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PURCHASING

Adopted:    4-6-76
Amended: 11-7-95
Revised:    4-13-05
Proposed Revision:   9-10-08 (Change to $20,000)
Combined Policies DJA, DJ, DJD, DJG, DK: 3-12-25

Philosophy

The purpose of this policy is to provide guidance and direction on purchasing for the District. See also Policy DBK-Procurement.

Authority

The Business Administrator is delegated authority by the South Sanpete School District Board to carry out the purchasing functions of the District and to ensure such functions are in accordance with established policies and written procedures. The Business Administrator may delegate, in writing, purchasing authority to other District employees as necessary to fulfill the purpose and philosophy of this policy. The Business Administrator is also given authority to withdraw delegated authority.

Purchasing Directives
  1.        No purchase over $20,000 shall be made or any indebtedness incurred by an officer or employee of the Board without the approval and order of the Board of Education. The annual budget appropriation makes funds available for purchases less than $20,000. UCA 53G-4-405.
  2.       It shall be the intent of this District to purchase locally, provided goods of equal quality are available at competitive prices.
  3.       The District purchasing agent should not feel bound to purchase any item locally that can be secured at a saving to the District from outside sources, nor shall he or she feel bound to purchase locally unless adequate service and delivery can be given by the local supplier.
  4.       The District will not purchase supplies from a staff member, a member of his household, a Board member, his/her immediate family, or a firm in which he has a significant interest, unless: (1) the purchase is a result of an advertised legal bidding process; (2) the purchase is a one-time item and it is clearly in the best interest of the District; (3) it would be unreasonable because of time, availability, or price to do otherwise.
  5.       Sometimes the schools or the District may find it feasible to solicit funds, other than normal school fund-raisers, for various reasons from those entities that do business with the District. If this is desired, it must first be reviewed by the Superintendent and if at the District level by the School Board, especially before a school or District enters into a multi-year commitment or obligation with a business entity or person(s).
  6.       All purchases of goods, services, and equipment for which the District will be responsible for payment--except purchases made with approved petty cash funds and maintenance emergencies must be made on official purchase orders, properly approved and executed, if the amount of the purchase is over $500. The Superintendent and/or Business Administrator of the District may approve purchases made without a purchase order if properly signed and dated.