procurement services manual - swisd
TRANSCRIPT
Procurement
Services
Manual
11914 Dragon Lane, Building #500
San Antonio, Texas 78252
Phone: (210) 622-4746
2017 - 2018
TABLE OF CONTENTS 2017-18
TABLE OF CONTENTS
Section Description
(Click on the Description)
1. Southwest ISD Administration
2. Purchasing Department Staff
3. Purchasing Guidelines
4. Budget Code FAQ
5. TxEIS On-line Requisitions Procedures
6. Paper/Pencil Requisition/PO Sample
7. Field Trip Procedures for Buses
8. Bulk Mail
9. Central Distribution Shipping & Receiving Procedures
10. Office Supplies Ordering Procedures
11. Printer Ink Purchasing
12. Travel Guidelines & Procedures with Sample Documents
13. Credit Card Procedures
14. Contracted Services Procedures
15. Budget Amendment Samples
16. Promotional T-Shirt Purchasing
17. Charter Bus Procedures
BOARD OF TRUSTEES
Mike C. Frazier, PresidentSylvester E. Vasquez, Jr., Vice-President
Ida Sudolcan, SecretaryJames Sullivan, Jr., Asst. Secretary
Keith Byrom, Ph.D., MemberFlorinda Bernal, Member
Yolanda Garza-Lopez, Member
ADMINISTRATION
Lloyd Verstuyft, Ed.D., SuperintendentHomero Rodriguez, Deputy Superintendent
Brandon Crisp, Assistant Superintendent Business & FinanceSara McAndrew, Ph.D., Assistant Superintendent Administration & Human Resources
Jo Ann Fey, Ed.D., Assistant Superintendent, Curriculum & InstructionJanice Carpio-Hernandez, Director of Public Relations
The Southwest Independent School District does not discriminate on the basis of race,religion, color, national origin, sex, age, or disability in providing education or providing
access to the benefits of educational services, activities and programs, including career andtechnology education programs, in accordance with Titles VI and VII of the Civil RightsAct of 1964, as amended (34 CFR Part 104); Title IX of the Education Amendments of
1972 (34 CFR Part 106); Age Discrimination Act of 1975 (34 CFR Part 110); Section 504of the Rehabilitation Act of 1973, as amended; Title II of the Americans with Disabilities
Act of 1990; and Local Board Policies. For more information about your rights orgrievance procedures, contact the Title IX Coordinator, Dr. Sara McAndrew at (210) 622-4330.
PURCHASING & DISTRIBUTION DEPARTMENT STAFF 2017-18
Mark Figueroa ....... Director of Operations
Michelle Bernal ....... Purchasing Coordinator
Dixie Zaiontz ….... Senior Purchasing Clerk
Analilia Moreno ....... Purchasing Clerk
Michael Zapata ....... Warehouse Supervisor
Mike Mireles …... Mail Clerk & Delivery
Tony Gonzalez ....... Mail Clerk & Delivery
Ryan Rodriguez ....... Mail Clerk & Delivery
Return to Table of Contents
PURCHASING GUIDELINES 2017-18
PURCHASING GUIDELINES
The policies and procedures outlined in this manual apply to the expenditures of all local and
state funds, state and federal grants, and federal funds by following all applicable laws. In the
event of conflict, the appropriate law or strictest policy shall prevail. Please refer to the
guidelines for specific state and federal grants to determine allowable use of funds and other
reporting requirements. Prior approval from the Southwest Independent School District External
Funding Department may be required.
As a support department of the District charged with the acquisition of goods and services
requested by instructional and administrative departments, the Purchasing Department will
function in a manner consistent with applicable laws, School Board policies, the Uniform
Commercial Code and other sound business practices. The Purchasing Department shares the
responsibility of expending District funds in such a manner that will meet all requirements of the
State, Federal, and District procurement regulations and safeguard the public trust. The
Purchasing Department is responsible for the administration of the purchasing functions for the
District in accordance with the authority delegated by the Superintendent and Board of Trustees.
It is the intentions of the Purchasing Department to:
1. Obtaining the best product at the lowest cost to the taxpayer while complying with all
federal, state and local laws as well as District policies and guidelines.
2. Achieving a reliable and timely delivery for the requesting school or department.
3. Promoting competition among bidders.
4. Insuring an equal opportunity for all vendors to secure District business.
5. Educating and informing all internal and external customers about District rules,
regulations, and methodology for the basis for bid awards.
Reminder:
All requisitions under the amount of $1,000.00 threshold may be awarded without additional
quotes among approved vendors. Additional requirements may be required when using
external funding. Approval from the Southwest Independent School District External
Funding Department may be required.
All requisitions over $1,000.00 will require three (3) quotes from vendors. End users must
utilize the quote tabulation sheet. (Except when purchasing from Nolan’s or Office Depot
for office supplies (excluding office furniture) and Dell, HP, GTS Technology Solutions, SW
Intech, or Apple for technology items (excluding quotes received from Technology for
printers, software and toner).) Prior to preparing a requisition, requests for computers and
technology related equipment, such as software and maintenance must be coordinated and
approved by the Technology Department regardless of fund usage.
All reimbursements or exceptions to district procedures require pre-approved by the
Purchasing Dept. prior to making any purchases of goods or items.
Include all shipping and freight charges on request prior to submitting requisitions.
PURCHASING GUIDELINES 2017-18
When using state or federal funds, additional requirements must be compliant with the
Education Department General Administrative Regulations (EDGAR) guidelines. Approval
must also be received from the SWISD Federal Programs Department.
A list of commodity category assignments is maintained in the Purchasing Department. The
Purchasing Department will review the request and determine if the aggregate spent for the
fiscal year for the good or service can be legally obtained through an open market vendor.
The Assistant Superintendent of Business and Finance has the final authority over such open
market purchase decisions.
Gift card purchases are not an authorized purchase of SWISD utilizing local, state, or federal
funds, including student and campus activity funds.
PURCHASING APPROVAL
A purchase for goods or services cannot be made using District funds without prior approval
from the Purchasing Department in the form of a signed Purchase Order. The Purchasing
Department must approve any exceptions to the policy prior to committing any District funds.
Prior to the approval from the Purchasing Department, District staff agrees to the following
guidelines:
1. Purchase requisitions should not be prepared unless the purchase is necessary to the
instructional program and/or the operation of the District.
2. The department and/or campus user is responsible for verifying the accuracy and
completeness of the information on the purchase requisition. The end user will ensure that
the request is in conformance with the established purchasing policies and procedures.
3. Each requisition must be approved by the Fund Administrator, who is an approver and
authority for the funds associated with the purchase. A copy of the approval path for the
funds may be obtained from the Purchasing Department.
4. Guidelines for the use of activity funds for purchases of goods and services are available
from the Accounting Department.
5. Guidelines for the use of external funds for purchases of goods and services are available
from the Office of External Funding.
The Purchasing Department will review the requisition and provide initial approval after
verifying compliance with the District’s purchasing guidelines, fund source, and procurement
process.
PURCHASING GUIDELINES 2017-18
CONTRACTS AND AGREEMENTS
All contracts or agreements will be processed through the Purchasing Department. The
Superintendent of Schools is the only designated District representative that may sign contracts
or agreements requiring the use of Southwest Independent School District funds. All other
signed contracts or agreements shall not bind the District financially and will be the personal
responsibility of the individual signing the contracts/agreements. A determination of cost form
in connection with every procurement action at or above the $50,000 threshold; including
contract modifications, will be required to determine the reasonableness of the proposed contract
price.
PERSONAL RESPONSIBILITY
A District employee who purchases or orders any goods or services in the name of the District or
who obligates the credit of the District without following purchasing policies and procedures
shall be held personally responsible for payment to the vendors or return of the items (CH local)
COMPETITIVE PURCHASING REQUIREMENTS
In the event that projected expenditures are to exceed the $50,000.00 threshold, the
department/campus will need to coordinate the procurement of these items 45 days in advance
with the Purchasing Department in order to acquire the goods or services in a timely and cost
effective manner. The expenditure in excess of $50,000 is considered to be any single item
purchase or the total aggregate in a twelve month period of like items/categories or services.
Purchasing of Goods or Services in Excess of $50,000.00 Purchasing of goods or services valued in excess of $50,000.00 or more in the aggregate, for a
12-month period shall be made by one of the following methods that provide the best value for
the District:
Competitive Bidding Methods
Competitive Sealed Bids
Competitive Sealed Proposal (RFCSP)
Request for Proposals (RFP), for services other than construction services
Request for Qualifications (RFQ), for professional services as provided by Texas
Government Code, Chapter 2254
Reverse Auction
Regardless of procurement method, Board approval is required prior to purchases in excess of
$50,000.00, single purchase or purchases in the aggregate (CH local)
A list of commodity category assignments is maintained in the Purchasing Department. The
Purchasing Department will review the request and determine if the aggregate spent for the fiscal
year for the good or service can be legally obtained through an open market vendor. The
Assistant Superintendent of Business and Finance has the final authority over such open market
purchase decisions.
PURCHASING GUIDELINES 2017-18
Process for Competitive Bidding Methods All departments requiring the procurement of goods or services in a competitive bidding method
will need to coordinate this request through the Purchasing Department. The Purchasing
department will assign a proposal number to the competitive bidding method.
The Purchasing Department and the department issuing the proposal will work together to
compose the newspaper advertisement and proposal for goods or services acquiring solicitation.
A representative of the department issuing the proposal and a representative from Purchasing
will be present at the bid opening. Purchasing will annotate the name of proposers, date of
proposal submittal, and proposers present. Purchasing will house all original documents
submitted by proposing vendors. All negotiations between proposers and SWISD will include a
representative of the department issuing the proposal and a representative from the Purchasing
Department.
Evaluations of proposals will include at a minimum a representative from the department issuing
the proposal and a representative from the Purchasing Department.
Once a recommendation is ready for the Board of Trustees approval, the department issuing the
proposal will notify the office of the Superintendent of the item being placed on the board’s
agenda. The department issuing the proposal, with the assistance of the Purchasing Department,
will compose a background memo for board information. Background memos are due in the
Purchasing office one week prior to the board meetings.
Other Methods of Competitive Procurement To increase efficiency and effectiveness, the District may contract or agree with other local
governments and with state agencies, including the comptroller, to perform some of its
purchasing functions.
An interlocal contract must be authorized by the School Board and the governing body of each
contracting party; must state the purpose, terms, rights, and duties of the contracting parties; and
must specify that each party paying for the performance of governmental functions or services
shall make those payments from current revenues available to the paying party.
The Accounting Department shall be responsible for submitting the necessary request to the
participating cooperative when required.
