRECTING A REQUEST IN "E" STATUS "E" Status: The request for purchase order status may be found on financial screen 13, (below the center and request number). The "E" status allows the cost center to make changes to a purchase order request when either the coding or description information is not correct. Instead of the request being cancelled, it remains on hold until the corrections are made by the cost center. Purchasing will email the explanation of the error to you. After the cost center makes the correction, the purchase order will print the next working day. It is very important to remove the request "E" status, by reposting screen 13 or the request will remain on hold.

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RECEIVING PURCHASES AT SITE The procedure is the same for receiving an item you have ordered with your VISA or by use of a Purchase Order. When you receive shipments, before you sign for the delivery, count the number of pieces delivered against the delivery slip, note any damage, no matter how slight, (crushed corner, re-taped box, etc.), and within 24 hours, check the contents of the packages for concealed damage and that everything you ordered is accounted for. If concealed damage is discovered, notify the delivering carrier at once by phone and request inspection, confirm in writing within 5 days from receipt of merchandise. It is preferred that an inspection of the delivered items is made while the delivery person is there before your signature and date is affixed to the receiving document. Any problems should be noted on the delivery slip and initialed by the delivery person, retain a copy with your documentation. Backorders are discouraged. However, if a partial delivery is made, (due to back-order conditions), note with initials and dates what has been received. The requesting document, either VISA documentation or purchase order is then signed received and dated.

USING THE PROCUREMENT CARD 1. To be used for purchases under $1000.00

2. Check your budget to make sure funds are available

3. Contact vendor and ask if they take VISA. If company does accept VISA and prices

are under the authorized amount, use your VISA card.

4. If the company does take VISA, place your order and request that an order confirmation, which includes price, be faxed or emailed to you immediately. If you are making an over-the-counter purchase at a local store, present your card at the cash register, or designated area, telling the salesperson that this is a tax exempt transaction, (number is on the card). Be sure to receive and retain a receipt listing the items purchased. The person making the purchase should sign or initial the receipt. If the purchase is made online, the confirmation notice/receipt must be signed or initialed by the person making the purchase.

5. Each confirmation notice or receipt should be signed by the Principal, Assistant

Principal or designated person at each site. However, if a coding sheet is completed and the receipts matching the coding sheet entries are attached to the sheet, only the code sheet needs to be initialed/signed by the Administrator after review of the receipts. Each credit card should have its own individual worksheet each month.

6. A schedule of all VISA statement downloads can be found on the Purchasing

Website, under School & Department Information. The statement will have the credit card number, cardholder, the date of purchase, company purchased from and both the individual and the total amounts. Immediately reconcile the statement with your coding worksheets. If the charge is inaccurate, fill out the dispute form and

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forward it to SunTrust. At the same time contact the Purchasing Department. Please use your VISA Procedures Manual for further information.

7. Using your special designated Sun Trust V#, enter a purchase order for each

procurement card statement. On Screen 13A enter the correct coding and amount for each purchase and the corresponding total amount. On the description screen, in the message to Jud area, enter "Return P.O. to Purchasing". Use your pay authorization to make payment. In the description area enter the last 4 digits of your VISA Card number, the cardholders name, closing date, (found in the upper right corner of the statement), the quantity of 1 and the total amount.

8. When you have both the downloaded statement and the pay authorization, obtain

signatures on pay authorization, attach statement and send in to Accounts Payable. Remember to make copies for your VISA file book. Timely payment is a must! Please notate your VISA download dates on your calendar as a VISA DAY! On those special days, STOP WHAT YOU ARE DOING; RECONCILE YOUR STATEMENT, KEY IN THE REQUEST and SEND TO ACCOUNTS PAYABLE FOR PAYMENT as soon as possible.

9. Retain all sales receipts, confirmation notices, a copy of the credit card statement,

necessary signatures and corresponding purchase order in your files…You will be audited!

USING SCREEN 13 & 13a TO COMMIT AND LOG VISA PURCHASES

The following optional procedure has been created to enable encumbrance of funds used for VISA purchases; also to document and daily log those same purchases. This procedure should allow for a more timely publishing of VISA purchase orders and eliminate duplication of tasks.

1. When the first VISA purchase is made for a new documenting period, enter a request for purchase using screen 13 and your special SunTrust vendor number, (a separate request is entered for each individual VISA card). Each time a request is entered using your special SunTrust vendor number, the status field will automatically be filled with a "V". This special status will allow the request to stay at the entering site and accept daily updates until the request log has been reconciled against the downloaded VISA statement.

2. After entering the request, post and use F3 key to display the description

page13a.

