- Is any of the merchandise damaged? If so, report this to the company/vendor immediately.
- Are all the items on the packing slip in the package? If not, report this to the company/vendor immediately.
- Does the packing slip or merchandise match the purchase order? If not, contact the company/vendor immediately.
Purchase Orders
- Process on how to submit requisitions:
- Enter a requisition in ASCENDER
- In the location marked "Order For" enter who the purchase is for. Examples: band teacher, art teacher, front office, etc.
- In the location marked "Reason" enter the reason for the purchase. Examples: band instruments for students, art supplies for students, office supplies, classroom supplies, textbooks, professional development, etc.
- In the location marked “Reference Order” enter the quote/proposal/estimate number.
- In the location marked "Documents" attach all your required documents. **
- In the location marked “Catalog Nbr.” enter the item/isbn number per item/line.
- In the location marked “Description” enter a detailed description of everything that is being ordered per line. If more space is needed, feel free to use the location marked “Long Description” as well.
Example (supplies): If you want to order a pair of scissors, a stapler & highlighters; you will need to enter 3 separate lines in ASCENDER as follows:
Item Number: 305406 Description: Fiskars 8” Titanium Softgrip Scissors Unit Price: $3.37
Item Number: 655324 Description: Swingline 747 Stapler, Black Unit Price: $12.17
Item Number: 696102 Description: Sharpie Gel, Assorted, Pack of 4 Unit Price: $5.46
Example (travel): If you are being reimbursed for food/hotel/airfare; you will need to enter in the location marked “Description or Long Description” the name of the event, dates & location as follows:
John Smith to attend TASBO Annual Conference in Austin on February 23 rd through 26 th , 2022. (Lodging for John Smith, TASBO Conference Feb 23-26, 2022, San Antonio, TX)
Mileage should be submitted as the quantity of the mileage and cost is the per diem. (Mileage: Quantity 305 miles and Unit Price .655)
Note: You can use the "Note" field on the line item for any additional notes for the vendor to see.
*For auditing purposes, each line item, quantity and price will need to be entered as they show on the vendor's quote. Entering one line with the word “supplies” will NOT work. (exceptions to the itemized requirement are library book orders) (any other exceptions please email the purchasing coordinator)
**Documentation shall be attached to requisitions (Open POs are the exception). The documentation attached to each requisition should reflect and confirm what your requisition is for and what is being purchased (i.e. quotes, membership dues/fee information, travel information, new furniture request form, contract documents/internal routing slip, etc.).
Purchasing Authority (Cooperatives)
Currently, Little Elm ISD participates in the following cooperatives:
A district can contract or agree with another local government, including a nonprofit corporation that is created and operated to provide one or more governmental functions and services, or with the state or a state agency, including the General Services Commission, to purchase goods and any services reasonably required for the installation, operation ir maintenance of goods. The purchase of an inter-local contract may be to study the feasibility of using an inter-local contract to perform a governmental function or service, or to provide a governmental function or service that each party to the contract is authorized to perform individually.
Local governments that are parties to an inter-local contract for the performance of a service may, in performing the service, apply the law applicable to a party as agreed by the parties. (Section 791.012, Government Code)
Requirements for inter-local contracts include:
- Authorization by the governing body of each party of the contract
- Statement of the purpose, terms, rights and duties of the contracting parties
- Specifications that each party paying for the performance of governmental functions or services must make those payments from current revenues available to the paying party
Inter-local contractual payments must fairly compensate the party who performs the services or functions under the contract. In addition, the parties to an inter-local contract may create an administrative agency or designate an existing local government to supervise the performance of the contract. Consequently, the agency or designated local government can employ personnel, perform administrative activities and provide administrative services necessary to perform the inter-local contract. (Section 791.011-791.025, Government Code)
Purchasing Design
Design and implementation of certain purchasing processes will result in more successful school district operations. Although not all inclusive, these processes include:
• Planning and Coordination. The school district should develop a comprehensive plan to determine how various purchasing methods will be implemented and the timing of key activities such as annual bid or proposal requirements. Responsibility for coordination of purchasing activities should be assigned to a responsible administrator to ensure that needs are met.• Purchasing Infrastructure Development. Comprehensive policies and procedures, implementation of processes to support these procedures, on-going training of users, and monitoring of the overall purchasing function to ensure sound operations require careful development.
• User Responsiveness. To operate successfully, the purchasing function must be responsive. This includes ensuring that communication lines are open and that a user perspective is incorporated into all processes.
• Consistent Compliance with Requirements. The school district should ensure that enforcement mechanisms for laws, regulations, policies and ethical standards are in place and monitored.