Interlocal Agreements The District is currently participating in the following cooperative purchasing programs:
CP (Choice Partners National Purchasing Cooperative)
Central Texas Purchasing Alliance
DIR (Texas Department of Information Resources)
HGAC (Houston-Galveston Area Council)
TPASS (Texas Procurement and Support Services)
Purchasing Cooperative 2013 (Region 20)
PCI (Texas Correctional Industries)
PURCHASING GUIDELINES 2017-18
TCPN (Texas Cooperative Purchasing Network)
Texas Local Government Statewide Purchasing Cooperative (BUYBOARD)
Texas Curriculum Management Program Cooperative
TIBH (Texas Institute for the Blind and Handicapped)
TIPS (The Inter local Purchasing System)
TxMAS (Comptroller’s Statewide Procurement Service)
U.S. Communities
HGAC, TPASS, TCPN, TIPS, BUYBOARD, Choice Partners and Region 20 are compliant with
the law but may not result in “best value” for SWISD since not all items are competitively
procured; some coalitions and purchasing cooperatives simply require the vendors to apply to be
part of the vendor group. Departments using these services should get three (3) quotes from
vendors qualified in the respective cooperatives to ensure “best value” unless the items were
competitively procured by the purchasing cooperative.
PURCHASING GUIDELINES 2017-18
EXEMPTIONS
Emergency Purchases Emergencies occur as the result of unforeseeable circumstances that may require an immediate
response to avoid an actual or potential public threat. If a situation arises in which compliance
with normal procurement practice is impracticable or contrary to the public interest an
emergency purchase may be warranted to prevent a hazard to life, health, safety, welfare,
property or to avoid undue additional cost to the vendor.
1. This type of emergency is defined by an imminent threat to the health, safety, or welfare
of students of staff. Purchases under such circumstances (s) must comply with state law
and may be made only after a formal board action declares an emergency. Example: to
repair a school after a fire or a natural disaster.
2. This type of emergency purchase is usually defined by local policy to provide for the
acquisition of goods or services to meet an immediate need. The emergency must be
documented and a purchase order must be issued on the next business day. This type of
purchase orders must be kept to a minimum. Example: to replace windows broken at the
school by vandals
Sole Source Procurement Sole source refers to purchases of products where items being procured are available from only
one single source. To classify as a sole source, there must be no other like items available for
purchase that would serve the same purpose or function, and only one price for the product
because of exclusive distribution or marketing rights. This is not a common procurement option.
Any vendor requesting to be classified as a Sole Source, vendor must submit a signed and
notarized Southwest Independent School District Sole Source Affidavit to the Purchasing
Department. Sole Source does not apply to mainframe data-processing equipment and peripheral
attachments with a single-item purchase price in excess of $15,000. Sole Source Vendors must
submit a signed notarized Southwest Independent School District Sole Source Affidavit to the
Purchasing Department for approval.
When using state or federal funds for vendors claiming sole source status, additional
requirements must be compliant with the Education Department General Administrative
Regulations (EDGAR) guidelines. Approval must also be received from the Texas Education
Agency (TEA) and the Southwest Independent School District External Funding Department.
Illegal Acts Component purchases – refers to purchases of the component parts of an item that in normal
purchasing practices would be purchases in one purchase.
Separate purchases – refers to purchases, made separately, of items that in normal purchasing
practices would be purchases in one purchase.
Sequential purchases – refers to purchases, made over a period, of items that in normal
purchasing practices would be purchased in one purchase.
PURCHASING GUIDELINES 2017-18
An officer, employee, or agent of a school district commits an offense if the person with criminal
negligence makes or authorizes separate, sequential, or component purchases to avoid the
requirements of Section 44.031(a) or (b) of TEC. An offense under this subsection is a Class B
misdemeanor and is an offense involving moral turpitude.
Purchases of Goods and Services Valued Over $1,000 but under $50,000 The written quotation process must be utilized for the purchase of goods or services with a value
over $1,000 but under $50,000. Staff must use this process to compare pricing and ensure that
best value is obtained for the district. The written quotes and price tabulation form must be
attached to the requisition and submitted to the Purchasing Department. The Purchasing
Department may verify submitted quotes. If recommended vendor is other than the lowest price,
a narrative justifying the purchase will be required. A narrative needs to be as accurate and valid
for compliance reasoning.
General Standards & Ethics Ethics relating to conflicts of interest, financial interests in firms conducting business with the
district, kickbacks, gratuities and improper use of a position or confidential information are
clearly communicated throughout the District. District personnel shall be aware that under the
Texas Education Code §44.031, as well as other state or federal statutes regarding the
expenditure of public funds, there are penalties for violations of purchasing processes which can
include criminal prosecution and loss of employment opportunities. There are certain common
standards of ethics which govern the conduct of employees involved in the purchasing function.
The fundamental standards for Southwest ISD purchasing processes are as follows:
1. It is a breach of ethics to attempt to realize personal gain through public employment with a
district by any conduct inconsistent with the proper discharge of the employee’s duties.
2. It is a breach of ethics to attempt to influence any public employee of a district to breach the
standards of ethical conduct set forth in this code.
3. It is a breach of ethics for any employee of a district to participate directly or indirectly in a
procurement when the employee knows:
a. The employee of any member of the employee’s immediate family has a financial
interest pertaining to the procurement.
b. A business or organization in which the employee, or any member of the employee’s
immediate family, has a financial interest pertaining to the procurement; or
c. Any other person business or organization with whom the employee or any member
of the employee’s immediate family is negotiating or has an arrangement concerning
prospective employment is involved in the procurement.
Fairness and impartiality in all phases of the process are an essential part of any transaction in
public purchasing. Dealings with vendors and peers must be open, honest, and objective. The
process cannot be both effective and self-serving; the two are incompatible.
In accordance with Local Government Code Chapter 176 and the Texas Ethics Commission, it is
required for any "agent of the local governmental entity who exercises discretion in the planning,
recommending, selecting, or contracting of a vendor" to disclose on the Conflict of Interest
Statement form any potential conflicting relationships with vendors and acknowledge the receipt
PURCHASING GUIDELINES 2017-18
of any accepted gifts from a vendor. It is also mandated that a vendor disclose on the Conflict of
Interest Questionnaire form to the public of potential conflicting relationships between members
of the local government body and any gifts given to the local government officer or family
member as described in Section 176.003(a)(2)(B), excluding gifts described in Section
176.003(a-1) . As required, any disclosures listed on either the Conflict of Interest Questionnaire
or Conflict of Interest Statement will be posted on the District Purchasing website. All
donations, (tangible materials, service or monetary) received on behalf of Southwest Independent
School District (campus /department) must disclose the donation to the Accounting and
Purchasing Department.
Vendor Relations Solicitors, vendors, collectors, or salespersons are not permitted to call or visit individual schools
or departments without the prior approval. Vendors are to request permission to contact or
solicit the District campuses and departments through the Purchasing department. The
Purchasing department will request approval for visitation of the vendor from with the campus
principal or department director. The Purchasing department will generate a letter of approval
and distribute to the vendor to schedule permitted times of visitation for campuses or
departments. District procedure requests that solicitors, vendors, collectors, or salespersons shall
not be permitted to confer with students or employees during school hours without the prior
approval. Under no circumstances shall such persons be permitted to interrupt classes or conduct
personal business with employees.
Vendor Protest Southwest I.S.D. has protest procedures in place to handle and resolve vendor disputes relating
to procurement. Any vendor disputes or protests will be submitted in writing to the Purchasing
Coordinator for review and recorded through the open records officer. The Purchasing
Coordinator will provide a response for the vendor dispute after a re-evaluation of proposals
have been conducted. The Purchasing Coordinator and Director of Operations will make every
effort to coordinate and communicate with the vendor to resolve any and all issues. The
Purchasing Coordinator will report all disputes or protests to the Assistant Superintendent of
Business and Finance.
Vending Machines Individual campuses will coordinate with the Purchasing Department and Child Nutrition on all
vending machine services. Agreements/contracts will still follow the same procedures as any
other contract SWISD issues with the exemption of seeking approval from the Director of Child
Nutrition for state and federal guidelines. If you have any questions, contact the Purchasing
department.
PURCHASING GUIDELINES 2017-18
MEMBERSHIP FEES
Individual Membership
This is an individual membership paid for the benefit of the professional
(employees, managers, directors, students, etc.). This membership cannot be
transferred to another employee in the District if the original member/person leaves
the District. This is not an allowable expense.
School District Owned Membership
This is a membership that is owned by the District on behalf of the name of an
individual. This membership can be transferred to another employee in the same
membership category if the original member/person leaves the District. The
membership is managed by the designated administrator within the Division
Return to Table of Contents
BUDGET CODE ACTIVITY 2017
Budget Codes Frequently Asked Questions
1) What budget code can I use when purchasing snacks for Parental meetings?
XXX - 61 - 6499 - XX - XXX - 8XXXXX
2) What budget code can I use when purchasing ribbons for the science fair?
XXX - 11 - 6499 - XX - XXX - 8XXXX
3) What budget code can I use when purchasing trophies for my group?
161 - 36 - 6499 - 30 - XXX - 899000
4) What budget code can I use when repairing the refrigerator in the teachers' lounge?
161 - 23 - 6249 - 00 - XXX - 899000
5) What budget code can I use when renting a charter bus?
EXTRA CURRICULAR - 161 - 36 - 6269 - XX - XXX - 8XXXX
FIELD TRIP - 161 - 11 - 6269 - XX - XXX - 8XXXX
6) What budget code can I use when print shop is printing teacher-made tests?
161 - 11 - 6399 - XX - XXX - 8XXXX
7) What budget code do I use when print shop is printing forms for campus administrators to use
for PDAS?
161 - 23 - 6399 - XX - XXX - 8XXXXX
8) What budget code do I use when print shop is printing student handbooks?
XXX - 11 - 6399 - XX - XXX - 8XXXXX
9) What budget code can I use when purchasing instructional software programs costing
$60/license for 1,000 students?
XXX - 11 - 6399 - XX - XXX - 8XXXXX
10) What budget code can I use when purchasing a server for a computer lab costing $7,500.00?
XXX - 11 - 6639 - XX - XXX - 8XXXXX
11) What budget code can I use when purchasing 100 laptops computers for my campus?
XXX - 11 - 6399 - XX - XXX - 8XXXXX
12) What budget code do I use when paying soccer officials for a middle school game?
161 - 36 - 6219 - 40 - XXX - 891000
13) What budget code do I use when THOMPSON PRINTING is printing BROCHURES?
161 -XX - 6249 - XX - XXX - 8XXXXX
14) What budget code do I use when an outside vendor is shredding documents for the district?
XXX - XX - 6249 - XX - XXX - 8XXXXX
15) What budget code do I use when purchasing rolls of colored paper for teachers?
