Horry County Guidelines for Purchasing Athletic Equipment and Supplies

PROCUREMENT• Centralized system for the

acquisition of goods, services and construction

• Cost effective• Must comply with HCS

Procurement Code

*South Carolina Business Opportunity

• $1 - $1,500No quotes or approval required• $1,500.01 - $5,000 3 verbal or written quotes –

taxes do not count toward total/shipping and freight does

• $5,000.01 - $10,0003 written quotes from qualified

vendors• $10,000.01 - $25,000Must be advertised at least

once in SCBO*/can solicit to particular vendor but must also be advertised

• $25,000.01 and overMust be advertised in SCBO

and must be a sealed bid

Purchase Requisitions and Purchase OrdersPurchase Requisition

• When the need arises, a hand written request is submitted to the Athletic Director (AD)

• Requisition forms can be found on the HCS Website

• Once approved by AD, form is submitted to Principal then to the Book Keeper for processing and for online submittal

• Purchase order is then created by Procurement Services

Purchase Order (PO)• Legal Contract – legal

contract between HCS and the vendor to provide goods or services in return for payment

• Completes POs - $1500 <Dispatched electronically to

Book Keeper for Principal signature and disbursement to vendor

• POs >$1,500.01 Printed in Procurement

Services- approval signature secured - Faxed back to BK or sent to

vendor

Types of Purchase OrdersLine Item PO (preferred)

• Specifically itemized with the quantities and descriptions of items desired

Purchasing Cards• Approval from Principal

for AD• Card and Receipt must be

returned to BK

Blanket Purchase Orders• Designed to be issued

when a maximum “not to exceed” amount is known, but more than one shipment or pick-up of items may be necessary, thus resulting in multiple payments

Annual Athletic BudgetHead Coach’s Responsibilities

• Responsible for making budget requests in areas of:▫ Supplies▫ Insurance▫ Officials▫ Security▫ Transportation▫ Equipment▫ Rentals▫ Repair and Maintenance▫ Travel▫ Dues/Fees

Factors for developing a budget

• Current inventory of uniforms and equipment

• Condition and age of existing equipment

• Uniform rotation in place• Number of teams and

athletes in the program• Equipment rule changes• Projected long range needs of

the program• Projected gate revenue• Projected assistance from

Booster club• Previous years’ actual

revenue and expense accounting

Booster ClubAs a head coach of a varsity sport, my entire budget is used up on

travel. I only get about $600 a year.

In the past, my team fund raised between $4,500 - $7,100 each season. This money was placed in a general fund, but earmarked for the individual sport.

This money was used for new warm ups, travel expenses, practice facility time and other equipment issues.

The Booster club now controls all the money. On Tuesday, I had to present a preliminary budget (a.k.a. “Wants and Needs” list.

The AD has very little say as to where the money is spent when it comes to Booster expenditures.

The Booster Club submits the purchase requisition to the AD along with a check for the funds, who in turn presents it to the Principal/book keeper.