CHESTER TOWNSHIP BOARD OF EDUCATION Policy 3321

PURCHASES BUDGETED

It is the policy of the Board of Education that when funds are available, all purchases contemplated within the current budget and not subject to bid be made in a manner that tends toward the insurance of maximum educational value for the district.

All purchases that are within budgetary limits and were originally contemplated within the budget may be made upon authorization of the Qualified Purchasing Agent unless the contemplated purchase is for more than the state allowed limit, in which case prior approval is required from the Board.

Before the Qualified Purchasing Agent places a purchase order, he/she shall obtain approval from the Superintendent of Schools, check whether the proposed purchase is subject to bid, whether sufficient funds exist in the budget, and whether the material might be available elsewhere in the district.

The Qualified Purchasing Agent shall solicit at least three written quotations from independent sources for the supplies, equipment or services (except professional services) desired whenever possible, and when the contemplated expenditure is 20% of the state allowed limit or more and not made under a state contract. All quotations received shall be attached to and retained with a copy of the resulting purchase order.

In the interests of economy, fairness, and efficiency in its business dealings, the Board requires that items commonly used in the various schools or units thereof be standardized whenever consistency with educational goals can be maintained.

Upon the placement of a purchase order, the Qualified Purchasing Agent shall commit the expenditure against a specific line item to guard against the creation of liabilities in excess of appropriations.

No items shall be returned to the vendor without first checking with the board office and providing the Secretary with information as to specific items being returned, prices of each item, and method by which return is being made.

Date Adopted: January 14, 2003

Legal References: N.J.S.A. 18A:18A-1 et seq. Short title; citation

Cross References: 3320 Purchasing procedures

3322 Purchases not budgeted

3323 Purchases subject to bid