XXX - 11 - 6399 - XX - XXX - 8XXXXX
BUDGET CODE ACTIVITY 2017
16) What budget code do I use when purchasing snacks for STAAR Tests?
XXX - 11 - 6499 - XX - XXX - 8XXXXX
17) What budget code do I use when purchasing snacks for teachers meetings?
XXX - 23 - 6499 - XX - XXX – 8XXXXX
18) What budget code do I use when purchasing incentives, i.e. Perfect attendance?
XXX - 11 - 6499 - XX - XXX - 8XXXXX
19) What budget code do I use when purchasing office supplies for the attendance office?
XXX - 23 - 6399 - XX - XXX - 8XXXXX
20) What budget code do I use when purchasing supplies for Special Education classroom?
XXX - 11 - 6399 - XX - XXX - 823000 (DONE BY SPECIAL ED OFFICE)
21) What budget code do I use when purchasing supplies for GT classrooms?
161 - 11 - 6399 - XX - XXX - 821000 (DONE BY GT OFFICE)
22) What budget code do I use when purchasing testing for English Language Learners?
161 - 31 - 6339 - XX - XXX - 825000 (DONE BY ELL OFFICE)
23) What budget code do I use when purchasing forms for Crossroads?
161 - 11 - 6399 - 80 - XXX - 828000
24) What budget code do I use when purchasing custodial supplies?
161 - 51 - 6315 - XX - XXX - 899000
25) What budget code do I use when purchasing textbooks for classroom use?
161 - 11 - 6321 - XX - XXX - 811000
26) What budget code do I use when purchasing newspaper subscriptions for the classroom?
161 - 11 - 6329 - XX - XXX - 811XXX
27) What budget code do I use when purchasing library books
XXX - 12 - 6329 - 00 - XXX - 811XXX (DONE BY DIRECTOR OF LIBRARY SERVICES)
28) What budget code do I use when purchasing supplies for the nurse?
161 - 33 - 6399 - 00 - XXX - 811000
29) What budget code do I use when paying for CPR training for students?
XXX - 11 - 6219 - 00 - XXX - 8XXXXX
30) What budget code do I use when paying for daycare centers?
SPECIAL EDUCATION XXX - 11 - 6219 - 00 - XXX - 8XXXXX
COMMUNITY EDUCATION XXX - 61 - 6219 - 00 - XXX - 8XXXXX
31) What budget code do I use when purchasing STAAR preparation booklets?
XXX - 11 - 6399 - XX - XXX - 8XXXXX
BUDGET CODE ACTIVITY 2017
32) What budget code do I use when purchasing pencils for STAAR testing?
XXX - 11 - 6399 - XX - XXX - 8XXXXX
33) What budget code do I use when paying for hotel rooms for students traveling to competitions?
XXX - 36 - 6412 - XX - XXX - 8XXXXX
34) What budget code do I use when paying entry fees for TEACHERS attending a field trip?
161 - 11 - 6499 - XX - XXX - 8XXXXX
35) What budget code do I use when paying for staff development registration for teachers at Reg.20?
161 - 13 - 6411 - XX - XXX - 8XXXXX
36) What budget code do I use when paying for hotel, meals, and registration for teachers attending
a conference in Dallas, TX?
STAFF DEVELOPMENT TRAVEL XXX - 13 - 6411 - XX - XXX - 8XXXXX
37) What budget code do I use when costs associated with counselor attending training?
XXX - 31 - 6411 - XX - XXX - 8XXXXX
38) What budget code do I use when paying for Assistant Principal Training at Region 20?
XXX - 23 - 6411 - XX - XXX - 899000
39) What budget code do I use when paying for field trip on yellow buses?
FIELD TRIP - 161 - 11 - 6494 - XX - XXX - 811000
EXTRA CURRICULAR - 161 - 36 - 6494 - XX - XXX - 899000
40) What budget code do I use when paying for an ad to be placed in Express News?
XXX - XX - 6499 - XX - XXX - 8XXXXX
41) What budget code do I use when paying for a webinar/audio conference on teaching strategies?
XXX - 13 - 6499 - XX - XXX - 8XXXXX
42) What budget code do I use when paying for Region 20 coop for Living Science?
161 - 12 - 6239 - 11 - XXX - 811000
43) What budget code do I use to pay for small appliances for the break room?
XXX - XX - 6499 - XX - XXX - 8XXXXX
44) What budget code do I use to pay for substitutes when Teacher is attending training?
XXX - 11 - 6112 - 13 - XXX - 8XXXXX
Return to Table of Contents
TxEIS On-Line REQUISITION PROCEDURE 2017-18
TxEIS On-line Requisitions and PO Procedures
*Reminder*
All requisition information is to be typed in CAPITAL LETTERS.
Board Policy CH (local)
“The Board shall assume responsibility for debts incurred in the name of the
District so long as those debts are for purchases made in accordance with adopted
Board policy and current administrative procedures. The Board shall not be
responsible for debts incurred by persons or organizations not directly under
Board control. Persons making unauthorized purchases shall assume full
responsibility for all such debts.”
“All purchase commitments shall be made by the Superintendent or designee on a
properly drawn and issued purchase order, in accordance with administrative
procedures.”
Understanding the purpose of the on-line Requisition System and its limitations:
The purpose of the on-line requisition system is to assist in obtaining a Purchase Order (PO)
numbers more efficiently and effectively than a paper/pencil request. While becoming paperless
might be ideal, it is not the intent of the current on-line requisition system.
Please adhere to the following limitations when using the on-line requisition system:
If an invoice has been issued by a vendor and a PO number is not associated with the
invoice (TCEQ, DPS for example), submit a paper/pencil requisition requesting a check.
Check request are paper/pencil purchase order forms.
Do not use the on-line process if an open PO already exists for your request.
All in-house district requests should be done online. (Transportation, Print Shop, Child
Nutrition, and Warehouse, etc.)
Use paper/pencil requisitions for all in-services and travel requests.
Each department is responsible for checking on the status of their requisitions and faxing
PO’s to vendors.
All PO’s must be closed-out, electronically on-line and manually when using
paper/pencil. Send signed invoices to Accounting to expedite process. (cradle-to-grave)
All requisitions over $1,000 require price quote tabulation sheet, three (3) quotes
associated with the requisition and a copy of the requisition be emailed to the Purchasing
office. Upon review and approval, the Purchasing Office will send quotes to Accounting
for processing of request.
TxEIS On-Line REQUISITION PROCEDURE 2017-18
All requests (Paper/pencil or Online PO’s) must have the designated commodity
description included. Requests must utilize approved Commodity Category List, all
requests will need to be grouped by a commodity. If requests cannot be broken up into
one commodity, requestor needs to identify a blanket commodity description and email a
copy of the request to the Purchasing Coordinator.
Requisition and PO’s
A requisition is the request for a PO number. TxEIS issues requisition numbers for tracking
purposes. Requisition numbers begin with “0” and are 6 digits in length. PO numbers issued
through the on-line Requisition System can always be referenced back to a Requisition number.
**Requisition numbers cannot be used for Purchases.**
Generating an on-line Requisition (Use “ALL-CAPS” when inputting data in TxEIS)
After you login, select “PURCHASING,” and it will take you to the Purchasing section of
TxEIS.
In the “Maintenance” menu, click “Vendor Order Address” to verify correct vendor number prior
to entering a requisition. In the “Sort Key” box, type in the first three letters of the vendors name.
Notify accounting immediately if vendor is not in the system.
Please note vendor address, “vendor number, “Last Trans” box and “Local Use (contract
number) are all available here. The vendor number will be needed for the requisition and the
information in “local use” box will be needed to fill out the “Bid Nbr” box in the requisition.
Vendor information can also be found under the Finance tab, under Maintenance, Vendor
Information
CREATING A REQUISITION
In the “Maintenance” tab, click “Create/Modify Requisition”. To start a new requisition click
“Add-Clear All” and you will get a clear requisition.
In the “Order For” box enter the name for which the requisition is created (some examples are):
John Hurd/Reading Teacher
Sam Carrillo/Secretary
Ms. Smith/Custodian
In Shipping Address: select from drop down menu (most go to Distribution)
SORT KEY/VENDOR NAME
In the “Sort Key/Vendor Name” box enter the vendor name. While typing, a list of vendors will
populate. Click on the vendor that you would like to select. The vendor name will appear in the
“Sort Key/Vendor Name” window and their vendor number will appear below in the “Vendor
Nbr” box.
TxEIS On-Line REQUISITION PROCEDURE 2017-18
Note: If you don’t have the vendor name, then click the search box to the right of Sort
Key/Vendor Name. A pop-up menu will appear. Type the first three letters of the vendor
name in the Vendor Name window and hit search. Choose from the vendor list below.
Click the blue number from the selected vendor and the vendor name will populate the
“Sort Key/Vendor Name” window and the “Vendor Nbr” window.
Or you may enter the Vendor Number instead of the Vendor Name
In the “Vendor Nbr” box enter the vendor number.
Note: If you don’t have the vendor number, then click the search box to the right of
“Vendor Nbr”. A pop-up menu will appear. Type the first three letters of the vendor
name in the Vendor Name window and hit search. Choose from the vendor list below.
Click the blue number from the selected vendor and the vendor name will populate the
“Sort Key/Vendor Name” window and the “Vendor Nbr” window.
Fill-in “Reason” box with the designated commodity description as identified by the
commodity list (up to 30 characters) located on the shared drive. Requests need to be
grouped by commodity. If requests cannot be broken up into one commodity, requestor
needs to identify a blanket commodity description and email a copy of the request to the
Purchasing Coordinator.
Fill in “Bid Nbr” box with local use box #2 or contract number w/SWISD:
o Examples (select one from the comments section of vendor notes): SWISD Bid
Number, Region 20, TCPN, Buyboard, Sole Source, Choice Partners, Quotes,
Exempt, or None
o Examples contract number: 1516-001, 1415-145, or 0910-013
“Freight Cost” enter Freight Cost for entire invoice
“Campus/Department” fill in campus or department name.
“Vendor Notes” allows for notes to vendors on the PO and include point of contact
information for dept/campus with phone number and e-mail. (These are the external
comments to vendors.)
“Comments” allows for internal communication between SWISD personnel and is not
visible to vendors. Used when a requisition is returned by an approver or to place the
Campus Improvement Plan target information (CIP), Quotes and/or Cost Analysis
received, and Open PO list. This area is to be used for any pertinent information related
to the purchase of the items. (These are the internal comments between the District
pathway approvers.)
You are now ready to begin to order your items. Begin at item 001 then follow along and enter
the information into the windows. Use the bullet points below as a guide:
“Note” will allow notes referring to the line item to be entered.
The “Tab” key must be used to go from column to column within the single item line.
Add Catalog Nbr (# given by vendor to item on invoice)
Add Description (take description from vendor’s invoice)
Add unit of price and then quantity ordering
Add unit of issue (each, box, case, etc…)
Add any discount % or $ amount if applicable
Add any Freight % or $ amount per line (total Freight must equal Freight Cost entered
earlier)
TxEIS On-Line REQUISITION PROCEDURE 2017-18
Click Y-approved
“Long Description,” located to the far right of the line item, allows up to 60 characters for
description to vendors.
To Create additional line items for ordering, you must click +add to insert or add
additional lines. Click “Refresh totals” when done entering lines.
ENTERING BUDGET CODES
There are 2 ways of inputting the budget code into the requisition:
Uniform Account Distribution
Click Uniform Acct Distr to charge the cost sharing for the total requisition.
In the Account Code field begin typing your Account Code and select the fund as it
appears. The system populates the Description field with the description of the account.
In the Pct field, type the percentage to charge to the fund. Click Calculate Amount
Note: The percentage split does not have to be the same for each fund, but it must total
100%. Click “Refresh Totals”
Click OK and the budget is displayed at bottom.
Click Save to save all changes in requisitions.
Entering Budget Code in Account Field
To enter a single Budget Code without using Uniform Acct Distr, you must click +add in
the Account Box. A new line will appear and you may begin typing your Account Code
and select the fund as it appears. The system populates the Description field with the
description of the account and the Balance Amt field with the remaining fund balance.
This will assign the specific budget code to each line item. (Manual input each line item)
In the Pct field, type the percentage to charge to the fund. Click Calculate Amount
Click “Refresh Totals”
Click Save to save all changes in requisitions.
SAVING A REQUISITION
A requisition can be saved anytime during the requisition process by clicking the word “Save”
located in the top right of the screen (you may have to scroll right to see it.)
SUBMITTING A REQUISITION
Once all the necessary information has been entered into TxEIS, the requisition may be
submitted by clicking “Submit.” TxEIS will issue a requisition number. When a requisition is
submitted, TxEIS will prompt whether or not to print the submitted requisition.
TxEIS On-Line REQUISITION PROCEDURE 2017-18
TxEIS will not allow the submittal of a requisition if insufficient funds exist in the assigned
budget codes or if the requisition contains blank lines.
Submit quotes, price quote tabulation sheet and cost analysis (CAF) documentation, if required,
for requisition to the identified department.
REVIEW THE STATUS OF A REQUISITION
To review the status of a requisition, under the “Inquiry” tab click “Requisition Status Inquiry”.
Then type in your requisition number in the Req Nbr window. If you do not know the
requisition number, click “retrieve” key. The “retrieve” key will bring up all the activity already
in your box.
Click the blue requisition number to retrieve the requisition you want. Click on the magnifying
glass under the “Details” section to see where the requisition is within the approval process.
For the real-time location of a requisition, click on the “Reports” tab, click “Purchasing
Reports,” click “Requisition Pending Approval,” and click “run reports.”
Enter “C” in the first row, enter the requisition number in the second row, and click “Run
Preview.” TxEIS will generate an image of the requested requisition, including the real time
location of the requested requisition. The requisition may be printed by clicking the “PDF”
picture located in the upper left hand corner. After the picture is clicked, then the requisition
may be printed in PDF form.
Approval Path Roles
Campus Principal/Supervisor – Campus/Department budget management.
Fund Administrator (Specials) – monitors and manages budget of special funds.
Special Program Administrator – monitors programmatic compliance in his or her
respective programs.
Federal Programs – monitors and manages the Federal and State Allotment for program
compliance.
Purchasing – accuracy, adequate description, proper budget code, overall completeness
and procurement compliance.
Curriculum and Instruction Curricular/Special Programs – monitors programmatic
compliance in the perspective Division and approves all curriculum based purchases.
Deputy Superintendent – manages and approves the programmatic usage of funds for
Athletics and Police Department.
Assistant Superintendent of Business and Finance – procurement compliance and
approves purchases in excess of $5,000.
Superintendent of Schools – procurement compliance and approves purchases in excess
of $10,000.
Accounting – once requisition is approved, purchase order is assigned. Accounting
confirms receipt of all auditable documents and confirms all documentation is ready for
audit. For example, quotes and cost analysis form (CAF).
TxEIS On-Line REQUISITION PROCEDURE 2017-18
RETURNED REQUISITION
Clicking “Create/Modify Requisition” in the “Maintenance” tab will bring you to the
Create/Modify Requisitions section. From there, you can find the returned requisitions by either
typing in the requisition number (if you know it) & clicking on the “Retrieve” key. If you don’t
know the requisition number, then click on the “Directory” key. The “Directory” key will take
you to another subscreen with advance requisition search options. Fastest way is to click on
“Search” key to pull up all the requisitions that are already in your box.
Click on the “Req Nbr” and the requisition will upload and is ready for modification. If this
requisition is to be deleted, then click “Delete” key in the right hand corner. A “Warning” box
will appear, click yes to delete and no to cancel.
REPRINTING A PO
Accounting will usually print PO’s first. End-users can only reprint.
Click on the “Reports” tab; click “Purchase Order Reports” click “Reprint Purchase Orders”.
Enter “C” in the first row, enter “N” in the second row, enter the ”P” in the third row, leave
fourth and fifth row blank, enter PO“#####” in the sixth row, enter “M” in the seventh row,
Answer “Y/N” in the eighth row, Select “O” for organization in the ninth row, Answer “Y/N” in
the tenth row, and Answer “Y/N” on the eleventh row. Click “Run Preview” to generate a copy
of the requested PO. The PO may be printed by clicking the “PDF” picture located in the upper
left hand corner. After the picture is clicked, then the requisition may be printed in PDF form.
Note: Click “District” on the far left part of the screen to view a PO which includes budget
codes.
CLOSING OUT A PO ELECTRONICALLY
Vendors do not get paid until the ordering department/campus has closed a PO both
electronically and using paper/pencil. SWISD incurs late charges when PO’s are not closed
expediently but more importantly, SWISD’s reputation as a good business partner is
tarnished when vendors do not get paid in a timely fashion.
Each department/campus is responsible for checking all received orders and should notify
Accounting immediately when a discrepancy occurs between items ordered and items received.
Click on the “Maintenance” tab, click “Receiving,” enter the Purchase Order Nbr to be closed
out, and fill in “Quantity Recv” for each item on the PO. The “Tab” key must be used to go
from column to column and may be used to go from row to row.
For items which will never be delivered, enter the number ordered in the “Quantity Recv”
column and notify Accounting immediately so vendor will not be overpaid. A PO cannot be
TxEIS On-Line REQUISITION PROCEDURE 2017-18
closed-out electronically unless the number of items received equals the number of items
ordered.
Close out an electronic PO using paper/pencil by reprinting the PO, circling or writing in the
number of items received per line item, signing and dating when items on the PO were received,
and faxing the circled, signed, and dated PO to Distribution. Distribution sends copy of PO to
Accounting. A PO is considered closed when the final step has been completed in the process:
of close-out: all items have been received, a signed invoice has been submitted into Accounting
and the vendor has been paid.
APPROVE A REQUISITION
Click on the “Maintenance” tab, click “Approve Requisition.” Requisitions needing approval
will show up individually. Review reason, vendor information, items being ordered, amount of
purchase, budget codes being used, “Comments” Section and if approval is warranted, click
“Approve.” When a requisition is not going to be approved, click “Comments” section, give
reason for disapproval, click “OK,” and click “Return” when the requisition is re-displayed.
Note: Approvers should approve requisitions once mid-morning and once late afternoon.
DESIGNATE AN ALTERNATE APPROVER
Contact the Purchasing Office via email when designating an alternate approver with specified
time of activation. The Purchasing Office will activate alternate approver as specified.
Note: Alternate approver must have an established TxEIS profile with Business module access
for approving requisitions.
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TxEIS On-Line REQUISITION PROCEDURE 2017-18
SAMPLE ON-LINE REQUISITION
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ORDER FOR allows you to
identify who the order is for,
example teachers name, admin
name, group name, event date
VENDOR NAME is the company name that you
will be ordering from
REASON needs to have the reason for the
order listed by Commodity category.
Example office supplies, instructional
supplies, custodial supplies, etc. See list of
commodity description on website.
BID NBR is either a district’s contract #, quotes
(if item is over 1,000.00), sole source or
information listed in the local use box #2 of the
vendor information.
CAMPUS DEPT is the campus/dept
organization code or name. Example type
either 101 or Southwest Elem to populate
Southwest Elem campus.
REFERENCE NBR OR WORK ORDER
allows you record your dept. monitoring
system. (TTM, Summer School,
TxEIS On-Line REQUISITION PROCEDURE 2017-18
SAMPLE ON-LINE REQUISITION
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CATALOG NBR of item
you are purchasing
UNIT OF ISSUE is how the item is
packaged
Example – EA (Each), PKG (Package)
QUANTITY is how many
items you are purchasing
FREIGHT ELIG – Check if
items require shipping charge
DESCRIPTION of the
item you are purchasing PRICE of item
DISCOUNT % is filled in
only if the company offer a
discount Example – 30%
If the company has a shipping charge
per item you would fill this in here if
the company has a standard amount
you would fill that in under Freight
Cost and Leave Freight Amt blank
ADD is used to add a new line to the requisition
for additional items that you will be purchasing
TxEIS On-Line REQUISITION PROCEDURE 2017-18
SAMPLE ON-LINE REQUISITION
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ACCOUNT CODE
you will use to
purchase items
BALANCE AMT shows how much is in that
account in real time. This balance does not
include your current requisition. PCT is the total percentage taken out of that
account. If you are purchasing all items out of
one account this would be 100%, if you are using
more than one account then you can figure out
the percentage: Example 50/50
AMOUNT of what is going to be taken out of this
account. Amounts should always total amount of
the line item not the entire requisition.
To recalculate amounts, percentages or totals ADD is used to add a budget code line to the requisition
PAPER REQUISITION PROCEDURE 2017-18
PAPER REQUISITION PROCEDURES
Reminder Paper/Pen Requisitions:
Should be used for vendors that do not accept purchase order (PO) numbers. When
submitting a paper/pen requisition, attach approved signed invoices, and narrative, if
applicable.
Should be used for approved travel expenditures, i.e.: registration and hotel costs.
Should be used for contracted services or agreements. Attach the contract cover page,
contract agreement and paper/pen requisition.
Should be used for approved reimbursements. Attach signed, dated, detailed, original receipt
and the approval received from the Purchasing Department.
All paper/pen requisitions that include goods or services must have a commodity description
or log, if applicable, with the request.
All other requests will be denied.
