Morris School District
MORRIS SCHOOL DISTRICT
Morristown, New Jersey 07960

Policy
File Code: 3320.1
Monitored: X
Mandated:
Other Reasons X
PURCHASING BIDDING/PURCHASE ORDERS

The Business Administrator/Board Secretary shall supervise all purchasing and shall carry out such purchasing functions in compliance with law, including those requiring public bidding when the cost of the materials, supplies, service or work in question exceeds the amount set by law.

Bidding
  1. To the extent it is practicable and reasonable to do so, needs for the school year in question, including materials and services of the repair and maintenance of buildings and equipment, shall be estimated prior to the beginning of the school year and bids solicited through public bidding. (See N.J.S.A. 18A: 18A-21-390 and Policy 3323.)
  2. In areas where it is difficult to estimate the quantity of materials or supplies needed, such as materials required for repairs and maintenance of buildings, unit prices shall be solicited by public bidding for those items, which because of quantities involved, cost or predictability of the same warrant such bidding.
Purchase Orders
All purchase orders, for purchases such as technology-related items, athletic items, and reimbursements for expenses incurred by administrators and Board of Education members, shall be presented by the Business Administrator/Board Secretary to the Board of Education for approval at a regularly scheduled meeting of the Board of Education.

Petty Cash
To expedite the purchase of nonrecurring inexpensive items and services, petty cash funds shall be established from time to time by the Board of Education in such amounts and with such conditions and limitations as the Board of Education may deem advisable to impose.

Financial controls over expenditures shall be developed in conjunction with the district auditor and communicated annually to personnel with control over such funds.

Coordination with Municipalities
The expenditures of this district should be planned after consultations with the treasurer of school moneys in order to coordinate the cash requirements of the municipalities and the school system, to avoid the need for borrowing.

Date: April 14, 1986
October 14, 1996 First Reading
October 28, 1996 Approved
November 19, 2001 First Reading
December 10, 2001 Approved

Legal References:
N.J.S.A. 18A:18A-3 through -14.4 Purchases, Contracts, Agreements, Advertising: Exceptions
N.J.S.A. 18A:18A-21 through -42 Advertisements for bids; bids; general requirements
N.J.S.A. 18A:18A-40. Form and execution of contracts and bonds
N.J.S.A. 18A:19-1 et seq. Expenditure of Funds; Audit and Payment of Claims
N.J.A.C. 6:4-1.6(c) Employment/contract practices
N.J.A.C. 6:8-4.1 Review of mandated programs and services

Cross References:
3300 Expenditures/expending authority
3323 Soliciting Prices/bids and quotations
3326 Payment for goods and services

Key Words
Purchase Orders, Bidding
 

Morris School District | 31 Hazel Street | Morristown, New Jersey | Phone: 973-292-2300
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