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STEP I

1. Key in the VISA cardholders name and # of school card. (ex: School Card #3) 2. The last four digits of the VISA card number. 3. Closing date (Refer to downloaded statement). 4. After each VISA purchase, enter the following:

a. Under the stock number, enter date, such as 081701, (with no breaks). b. In description area enter the company name you purchased from. c. Quantity is 1 d. Amount is total of purchase for that transaction.

OPTIONAL: You have the option to add the teacher's name whose budget you used to make the purchase and/or budget coding. All original receipts must still be kept in your files.

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STEP II

1. Each time a new purchase is made you will enter the established request using a "C" for change in the action area, enter the request number and press enter.

2. Change the amount in the amount field and either add to the existing budget line or add a new budget line and post.

3. There is no limit to the amount of increase on this special VISA request.

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STEP III

1. Using F3 key enter the description page. 2. Key in your additional information being sure to enter quantity and amount. 3. Check to be sure screen 13 total and screen 13a totals match.

Always remember to press enter to post this additional information

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STEP IV

1. After printing your VISA statement, reconcile the statement against the request budget lines and purchase descriptions.

2. If you have a purchase on your description screen that is not on your statement, make a note of this.

3. Enter screen 13 with a "C" for change, adjust the amount as well as the particular budget line you have used for the purchase that was not listed on your statement.

4. Press enter and post. 5. Using F3, enter the description screen and simply space out that particular entry 6. Press enter so the information will permanently change. (The removed item

should be entered on a new request as the first entry for the next documenting period).

7. Remember to enter any information regarding credits or disputed items on the description page (13a) before this request is released for publishing.

8. Check to be sure screen 13 total and screen 13a totals match.

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STEP V

1. Return to screen 13, enter a "C" for change, remove (space out) the "V" from the status field, enter and post. This will place the request into a normal mode ("N") where it will go to Purchasing to be published the next day.

2. If a project release is required, the purchase requisition will enter into a project hold status. The request will not be included in the requisition report until the project is released. The bookkeeper must contact the project administrator for approval of purchase. The project administrator will then release the project hold. Purchasing will publish the purchase order after the project hold is released.

3. The pay authorization and VISA statement is signed or initialed and sent to accounts payable for payment. Copies of the signed pay authorization, visa statement, along with signed/initialed receipts and/or coding sheets are kept at each site for audit.

4. REMEMBER, FOR THOSE WHO CHOOSE NOT TO USE THIS OPTIONAL METHOD, YOU WILL STILL HAVE TO SPACE OUT THE "V" AND POST ANY REQUEST THAT IS KEYED IN TO YOUR SPECIAL SUNTRUST VENDOR NUMBER.

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Santa Rosa County School Board VISA Procurement Card Cardholder/User Tip Sheet

Please refer to your Procurement Card Manual for more detailed information

♦ The card works like a credit card. ♦ Single transaction limit is $999.00 ♦ Split orders with the intent to purchase property, (fixed assets), are prohibited. ♦ Not for personal use. ♦ No Card sharing: Cards will be issued either in the name of the cardholder, or in the

name of the school/department. Cardholders must not allow the card to be used by anyone else. Employees who are not cardholders may only use cards bearing the name of the school/department.

♦ Tax Exempt Purchases: Tell merchant the purchase is for Santa Rosa County School Board official business and taxes are to be exempt. Sales Tax Exemption number is on the front of the card. When traveling take a copy of the tax exempt certificate.

♦ Receipts/invoices are to be signed/initialed and turned in to the Bookkeeper/Secretary in a timely manner.

♦ Online purchases: Print the confirmation notice or receipt. Sign/initial the notice or receipt and turn into the Bookkeeper/Secretary.

♦ Lost or stolen cards: Cardholder must immediately notify Sun Trust Commercial Card Customer Services at 1-877-864-0197 and then inform your department Bookkeeper/Secretary and the Purchasing Department.

♦ Problem resolution: Contact your Bookkeeper/Secretary and then the Purchasing Department (983-5130).

♦ Failure to properly use the VISA Procurement Card will result in the removal of the card and possible disciplinary action.

♦ Under NO circumstances may an employee receive cash as a credit or rebate. EXAMPLES OF ALLOWABLE PURCHASES INCLUDE, BUT ARE NOT LIMITED TO: Books and software Postage Repair parts Small equipment (non property controlled) Supplies Travel expense other then food (with the exception of student meals) Videos DISALLOWABLE ITEMS INCLUDE BUT ARE NOT LIMITED TO: Alcoholic beverages Cash advance Entertainment Food (snacks and meals for cardholder/user) Non-work or personal use items and services Tobacco products I HAVE READ AND UNDERSTAND THE ABOVE: _________________________________

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