Board Policy CH (local)
“The Board shall assume responsibility for debts incurred in the name of the District so long as
those debts are for purchases made in accordance with adopted Board policy and current
administrative procedures. The Board shall not be responsible for debts incurred by persons or
organizations not directly under Board control. Persons making unauthorized purchases shall
assume full responsibility for all such debts.”
“All purchase commitments shall be made by the Superintendent or designee on a properly
drawn and issued purchase order, in accordance with administrative procedures.”
Approval Path Roles
Campus Principal/Supervisor – Campus/Department budget management. Requestor checks
budget code prior to submitting request.
Fund Administrator (Specials) – monitors and manages budget of special funds.
Special Program Administrator – monitors programmatic compliance in his or her respective
programs.
Department/Division – monitors programmatic compliance in the perspective Division and
approves professional development for Campus and Departments Staff.
Federal Programs – monitors and manages the Federal and State Allotment for program
compliance.
Purchasing – accuracy, adequate description, proper accounting code, overall completeness
and procurement compliance.
Assistant Superintendent of Business and Finance – procurement compliance and approves
purchases in excess of $5,000.
Superintendent of Schools – approves purchases in excess of $10,000, overnight travel for
students (Board Approval), and all out of state travel.
Deputy Superintendent – manages and approves the programmatic usage of funds for
Athletics and Police Department.
PAPER REQUISITION PROCEDURE 2017-18
Accounting – Purchase order assigned and payment method issued by check. Accounting
confirms receipt of all auditable documents and confirms all documentation is ready for
audit. For example, quotes and cost analysis form (CAF).
*Remember no PO, then no Go (no purchase)*
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PAPER REQUISITION PROCEDURE 2017-18
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Reference Bid Number, Co-op, or quotes.
If Board approved, attach copy and reference date.
List commodity description or attach log.
FIELD TRIP PROCEDURE 2017-2018
Reminder:
A P.O. Number will be required for all field trips using SWISD Buses and
Suburbans.
Trip requests are web based and can be accessed through the district web site. In
order to submit request online, you must have PO number from TxEIS. Request
trip on-line 2 weeks in advance.
When generating the requisition, you must clearly state the type (buses or
suburbans) and estimated mileage for the date that you are requesting. Provide
information in the comments section for reference. (Google maps)
Use vendor # 01549
Include either “FIELD TRIP-INSTRUCTIONAL” or “FIELD TRIP-
EXTRACURRICULAR” in Reason Box in requisition. This will help for
commodity sort process.
Generate separate PO’s for instruction and extracurricular. For High School and
Middle Schools band, choir, mariachi, drama, etc will require a different PO for
each sub-object. Use the “6494” budget code for field trip fees.
Use only one budget code per PO.
Close out PO when the field trip is complete.
Make a new PO as needed.
Cost for a bus is $2.95 per mile. Suburban usage are requested the same as school
buses. Cost per mile is $1.25. *subject to change during the year. Verify with
Transportation Department.
If a bus is sent on a trip for which no cancellation was made, there will be a $30
dollar charge. If a trip has a 9:00am drop-off and a 2:00pm pick-up, and is within
20 miles from Central Office, the driver will return to transportation. If the
sponsor needs the driver to remain on location, there will be an additional charge
of $15 dollars per hour.
Transportation will bill PO’s for trips on a weekly basis based on the published
cost of the trips. In order to standardize billing all mileage is from the Central
Campus. The bill will be sent directly to Accounting and a valid PO must be on
file with them, copy of the bill will be sent to the trip requestor. Failure to have a
valid PO may cause trip requests to be denied.
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BULK MAIL PROCEDURE 2017
Bulk Mail Procedures
Revised 8/20/2015
1. Request mail trays and bulk mail stamp from Distribution. If bulk mail is
frequently used, consider requesting the Print Shop to pre-print the bulk stamp on
envelopes.
2. Sort and count your mail-out by envelope size.
3. All bulk mail must be at least 200 or more pieces.
4. All bulk mail must have the same amount of sheets in each envelope. Each
envelope must weigh the same or it may result in the mail being returned.
5. If the envelopes contain different number of sheets and/or have different weights,
you will have to sort the mail in order to process.
6. Seal envelopes.
7. Stamp envelopes using the bulk mail stamp
8. Request Distribution to pick up mail-out or deliver mail-out to Distribution.
Distribution must be provided a count of each set of mail-outs as sorted in steps 2
and 3 above.
9. Distribution will complete required paperwork.
10. Distribution will deliver to Von Ormy Post Office. Bulk mail is due in Post
Office by 11:30AM each day.
Please call the Distribution Center with questions or concerns at 622-4784 EXT. 3771.
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20
CENTRAL DISTRIBUTION CENTER (CDC) PROCEDURE 2017-18
CENTRAL DISTRIBUTION CENTER (CDC) SERVICES AND PROCEDURES
ORDERING
The TxEIS Requisition is used for purchases from the District’s warehouses. Use the
appropriate vendor number when ordering from the different warehouses.
Vendor #99812 Custodial Supplies
Southwest ISD General Fund
Vendor #99813 Office and Teaching Supplies
Southwest ISD General Fund
Vendor #99814 Media Supplies
Southwest ISD General Fund
Vendor #99815 Print Shop Supplies
Southwest ISD General Fund
Vendor #99816 Technology Supplies
Southwest ISD General Fund
Vendor #01835 Southwest ISD Cafeteria Fund
Vendor #01549 Southwest ISD Field Trip
Different budget codes will require separate requisitions. Office & Teaching, and
Custodial supplies will be on separate requisitions. Out-of-stock items will have to be
reordered at a later date. All orders are delivered promptly by the Distribution Center
personnel.
Orders should be made on as needed basis; however, warehouse orders should be
“collective” by projecting needed supplies for several weeks or a month in advance.
For concerns or problems with prices or availability of stock, please call the CDC
supervisor. Each complaint or concern will be addressed immediately. Suggestions to
help serve the District better are always welcomed.
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20
CENTRAL DISTRIBUTION CENTER (CDC) PROCEDURE 2017-18
DELIVERY, RECEIVING/SHIPPING
Receiving
All boxes shipped from vendors are received by Central Distribution Center. If time is
permitted, all shipments will be verified by CDC. All boxes will be checked for an
approved purchase order number (PO) before delivery is accepted. If unable to verify PO
or none listed, shipment is refused. Shipments should be labeled with the appropriate
purchase order number (PO), staff, office, department or school that delivery is for.
Once boxes are accepted, incoming merchandise will be checked against PO to verify
items ordered by district staff at campuses and departments. Please notify vendor of any
discrepancies. It is the campus or departments responsibility to notify CDC of any
expectant Overnight/Next Day deliveries. Overnight/Next Day shipments may be picked
by Department/Staff awaiting the delivery of the shipment, or package will be delivered
on the regularly scheduled mail run.
Deliveries
Delivery of warehouse supplies will be accomplished first thing each morning. Each
campus will be notified of large deliveries the day prior to the actual delivery. If a large
warehouse order is to be delivered, the campus needs to provide assistance (custodial
staff) to CDC personnel.
Orders will be verified for accuracy by school personnel. Discrepancies should be
brought to the attention of warehouse personnel immediately. Delivery of purchase
orders received through UPS, FEDEX, or any other method will be delivered to the staff
office or campus during the day (pony run). Each order will have a copy of PO and
office staff or designated personnel must sign original PO (green copy).
Shipping
All parcels will be sent via USPS if requested by staff or campus. Each item must be
properly prepared and packaged before CDC will pick up and ship out. Special services
such as, overnight delivery or certified mail must be coordinated through Central
Distribution Center. Campuses and department are required to come to CDC to fill out
the required paperwork.
MAIL PROCESSING
All incoming SWISD mail will be picked up at Heritage Post Office each morning. Mail
will be sorted to individual staff offices, school campuses, and delivered daily. CDC
personnel will pickup all outgoing mail from each designated staff office/campus, sort
and process for delivery to the Von Ormy Post Office for dispatch. Mail dispatch time
from the Distribution Center is 2:45 P.M. daily.
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OFFICE SUPPLY PROCEDURE 2017-2018
OFFICE SUPPLY PROCEDURES
The district will be using two vendors in conjunction with the warehouse for all office supplies.
Please visit the District’s purchasing page:
http://www.swisd.net/Business_Finance/Purchasing_Dist/Quick_Ref
Use the District’s Distribution Warehouse first and outside vendors as an alternate for items not
carried in the warehouse. The most current warehouse catalog is available on-line on the
District’s Purchasing page under “Warehouse Catalog”.
For office and school furniture, contact Nolan’s and JR Inc. for quotes. Reminder for
office and school furniture purchases over $1,000.00, will require 3 quotes.
ORDERING OFFICE SUPPLIES OUTSIDE THE DISTRICT WAREHOUSE
A purchase order will need to be used to order Office Supplies. Please add your point of
contact information, phone number and email to all purchase orders.
On the District’s Purchasing page, under the “Office Supplies” banner, two suppliers are listed:
Nolans and Office Depot.
Login to the website of your choice:
NOLANS http://www.nolansonline.com/
*If you need help locating a specific printer ink cartridge, contact Paige at Nolan’s Office
Products*
1. Click “Nolans”. Use Customer Login information below:
User ID – SOUTHWEST (ALL CAPS)
Password – DRAGONS (ALL CAPS)
Use the search engine to find what you need. You may “ADD ITEMS TO ORDER” and
accumulate a printable order but a PO must be used. Pricing listed on website is real pricing.
2. Fax your purchase order once a P.O. number has been issued: 210-653-7766
3. Mail your purchase order to:
Nolans Office Products, Inc.
16120 College Oak, Suite 105
San Antonio, Texas 78249
Customer Service Contact:
Joe Danchak
Call: 210.653.7770
Fax: 210.653.7766
OFFICE SUPPLY PROCEDURE 2017-2018
OFFICE DEPOT http://bsd.officedepot.com/
Listed below are items to review when using your office Depot Business Services Division
account. OFFICE DEPOT RETAIL STORES CANNOT BE USE
1. Purchase orders delivered to a retail store will not and cannot be processed.
2. Click “Office Depot”. Login using information below:
User ID – southwestisd (all lower case)
Password – Southwest1
3. Fax your purchase order once a P.O. number has been issued: 888-813-7272
Customer Service contact:
Marci Garza| OFFICE DEPOT BUSINESS
Major Account Manager | Office Depot, Inc. Cell: 210-268-8147 | Fax: 561-438-0431 Email: [email protected]
4. If within the delivery zone, orders received by 4:00 local time will be delivered next
business day. Some items may be delivered by UPS. A $50.00 minimum order is
required for Free Delivery. If outside the Delivery Zone other rules and fees may apply
5. Purchase Orders may not be delivered to an Office Depot retail store for processing.
6. Items ordered and delivered using the Business Service Division account number cannot
be returned to the retail store for credit. All return requests must be called in to the
customer service number listed above. An Office Depot driver will receive a work order
to pick up the returnable items.
