Wednesday, October 18

Procedure for Emergency Purchases

There are two procedures that can be used to make emergency purchases. The preferred method is for the requisition to be entered into Skyward and the appropriate approvers being notified of the emergency requisition. In normal circumstances, after all required approvals have been obtained; a purchase order can be issued within fifteen minutes.

The second method is to be used only in situations when the Administration Building is not open and a true emergency exists. In this situation, the individual may purchase the necessary item. A claim form (not a purchasing requisition) should be submitted to the Accounts Payable Department to reimburse the individual who made the purchase. A written explanation describing the nature of the emergency must be submitted with the claim form for review by the state Auditors. When making an emergency purchase utilizing this second method, the individual will not be reimbursed for the sales tax. Also, the individual assumes a financial risk because payment of the reimbursement claim is subject to administrative approval and approval by the Board of School Trustees. Neither of these approvals can be guaranteed in advance, and will be handled on a case by case basis.

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Purchasing Procedures

The following are the general procedures for different types of orders: