Periodical Purchasing

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Periodical Purchasing

• Julie V. Rivera

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Brownsville ISD Procurement Guidelines

• Following established policies and administrative
  guidelines, the following must be adhered to when
  procuring goods and materials i.e. consumable
  supplies and materials or equipment used in any
  setting within the District Services-i.e.
  consultants, motivational speakers , repairs,
  cleaning, professional services, or other
  contracted services and rentals-i.e. of
  facilities, halls, rooms, u-hauls, and equipment.
  This list shall not be considered as an absolute
  but will serve as a guide to all District
  purchases.
• The Following will apply
• All requests for purchases must be submitted to
  the Purchasing Department on the official online
  purchase order system. No purchases, charges or
  commitments to buy any goods, materials,
  supplies, and services for the District use can
  be made without the issuance of a Purchase Order
  number and
• The District will not reimburse employees or
  assume responsibility for purchases made without
  proper authorization.
• Employees are not permitted to make purchase for
  personal use through the Districts business
  division and /or the online purchase order
  system.

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Procedure for Initiating Purchase

• Purchase Requisition
• Each campus/department employee that has been
  given security clearance for the Bi-Tech on-line
  order system or his/her designee will originate a
  purchase requisition entering all data required
  (including a complete description of item(s)
  requested) urgency required, the expense code,
  and recommended source of supply, if known, and
  the estimated price.
• 2. Once entered into the on-line purchase order
  system, the purchase request will follow the
  normal approval workflow prior to reaching the
  Purchasing Department.
• 3. Once the purchase request has reached the
  Purchasing Department, it will flow to staff
  member that will review for correct account
  coding,
• 4. Once reviewed for account coding it will flow
  to the appropriate Jr, Buyer for verification of
  purchase to ensure that all procurement
  processes, laws, and policies have been met.
• 5. Once reviewed for procurement processes, laws,
  and policies and after all corrections/revisions
  have been performed, the purchase request will
  flow to the Purchasing Administrator for final
  review and approval.

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Procedure for Initiating Purchase

• Purchase Requisition
• Once approval from Purchasing Administrator is
  received purchase request will flow to the final
  area for issuance of a purchase order number and
  for purchase order to be printed.
• The Bi-Tech system will electronically, via
  email, notify the originator of the purchase
  request that the purchase request has received a
  purchase order number.
• The Purchasing Department will issue a Purchase
  Order (PO) and attach all pertinent information
  to the Purchasing Department Purchase Order copy.
• Normally, a Requisition under 25,000.00 properly
  completed by the requesting department and
  properly approved will be promptly processed.
  The nature of the obligation may require special
  or board approval requiring the process to take
  longer.
• The districts Bi-Tech Help Desk has available a
  detailed training manual for the use of the
  on-line purchase order system.

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Purchase Order Form

• Sample

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Purchase Order Form

• Sample

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Brownsville Independent School DistrictBudget
Descriptions

• Library Science- Function-12- Instructional
  Resources and Media Services
• 6200- Professional and Contracted Services
• 6249- Maintenance and repairs of library
  equipment, software upgrades, maintenance
  agreements fees.
• 6269-Rental
• 6291-Any fees, associated travel, and other
  related costs for consulting services, Consulting
  services are delivered by an independent
  contractor
• 6299-Miscellaneous contracted service
• 6300- Supplies and Materials
• 6325-Subscribitions for magazines, newspapers
  and periodicals in the library
• 6329- Other reading materials for library use.
  Library books and films that have a
• per-unit cost of less than
  500.00 and are to be cataloged in the library.
• 6395-62- Site licenses, single use software that
  has a per-unit cost of less than 500.00
• 6399- Other supplies and materials
• 6399-16- Printing Media Center
• 6399-45- Furniture
• 6399-62 Computer supplies that have a per-unit
  cost of less than 500.00

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Brownsville Independent School DistrictBudget
Descriptions

• Library Science- Function-12- Instructional
  Resources and Media Services
• 6400- Other Operating Costs
• 6411-00-Employee In-District Travel.
• 6411-23-Travel related costs for Librarians while
  attending out of district conferences
• 6495-Membership Dues paid to clubs, committees or
  other organizations.
• 6497- Fees as related to the library and media
  services.
• 6600- Capital Outlay-Land, Buildings and
  Equipment
• Items with a per unit cost of greater than
  500.00 and life expectancy of greater than one
  year will be capital outlay. Items not meeting
  this criteria will be coded 6399.
• 6649- Capital outlay expenditures for other
  equipment. etc..
• 6649-62- Capital outlay expenditures for
  computer equipment.

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Brownsville Independent School DistrictBudget
Descriptions

• Library Science- Function-12- Instructional
  Resources and Media Services
• Items with a per unit cost of greater than
  5000.00 and life expectancy of greater than one
  year will be outlay.
• 6635-62- Data Processing, site licenses, single
  use of software more than 5,000.00 or more
  per unit cost.
• 6639- Other equipment, furniture
• 6669- Library books and films

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Brownsville Independent School DistrictAccount
Numbers

• Library Science- Function-12- Instructional
  Resources and Media Services
• The two account numbers that you will need are as
  follows.
• 199-12-6325-00- school location
  number-199-000-Periodical
• 199-12-6399-00- school location number-199-000-
  Supplies

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The end,thank you!