Comprehensive information about specific purchasing design issues school districts face follow in this module. They include more detail on the purchasing process, purchasing responsibilities, cooperative purchasing and competitive procurement with examples from representative school districts. The examples can be utilized as references and guides which can be customized to meet individual school district requirements.Purchasing Ethics
The competitive nature of the public purchasing arena and the expenditure of significant amounts of public funds require that ethical standards be incorporated into the foundation of all purchasing functions. Purchasing personnel and school district staff face the difficult task of developing good vendor relations and encouraging vendor competition while avoiding even the appearance of favoritism or other ethical misconduct.
Numerous problems may be encountered including:
• Employees, in an effort to get the job done successfully and on time, are tempted to circumvent policies, procedures, and laws, or to make their own liberal "legal" interpretations of existing policies. Such activity, although well intentioned, will cause ethical problems.
• Sequential purchasing of the same items or type of items over the course of twelve months may exceed the school district and/or state competitive quotation and procurement requirements. Although some sequential purchasing is intentional, it usually results from needs that could not be anticipated. It may also result from lack of centralization and/or centralized control of the purchasing function.
• An item (usually equipment) is purchased in component parts. Component purchasing usually is an attempt to circumvent bid or proposal laws or other requirements by buying an item through the issuance of multiple purchase orders for the component parts of the item versus a single purchase order for the entire item. Repeated purchases of additional optional equipment or parts after an initial purchase may create the perception of component purchasing.
Ethics relating to conflicts of interest, financial interests in firms conducting business with the school district, kickbacks and gratuities, and improper use of a position or confidential information should be clearly communicated throughout the school district.
Additionally, school district personnel should be made aware of the penalties for violations of purchasing laws and ethics which may include criminal prosecution and loss of employment opportunities.
Purchasing Laws
The Texas Education Code (TEC) addresses the requirement to competitively bid purchases that exceed $50,000, in the aggregate, over a 12-month period. Since non-compliance may result in criminal penalties, this requirement will be strictly enforced.
Anticipated purchases, which may exceed this limit, should be brought to the attention of Business Services well in advance of the need for the goods and services. The bidding process may take approximately 2 to 3 months, from bid specifications to School Board approval.
Little Elm ISD, as well as other school districts in the State of Texas, is governed by the state competitive bid law provided below.
a. Except as provided by this subchapter, all school district contracts, except contracts for the purchase of produce or vehicle fuel, valued at $50,000 or more in the aggregate for each 12-month period shall be made by the method, of the following methods, that provides the best value for the district:
- Competitive bidding for services other than construction services.
- Competitive sealed proposals for services other than construction services.
- A request for proposals for services other than construction services
- An interlocal contract.
- A method provided by Chapter 2269, Government Code, for construction services.
- The reverse auction procedure as defined by Section 2155.062(d), Government Code.
- The formation of a political subdivision corporation under Section 304.001, Local Government Code.
b. Except as provided by this subchapter, in determining to whom to award a contract, the district shall consider:
- The purchase price.
- The reputation of the vendor and of the vendor's goods or services.
- The quality of the vendor's goods or services.
- The extent to which the goods or services meet the district's needs.
- The vendor's past relationship with the district.
- The impact on the ability of the district to comply with laws and rules relating to historically underutilized businesses.
- The total long-term cost to the district to acquire the vendor's goods or services.
- A contract for goods and services, other than goods and services related to telecommunications and information services, building construction and maintenance, or instructional materials, whether the vendor or vendor’s ultimate parent company or majority owner:
- Has its principal of business in this state,
- Employs at least 500 persons in this state
Purchasing Overview
A major management process supporting financial accountability in Texas public schools is the purchasing function. Purchasing has several links to overall accountability initiatives which include the:
• Strategic Link. The overall mission of purchasing is to use available fiscal resources to obtain the maximum product or service for the resources expended.
• Operational Link. Purchasing supports instructional delivery, administration, and other services. Performance and goal achievement throughout the school district depend on its effectiveness.
• Tactical Link. The purchasing process influences day-to-day financial functions including budget management, accounting, and accurate financial reporting.
Purchasing in the public sector environment presents numerous challenges including:• The requirement to comply with numerous statutes, policies, legal interpretations, and procedures. The complexity of these requirements demands not only knowledge of purchasing laws and standards but compliance in implementing a purchasing system that also meets user needs.
• The dynamic and diverse nature of the public education organizational environment. School districts are complex organizations with diverse functions. Although instruction is the heart of the organization, numerous other services -- ranging from custodial services to food service to tax collection -- support the overall educational mission. These distinct organizational units need a procurement process that is responsive to their needs.
