11.1.6. Purchasing Practices

Confusion about when to get prior approval of an expenditure can be eliminated by remembering one simple rule which has no exceptions. This is as follows:

No one is authorized to spend or obligate funds from any sources that are placed under the guardianship of the Kern County Superintendent of Schools without an appropriately completed document of authorization. The only exception may occur if Superintendent Dr. Larry E. Reider, or Associate Superintendent Christine Frazier elects to make an expenditure decision and designate an individual to complete the necessary documents. Any legitimate expenditure or obligation can be accommodated by properly completing and processing an existing document.

Before asking an individual to perform a service for which they will be paid by payroll warrant you must complete personnel documents for:

Request for Position
Approval to Hire (Transmittal or Change of Status)

Before asking an individual to perform a service for which they will be paid by commercial (B) warrant, you must complete and process a Professional Services Agreement.

Before agreeing to accept materials or services from a vendor: you must input a requisition and receive back a copy of an authorized purchase order.

Before entering into any transaction for which you expect the office to pay by revolving fund check, you must submit a written request for approval and have the consent of the Internal Business Services director. Then give the request to the CSSF Accountant for processing.

Before agreeing to pay for materials or services provided by another department, obtain approval from your department director and the Internal Business Services director. The department providing the service or materials should verify that approval has been obtained. It is recommended to use the Purchase Requisition Form. It provides for all necessary descriptions and approvals.

Cut-Off Dates

The cut-off dates for equipment and supplies acquisition are established in January. The last day that requisitions are accepted for items other than consumable office supplies and custodial supplies typically falls during the second week of April. The last day requisitions are accepted for consumables and custodial supplies typically falls during the first week of June. For the actual dates, please refer to the All Staff memo from January or contact the Internal Business Services department.