TO: Bookstore Managers and Assistants

MEMORANDUM

DATE: July 1, 2016

TO: Bookstore Managers and Assistants

ALL Club Sponsors

ALL Coaches

All Campus Administration

Teachers

FROM: Lila McCleery, Purchasing Department

SUBJECT: Procedures for Using Costco and Smart and Final

PLEASE NOTE: As of July 1, 2016 – Sam’s Club is NOT an Authorized Vendor.*

The District is now able to use Purchase Orders at Costco and Smart and Final. There are specific rules that will apply, so please read the following very carefully.

1. Schools, Departments & Clubs wishing to use Costco or Smart and Final must submit a requisition for a “Blanket PO” with a Not-To-Exceed dollar amount listed. The requisition shall state sample items that will be purchased and will also need to list the person(s) authorized to use the purchase order. Only District employees can be authorized users (no Booster Club members, team parents, students, etc.). Costco and Smart and Final will require photo identification to match the name of one of the authorized users listed on each purchase order.

2. As of July 1, 2016, the only Costco location that can be used for walk in purchases is located at:

1445 W. Elliot Road, Tempe

The Costco Business Center location on 33rd Avenue/Indian School Road is currently NOT an Authorized location.* Schools may also do online purchases at Costco.com once a PO is obtained (delivery is usually “next day”). Please contact me directly for this process.

*The District is in the process of a bid and we are hopeful that Sam’s Club and multiple Costco locations will respond so that they may again be an approved vendor.

3. The District membership account number will be clearly listed on each purchase order. A copy of ALL Costco or Smart and Final purchase orders along with a copy of this memo will be emailed to the requestor from Purchasing. The sponsor must take a copy of the purchase order to the Costco/Smart and Final and see Customer Service. They will then allow you to shop and give you specific instructions for checkout procedures. You CANNOT use your personal Costco card with a District PO. Invoices received that reflect an individual’s membership number (other than the District’s) will be sent to that individual and they will be personally responsible for payment of said invoice without reimbursement or compensation from the District !!

Online purchases through Costco will require you to enter the District’s membership number and also enter a form of payment. You will enter the District PO number in this field.

4. ALL receipts will be checked for inappropriate purchases. Be aware that at the discretion of Purchasing and the Business Division, district staff may be personally responsible for repayment to the District for inappropriate purchases.

5. Once purchases have been made, promptly sign all receipts, write the PO # on them, make copies for your records, and turn them in to the Bookstore, Student Activities, or Accounts Payable.

Note: When a PO user does not turn in their receipts in a timely manner and the entire District gets placed on credit hold, that user will lose their Blanket PO privileges for one year. TURN IN YOUR RECEIPTS.

If you have any questions regarding these procedures please contact one of the individuals listed below for clarification:

Lila McCleery 41404 Purchasing

Larry Larson 41402 Purchasing

Lesia Carter 41420 Budget

Irma Hernandez 41414 Student Activities

Thank you.

cc: Lesia Carter

Sandi Abril

Irma Hernandez

Priscilla Ruiz

Jim Westmoreland

Grady Widener

Audrea Wheeler

Kim Fisher

Larry Larson