7. You may return most items in their original packaging within (30) days.
8. Please report any shortages or damages within 72 hours.
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PRINTER INK PROCEDURE 2017-2018
Printer Ink and Toner Cartridges
The District will be purchasing select Printer Ink Cartridges and Toner from
Nolan’s Office Supply. If you are unable to find the toner or cartridges that you
need on the Business Nolan’s website, please call Paige with Nolan’s at 210-653-
7770.
For Dell and HP printer ink/toner cartridges purchases, a quote will need to be
obtained from the Technology Department.
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TRAVEL PROCEDURE 2017-18
TRAVEL PROCEDURES
Any employee planning to attend a conference, workshop, seminar, or other function
must submit an In-service/Workshop/Program Attendance Request form to the
Purchasing office at least two weeks prior to pre-registration or registration deadlines.
The In-service/Workshop/Program Attendance Request must be pre-approved by campus
administration, regardless of whether or not an advanced registration is required. All
forms need to be filled out completely and information about the requested In-
service/Workshop/Program must be attached. Employees must submit original itemized
receipts for all expenses upon return. A credit card slip is not considered an itemized
receipt. All reimbursable amounts listed are maximum amounts however campus
administrators or directors may limit these amounts due to budgetary or guideline
constraints.
SUBSTITUTE
When a substitute is needed enter the number of days and the total costs for
substitute. List the budget code for the funding source where the substitute is to
be paid from.
MILEAGE
Travel reimbursement is for only miles in excess of those driven to work.
Estimate the miles and calculate at the district’s approved mileage rate. Actual
mileage is reported on the travel allowance record form. Please use your odometer
reading and not the distance traveled for the basis of your reimbursement.
Mileage = $0.55/mile. You may also use Yahoo or Google maps to determine
mileage for your event. Carpooling/Coordination of travel is highly encouraged
for those traveling to the same event on the same date with the same itinerary.
REGISTRATION AND CONFERENCE FEES
Registration and Conference fees if applicable must be filled in. Membership fees
may be paid by the District when approved by fund administrator and availability
of funds. Attach a completed paper/pen requisition filled in with “Check Payable
to” the vendor name, address, and phone/fax numbers. Prior to a check being
processed, a W-9 form must be secured from the vendor if one is not on file with
the District’s Accounting Department. All authorized approval signatures must
be on the requisition and request form. It is the responsibility of the employee to
make sure they are registered on time.
TRAVEL PROCEDURE 2017-18
LODGING COSTS
Hotel costs are paid with a district check and the information of costs should be
acquired when making reservations. The district does not pay the state tax (within
Texas) on hotels/motels but must pay the city tax and or other taxes imposed for
lodging (resort fees, recovery and occupancy). Attach a completed paper/pen
requisition filled in with “Check Payable to” the hotel’s name, address, and
phone/fax numbers to the In-service/Workshop/Program Attendance Request.
Prior to a check being processed, a W-9 form must be secured from the
hotel/motel if one is not on file with the District’s Accounting Department. All
authorized approval signatures must be on the requisition and request form
(principal, supervisor, director or executive director). Hotel reimbursement is
subject to the following limits:
Hotel lodging will continue to be paid in accordance with the GSA
website on Federal per diem limits for lodging
Two or more Rates Listed: when more than one rate is listed for a
location, the highest rate is allowable. A print out of the GSA rate must
accompany the hotel requisition.
Be sure to include city tax, occupancy fee, resort, sports tax, etc. SWISD
is state tax exempt.
All hotel requests that have a higher rate than what is listed on the GSA
website must submit a narrative explaining why the state rate is being
exceeded.
Rates above those allowed for federal and state grants will be reimbursed
from local funds. (PIC 11 or 99)
Standard room accommodations will be provided. Travelers will be asked
to reimburse the District for any costs related to an upgrade in room
accommodation. The District highly encourages sharing of rooms when
the situation permits to minimize cost.
The employee is responsible for making their own reservation. When
making reservations, employees are to advise the hotel that they are
eligible for the state rate. The employee must provide a personal credit
card for their reservations; as well as notify the hotel in the event of travel
plan changes. The District does not book/reserve/hold hotel reservation for
employees.
A copy of the conference hotel listings or itinerary must be attached to the
In-service/Workshop/Program Attendance form.
MEALS AND INCIDENTALS
Employee day trips are not reimbursable. The IRS views meals reimbursed for
day trips as taxable income. Therefore, only meals for overnight trips will be
reimbursed.
Student Meals – A paper pen requisition (check request) needs to be submitted for
student meals. Requests are to be generated under the name of the district
TRAVEL PROCEDURE 2017-18
employee sponsor or department director. The suggested meal rate per student
per meal is $10.00. This request is for student meals only. (All original receipts
must be submitted into accounting upon return.)
Overnight Trips – An employee may be reimbursed for the actual cost of meals
not to exceed $46.00 per day in the state of Texas. All overnight trips outside the
state of Texas will be reimbursed according to the GSA website for the Federal
per diem limits for meals and incidentals. Original itemized receipts must be
presented for all meals. No vending or non-meals will be reimbursed. A
reimbursement should not be requested for any meal that is provided from any
other source during the trip. This includes, but is not limited to, meals provided
by the conference or workshop, meals provided by a vendor, etc. There is no
proration among breakfast, lunch, or dinner.
An employee may not be reimbursed for meals incurred within the San Antonio
city and Bexar County limits.
Credit card receipts without detail are not reimbursable. Itemized meal receipts
should be original receipt(s) and include the following:
Name and address of the business;
Date and time of the expense; and
An itemized description and price of each item.
When submitting receipt, ensure employee signature and date are affixed
to each detailed receipt.
Expenses that are NOT reimbursable include but are not limited to
tips/gratuities, room service, alcohol, personal expenses, and expenses not related
to school business.
Incidental Expenses that are reimbursable include but are not limited to
mandatory charges or mandatory service charges: parking charges, toll charges,
mandatory tip charge. **Incidental expenses may be subject to additional
approval when using federal and state grants
Calculate the number of days needed then multiply by the district’s approved
meal rate(s). Meals will be reimbursed through the travel allowance record only
if original detailed receipts are attached.
***Meal Reimbursement Reminders***
An original detailed receipt is required for all meal reimbursements.
The district does not reimburse for tips.
PARKING
Parking fees will be reimbursed with the original ticket. Valet parking is allowed
if no other parking is available.
AIR TRAVEL
Prior to booking an airline reservation, it is the campuses or departments
responsibility to submit an In-service/Workshop/Program Attendance Request
TRAVEL PROCEDURE 2017-18
form with support documentation that has Budget Fund Administrator approval.
(All out of state travel must be prior approved by Superintendent of Schools.)
Contact the Purchasing Department for state contract approved airline vendors.
Upon approval, The Purchasing Department will scan a copy of the approved In-
service/Workshop/Program Attendance Request form to the end user. Depending
on the type of funds and purpose of the trip, the Purchasing Department will send
a copy to the specific District Credit Card holder and end user to schedule an
appointment for the purchase of airline tickets. The following items will be
required when making the purchase:
Approved and Completed In-service/Workshop/Program
Attendance form
Employee’s government issued ID (for airline verification
purposes)
Employee’s flight itinerary
All air travel will be by coach/economy class only. Travelers are expected to
reserve flights that utilize the lowest fare rate. A connecting flight and/or
alternate airports may be required to obtain the lowest fare. Flight times, layover
times, and meeting times will be considered in arranging the most economical
travel schedule. Travelers are to remain flexible and use a sensible window of
time for departures and arrivals. Advanced planning is expected in order to
maximize fare discount requirements.
Reimbursement will be granted for the first checked bag if a fee was assessed
during airline travel. Additional bags will be at the traveler’s own expense.
Reimbursement for additional luggage fees will be handled on a case by case
basis.
When travelers make unapproved modifications to travel arrangements that result
in additional charges, those additional charges will be the responsibility of the
traveler unless authorized by the supervisor and approved by the program
directors.
REQUIREMENTS WHEN SUBMITTING PAPERWORK
List all projected costs associated with the event.
If a reimbursement to the district will be made for any of the expenses, list the
Sponsoring Agency name and amount.
List the budget code(s) to cover travel, meals, lodging and fees.
Calculate the total of the estimated cost to the district.
A CIP# & DIP# is required when using federal and state grants.
Review budget code(s) for availability of funds prior to submitting request.
Notify your campus/department bookkeeper or secretary if a lack of funds exists.
TRAVEL PROCEDURE 2017-18
When submitting paperwork for processing make sure all support documentation
associated with the workshop/conference/trip is filled out completely and
submitted in a complete package to include Hotel Check requests, Registration
Paper/pen requisition or check request, and the In-service/Workshop/Program
Attendance form.
If a modification to the traveler should occur, the new attendee must submit an In-
service/Workshop/Program Attendance form with copies of the previous
paper/pen requisitions. It should be notated under the comments section who the
attendee is replacing.
All professional development relating to instructional or curriculum will require
prior approval from the Curriculum and Instruction Division.
OUT OF STATE TRAVEL
Any out of state travel will need approval from the Superintendent of Schools.
Please be diligent and try to find a similar training offered within the state.
Prior to scheduling or making reservations for travel, documentation must be
submitted and approved.
STUDENT OVERNIGHT TRAVEL
Student overnight travel procedures require similar documentation as that of an
employee. (Transportation, registration entry fees, lodging and meals.)
Student overnight travel requires prior Board approval.
Travel package (Registration fees, lodging and meals) will follow normal
approval process upon Board approval. Attach board approval to request.
Contact the Purchasing Department for guidance on large group travel itinerary.
SPOUSE EXPENSES
Payments for expenses incurred by spouses are considered illegal gifts of public
funds unless the spouse is representing the school district in an official capacity.
Under no circumstances will the District reimburse for expenses that were
incurred for individuals not representing the District for school business purposes.
FEDERAL AND STATE GRANTS
Regulations limit payment of travel expenses to no more than the amount set forth
in the state of Texas. Employees and supervisors must keep this in mind when it
is necessary to incur travel expenses related to federal and state programs
TRAVEL PROCEDURE 2017-18
Any travel expenses paid beyond the State limitations cannot be charged to the
federal or state program, but must be paid instead from local funds.
CONDITIONS OF STAFF DEVELOPMENT OBLIGATION
A presentation on the topic listed may be required.
Personnel attending training sessions during the summer months who leave the
district may be required to reimburse the school district.
The Requestor’s Signature is required.