• The competition among vendors for school district business. The strong competition among vendors for school district business may create pressure on school district personnel for product selection, bid or proposal awards, and dispute resolution. Most school districts seek to foster both good vendor relations and strong competition but balance them with objective purchasing decisions.
• The consistent oversight by interest groups. School district purchasing is scrutinized by diverse groups including those from the public, the media, state and federal agencies, and auditors. Strict adherence to established guidelines and consistency in record keeping, documentation, and execution of procedures assists the school district in withstanding this scrutiny.
• The many "gray" areas relating to purchasing methods and procedures. Complex and diverse needs create challenges for districts to determine the appropriate purchasing methods. Ever-changing legislative, executive, and judicial decisions at both the state and federal levels further complicate the procurement process.
To meet these challenges, this module provides tools for managing the purchasing process by examining:• Purchasing Process describes the actual process for goods and services procurement including purchase order creation, vendor selection and relations, and merchandise receiving techniques.
• Purchasing Responsibilities details purchasing function organization and staffing and includes information on areas such as staff development and interfacing with the users.
• Competitive Procurement Options addresses competitive procurement options including legal requirements for procurement and award of contracts.
• Cooperative Purchasing provides a review of cooperative purchasing arrangements and ways they can benefit school districts.
Purchasing Policy
The school district objective is to purchase the best products, materials, and services at the lowest practical prices within relevant statutes and policies. Procurement policies must, of course, accommodate the school district's unique operating environment and needs. While school district administrators are not authorized to override state law or board policy, they can customize the purchasing function to provide for regulatory compliance while minimizing procedures and related costs.
The purchasing function should be the result of conscious process design and be reviewed and challenged periodically. The elements should be systematic, comprehensive, and creative. The structure itself, therefore, should not be based on historical methods and "the way it's always been done." It should begin with a strategic focus and end by linking operations, strategy, technology, and human resources school district-wide. Development of this structure must be an interactive process which is cross-functional in providing a sense of ownership for user/designers.
A good design identifies the best purchasing methods and subsequently employs them throughout the school district. It correlates the diversity of school district operations and the important nature of the services with the timing of service delivery. As an example, planning for and subsequent procurement of instructional support materials for both students and teachers should be coordinated at the school district and campus levels to meet both the school calendar and class schedules.
Accurate record-keeping and documentation should be a fundamental element of the procurement process. Precise and systematic record-keeping and records management withstands the constant scrutiny of various interest groups including vendors, the general public, and outside agencies as well as internal groups which are the users or customers of the purchasing system. This records management function should support the school district's overall information management plan described in the Data Collection and Reporting module and generally provide for:• Both the flow and retention of forms including requisitions, purchase orders, petty cash and cash reimbursement receipts.
• Full documentation of all competitive procurements with comprehensive competitive procurement files containing specifications, competitive procurement advertisement, pre-competitive procurement conference minutes (as appropriate), competitive procurements submitted, competitive procurement tabulation, board minutes indicating competitive procurement awards (or a similar award notice) and related records.
• Full documentation of procurement procedures utilized to obtain goods and services through competitive sealed proposals, design/build contracts and other procurement options.
• Documentation of price quotations if there are quotations obtained by school district staff for local policy compliance.
The records management function may rely on electronic formats including automated systems, diskettes, CD-ROM, imaging and microfiche. Alternatively, it may use hard copy or a combination of methods. Each school district should select the methods best suited to its needs.
Quality assurance and quality control should be reflected in all administrative procedures and extend to areas such as analysis of products provided, review of services and review of vendor performance. Specific areas of quality control may be grouped as:• Administrative Control activities may include:
− Independent review of account coding
− Confirmation of availability of funds
− Confirmation of utilization of approved vendors
− Confirmation of legal compliance with bid, proposal and quotation requirements• Review of pricing and price extensions
− Product and Services Control activities may include:
− Product testing
− Ongoing analysis of product quality and quality of service delivery
− Product reliability analysis• Vendor Performance Control activities may include:
− Review of compliance with contractual terms for prices
− Analysis of timeliness and accuracy of product delivery
− Responsiveness to problems
A consistent program for purchasing staff development and training is important to effective purchasing activity. The complexity of the purchasing environment demands that staff members responsible for purchasing goods and services periodically receive training in policy and procedures. Purchasing training should include all levels of employees providing at least basic information about the school district's purchasing function. Training should be on-going to accommodate:
• Employee advancement and staff turnover that create training needs for employees• Procedures, processes, functions and support mechanisms that may be modified or enhanced
• Purchasing changes that may be mandated by legislative, executive or judicial action
Many school districts include purchasing training in scheduled in-service classes, academies, continuing education programs and departmental meetings.Purchasing Process
Establishing an effective purchasing process requires attention to many components. The following components are addressed:
• Purchasing Procedures Manual. This section describes the importance of having a formally adopted manual which clearly delineates the district’s purchasing policies and procedures. The section also contains information on the typical content of a procedures manual.
