Fiscal Services
Purchasing

The purchasing function is a joint effort between school sites, individual department managers, and the Business Services Division. The goal of Fiscal Services, within the Business Services Division, is to ensure goods and services are obtained in accordance with Board, State, and Federal rules and guidelines. Wherever applicable, Fiscal Services also extends information to sites and departments regarding bids with piggyback provisions. Purchases made through the latter are only allowable if facilitated through Fiscal Services.

Every transaction between a buyer and seller involving the transfer of property, equipment or supplies shall be by purchase order or a purchase order with a formal contract attached, and signed by the Superintendent or Superintendent’s designee.

A basic outline of the purchasing process follows:

1. Site or department establishes a written intent to obtain goods or services with a vendor through the use of a District requisition form. If applicable, a formal contract is also forwarded.
2. The Fiscal Services department reviews the requisition for appropriateness, authorized signatures, forms, and available budget.
3. The requisition is assigned to a pre-numbered District purchase order form.
4. The purchase order is forwarded to the Assistant Superintendent of Business Services, as outlined in Board policy as the Superintendent designee, for review and approval.
5. Fiscal Services notifies the vendor and site/department of the approved purchase order and remains as the central point of contact until the transaction is complete.
6. Returns by the site/department are facilitated through Fiscal Services Department

Bids

Competitive bidding is required for the following:

1. Purchase of equipment, materials or supplies to be furnished, sold, or leased to the school district.

2. Services that are not construction services.

3. Repairs, including maintenance as defined in Section 20115 of Public Contract Code, that are not public projects as defined in Section 22002c.

The threshold as of January 1, 2010, is $78,500. Public contracts, as defined in Public Contract Code Section 22002c, such as construction or reconstruction of a publicly owned facility, must also be competitively bid and the current threshold is $15,000.

All bids are handled through the Fiscal Services Department.

Warehouse/Storeroom

The District centrally purchases and stores paper for site and department use.

Inventory and Surplus

Fiscal Services tracks and maintains the fixed asset list, which includes inventoried equipment valued over $500. The coordination of tagging, and removal of surplus items is handled through the Purchasing Clerk.

CAL-Card

OJUSD participates in the California procurement card program, CAL-Card. For information regarding the program, visit: http://www.pd.dgs.ca.gov/calcard/about.htm

CAL Card Policy-handbook-coming soon

Forms:

• Use of Facilities-coming soon
• Conference & Travel-coming soon
• Monthly Expense Claim-coming soon
• Petty Cash Reimbursement-coming soon
• Surplus Inventory-coming soon

Calendars