TRAVEL ALLOWANCE RECORD
Travel expenses must be submitted monthly by the 10
th day of the following month for
which the travel expense took place. A narrative stating why district procedures were not
followed will be required for all travel allowance records submitted after the 10th
of the
following month for which the travel expense has taken place. The requestor and their
immediate supervisor will need to sign the document.
Attach all travel vouchers and original receipts. If receipts for expenses (other than
mileage) and the In-service/Workshop/Program Attendance Request form are not
attached to the travel allowance record, reimbursement will not be made. Completely fill
out the back (right) and the front (left) of the travel allowance record of the travel
allowance record.
The signature of the employee requesting reimbursement certifies that the figures on the
form are true and correct and mileage claimed represents actual mileage driven in their
privately owned automobile while in the performance of their official duties as an
employee of the Southwest Independent School District. The signature of the employee’s
principal/director/executive director is required.
After all signatures of approval are received, the travel allowance record and attachments
(receipts, mileage log with odometer reading, and In-service/Workshop/Program
Attendance Request form) are submitted to the Purchasing Department for review. A
Travel Allowance Record will be returned to the originator in the case of insufficient
funds or in the case of budget coding errors.
Return to Table of Contents
TRAVEL PROCEDURE 2017-18
Sample Packet for In-
service Request that
include Registration
Fees and Hotel
Request
TRAVEL PROCEDURE 2017-18
Return to Table of Contents
Attendee:
Dates:
Location:
TRAVEL PROCEDURE 2017-18
Attach the
Conference
Registration
form to
registration
fee requisition
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TRAVEL PROCEDURE 2017-18
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Attendee:
Dates:
Location:
TRAVEL PROCEDURE 2017-18
Attach the
Hotel
Confirmation
to the check
request
(Reminder to always make sure the hotel with
the correct hotel address is in TxEIS before
submitting paperwork. If hotel is not listed a
filled out w-9 form will need to be included with
the request)
TRAVEL PROCEDURE 2017-18
TRAVEL PROCEDURE 2017-18
Sample Travel
Allowance
Record for
Monthly In-
District Travel
(Reminder regular monthly travel is due by the
10th of the following month. Employees may not
be reimbursed if they submit combined months
travel on one request, and will require a
narrative on why District process was not
followed for consideration)
TRAVEL PROCEDURE 2017-18
Return to Table of Contents
TRAVEL PROCEDURE 2017-18
Sample
Travel Allowance
Record for
Reimbursement on
approved in
service/meetings/
conference
travel
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TRAVEL PROCEDURE 2017-18
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TRAVEL PROCEDURE 2017-18
Return to Table of Contents
TRAVEL PROCEDURE 2017-18
Attached the Hotel
Receipt to Travel
Reimbursement
Request
Return to Table of Contents
TRAVEL PROCEDURE 2017-18
Attach the
Registration Receipt
to Travel
Reimbursement
Request
Return to Table of Contents
TRAVEL PROCEDURE 2017-18
Return to Table of Contents
DISTRICT CREDIT CARD PROGRAM PROCEDURES 2017-18
CREDIT CARD PROGRAM
The Southwest Independent School District participates in a credit card program through Citibank. This
program is currently offered to the Division Administrators and approved District personnel. The District credit
card is not intended to avoid or bypass appropriate purchasing or payment procedures. Cardholders are
expected to act in a manner consistent with procurement law. The Purchasing Department will be responsible
for overseeing, managing, training, answering questions, address issues, and oversee the administration of the
District’s Credit Card Program. The Purchasing Coordinator has direct access to Citibank online management
system and personnel pertaining to the Credit Card. All Credit Card requests must be processed by the
Purchasing Department.
Record keeping will be essential to ensure the success of this program. This is not an extraordinary requirement
since standard reimbursement policies require the retention of all itemized receipts. Finally, remember you are
spending District/public funds each time you use the Credit Card. Exercise good judgment and act within your
authorized budget when using your card. The Credit Card is either issued to you or provided for your use to
purchase school commodities and all activity will be assumed to have been incurred by you. We ask you to
maintain simple but accurate records and adhere to the checks and balances that are in place for internal
controls.
BILLING AND CYCLE LIMITS
A “billing cycle” (referred to simply as ‘cycle’) is approximately 30 calendar days, and will begin on
approximately the 4th
of each month and end on approximately the 3rd
of the next month. Dollar limits can be
set by transaction or by cycle and the number of transactions can be limited by day or by cycle. In addition,
purchases from certain types of suppliers may be excluded from card use. Cycle limits may be lowered in order
to further protect the card from fraud, or may be increased to accommodate a large purchase. Increases may be
requested on a permanent or temporary basis. The Purchasing Coordinator will have access to the bank’s
management system (citimanager.com) to view transactions, balances, and cycle limits in order to assist in the
management of the card. The monthly close date is the 3rd
day of every month.
CREDIT CARD CONTROLS:
The responsibility for financial control of the Credit Card rests with the Department. The Department Director
or Fund Administrator is responsible for ensuring that purchasing duties are performed with competence and
honesty. The Department is responsible for monitoring the effectiveness of its controls. The District credit card
is not intended to avoid or bypass appropriate purchasing or payment procedures. The credit card program is to
be used for school district business only. The appropriate use of the Credit Card lies not only with the
cardholder, but also with the approving Department. Misuse of the card may result in revocation of the card,
disciplinary action up to termination, or any legal means deemed appropriate by the Superintendent and the
Assistant Superintendent of Business and Finance.
Effective controls provide divisions, campuses, or departments with reasonable assurance that institutional
objectives have been achieved through sound financial management. The Purchasing Department is available to
assist with training, technical assistance and financial/operational reviews regarding the credit card program.
MAKING A PURCHASE
Most issued employees are already familiar with making purchases using a credit card. The process for placing
an order using the Credit Card is very similar to those used when making a purchase with any commercial credit
card. A purchase made with a purchasing card may be made in - store, by telephone, or internet. Please use with
extra care on the internet by checking first to make sure that it is a secure web site. When giving your
DISTRICT CREDIT CARD PROGRAM PROCEDURES 2017-18
purchasing card number out, please be sure of whom you are giving it to. When making a purchase the
following steps should be followed:
Confirm that the purchase is appropriate for the credit card by referring to the list of restricted items.
Confirm the total cost (including shipping and handling) will not exceed present transaction limits.
Make sure you are obtaining the best possible value. Any cardholder can contact Purchasing to ask if
there is awarded vendor.
Upon receipt of the item, retain copies of itemized sales receipt, statement, and/or packing slip. Itemized
receipts must be readily available for audit. Improper documentation may result in loss of the Credit
Card.
Make sure ALL transactions are accounted for on the Districts Credit Card/Open PO Commodity Log
and submitted to Purchasing with monthly statement.
PURCHASING CARD USES
Allowed Expenses
Supplies
Non-capital equipment (requires prior approval from Purchasing)
Food or refreshments for District meetings
Quick payment method to allow additional students to attend a
Field trip
Small parts purchases for campus/departmental repairs
Snacks or soft drink purchases for meetings
Approved Travel expenses for work related travel (requires prior approval from Purchasing)
Prohibited Expenses
Cash Advances
Construction, Renovation or Installation Services (These are 1099 reportable to the IRS)
Services of sole proprietorships, individuals, or non-incorporated businesses (These are1099 reportable
to IRS)
Professional and Consulting Services
Medical Services
Leases/Rentals requiring a signed agreement
Maintenance/Service Agreements requiring a signed agreement
Software Licensing Agreements requiring signatures
Intellectual Property (e.g. photography services, webpage/software development)
Personal items or loans
Purchases involving trade-in of District property
State and federal grant fund purchases
Gift Cards
Gifts for students or staff
Fuel
Alcohol
Sales Tax
Gratuities (Unless deemed mandatory by establishment, due to the quantity in the party.)
DISTRICT CREDIT CARD PROGRAM PROCEDURES 2017-18
Splitting or stringing purchases
Use of or allowing a purchase(s) to be made with a purchasing card assigned to another individual
Any purchase categories blocked through the purchasing card Merchant Category Codes (MCC) will be
prohibited as determined by Citibank and the Purchasing Coordinator.
CARDHOLDER
The Cardholder shall utilize the Credit Card for purchasing supplies and materials to facilitate the District’s
business. The Cardholder is responsible for following the guidelines for purchases, selection of Vendors,
security of cards and monthly statement reconciliation.
SECRETARY
The Secretary is responsible for approving monthly Credit Card statements of Cardholders to ensure they are
within District policy. The Secretary will also assist in monitoring adherence to Credit Card regulations. The
Secretary is responsible for preparing/completing and processing the credit card statement for payment within
10 days of receiving the statement.
ACCOUNTING DEPARTMENT
The Accounting department is responsible for the receiving of monthly statements received from the
cardholders, reconciliation of the monthly expenditures to the reports received from Citibank, and posting
monthly expenditures against campus/departmental budgets.
RECONCILLIATION AND PAYMENT
A single invoice (statement) covering all Credit Card purchases will be paid each month. You will not be
required to directly pay your monthly statement using personal funds. The Credit Card does not impact your
personal credit rating in anyway.
To meet State and District payment policies, it is required that you submit all original itemized receipts with the
monthly statement for all purchases made using the credit card. If you purchase via phone or mail, require the
merchant to include an itemized receipt with the goods when the product is shipped to you. If that is not
possible, you must obtain a packing slip when the shipment is received to document the purchase.
Misuse of the Credit Card includes:
Using the Credit Card for personal purchase
Purchase of unauthorized items
Use of the Credit Card by someone other than the cardholder
Fraudulent or inaccurate record keeping
Diverting legitimate school purchases for personal use
In the case of misuse, the individual responsible will be required to pay all transaction fees to the District (see
Accounting Department). Continued recurrences of misuse will result in forfeit further use of the credit card.
WHEN YOUR RECORDS DO NOT AGREE WITH YOUR MONTHLY STATEMENT
There may be an occasion when you find items on your statement that do not correlate with your retained
receipts. Reconciliation of your monthly statement is very important to determine if you made a particular
transaction, the amount of the transaction is correct, or you have a quality or service issue.
DISTRICT CREDIT CARD PROGRAM PROCEDURES 2017-18
Your first recourse is to contact the merchant involved to try and resolve the error or obtained a copy of a lost
receipt. If the merchant is able to resolve the issue then make a note of the transaction in question on your
statement and provide a narrative explaining the situation and the resolution. If a credit is issued on your next
monthly statement a copy of the narrative along with a credit receipt for the discrepancy needs to be included on
the following statement.
LOST OR STOLEN CREDIT CARDS
The Credit Card is the property of SWISD and should be secured just as you would secure your personal credit
cards. Preferably the card will be kept in a secure location in a District building when not in use. If your card is
lost or stolen contact (card provider) customer service number (1-866-248-4553) immediately, then notify the
Purchasing Office. When calling customer service, be prepared to provide your social security number and pin.