• Vendor Selection and Relations. This section addresses the methods that a school district should utilize to select vendors to provide goods and services. Also provided is information regarding management of vendor relations, techniques for evaluating vendors and information on vendor communication.
• Requisition Process. This section defines and describes the elements of the requisition process and describes the relationship of this important “front-end” step to other interrelated steps comprising the purchasing function.
• Purchase Orders. This section outlines the content of a typical purchase order as well as the major steps in processing of purchase orders to meet user needs. Also provided are examples of:
− A purchase order
− Purchase order processing flow
− Purchase order register
• Receiving/Distribution. This section provides guidelines on techniques for properly receiving materials from vendors and subsequently distributing these to the appropriate staff member and location within the school district.
• Control Environment. This section describes the importance of having a strong control environment to protect school district resources and the integrity of the overall purchasing process. It also identifies common control problems within the school district purchasing system.
Reprint Purchase Orders
n order to reprint Purchase Orders (PO's) , please follow the steps below.
- Process:
- Log into ASCENDER
- Click on the "Purchasing" application
- Hover over the tab titled "Reports" & then click on "Purchase Order Reports"
- Click on "REQ1500 - Print Purchase Orders"
- Make sure that the following parameters are marked:
- Select Current Year (C) or Next Year (N) = C - Include the current year requisitions.
- Print on pre-printed purchase order form? (Y/N) = N - Do not print the purchase orders on a preprinted form.
- Sort by Purchase Order (P), Alpha (A), Vendor Nbr (N), Vendor Sort Key (S) = P - Sort the report by purchase order.
- Select Unprinted Purchase Order(s), or blank for ALL = Type the six-digit unprinted purchase order numbers, including all leading zeros and separating multiple purchase numbers with a comma (e.g., 000008, 091929). Or, click to search for purchase order numbers. Otherwise, leave blank to use all unprinted purchase order numbers.
~ This is where you can physically type in the exact PO# that was emailed to you, or you can click on the & search clicking on multiple PO's that you would like to print.
- Include Account Code Ledger on District Copy? (Y/N) = Y - Print a district purchase order with a summary of each account code and the summary total. The approval path will not be included. In addition, there is a blank line for the user to enter the invoice number and the expend amount manually.
- Shipping Address Line 1 using Contact (C) or Organization (O) = O - Print the organization on line 1 of the shipping address.
- Include Requestor's Name in Shipping Address? (Y/N) = Y - Include the requestor's name from the shipping address.
- Include Requisition Comments? (Y/N) = N - Exclude the requisition comments from the report.
- Include Bid Category? (Y/N) = N - Do not include the three-digit bid category code.
- Include Item Note? (Y/N) = Y - Include the line item note.
- Enter Notes body line 1: = BY FULFILLING THIS PURCHASE ORDER, VENDOR AGREES AND WARRANTS TO
- Enter Notes body line 2: = THE DISTRICT THAT IT DOES NOT BOYCOTT ISRAEL AND WILL NOT BOYCOTT
- Enter Notes body line 3: = ISRAEL DURING THE TERM OF THIS AGREEMENT.
- Enter Notes body line 4: = TX GOVT. CODE 2270 EFFECTIVE 09/01/2017
- Click on "Run Preview"
- Click on "District"
- Click on the Adobe PDF icon -
- Click "Save"
- After you save the file, the download button will turn BLUE -
- Click on the BLUE arrow & Adobe PDF icon to open the Purchase Order(s)
- Click "File" & then "Print" in order to reprint the selected Purchase Order(s).
* Feel free to narrow down your search with other parameters that are not required.
* Remember that the "requestor" can only reprint the PO's that he/she entered into ASCENDER.
Returned Checks
Returned checks are sent directly from the bank to our third party administrator, Paytek. All makers of returned checks will be charged a $30.00 fee by Paytek. The district shall reserve the right to reject future checks from makers of returned checks.
Sale of Personal Property - Surplus
All supplies and equipment which are deemed to be surplus (not of any use to the district), will be approved by the Superintendent for sale via a Surplus Sale.
Surplus sales will be scheduled as deemed necessary.
