BOCES and Cooperative Educational Services

PURCHASING PURCHASING TRAINING TRAINING BOCES AND CONTRACT OUTSTANDING PO AND LIR

AGENDA AGENDA Introduction Primary goals Areas of growth Timeline Summary

3 STATUTORY STATUTORY AUTHORIZATION AUTHORIZATION Education Law Section 1950 established Boards of Cooperative Educational Services (BOCES) "for the purpose of carrying out a program of shared educational services in the schools of the supervisory district " (1950, (1)). At the request of component school districts and with the approval of the Commissioner of Education, educational services may be provided by BOCES on a cooperative basis (Education Law, Section 1950, (4) (d)). Under the provision of 119-o of the General Municipal Law, school districts and BOCES have the power to enter into agreements among themselves to do jointly all that which they are empowered to do individually.

BOCES BOCES 4 WHAT IS BOCES WHAT IT MEANS TO BE A COMPONET DISTRICT Boards od Cooperative Educational Services Partners with School District The BOCES network can assist school districts in the provision of cost-effective services. CSDNR is a component district of Southern Westchester BOCES Our immediate BOCES service provides is SW BOCES We reach out to them first

BOCES 5 CROSS CONTRACT CROSS CONTRACT There are 37 BOCES in New York State If Southern Westchester BOCES does not provide the service that we need, we can reach out to other BOCES through Cross Contract

BOCES 6 PROCEDURE PROCEDURE 1. Complete the BOCES Worksheet 2. If you are needing services from SW BOCES, please obtain COSER # 3. If you are needing services from OTHER BOCES, please obtain CROSS CONTRACT document. 4. BOCES Budget Code is always A. XXXX.490.XX-XXXX 5. If there is no funds available, please complete a budget transfer form and transfer funds to your 490 code. 6. Completed forms must be forwarded to the Business Office for processing 7. Business Office will issue a req on your behalf for your BOCES purchases. 8. No other action is needed.

PROFESSIONAL SERVICE CONTRACT 7 1. The Purchasing Department issues a RFP (Request for Proposal) to ensure compliance with NYS and Board Policy 6700. In an event that no RFP is issued, Departments/Schools MUST complete Pre- Agreement for a Contract. Contractual Services CANNOT begin without a PO. Only 400 object code can be use for Contractual Services. COI (Certificate of Insurance) MUST be included or attached to the Pre- Agreement worksheet. Completed form with all the appropriate signature must be submitted to the Business Office. Completed Contract Document will be forwarded to you for vendor signature. Once signed by vendor, you can enter a requisition using the partially signed document as an attachment. Business Office will submit the contract for BOARD APPROVAL at the next board meeting. 10. Once the board approved the contract, the Purchasing Department turn the req into a PO 2. 3. 4. 5. 6. 7. 8. 9. PLAN ACCORDINGLY PLAN ACCORDINGLY

OUTSTANDING PO AND LIR (Line Item Receiving) 8 1. 2. Monthly report will be printed and distributed for LIR or invoices o You can also print the report yourself under the report function in nVision Outstanding Purchase Order In an item has been backordered for quite sometime, consider cancelling the item with the vendor and place the order with another vendor that can fulfil the order quickly. While all invoices are sent to Accounts Payable, if you noticed that an LIR was completed over a month ago and PO is still outstanding, chances are Accounts Payable never received the invoice. Please reach out to vendor to obtain the invoice and forward to Accounts Payable. Reasonable expectations: By now ( NOVEMBER) orders that were placed in JULY and AUGUST or rolled from previous had LIR processed and been paid/closed. 3. 4. 5.