CSD File: DJ
CANDIA SCHOOL DISTRICT
PURCHASING

The acquisition of supplies, equipment, and services will be centralized in the business office, which functions under the supervision of the Superintendent, and through whose office all purchasing transactions are conducted.

The Board assigns the Superintendent or his/her designee the responsibility for the quality and quantity of purchases made. The prime guidelines governing this responsibility are that all purchases fall within the framework of budgetary limitations and that they be consistent with the approved educational goals and programs of the district.

The Superintendent or his/her designee will approve all purchases, including those beyond line item limitations (see Policy DBJ).

Adopted: February 3, 2000
Reviewed: May 5, 2022

CSD File: DJB
CANDIA SCHOOL DISTRICT
PURCHASING PROCEDURES

Purchasing procedures will be designed to avoid assumption of the risk of unauthorized expenditures and to ensure the best possible price for the desired products and services.

Procedures for purchasing will be developed by the Superintendent or his/her designee.

These procedures will require that all purchases are made on properly approved purchase orders and that for items not put to bid, price quotations will be solicited.

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

Adopted: February 3, 2000
Reviewed: May 5, 2022

CSD File: DJC
CANDIA SCHOOL DISTRICT
PETTY CASH ACCOUNTS

Petty cash funds may be established for schools and special programs in such instances as they will expedite the purchase of minor items and/or provide immediate payment for minor services.

Expenditures against these funds must be itemized and documented with receipts and will be charged to the applicable budget code. After a budget item is exhausted, no expenditures against the item may be made from petty cash.

The manager for such accounts at the school will be the Principal.

Adopted: February 3, 2000

CSD File: DJD
CANDIA SCHOOL DISTRICT
COOPERATIVE PURCHASING

The Board may join in cooperative purchasing with other schools within SAU #15 to take advantage of lower prices for bulk purchasing and to reduce the administrative costs involved in bidding.

The Superintendent is directed to maximize opportunities for cost savings whenever possible, consistent with this policy.

Adopted: February 3, 2000
Revised: May 5, 2022

CSD File: DJE
CANDIA SCHOOL DISTRICT
BIDDING REQUIREMENTS

All contracts for and purchases of supplies, materials, equipment, and contractual services in the amount of $25,000 or more shall be based, when feasible, on at least three competitive bids. All purchases less than $25,000 but more than $5,000.00 in amount, may be made in the open market but shall, when feasible, be based on at least three competitive written quotations. All purchases less than $5,000 but more than $1,000 in amount, when feasible, shall be based on at least three telephone quotations. All purchases made in the open market of less than $1,000 shall be completed after careful pricing and good purchasing practices.

When bidding procedures are used, a selective bid process may be employed.

All bids must be submitted in sealed envelopes, addressed to the Board, and plainly marked with the name of the bid and the time of the bid opening. Bids shall be opened at the time specified and all bidders and other persons shall be invited to be present.

The Board reserves the right to reject any or all bids and to accept that bid which appears to be in the best interest of the district. The Board reserves the right to waive any informalities in, or reject, any or all bids or any part of any bid. Any bid may be withdrawn prior to the scheduled time for the opening of bids. Any bids received after the time and date specified shall not be considered. The Board also reserves the right to negotiate with a bidder when all bids exceed the budgeted appropriation.

The bidder to whom the award is made may be required to enter a written contract with the district.

Adopted: September 01, 1991
Adopted: February 3, 2000
Revised: January 7, 2010

CSD File: DK
CANDIA SCHOOL DISTRICT
PAYMENT PROCEDURES

In keeping with the district’s desire for efficient fiscal management, the following procedure for payment of its liabilities is in effect:
1. All manifests, supported by original invoices, will be approved and signed by the majority of the School Board.
2. The School District Treasurer’s real or facsimile signature will be on all checks.

Adopted: February 3, 2000
Reviewed: May 5, 2022

CSD File: DKA
CANDIA SCHOOL DISTRICT
PAYROLL PROCEDURES

All salaries and supplements paid to regular staff members, substitute or part-time personnel, and student workers will be paid through the business office.

Proper payroll procedures are dependent on staff attendance accounting and on the signing-in and signing-out of part-time and hourly workers. The necessary procedures for this will be established by the Superintendent and carried out by the administrative personnel.

Compensation records kept by the business office will reflect an accurate history of the compensation and related benefits accorded each employee.

Pay Day Schedule
The school district pays salaries on a regular schedule throughout the school year. There shall be no salary advances.

Salary Deductions
Salary deductions are allowed. They are subject to the limitation of the accounting equipment. Authorized payroll deductions include:
1. Credit Union
2. Tax-Sheltered Annuities
3. Union Dues
4. Insurance Premium Contributions
All salary deductions, other than those regulated by federal or state laws, will be deducted only upon written approval of the employee.

Legal References:
RSA 194-C:4 (II) (a), Superintendent Services, RSA 275:43, Payment of Wages; Hourly School District Employees

Adopted: February 3, 2000
Revised: March 7, 2018

CSD File: DG
CANDIA SCHOOL DISTRICT
DEPOSITORY OF FUNDS

Supporting documentation of all income payable to the school district and all revenue received will be forwarded to the School Treasurer, and posted in the general ledger.

The Treasurer and Superintendent will recommend and request School Board approval when other depositories are needed.

Adopted: February 3, 2000
Revised: February 10, 2022

CSD File: DM
CANDIA SCHOOL DISTRICT
CASH IN THE SCHOOL BUILDING

Prudent measures shall be taken for monies that are left in the school overnight. The building Principal shall take measures to ensure regular and routine deposits to avoid large sums of money from being stored in the building. All monies collected shall be receipted and accounted for.

Deposits must be made at least once weekly.

Adopted: February 3, 2000
Revised: May 5, 2022