Items will be sold via marked pricing, sealed bids, auction, or other acceptable method that results in the best return for the district.
Neither district supplies, nor equipment, shall be sold or conveyed other than via a surplus sale, unless authorized by the Superintendent.
Sole Source
Selected purchases may be exempt from competitive procurement if they meet established criteria for a sole source purchase (the item is only available from one source):
• Identification and confirmation that competition in providing the item or product to be purchased is precluded by the existence of a patent, copyright, secret process or monopoly;
• A film, manuscript, or book;
• A utility service, including electricity, gas, or water; and
• A captive replacement part or component for equipment.
Sole source does not apply to mainframe data-processing equipment and peripheral attachments with a single item purchase price in excess of $15,000.
It is incumbent upon the district to obtain and retain documentation from the vendor which clearly delineates the reasons which qualify the purchase to be made on a sole source basis.
Store Purchases
Hobby Lobby
- Process: *When making a purchase using an Open PO to Hobby Lobby, take the time to make sure that funds are still available. *When using the Hobby Lobby card be sure that an extra 10% employee discount is taken off at the register.
- Enter a requisition in ASCENDER using "Vendor Nbr" 99548
- In the location marked "Order For" enter who the purchase is for
- In the location marked "Reason" enter the reason for the purchase
- In the location marked “Reference Order” enter the word: Open PO
- In the location marked “Bid Nbr.” be sure to enter the word: EPCNT-Keller ISD
- In the location marked "Catalog Nbr." enter the words: NTE $(enter the amount)
- In the location marked “Description” enter a detailed description of what the Open PO will be used for. If more space is needed, feel free to use the location marked “Long Description” as well.
- In the "Line Item Notes" tab be sure to enter: Only this/these LEISD employee(s): __[Insert authorized employee(s) NAME(s) here]__ is/are authorized to use this Purchase Order and must show their driver's license and LEISD Identification.
- As soon as you have the fully executed Open PO, contact Gabby Ayala @ 972-947-9340 ext: 10503 to make sure that a Hobby Lobby card as well as a Credit Card are both available.
- When signing out both cards, be sure to bring the fully executed PO with you.
- When signing the Hobby Lobby & Credit Card back in, bring the receipt that will need to be signed by your campus principal/administrator.
Home Depot
- Enter a requisition in ASCENDER using "Vendor Nbr" 90560
- In the location marked "Order For" enter who the purchase is for
- In the location marked "Reason" enter the reason for the purchase
- In the location marked “Reference Order” enter the words: Open PO
- In the location marked “Bid Nbr.” be sure to enter the word: OMNIA Partners
- In the location marked "Catalog Nbr." enter the words: NTE $(enter the amount).
- In the location marked “Description” enter a detailed description of what the Open PO will be used for. If more space is needed, feel free to use the location marked “Long Description” as well.
- In the "Line Item Notes" tab be sure to enter: Only this/these LEISD employee(s): __[Insert authorized employee(s) NAME(s) here]__ is/are authorized to use this Purchase Order and must show their driver's license and LEISD Identification.
- As soon as you have the fully executed Open PO, contact Gabby Ayala @ 972-947-9340 ext: 10503 to make sure that a Home Depot card is available.
- Be sure to bring the receipt that will need to be signed by your campus principal/administrator.
*When making a purchase using an Open PO to Home Depot, take the time to make sure that funds are still available.
*Lumber can be purchased.
Kroger
- Enter a requisition in ASCENDER using "Vendor Nbr" 97368
- In the location marked "Order For" enter who the purchase is for
- In the location marked "Reason" enter the reason for the purchase
- In the location marked "Reference Number" enter the words : Open PO
- In the location marked "Bid Nbr" be sure to enter the words : Kroger
- In the location marked "Catalog Nbr." enter the words: NTE $(enter the amount)
- In the location marked "Description" enter a detailed description of what is being purchased. If more space is needed feel free to use the location marked "Long Description" as well.
- In the "Line Item Notes" tab be sure to enter: Only this/these LEISD employee(s): __[Insert authorized employee(s) NAME(s) here]__ is/are authorized to use this Purchase Order and must show their driver's license and LEISD Identification.
- You can enter an Open PO with both “food & paper product items” but enter a line item for “Food” using 6498 and a separate line item for “Paper Product Items” using 6499.
- As soon as you have a fully executed purchase order, contact Gabby Ayala at 972-947-9340 ext: 10503 to ensure that a Kroger card is available.
- Bring a copy of your purchase order to Business Services to pick up a Kroger card.
- When signing the Kroger card back in, bring the receipt that will need to be signed by your campus principal/administrator.
