FILE:  DJEG

PURCHASE ORDERS AND CONTRACTS

The East Feliciana Parish School Board shall require, in accordance with sound principles of financial accounting, purchase orders to be prepared on items purchased in the name of the School Board.  Separate purchase orders shall be prepared for each vendor involved.

SCHOOL PURCHASES

All purchases made by any school and paid for by any school and paid for by school funds must have a school purchase order signed by the principal.  Any debts over thirty (30) days past shall be listed on the monthly financial report to the Superintendent's office.

When applicable, accounts shall be signed by the principal and the custodian of the fund.

All school purchase orders which are to be purchased and amount to $250.00 or more must be signed by the Superintendent prior to submission to the vendor.  This does not include concessionary items such as cokes, candy, chips, etc.

On any item(s) amounting to more than $250.00 the School Board office shall be notified with the following information supplied to them:

1. Description,

2. Price,

3. Total amount,

4. Name and complete address of vendor,

5. Obtain quotations from at least three sources, if possible and practical, so you can be sure you are getting best price available.

The tentative purchase will then be approved and signed by the Superintendent and sent back to the school for the school files.

Telephone orders may only be permitted in cases of emergency and a confirming purchase order approved by the Superintendent shall be sent back to the school.

CONTRACTS

Good business practices dictate that written contracts be executed for any arrangement entered into for services (professional and otherwise) performed by a third-party.  Before any contract can be executed, the contract shall be (1) reviewed by legal counsel and recommended for approval in writing; (2) approved by the Superintendent prior to execution and (3) included in the current operating budget as approved by the Superintendent.

The Business Department shall implement and monitor controls over contracts to ensure the services are necessary and that contracting out the service is the most cost-effective manner for accomplishing its objectives.

Also, the Director of Business Services shall ensure that:

• Contracts with related parties (family and business interests) are strictly prohibited;
  
  

• Payments are made in accordance with the terms and conditions of the contract;
  
  

• Any additions or modifications of existing contracts are presented to the Superintendent for approval;
  
  

• Contracts and related documentation are maintained in an organized manner and in a central location; and,
  
  

• Terms and conditions shall be set forth in each contract as applicable to services purchased.  Minimum terms shall include:

Ref:    La. Rev. Stat. Ann. §§17:81, 17:97, 39:1301, 39:1302, 39:1303, 39:1304, 39:1305, 39:1306, 39:1307, 39:1308, 39:1309, 39:1310, 39:1311, 39:1312, 39:1313, 39:1314

Board minutes, 10-3-78, 11-3-98, 10-5-99, 9-11-08, 9-4-18

East Feliciana Parish School Board