SALES TAX
Merchants are usually required by taxing authorities to include sales tax when goods are purchased. The
amount is dependent on a variety of factors, including the state the city where you are purchasing the goods.
Purchases of items by public or non-profit private schools for their own use are generally exempt from sales tax.
The exemption applies to the public or non-profit schools, not to the individual.
It is the cardholder’s responsibility to notify the merchant that SWISD is tax exempt. The state tax exempt
number and form are available by request through the Accounting Office.
TRAVEL EXPENSES
Any employee planning to attend a conference, workshop, seminar, or other function must submit an In-
service/Workshop/Program for approval before any expenditure is processed on the District Credit Card. All
charges should align with the District Travel Procedures (refer to the Travel Procedure section of the manual).
APPROVED TRAVEL EXPENSES
If an authorized user wants to use the Credit Card for travel expenses that are commonly reimbursed on a
District Travel Form the employee will have to choose which method they will be using for the entire trip. In
order for the Purchasing Department to regulate that all District travel procedures were followed, all reimbursed
charges need to be on a credit card statement or travel form (if both methods are used it will be up to the
discretion of the Purchasing Department if the employee will get reimburse for out of pocket expenses typically
claimed on the a travel form).
DISTRICT CREDIT CARD PROGRAM PROCEDURES 2017-18
Contracted Services Contact Procedures 2017
Contracted Services Contact Procedures
Any vendor providing goods or services to the Southwest Independent School District (District or SWISD) must
fill out a Vendor Application. A vendor must complete a vendor application, and may require updates as needed.
A vendor is any party who desires doing business with the District. A W-9 tax form must be filled out by all
vendors expecting payment from the District. Vendors should contact the Purchasing Department with specific
questions or guidance for completing the Vendor Application.
A SWISD “CONTRACTOR SERVICES AGREEMENT” must be completed by the District organization seeking
the services of a contractor or consultant. SWISD organizations contracting services from a consultant or
contractor in excess of $1,000.00 must complete a contract service agreement. The Agreement (or contract) must
be signed by the contractor before the Agreement is forwarded to Purchasing. In order for Purchasing to process
a contract the following must be forwarded to Purchasing:
A contract signed by the vendor, the organization sponsor seeking the services of the contractor, and the
District department head or school principal;
If contractor is working directly with students for multiple days and unsupervised contractor needs
to be Fingerprinted (Senate Bill 9 compliance) see SB9 section.
DPS GUIDE FOR SCHOOL CONTRACTORS:
DPS GUIDE FOR SCHOOL CONTRACTORS LINK
A vendor application as needed; VENDOR PACKET LINK
Fee schedule, deliverables, brief description of services provided.
A paper/pen requisition (PO) for the entire amount of the contract.
Check requests/draws will be made against the purchase order, with billing invoices from vendor.
Any contracts exceeding $50,000 must be approved by the Board of Trustees.
All contracts for consultants providing curriculum based professional development will require
approval from Curriculum and Instruction.
When using state or federal funds, additional requirements must be compliant with the Education
Department General Administrative Regulations (EDGAR) guidelines. Approval must also be
received from the Southwest Independent School District External Funding Department.
A determination of cost form in connection with every procurement action including contract
modifications will be required to determine the reasonableness of the proposed contract price. The
vendor is required to submit the elements of their estimated cost, e.g., under professional, consulting, and
architectural engineering services contracts. A cost analysis will be necessary when adequate price
competition is lacking, and for sole source procurements, including contract modifications or change
orders, unless price reasonableness can be established on the basis of a catalog or market price of a
commercial product sold in substantial quantities to the general public or based on prices set by law or
regulation.
A contract must be returned signed by the Superintendent of Schools before a contract is considered valid. Southwest ISD assumes no liability for payment obligations except those incurred according to its purchasing
policies. An official signed purchase order with an authorized purchase order number affixed thereon is the only
method for the purchase of supplies, materials, equipment, and/or services obligating Southwest I.S.D. to
payment. A purchase order provides authorization before a purchase is made. Board policy (CH Local) dictates
that any party making unauthorized purchases in the District’s name be held personally responsible for
payment.
Upon the completion of services or in accordance with the payment schedule outlined in the contract a “Check
Request” and a signed invoice must be submitted to Accounting for payment.
Contracted Services Contact Procedures 2017
Salesmen are not to call on individual schools without an approval letter from the Purchasing Department. Such
approval will be given only after consultation with the campus principal or department director. Pursuant to
Board Policy (CHE local), solicitors, vendors, collectors, or salespersons shall not be permitted to confer with
students or employees during school hours without the prior approval of the Superintendent or designee. Under
no circumstances shall such persons be permitted to interrupt classes or conduct personal business with
employees.
All vendors must have an approval letter from Purchasing before they are allowed on a campus/department.
Return to Table of Contents
Contracted Services Contact Procedures 2017
CONTRACT COVER PAGE
Return to Table of Contents
Contracted Services Contact Procedures 2017
SWISD CONTRACTED SERVICES CONTRACT
Contracted Services Contact Procedures 2017
SWISD CONTRACTED SERVICES CONTRACT PAGE 2
Contracted Services Contact Procedures 2017
SWISD CONTRACTED SERVICES CONTRACT PAGE 3
Contracted Services Contact Procedures 2017
SWISD CONTRACTED SERVICES CONTRACT EXHIBIT PAGE 4
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Contracted Services Contact Procedures 2017
SAMPLE CONTRACT PAYMENT REQUEST
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Contracted Services Contact Procedures 2017
SAMPLE CONTRACTOR PO
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Contracted Services Contact Procedures 2017
CHECK REQUEST FOR CONTRACT VENDOR
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SAMPLE BUDGET AMENDMENTS 2017-18
SAMPLE WITH MULTIPLE CODES
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SAMPLE BUDGET AMENDMENTS 2017-18
SAMPLE SINGLE CODE CORRECT
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SAMPLE BUDGET AMENDMENTS 2017-18
SAMPLE SINGLE CODE INCORRECT
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SAMPLE BUDGET AMENDMENTS 2017-18
SAMPLE BUDGET AMENDMENT SINGLE FUNCTION CORRECT
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SAMPLE BUDGET AMENDMENTS 2017-18
SAMPLE BUDGET AMENDMENT SINGLE FUNCTION INCORRECT
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PROMOTIONAL T-SHIRT ORDERING PROCEDURE 2017-18
Promotional T-Shirts
Primary Vendors for 2017 - 2018:
Company: Alamo Tee’s and Advertising (TxID#03966) Contact: Anna Acuna or Tracey Moreno
Phone: 210-699-3800 Fax: 210-699-1963
[email protected] [email protected]
Company: Brandmark, LLC. (TxID#09627)
Contact: Daniel Hernandez Phone: 210-710-6806 Fax: 956-627-6249 [email protected]
Company: TSW Screen Printing & Embroidery (TxID#02365)
Contact: Alejandro S Carrillo or Andrew Carrillo Phone: 210-431-0005 or 210-264-8684 Fax: 210-431-7821 or 210-431-2801
FAQ’s Who will be using this Contract?
• club accounts (fund 865) • staff accounts (fund 461) • campus funds (fund 184) • general fund (fund 161) • Any categorical funds that are used for the purchase of T-shirts. • PTA’s and Booster Clubs are exempt from this contract and may purchase from
any vendor Why do I have to purchase from this Contract? This contract is to be used for promotional T-Shirts. You may also use these vendors to purchase other embroidered items such as caps, polo shirts, etc. The contract contains various discounts for these items as an additional service. What happens if I purchase T-Shirts from another vendor? If you attempt to purchase T-Shirts from a vendor that was not awarded the contract, the Purchasing Office will return your requisition to you. If you have already ordered the T-Shirts without a PO, then the District will not be responsible for the purchase and the individual who placed the order will be responsible for the purchase as per Board Policy, (CH Local).
PROMOTIONAL T-SHIRT ORDERING PROCEDURE 2017-18
Return to Table of Contents
CHARTER BUS PROCEDURE 2017 - 18
Charter Buses
Primary Vendors for 2017 - 2018:
Company: Daisy Charters & Shuttles (TxID#95601)
Contact: Jesikah Perez
Phone: (210) 225-8600
Fax: (210) 255-8617
Company: OK Tours (TxID#96392)
Contact: Marcos Jarmiento
Phone: (210) 222-8880
Fax: (210) 222-8280
[email protected] or [email protected]
Company: Regent Coach Line LTD. (TxID#01079)
Contact: Nicole Wilson
Phone: (210) 212-0510
Fax: (210) 212-0512
Company: Kerrville Bus Company (TxID#05553)
Contact: Gloria Butler
Phone: (210) 226-7371
Fax: (210) 299-1237
Company: Star Shuttle Inc. (TxID#07479)
Contact: Rosio Becerra
Phone: (210) 581-9990
Fax: (210) 829-5182
For Academic Trips, follow the order listed below:
1. OK Tours
2. Daisy Charters & Shuttles
3. Regent Coach Line, Ltd.
4. Star Shuttle, Inc.
5. Kerrville bus Coach USA
6. Corporate Service International
CHARTER BUS PROCEDURE 2017 - 18
For Athletic or ROTC Trips, follow the order listed below:
1. Daisy Charters & Shuttles
2. OK Tours
3. Kerrville Bus Coach USA
4. Regent Coach Line, Ltd.
5. Star Shuttle, Inc.
6. Corporate Service International
FAQ’s
Who will be using this Contract?
ROTC
Athletics
Academic Clubs or Extracurricular
Fine Arts
Curriculum & Instruction
Graduation
Campuses
What is the process?
1. Contact the Purchasing Department for prior approval to order a charter bus.
2. The campus or department will make contact with the vendor for availability and
to secure a quote.
3. Vendor will send a contract to the campus or department for verification of terms.
4. The campus or department will review the contract terms: date of service, travel
agenda, pick-up, drop off times and locations.
5. After contract is signed, campus or department will send a copy to the Purchasing
Department for verification of terms and pricing.
6. Upon approval, contract is sent to the vendor for processing.
7. Campus or department will be responsible for submitting an online requisition.
8. Purchase order must be sent to the vendor for billing.
Why do I have to purchase from this Contract?
This contract is to be used for scheduling of Charter Bus Services. A formal proposal
was conducted by the Purchasing Department. These vendors were awarded and have
been approved by the Board. The contract contains fixed pricing for additional services.
What happens if I contract another vendor for these services?
If you attempt to contract a vendor that was not awarded the contract, the Purchasing
Department will return your requisition to you. If you have already ordered a charter bus
service without a PO, then the District will not be responsible for the purchase and the
individual who placed the order will be responsible for the purchase as per Board Policy,
(CH Local).
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