Lowe's
- Enter a requisition in ASCENDER using "Vendor Nbr" 01163
- In the location marked "Order For" enter who the purchase is for
- In the location marked "Reason" enter the reason for the purchase
- In the location marked “Reference Order” enter the words: Open PO
- In the location marked “Bid Nbr.” be sure enter the words: Omnia Partners
- In the location marked "Catalog Nbr." enter the words: NTE $(enter the amount).
- In the location marked “Description” enter a detailed description of what the Open PO will be used for. If more space is needed, feel free to use the location marked “Long Description” as well.
- In the "Line Item Notes" tab be sure to enter: Only this/these LEISD employee(s): __[Insert authorized employee(s) NAME(s) here]__ is/are authorized to use this Purchase Order and must show their driver's license and LEISD Identification.
- As soon as you have the fully executed Open PO, contact Shana Terry @ 972-947-9356 ext: 13003 to coordinate the purchase or contact Gabby Ayala @ 972-947-9340 ext: 10503 to make sure that a Lowe's card is available.
- Be sure to bring the receipt that will need to be signed by your campus principal/administrator.
*When making a purchase using an Open PO to Lowe's, take the time to make sure that funds are still available.
*Lumber can be purchased.
Sam's Club
- Sam's Club - Lewisville is the ONLY district approved location! Process:
- Enter a requisition in ASCENDER using Vendor# 99407
- In the location marked "Order For" enter who the purchase is for
- In the location marked "Reason" enter the reason for the purchase
- In the location marked "Reference Number" enter the words : Open PO
- In the location marked “Bid Nbr.” be sure to enter the word: PACE
- In the location marked "Catalog Nbr." enter the words: NTE $ (enter the amount).
- In the location marked “Description” enter a detailed description of what the Open PO will be used for. If more space is needed, feel free to use the location marked “Long Description” as well.
- In the "Line Item Notes" tab be sure to enter: Only this/these LEISD employee(s): __[Insert authorized employee(s) NAME(s) here]__ is/are authorized to use this Purchase Order and must show their driver's license and LEISD Identification.
- You can enter an Open PO with both “food & paper product items” but enter a line item for “Food” using 6498 and a separate line item for “Paper Product Items” using 6499.
- As soon as you have the fully executed Open PO, be sure to print out an extra page to leave at the store (this will need to be done for each trip to Sam's Club).
*Our district issued credit card will be stored at the Sam's Club - Lewisville location. When checking out, be sure to let the cashier know that you are with Little Elm ISD so that he/she can then ask for our Sam's Club credit card in order to pay for your purchase.
*Walmart credit cards will NOT be used/intended for Sam's Club purchases (as we now will have our district issued card stored at the Sam's Club - Lewisville location).
*When making a purchase using an Open PO to Sam's Club, take the time to make sure that funds are readily available. The Purchase Order submitted for payment (with receipt) needs to match the Purchase Order that was used at the time of purchase.
*Submit receipt that will need to be signed by your campus principal/administrator along with all other necessary paperwork (as normal).
Walmart
- Enter a requisition in ASCENDER using "Vendor Nbr" 00165
- In the location marked "Order For" enter who the purchase is for
- In the location marked "Reason" enter the reason for the purchase
- In the location marked “Reference Order” enter the word: Open PO
- In the location marked “Bid Nbr.” be sure to enter the word: Walmart
- In the location marked "Catalog Nbr." enter the words: NTE $(enter the amount).
- In the location marked “Description” enter a detailed description of what the Open PO will be used for. If more space is needed, feel free to use the location marked “Long Description” as well.
- In the "Line Item Notes" tab be sure to enter: Only this/these LEISD employee(s): __[Insert authorized employee(s) NAME(s) here]__ is/are authorized to use this Purchase Order and must show their driver's license and LEISD Identification.
- You can enter an Open PO with both “food & paper product items” but enter a line item for “Food” using 6498 and a separate line item for “Paper Product Items” using 6499.
- As soon as you have the fully executed Open PO, contact Gabby Ayala @ 972-947-9340 ext: 10503 to make sure that a Walmart card is available.
- When signing out the Walmart card, be sure to bring a copy of the Tax Exempt Form along with the signed PO with you. **Note: for employees needing a NEW tax exempt card, please contact Bernice Gonzales or Jennifer Barrychuck for detailed instructions.
- When signing the Walmart card back in, bring the receipt that will need to be signed by your campus principal/administrator.
*Food items include: snacks and coffee
*Walmart credit cards should not be used/intended for Sam's Club purchases.
