Finance Summer Training July 1, 2018 Agenda and Procedures

Explore the agenda of the Finance Summer Training program held on July 1, 2018, covering topics such as Expenditure Coding Changes, Purchasing Resources, Specific Procurement Procedures, Threshold Purchasing Requirements, and Types of Service Contracts. The training delves into various financial processes and guidelines essential for effective financial management.

• Finance
• Training
• Expenditure
• Purchasing
• Procedures

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1. Finance Summer Training July 1, 2018

2. Agenda Expenditure Coding Changes Calendars Purchasing Resources Purchasing Procedure Change

3. Expenditure Coding Change Coding to School Code Enhancement Teacher and School Admin Coding Coding to Central Office Split Coding X. XXXX. XXX. XXX. XXX. XXX. XX Fund. Purpose. Program. Object. School/CO. Location/User 1. User 2

5. Purchasing Finance Website-New Purchasing Section Purchasing Resources Requirement Summaries by Procurement Method Purchasing Flow Chart

6. Specific Procurement Procedures New Goods Thresholds (All Funds) Micro Purchase < $10,000 Small Purchase $10,000 - $90,000 Large Purchase > $90,000

7. Threshold Purchasing Requirements 2 Quotes (Best Practice) Vendor Selection Why Contract Goods Micro Purchase

8. Threshold Purchasing Requirements 2 Quotes Minority Solicitation Vendor Selection Why Contract Vendor Provision Cert Board Approval >$50,000 Goods Small Purchase

9. Threshold Purchasing Requirements Price Analysis Formal Bid (3 Bidders) Minority Solicitation Vendor Selection Why Contract & Vendor Provision Cert Board Approval > $50,000 Goods Large Purchase

10. Specific Procurement Procedures Types of Service Contracts Service Contracts (excluding items below) Construction & Repair Contracts Architect & Engineering Contracts

11. Specific Procurement Procedures New Service Contract Thresholds (Federal Funds) Micro Purchase < $10,000 Small Purchase $10,000 - $250,000 Large Purchase > $250,000

12. Threshold Purchasing Requirements 2 Quotes (Best Practice) Vendor Selection Why Contract Federal Service Micro Purchase

13. Threshold Purchasing Requirements 2 Quotes Minority Solicitation Vendor Selection Why Contract Vendor Provision Cert Board Approval >$50,000 Federal Services Small Purchase

14. Threshold Purchasing Requirements Price Analysis Formal Bid (3 Bidders) Minority Solicitation Vendor Selection Why Contract & Vendor Provision Cert Board Approval > $50,000 Federal Service Large Purchase

15. Specific Procurement Procedures Service Contract Thresholds (Other Funds) Micro Purchase < $0 Optional Request for Proposals

16. Threshold Purchasing Requirements 2 Quotes (Best Practice) Vendor Selection Why Contract Board Approval > $50,000 Non-federal Services use Micro Purchase

18. Specific Procurement Procedures Construction & Repair Contract Thresholds (Federal Funds) Micro Purchase < $10,000 Small Purchase $10,000 - $250,000 Medium Purchase $250,001 - $500,000 Large Purchase > $500,000

19. Threshold Purchasing Requirements Federal Construction & Repair Micro Purchase 2 Quotes (Best Practice) Vendor Selection Why Contract

20. Threshold Purchasing Requirements Federal Construction & Repair Small Purchase 2 Quotes Minority Solicitation Vendor Selection Why Contract Vendor Provision Cert Board Approval >$50,000

21. Threshold Purchasing Requirements Federal Construction & Repair Medium Purchase Minority Solicitation Publicly Advertise Vendor Selection Contract &Vendor Provision Cert Board Approval > $50,000 Price Analysis Formal Bid (2 Bidders)

22. Threshold Purchasing Requirements Federal Construction & Repair Large Purchase Minority Solicitation Formally Advertise Vendor Selection Contract &Vendor Provision Cert Board Approval > $50,000 Price Analysis Formal Bid (3 Bidders)

23. Specific Procurement Procedures Construction & Repair Contract Thresholds (Other Funds) Micro Purchase < $30,000 Small Purchase $30,000 - $500,000 Large Purchase > $500,000

24. Threshold Purchasing Requirements Non-federal Construction & Repair Micro Purchase 2 Quotes (Best Practice) Vendor Selection Why Contract

25. Threshold Purchasing Requirements Non-federal Construction & Repair Small Purchase 2 Quotes Minority Solicitation Vendor Selection Why Contract Vendor Provision Cert Board Approval >$50,000

26. Threshold Purchasing Requirements Non-federal Construction & Repair Large Purchase Minority Solicitation Formally Advertise Vendor Selection Contract &Vendor Provision Cert Board Approval > $50,000 Price Analysis Formal Bid (3 Bidders)

27. Specific Procurement Procedures Architect & Engineering Thresholds (All Funds) Micro Purchase < $50,000 Large Purchase > $50,000

28. Please purchase10 LED battery powered stick on tap touch lamps and 24 AAA batteries. Using Federal funds: What are the purchasing requirements? What documentation is required? Using State funds: What are the purchasing requirements? What documentation is required? Work in your group.

29. Please purchase 50 HP Smartbuy Notebooks Chrome 16GB with Google Chrome OS Management console and 2 Charging Carts. Using Federal funds: What are the purchasing requirements? What documentation is required? Using State funds: What are the purchasing requirements? What documentation is required? Work in your group.

30. Please contract with vendor ABC to speak at our first staff meeting in August. This is a national motivational speaker and will really inspire our staff. Using Federal funds: What are the purchasing requirements? What documentation is required? Using State funds: What are the purchasing requirements? What documentation is required? Work in your group.

31. Purchasing Necessity Avoid unnecessary or duplicative items Surplus Consolidate or order separately if more economical

32. Purchasing Price Analysis Required for purchases (goods/services) > $90,000 Price reasonableness and/or estimates

33. Purchasing Full and Open Competition Bidding Geographic preferences prohibited Brand-name specs without equal alternative prohibited Vendor who helps develop specs cannot bid

34. Purchasing Bid Solicitations Clear Specifications Minority Solicitation Advertise

35. Purchasing Iran Divestment Act (IDA) Change Vendor Certification No Longer Required Still Prohibited from Contracting with Vendors on IDA list

36. Purchasing Contract Award Lowest Responsive Responsible Bidder (LRRB) Authorization to Enter into Contract Price

37. Purchasing Contractor Oversight Budget Manager shall maintain oversight

38. Purchasing Records Budget Manager is responsible for maintaining all records detailing the history of all procurements

39. Specific Procurement Procedures Exceptions Sole Source Emergency Inadequate Competition Awarding Agency Approval