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Subject: Purchasing
Policy
Effective:
Supersedes: Revised:
Author:
Approved by: ________________
Health Officer
_________________________________________________________________
Purpose:
The purpose of this policy is
to establish a uniform system for the purchase of goods and services by
employees of the Health Department, and to assure that such purchases
conform to the rules and regulations that apply to government agencies.
Definitions:
Pre-numbered
Purchase Order Requisitions—May be used to buy all
goods and services after authorizing signatures.
Open Purchase
Orders—Repetitive purchase of goods for various programs.
Blanket Purchase
Orders—Repetitive purchase of goods/services for
specific programs.
Boise-Cascade
Office Supply Requisitions—Routine purchase of
daily office supplies, i.e., pens, pencils, scotch tape, etc. (All office equipment/furniture must be purchased on a
pre-numbered purchase order.)
Service Contract—Purchase Order for services i.e., utilities, microfilm
service, lawn care, etc.
Petty Cash—This procedure allows Health Department employees to
purchase goods for the Department with their own personal funds on a cash
and carry basis. (Reimbursements will be accomplished within 72 hours).
Contracts—Formal contracts will be used for the purchase of goods
and services costing $25,000 or
more. (Exception to this
would be items, which are purchased off of state contract). Programs requiring contracts will be treated on a case by
case basis and work out the necessary details with purchasing and the Health
Department Attorney and the Business Office.
Policy:
A. Open Purchase Orders
1. Purchasing establishes the Open Purchase Order.
2. Order placed by purchasing office after receipt of an open purchase
order.
(Exception
is an item that the program will pick up directly form the vendor).
3. Open Purchase orders may not
exceed $300.00. (If in excess of
$300.00, program must
use
regular pre numbered Purchase Order.)
4. Open purchase orders may not be used to purchase items that are highly
desirable Non-Fixed assets
(i.e., VCR, TV, camera, electronic organizer, etc.).
5. Open purchase order requests must be signed by designated manager and
then
forwarded to purchasing prior to ordering of the goods.
Special Note Reference Printing: Open purchase orders may only be used for the printing of forms, business cards,
envelopes, and letterhead paper as long as the order does not exceed $300. All other printing requests must be done on a pre-numbered
purchase order.
B. Blanket Purchase Orders
1. Program establishes the Blanket Purchase Order.
2. Program orders the item.
3. Program is required to sign the invoice to authorize payment.
4. Program will send an e-mail to purchasing for any goods being purchased,
an e-mail will be sent to accounts payable for either a goods or service
purchase.
C. Service Contract
1. Program establishes service contracts specific to their needs. Purchasing
establishes service contracts
when various programs use the service.
2. Invoices will be signed to authorize payment by the program requiring the
service.
D. Pre-numbered Purchase Order
1. Program must sign for goods or services as received on the purchase order
form.
This signature will allow for
payment of the invoice.
2. Any purchases $50,000
and above must be approved by the Board of Health prior
to order/receipt of
good/services.
3. Formal bids must be done on any orders in excess of $25,000. (Exception: any goods
or
services purchased from State, County, or City contract or sole source
vendor).
4. Estimates will be obtained
for purchases under $10,000.
5. Food purchases receipt must be returned to purchasing for forwarding to
accounts payable for payment. Note: Programs will be required to keep backup
documentation on all meetings
requiring food purchases. Backup documentation
consists of Agenda and list of
attendees.
6. Travel Arrangements see special instructions.
E. Direct Cash & Carry:
1. The manager prior to obtaining the goods must approve the purchase.
2. The manager will ensure that the purchase is legitimate and cannot be
immediately accommodated by the
Business Office through routine ordering
procedures.
3. The purchase may not
exceed $300.00.
4. The purchase is authorized in writing by the program manager or his/her
designee
for payment reimbursement using
petty cash for items under $50.00, or a check
for items not less than $51.00
nor more than $300.00. The original receipt
must
accompany the claim for
expenses or petty cash receipt. The receipt must have
only items purchased for the
Health Department on it (no personal
expenses
should appear on the receipt).
5. Employees should refer to
instructions on employee reimbursement process.
F. Petty Cash (See above)
G. Contracts (See definition
for contracts)
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