*When making a purchase using an Open PO to Walmart, take the time to make sure that funds are still available.
*The purchase of bikes/games can be purchased as long as you are using 461-campus activity funds for Perfect Attendance. Bike price range from $50 - $90. Make note that the bikes/games rules for selection are known in advance and that all students are eligible for selection. There must be clear rules determining who receives these items and the number of bikes/games available is identified before the contest begins.
Subscriptions/Software
Subscriptions may only be initiated or renewed for the current school year.
Online software, licenses, subscriptions, apps, supplementary instructional materials with or without digital components - Please make sure to complete the Laserfiche online Technology & Instructional Resources Request for review and approval. (all software, licenses, subscriptions and apps are coded to line object code 6396 - please contact the business office to ensure you are coding your purchase to the correct line code)
Texas Sales and Use Tax Exemption Certificate
The Texas Sales and Use Tax Exemption Certificate should be presented each time a purchase is made. It must state that the merchandise being purchased is for the organization’s own use in providing education is being made in the name of the organization, and that payment will be made from the organization’s own funds. Should you need a tax exempt form, please contact Bernice S. Gonzales at 972.947.9340 extension 10504 or Jennifer Barrychuck at 972.947.9340 extension 10501.
Provisions under Article 21.023 of the Federal Statues provide tax exemption to the school district. Exempt organizations are entitled to an exemption only on items purchased and used directly and exclusively in pursuit of the exempt purpose. For school districts, items purchased must relate to the educational process.
There are a few exceptions that should be noted:
NOTE: Booster clubs, PTA’s and other associated groups may not use the District’s tax exemption certificate or employer identification number. By law, these groups must obtain their own tax exemption status and employer identification number.
- The district must still pay the city, county or athletics venue taxes on hotels.
- The district will likely be held liable to pay sales taxes on lodging for out of state.
- Airline tickets are still subject to Texas state sales tax that the district must pay.
- Taxes on gasoline for miscellaneous travel expenses will be reimbursed, as the district is not exempt from paying for these.
- State sales tax is paid for leasing, rental or purchasing of vehicles.
- District employees will be reimbursed for appropriate tax paid, but not reimbursed if taxes were paid that we were not required to pay.
- Purchase of personal items for staff or students are not eligible for the sales tax exemption.
- Purchases by individual members, teachers or coaches of classes or teams do not have exemption from sales tax even though they are connected with the school or a school organization. An example of these types of purchases is cheerleaders purchasing their own uniforms.
Travel
Travel arrangements are needed whenever travel expenses are to include lodging, flight, transportation, meals, and other related items incurred by an employee who is in travel status, conducting official business for the District. An LEISD employee is entitled to reimbursement of certain travel expenses required by the employee while conducting official business, subject to certain limitations as prescribed by policies. The employee must minimize the amount of travel expenses reimbursed by ensuring that each travel arrangement is the most cost-effective, considering all relevant circumstances. Meals are allowable when overnight travel occurs.
In-District travel is conducting business within LEISD Boundaries. The employee’s immediate Supervisor must approve In-District travel before it is attached to your requisition in ASCENDER and submitted for further approval.
Local travel (i.e. day trips) is conducting official business within 50 miles of travel destination from traveler’s origination point (LEISD location). The employee’s immediate Supervisor must approve local travel before it is attached to your requisition in ASCENDER and submitted for further approval. While conducting local travel, overnight travel and meals are not allowed nor reimbursable. Any exceptions must have final pre-approval from the approving budget manager.
In-State travel is conducting official business outside of the District and over 50 miles from traveler’s origination point. The employee’s immediate Supervisor must approve in-state travel before it is attached to your requisition in ASCENDER and submitted for further approval.
Out-of-State is any travel outside the state of Texas. The employee’s immediate Supervisor and the Superintendent must approve all out-of-state travel before it is attached to your requisition in ASCENDER and submitted for further approval.
Any missing required information could delay the processing of the PO and travel approval. Business Services will be the final approver.
Travel Request Form (LEISD Internal Form Through Laserfiche)
UPS (United Parcel Service)
Process:
- Enter a requisition in ASCENDER
- In the location marked “Work Order” enter the word: Open PO
- In the location marked “Bid Nbr.” be sure to enter the word: UPS
- In the location marked “Description” enter a detailed description of what the Open PO will be used for. If more space is needed, feel free to use the location marked “Long Description” as well.
- Be sure to bring the receipt that will need to be signed by your campus principal/administrator.
Bill My Account allows you to use your 6-digit UPS account number to pay for shipping services at participating UPS Customer Center shipping locations.
