DIR-Texas Department of Information Resource Home Page (state contract with vendors listed)PKLA CoOp Vendor Listing (Ponder, Krum, Lindsay & Argyle)Texas Comptroller of Public Accounts (listing of state-wide contracts)Purchasing
We will utilize the electronic Purchase Order system. The following guidelines will apply to all employees:
1 The teacher/employee should complete a Request for Purchase Order Form by hand and submit it to the principal or supervisor of his or her building or department.
2 The principal or supervisor will approve and code the request and enter into TxEIS.
3 The Director of Finance & Support Services will electronically approve the request and submit it to the superintendent.
4 The superintendent will complete the final approval and assign a purchase order number.
5 The A/P clerk will print the purchase order. Please include explicit instructions on the purchase order, so the A/P clerk will know how to handle the PO. If a check is required then a “need by date” is necessary.
6 The A/P clerk will send a copy of the purchase order to the campus. All orders will be delivered to the business office. The superintendent secretary will check in all the merchandise.
7 When all of the items on the purchase order have been received and the original invoice is
received, the A/P clerk will make the payment.
8 Principals should regularly check their balances because differences in the encumbered amount and the amount that is actually invoiced and paid may be different.
9 Everyone must plan ahead and allow at least 5 working days for a PO to be approved.
10 These procedures apply to all purchases and all funds.
Credit cards, charge accounts, reimbursements: (no students shall use credit cards)
A. Any purchase with the Wal-Mart credit card (may be used at Sam’s Club with Sam’s tax exempt card) shall have a properly assigned purchase order (PO) prior to the purchase. The charge shall be for no more then the PO is written. The card should be picked up and returned by the same person. No students shall use the card.
*Note: Be certain you let the cashier know that you have a tax exempt card. This will keep from being charged taxes. The cashier will ask for a PO number. Return receipt and the card to the business office.
B . Lindsay ISD has established numerous charge accounts around Gainesville, mostly used by the maintenance and transportation departments, but others as well. The same procedure will apply for using any charge account. A properly assigned PO shall be processed prior to obtaining goods and services. The purchaser is responsible to make certain the PO number is written /typed by the vendor on the invoice so the business office knows how to fund the PO and pay the bill. Please return invoices to your school secretary or business office.
C. Occasionally, strange events happen or emergencies occur. Discuss these situations with your principal or supervisor for instructions on how to proceed in an unusual circumstance. However, remember that purchase orders should be completed and approved, at least verbally by your campus principal or superintendent.