School Board of the City of Virginia Beach
Policy 3-33

BUSINESS AND NONINSTRUCTIONAL OPERATIONS

Requisitions/Purchase Orders

A. Requisitions

In order to facilitate the process of securing required materials and services all requests must be submitted on the appropriate requisition form.

It is the responsibility of the originator of a request to see that each item on a requisition is complete as to specifications.

All requisitions within schools must be approved by the building principal. The signature of the principal denotes review of and recommendation to purchase the items listed. All purchases may be subject to approval by the central office. This includes allotment funds made to schools.

Editor's Note
For allotment funds see school board policy 3-34.

B. Purchase Orders

1.  All goods and services shall be ordered by means of a printed prenumbered purchase order.

2. Purchase orders are to be signed by the appropriate administrator.

3.  When a purchase order which has been issued is later canceled, such cancellation shall be in accordance with law and the vendor shall be promptly notified of the cancellation.

Editor's Note
For receiving/paying for goods or services see school board policy 3-36.

3. Purchase Orders issued for goods or services to be used the following fiscal year; Procedure

The Superintendent or designee may issue a purchase order in one fiscal year for goods or services to be paid for with funds appropriated for the ensuing fiscal year, providing the following conditions are met:

    1.  Issuance of the purchase order is necessary for the goods or services to be received in a timely manner for the proper operation of the School Division;

    2. The goods and services are not to be delivered or paid for until after July 1;

    3.  The purchase order must clearly state that the vendor is not to deliver or invoice such goods until on or after July 1; and

    4. The purchase order contains a "non-appropriation" clause, approved as to legal sufficiency by the Board's legal counsel.

 

Legal Reference:

Code of Va., § 22.1-92. Estimate of moneys needed for public schools; notice of costs to be distributed.

Code of Va., § 15.2-2506. Publication and notice; public hearing; adjournment; moneys not to be paid out until appropriated.

 

Cross Reference:

School Board Policy 3-10.

 

Adopted by School Board:  February 16, 1993
Amended by School Board: August 3, 1999