*Note: Not all locations will support Bill My Account. Verify with your local store before use.
* If you would like to schedule a pick-up or to create a return label online, please check ASCENDER for UPS log in information for Vendor# 98551 to UPS in the "Local Use" section.
Local Use# 1 - will note the User ID & Password
Local Use #2 - will note the Account Name & Number
*When making a purchase using an Open PO to UPS, take the time to make sure that funds are still available.
Vendor Award Criteria
- Texas Education Code 44.031 states that in determining contract awards to vendors, the district shall consider:
1) The purchase price 2) The reputation of the vendor and of the vendor’s goods and services 3) The quality of the vendor’s goods or services 4) The extent to which the goods or services meet the district’s needs 5) The vendor’s past relationship with the district 6) The impact on the ability of the district to comply with laws and rules relating to historically underutilized businesses 7) The total long-term cost to the district to acquire the vendor’s goods or services 8) For a contract for goods and services, other than goods and services related to telecommunications and information services, building construction and maintenance, or instructional materials, whether the vendor or the vendor's ultimate parent company or majority owner: (A) has its principal place of business in this state; or (B) employs at least 500 persons in this state; and 9) Any other relevant factor specifically listed in the request for bids or proposals
Under previous law, the district could consider any of these criteria; however, HB 273 enacted by the 80th Legislature now requires a district to consider all 8 criteria effective for contracts entered into on or after June 16, 2007. It is important to note that under Section 44.035, Texas Education Code, the district must publish in the request for bids, proposals, or qualifications for construction services the criteria that will be used to evaluate the offers and relative weights given to the criteria.
Vendor Performance Evaluation
A system for the evaluation of vendors and their performance is important to support an effective purchasing function. Factors to consider for inclusion in the evaluation are:
• Timeliness of deliveries
• Completeness and accuracy of order
• Quality of products or services received
Whenever problems are encountered with a vendor, (i.e., a vendor fails to deliver certain items or delivery does not meet specifications) it is important to document the problem, noting the date and an accurate description of the problem. The vendor should then be contacted by telephone and told specifically how the school district wants the problem corrected. The school district should keep a record of all phone calls, including the dates and what was discussed. If the problem is not resolved or continues, written notification stating the problem, the corrective action required and that the vendor’s failure to correct the problem will be considered a breach of contract and could result in the cancellation of the contract should be given the vendor. This record of information about vendor performance is very important in the evaluation of the vendor and a copy of all records should be forwarded to the business office.
If significant problems are encountered with the vendor contact the business office, the school district should consult with legal counsel concerning the removal of the vendor from the approved vendor list and discontinuing any business with the vendor.
Finally, the school district should try to develop an open and professional relationship with each vendor while still maintaining total independence and objectivity.
Vendors
Little Elm ISD currently participates in various cooperative purchasing networks. Any vendor that is on one of our cooperatives such as BuyBoard, TIPS, DIR, Educational Purchasing Cooperative of North Texas (EPCNT) is automatically approved. See Purchasing Authority (Cooperatives) for current LEISD participating cooperatives. No purchase orders will be processed if the vendor has not been approved and placed on the updated Little Elm ISD Master Vendor List. Secretaries need to verify this information and complete this process before forwarding a PO or new vendor request to Business Services for approval.
Active Vendors in ASCENDER
*If you notice that a contract has expired, and/or needs updating, or questions or concerns, please contact Bernice S. Gonzales or the vendor directly to see if the vendor is still an approved vendor on a newer/updated contract.
New Vendors Requesting To Be Added In ASCENDER
Please submit the New Vendor Request form through Laserfiche and include the following:
*For any new vendor requests, please make sure to include how they are awarded through another school district or cooperative. Please be sure to include the cooperative name or school district name the vendor is awarded by (the vendor should be providing you with this information). Example: EPCNT-Frisco ISD, RFP xxx, CTPA, Buy Board, Region 7, DIR, etc.
For any questions, email Bernice S. Gonzales.
- W-9 (signed & dated)
- Conflict of Interest Questionnaire
- Chapter 2271 Form
- Technology & Instructional Resources Requests (if applicable)
W-9
Any vendor that we make payments to; therefore, any new vendor that the District receives goods from will be asked to complete a W-9 Form. Any payment that Little Elm ISD makes, whether from the district office or a school, is subject to IRS 1099 reporting requirements. Little Elm ISD utilizes the IRS W-9 form to obtain pertinent information on potential payees including their tax identification number. Their Tax ID number is either their EIN (employer identification number) or their SS (social security number). This form can be obtained on the Little Elm ISD website.
