The Hotchkiss SchoolPurchasing Policies & Procedures

Introduction

The primary purpose of the Purchasing and Receiving Departments of The Hotchkiss School is to provide efficient services to all departments of the School in the procurement of equipment, supplies, and services. Since these policies and procedures are designed to serve the interest of the departments, as well as meet policy requirements of the School, faculty and staff are requested to give their full support and cooperation. It is recognized that problems and misinterpretations with purchasing procedures may occur. In these instances, faculty and staff should discuss these problems with the Director of Purchasing and Receiving and call upon them whenever assistance is needed.

Policy:

Purchase Request/Orders

  • Services, products or supplies requested by each department must be submitted as a purchaserequest. The purchase order created from the purchase request is an accounting document with a number to track and ensure the correct amount is paid to the vendor or supplier. The number also tracks the order to make sure it is received in a timely manner as well as in the desired quality and quantity needed. The purchase order is also used by the vendor or supplier when billing the company after delivery of the order.

Purchasing Quotes

  • The purchasing department is responsible for finding the service, product or supplies requested. Purchasingresearches different suppliers, requests quotes and decides which vendor best meets the needs of the department requests. The purchasing procedure outlines the process by which the purchasing department makes quote requests from suppliers and vendors. Each department manager must inform the purchasing department about the exact item needed, the specifics of the items desired and the quantity necessary.

Monitoring

  • Once the departments have given the purchasing department the information about the service, supplies or material required, Purchasing monitors the order throughout the process. Purchasing will follow up with the vendor in case there is a change or update and monitor the order until it has been received. After the item has been received, Central Receiving ensures the order is correct and within the contracted specifications.

Sales Tax

  • The Hotchkiss School is exempt from sales tax in certain states. A tax exemption certificate is available from Purchasing, Accounts Payable or the Controller’s Office, and should be used in conjunction with any purchase made by the School, for the School.

Contracts or Agreements

  • All contracts beyond a Purchase Order, oradditional agreements associated with a Purchase Order must be signed by an authorized designee. Individual departments are not permitted to sign contracts or agreements on behalf of the School. All contracts, supply service agreements, proposals, or letters of intent that are signed and returned to suppliers directly by a department may be disclaimed by the School.

Purpose

This procedure establishes the guidelines for Purchasing at The Hotchkiss School

Procedure

The Hotchkiss Schools Purchasing Department is responsible for the purchase of services, materials and supplies. This is accomplished through two methods. The first is a hardcopy requisition, which is then processed in Microsoft Dynamics GP. The second is through eRequester, a web based interface program, which provides a paperless system with spending controls and audit trail.

  1. Microsoft Dynamics GP, Purchase Orders and Credit Card Orders (non eRequester)
  • Locate a requisition form on “Blueboard” under Services or request from Purchasing
  • Complete requisition formwith vendor name, quantity, item number, description, price, GL Account number, name and signature. If information is unknown, Purchasing will assist by acquiring vendor quotes.
  • Forward completed requisition to department head for signature.
  • Requisitions over $1,000 require a second approval signature by the Controller or the CFO.
  • Exceptions are ITS,Print Managers at $2,000 and the ITS Director at $5,000. These department purchases require a final signature by the Controller or CFO.
  • Forward approved requisition to Purchasing
  • Purchase Order is processed and e-mailed or faxed to the vendor
  • Purchase orders are retained in Purchasing indefinitely, along with a copy forwarded to the Receiving Department
  • Receiving Department verifies received items and quantities for accuracy against the Purchase Order and is received in GP
  • ExceptionIf vendor is known. Employee to place order due to nature of the order. P.O. number to be assigned prior to ordering. Completed requisition to be forward to Purchasing in a timely manner for processing.
  1. eRequester
  • Log in using Network user name and password
  • Create requisition: Options are, Standard, Credit Card and Stock Request; if needed, the requester should request a quote.
  • Routed for approval by e-mail, Approval levels same as in GP
  • Routed to Purchasing for processing
  • Purchase Order is e-mailed or faxed to the vendor
  • Purchase order is retained in Purchasing indefinitely and a copy forwarded to Receiving Department
  • Receiving Department verifies received items and quantities for accuracy against the Purchase Order and is received in eRequester

Ordering Inventory from GP under Purchasing(toner, paper supplies, etc.)

  • Select Purchase Order Generator under Transactions
  • In Site ID, Add from CR to CR and select “Suggest Purchase Orders”
  • Part numbers, suggested vendors and quantities are accessible but can be changed.
  • If all criteria meet requirements, select “Generate Purchase Orders”
  • Accessed once per week
  • Orders approved by the Purchasing Manager
  • Orders over $1,000 approved by Controller or CFO.
  • Orders are communicated to the vendor by e-mail or fax.
  • Inventory items requested through the Central Receiving Department by use of a stock requisition form or eRequester.

1