• DJF: Purchasing Procedures


    Monies under the jurisdiction of the Board may not be expended except upon a warrant drawn against a specific appropriation and against a specific fund.  Therefore, no contract or encumbrance order for the expenditure of money will be made unless there is attached to it a certificate of the Chief Financial Officer (CFO) certifying that the amount required to meet the contract or encumbrance has been appropriated and is in the treasury, or is in the process of collection, and is free from previous encumbrance.

    Any contract or encumbrance issued without such a certificate attached is void, except as the law allows later issuance within 30 days of the certificate and except that, if the amount involved is less than $3,000, the CFO may authorize it to be paid without the ratification or affirmation of the Board.  Under certain conditions, the law also allows the CFO to issue blanket certification, subject to limitations of time and amount as set by law.

    Purchasing procedures are designed to ensure the best possible price for the desired products and services.  Procedures for purchasing are developed to require that all purchases are made on properly approved encumbrances and that, for items not put up for bid, price quotations are solicited.

    Special arrangements may be made for ordering perishable and emergency supplies.

    Prior to July 1, 2018, the District followed the requirements outlined in previous OMB guidance.  Effective July 1, 2018 all purchases for property and services made using federal funds must be conducted in accordance with all applicable Federal, State and local laws and regulations, the Uniform Guidance, and the District’s written policies and procedures.


    • Adopted: December 17, 2019

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