Please refer to Frequently Used Forms for all Purchasing forms. 

• Instructional Technology / Software Preapproval Procedures 

  The software request procedure exists to ensure appropriate instructional software, that supports RCSS instructional practices as well as the curriculum goals established by the district is selected. All software purchases MUST be preapproved. 

 

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Please also refer to the Procurement Manual and Accounts Payable Processes and Procedures

The primary goal of the Budget and Finance Department, Procurement Office is the prudent spending of public funds by open and competitive purchasing, prompt, effective, and economical services to schools, departments and vendors, impartiality in awards, high ethical standards in all business dealings and obtaining the maximum value for every dollar spent.

The Procurement Office serves and supports the procurement needs of Richmond County Board of Education schools and departments. This office serves and supports the procurement of materials, equipment, supplies, and services to ensure that the procedures in this office are effective. The goal of this manual is to provide clarity on the current procedures that are aligned with and support the vision and educational goals of the Richmond County School System.

 

Objectives

1. To encourage competitive purchasing

2. To discourage any activity contrary to competitive purchasing

3. To establish and build good relations with suppliers and user departments

4. To develop and maintain an adequate supply of materials, supplies, and services to meet the needs of our school system

5. To purchase the highest quality supplies, materials, equipment, and contractual services at competitive prices

6. To give due consideration to ethical and quality standards

7. To develop and maintain an effective Capital Asset process according to the State Mandate

8. To maintain an electronic procurement system allowing our organization to streamline and effectively manage our internal purchasing process

9. To oversee contracts that are applicable to the Purchasing and Accounts Payable office

10. To make the procurement system as consistent as possible

Please also refer to the Procurement Manual and Purchasing Policies and Procedures. 

Check Cutoff and Processing Deadline

• All purchase orders received by noon on Tuesday will be processed the same week. Checks are cut on Thursday and mailed on Friday.
• Invoices received after Tuesday at noon will be held for processing to the following week.

Yearly Cutoffs

• Refer to the Calendar for all of our Purchasing Cutoffs. 
• Any items anticipated to be paid for out of a fiscal year budget must be RECEIVED within that fiscal year. If the item is ordered in one fiscal year, and received in the next, the expense will apply to the new fiscal year. NO EXCEPTIONS.
• All invoices for goods and services received for a fiscal year MUST be remitted to Accounts Payable before July 31 to be paid so that the fiscal year expenses may be closed out. Invoices that are not received will result in the expense being applied to the new budget year.  

Please navigate to Frequently Used Forms for all Travel Forms.

• Travel Pre-Approval through ESM is required prior to booking travel. Travel pre-approval should be requested no less than three weeks prior to the first payment deadline of any registration or travel fees to ensure proper payment of fees according to Board policy

• Travel Reimbursements must be completed upon return from any trip. Failure to submit travel reimbursements timely may result in reimbursement after 60-days subsequent to the travel, and will be required to be included as taxable income in the employee's paycheck according to IRS regulation. Travel reimbursements requested after 90 days will not be reimbursed.

 

• Local Travel Reimbursements should be requested on a monthly basis. Travel reimbursements received after 60 days will be included as taxable income on your paycheck according to IRS regulation. Travel reimbursements requested after 90 days will not be reimbursed.

 

• For hotel stays in Georgia, the Hotel/Motel Tax Exemption Certificate and Sales Tax Exemption Forms MUST be submitted upon check-in. Hotel stays should be paid for by Board check or Board credit card based on submission of pre-approval and requests through ESM. Failure to follow Board policy and procedure and use of a personal credit card may result in the hotel's refusal to accept these forms. Any taxes incurred, other than $5/night transportation fee, will be disallowed and will not be reimbursed to the employee. 

 

The above is not intended to be a full detail of Board travel policies or procedures. Please refer to the full description of such policies and procedures, or contact Budget and Finance, for more information.