Accounting Procedures Handbook

18 PROCUREMENT II. CONTROL OBJECTIVES To ensure: • Effective implementation of the Board approved Purchasing Policy; • Effective coordination of all major aspects of the Purchasing process with internal (e.g. Finance Department and other WCBOE personnel, etc.) and external (e.g. vendors, suppliers, etc.) parties; • Compliance with the approved Procurement Guidelines of the WCBOE and all applicable laws and regulations related thereto. A. Bids / Proposals / Quotes (completed by the Board’s Buyer) Coordinate the invitation for bid (IFB) and request for proposal / quotation (RFP / RFQ) processes with buyers and prospective vendors: Comply with procedures outlined in the approved Procurement Guidelines. Refer to the comprehensive Board approved Procurement Guidelines maintained in Section 23 (Appendices), for specifics regarding such procedural guidelines. B. Procurement Cards 1. The WCBOE has established a Procurement Card program for authorized employees. The card enables employees to make minimum purchases that are necessary (with the exception of purchases from restaurants and catering companies; and purchases of furniture, fixtures, and technology) that are necessary for Board operations without the need create purchase orders and request prior authorization within budgetary authority. A limited number of procurement cards are available for use within the WCBOE Travel Procedures (see section 21). 2. The Procurement Manager shall appoint a Procurement Card Administrator (PCA) and a back-up for the PCA. The back-up will perform the duties of the PCA when they are not available. 3. Opening Accounts : Upon receipt of approved written request from appropriate supervisors/directors and with the Comptroller’s authorization, PCA orders new procurement cards. Each card is assigned a unique budget account number to establish accounting for each purchase at the time the Program Administrator assigns a card to a cardholder. 4. Activating Cards: Upon receipt of cards, the PCA authorizes activation of the card and obtains appropriate signatures (per Appendix 1. E. of the Procurement Guidelines – Delegation of Authority for Procurement Card Purchases). The signed original or digital copy of Appendix 1. E. of the Procurement Guidelines (Delegation of Authority for Procurement Card Purchases and the related Statement of Compliance) is maintained by the Purchasing Department. 5. Close Accounts: • Cards are to be canceled immediately if employees are terminated, transfer to another department, or assume different duties that do not require the use of a procurement card. • Procurement cards are canceled by the Department Buyer by reclaiming the card, cutting the card in half, and returning the card to the Program Administrator. • The Program Administrator is responsible for terminating the canceled card with the Bank.