CBE – LOC – 01 – Procurement: Purchasing Approval Thresholds
The following positions are authorized to approve purchases up to the listed amounts:
| Principals* | $5,000 or less |
| Business Administrator | $10,000 or less |
| Superintendent | $50,000 or less |
*The principal position is authorized to approve purchases only for those budget codes that he or she has discretion over. The authorized budget codes are detailed below in an appendix to this policy.
This policy is supplemental to policy CBE, which details the small purchases policies and establishes the thresholds for when quotes are required and to what degree they’re required. Those thresholds are summarized here again:
| Level 1 | $0.00 – $5,000 | For small purchase procurements up to $5,000, the purchaser may select the best source without seeking competitive bids or quotes. The signatures of the requestor and immediate supervisor (or authorized business officer for the department or administration) are required on the purchase order or check request form. If the purchase is made using a District credit/purchase card, the employee should follow District policy for use of such cards |
| Level 2 | $5,000 – $10,000 | For small purchase procurements between $5,000 and $10,000, the purchaser shall obtain at least two (2) competitive quotes that include minimum specifications and purchase the item or service from the responsible vendor offering the lowest quote that meets the specifications. These quotes may be verbal (for example, by telephone) or in writing. Documentation of quotes for all monetary levels must be attached to the purchase documentation and maintained as part of the District’s records. The signatures of the requestor, immediate supervisor (or authorized business officer for the department), and Business Administrator are required on the purchase order or check request form. |
| Level 3 | $10,000 – $30,000 | For small purchase procurements between $10,000 and $30,000, the purchaser shall obtain at least two (2) written competitive quotes that include specifications and purchase the item or service from the responsible vendor offering the lowest quote meeting the specifications. The written quotes must be attached to the purchase documentation and maintained as part of the District’s records. The signatures of the requestor, immediate supervisor (or authorized business officer for the department), and Business Administrator are required on the purchase order or check request form. |
| Level 4 | $30,000 – $50,000 | For small purchase procurements between $30,000 and $50,000, the purchaser shall obtain at least three (3) written competitive quotes that include specifications and purchase the item or service from the responsible vendor offering the lowest quote meeting specifications. Completed bids and an approved purchase order shall be sent to District purchasing for initiation and purchase. The signatures of the requestor, immediate supervisor (or authorized business officer for the department), and Business Administrator are required on the purchase order or check request form. |
Documentation of quotes shall contain the following information:
- The date the quote was received or the dates that the quoted price is valid;
- The proposed delivery date;
- The vendor’s name and address;
- The name of the person providing the quote and contact information for that person;
- A description of each item including specifications, unit price, total price, and quantity listed;
- Shipping and freight charges; and
- The name and position of the District employee obtaining the quote.
Quotes may be obtained and documented by printing pages from a website; however, all of the quote elements must be documented and employees should bear in mind that better prices are usually obtained by contacting vendors directly. Telephone quotes must be documented and include all quote elements. Written quotes should be provided on the vendor’s letterhead.
Improper Use of Small Purchase Process—
It is unlawful and a violation of District policy to, with improper intent, knowingly divide a single procurement into multiple smaller procurements, including by dividing an invoice or purchase order into multiple invoices or purchase orders, if the single procurement would not have qualified as a small purchase and one or more of the multiple smaller procurements qualify as a small purchase. “Improper intent” means the intent either (a) to avoid having to use a standard procurement process (other than small purchase) that would otherwise be required or (b) to make one or more of the multiple smaller procurements fall under any small purchase threshold (individual item, single purchase aggregate, or annual cumulative). Caution should be exercised with using purchase cards, and employees should not split purchases with such cards to stay under daily purchase limits on purchase cards or the established purchasing thresholds.
Appendix A
Authorized Principal Budget Codes
Location – Principals are only authorized to approve purchases for their assigned locations which are as follows:
| Location | Location Code(s) |
| Antimony Elementary | 104, 204 |
| Boulder Elementary | 108, 208 |
| Bryce Valley Elementary | 112, 212 |
| Escalante Elementary | 116, 216 |
| Panguitch Elementary | 124, 224 |
| Panguitch Middle | 304, 404 |
| Bryce Valley High | 704, 804 |
| Escalante High | 708, 808 |
| Panguitch High | 712, 812 |
| Garfield Online | 150, 250 |
Object Codes – Principals are only authorized to approve purchases for the following object Codes:
| Object Code Description | Object Budget Codes |
| Purchased Professional & Technical Services | 310 – 330 |
| Other Purchased Services | 550, 580 |
| Supplies and Materials | 610 – 680 |
| Property | 733, 734,736 |