Purchase Order Instructions & Forms-Staff Only

Purchase Order Overview

* * * * * * PRIOR TO ORDERING * * * * * *

PO Worksheet for goods/services must be approved by both Department Head AND Principal AND you must have a PO number issued by the Accounting Office.

• Vendor must be: state approved with a vendor #, accept POs, and generate invoices for payment. Please see “Vendor Listing – Alphabetical” in the Accounting Office main menu. The best practice is to first look at vendor/price lists for any purchases. Obtain a quote for goods/services that includes all the information needed to prepare a PO worksheet. It will ensure your purchase is itemized and include the correct amount of additional tax and/or shipping/handling. Attach a copy of your quote to your PO worksheet.

• PO Worksheet must include: correct vendor name, address, and order information, follow the column headings. (e.g. quantity, unit cost, description: Item # with title/model/color/etc., or for Services, list exact dates of services (list ALL dates), tax, and shipping/handling). Provide vendor number whenever possible, especially for vendors with multiple locations. Incomplete or erroneous PO Worksheets will be returned to the requestor or Department Head. Allow 10 business days from the date a correctly completed and authorized PO Worksheet is received in the Accounting Office, to return your posted PO draft (PDF copy will be emailed to requestor).
• PO’s for food/meals are allowable ONLY if the purchasing program’s Allocation Notice specifically allows it in support of its curriculum (Form J1 Request to Purchase Personal Use Items is required for WSF funds and must be approved by the CAS).
• Service - type purchases require “Request for Exemption from Civil Service,” Form 4 (e.g. equipment R&M, equipment installation, interpreter, mediator, education consultant, etc.)
• Purchases of $2,500+ require vendor to be tax compliant and registered w/the State of Hawaii Compliance Express. Hawaii Compliance Express website - https://hiepro.ehawaii.gov/welcome.html

• Purchases $5,000-$14,999.99 require (3) verbal quotes submitted on completed Form 10B EZ (see revised Form 10B below.)

• Purchases $15,000-$24,999.99 require (3) written quotes (see Form 10A below) submitted with completed Form 10B EZ.
• *Purchases of $25,000+ requires the Principal to contact the Procurement Branch
• State of Hawaii Price List website - http://hawaii.gov/spo/price-vendor-lists/ and also available on Lotus Notes

• Price List Exception Form 5 is required for requesting approval to purchase items on a price list from a vendor not on the list.

• Completed Purchases: In order to post payment to the vendor, provide original invoice along with packing slips (sign off to indicate who received order). You may send written confirmation goods/services were received and submit all to Accounting Office.
• Original Invoice: Please ensure invoice includes: PO number, itemized purchases, or if service, the exact dates of service.

Blanket Purchase Orders

PO Worksheet

• Plan purchases in advance. Additional processing time may be needed (up to one week) for Vendor Payment to send the original PO contract to the school. Some Vendors may require this “original” PO contract.
• Minimum of $50, not to exceed $500 maximum.
• Must include designation of Authorized purchaser(s)

Purchasing

• Prohibited purchases: personal items, equipment/furniture (must be itemized for inventory purposes), and generally food/drinks of any kind. Exceptions are made for programs that specifically allow purchases.
• Total purchases may NOT exceed the PO amount, inclusive of any tax. Bring your own shopping bags to avoid bag charges.
• Generally negotiable for (3) months. Exceptions: vendors such as Costco, may allow only a single purchase.