The DOC Purchasing PuzzleThe DOC Purchasing PuzzlePutting the pieces togetherPutting the pieces together

Diana ReeseColorado State Library

The Purchasing PiecesThe Purchasing Pieces

Sources of funding Identifying a vendorDeciding method of purchasePreparing the requisitionPlacing the orderReceiving the orderEnsuring prompt paymentReporting expenditures

Sources of funding Identifying a vendorDeciding method of purchasePreparing the requisitionPlacing the orderReceiving the orderEnsuring prompt paymentReporting expenditures

Sources of Funding(see Procedures Manual/Purchasing)

Sources of Funding(see Procedures Manual/Purchasing)

State Library (materials only)Library Operating (xx26) – only

source available for supplies (Canteen)

Division of Educational Services (Canteen)

Other facility funds (probably Canteen)

LSTA grants

State Library (materials only)Library Operating (xx26) – only

source available for supplies (Canteen)

Division of Educational Services (Canteen)

Other facility funds (probably Canteen)

LSTA grants

Per state statute, net profits from the “Canteen, Vending Machine, & Library Account” must be spent in a manner directly benefiting offenders.

Per state statute, net profits from the “Canteen, Vending Machine, & Library Account” must be spent in a manner directly benefiting offenders.

Library Operating (xx26)Library Operating (xx26)

90%-95% of the library’s allocation should be expended by March 31st each year.

90%-95% of the library’s allocation should be expended by March 31st each year.

How library operating allocations are madeHow library operating allocations are made

Regional Librarians ask library staff for special needs (priority) requests for the next fiscal year, usually in February or March.

Regional Librarians ask library staff for special needs (priority) requests for the next fiscal year, usually in February or March.

Priority (special needs) Items Defined

Priority (special needs) Items Defined

Equipment and other items other than routine operating supplies.

Equipment and other items other than routine operating supplies.

Priority Item ExamplesPriority Item Examples

Book trucks (carts)SeatingLibrary Request slipsPrinted catalogs for AdSeg

units DVD playersCD/cassette playersComputer monitors & printers

Book trucks (carts)SeatingLibrary Request slipsPrinted catalogs for AdSeg

units DVD playersCD/cassette playersComputer monitors & printers

Facility Item Description Item Cost Facility Total

ACC Magnavox 20" TV/VCR/DVD combo 200.00$ portable CD players 2 @ $20 40.00$ Programs and contests 50.00$ RTC 40.00$ Kik-Step Stool 48.00$ 378.00$

AVCF barcode scanners 1 @ $160 160.00$ Dell printer (network) 298.00$

458.00$ BVCC

BVCF Eiki combo CD/cassette player 2 @ $240 480.00$ chairs 4 @ $59 236.00$

BVMC wireless headphones, 3 @ $50 150.00$ library shelving - 42" single-sided 250.00$ Eiki combo CD/cassette player 1 @ $240 240.00$ 1,356.00$

CCC 42" double-sided shelving 2 @ $204 408.00$ Dell printer (network) 298.00$ CD/cassette player (Eiki) 240.00$ office chair CZN-1300A 383.00$ wireless transmitter + 4 headphones 300.00$ corded headphones 2 @ $35 70.00$ easel whiteboard (tabletop) 79.00$ 1,778.00$

CCF Printed catalogs, 17 @ 2x/yr. $ 500.00 Library request slips - 5,000 @ .011 $ 55.00 Dell printer (network) $ 298.00 Book truck $ 315.00 1,168.00$

Library Operating Allocations (cont’d)

Library Operating Allocations (cont’d)

The Canteen Committee allocates a portion of Canteen funds to libraries for operating expenses.

RLs review & approve priority need items.

Each facility receives a base allocation.

Remaining funds are allocated on a per capita basis.

The Canteen Committee allocates a portion of Canteen funds to libraries for operating expenses.

RLs review & approve priority need items.

Each facility receives a base allocation.

Remaining funds are allocated on a per capita basis.

Each facility should have a librarian tasked with tracking expenditures (Excel spreadsheet) and maintaining the library’s budget records.

Each facility should have a librarian tasked with tracking expenditures (Excel spreadsheet) and maintaining the library’s budget records.

Identifying a VendorIdentifying a Vendor

There is a hierarchy for selecting vendors.There is a hierarchy for selecting vendors.

#1 Juniper Valley Products(Correctional Industries)

#1 Juniper Valley Products(Correctional Industries)

If JVP makes the product, JVP must be the vendor – UNLESS a waiver is applied for and approved by the Ass’t Director for Educational Services and the Director of Colorado Correctional Industries.

If JVP makes the product, JVP must be the vendor – UNLESS a waiver is applied for and approved by the Ass’t Director for Educational Services and the Director of Colorado Correctional Industries.

MEMORANDUM TO: Tony Romero, Assistant Director for Educational Services Giles Spaulding, Director for Correctional Industries FROM: Diana Reese, Regional Librarian DATE: October 31, 2005 RE: Printing Library Calendar Bookmarks I am requesting approval for DOC Libraries to order 15,000-20,000 library 2006 calendar bookmarks from the BVCC Vocational Print Shop. BVCC Print Shop $ 135.00 for 15,000 bookmarks (.009 each) JVP Print Shop $335.00 for 15,000 bookmarks (.02 each) ______________________________________________

Approved Tony Romero Date

Denied ______________________________________________

Approved Giles Spaulding Date

Denied

JVP FurnitureJVP Furniture

If the commodity is furniture, it is mandatory that all state agencies purchase from JVP, unless the CCI Waiver Request Form is submitted, per the State Purchasing Office’s State Price Agreements.

If the commodity is furniture, it is mandatory that all state agencies purchase from JVP, unless the CCI Waiver Request Form is submitted, per the State Purchasing Office’s State Price Agreements.

COLORADO CORRECTIONAL INDUSTRIES (CCi)

Section 17-24-111(1)(a) CRS requires that state agencies purchase office furniture and office systems from the Division of Correctional Industries (previously known as Juniper Valley Products/JVP). In applying this statute and

administering this waiver process, the terms office furniture and office systems shall mean:

Those systems and furniture that, at the time the product requirement is communicated, are described in Division of Correctional Industries’ catalogs and web site and are intended primarily for use in an office

environment (including faculty offices, meeting rooms, and conference rooms).

CCi Waiver Request

Requestor Name:

Agency Name:

Phone: Fax:

Consulted with:

From:

CCi Representative/Contact Person

Gay Zalman Colorado Correctional Industries (719) 226-4204 (719) 226-4220 fax

Purchasing Agent: PA Phone:

Agency Purchasing Approval to Submit Waiver Request:

To:

Date Submitted: Total Pages: cc:

Scope of Waiver Request (provide the following information, attached additional sheets as needed):

Period of Time (Date Item/s Needed)

Number of Items or Amount of Materials (Quantity)

Complete Description & Specifications (Not Just Brand & Model Number)

Quoted Unit Price $

Quoted Total Price FOB Destination, including Assembly $

Picture or Sketch of Product (if Available)

Please review and respond to this request for waiver to purchase outside of the CCi mandatory awards (State Price Agreement #42500YYY08M) for office furniture and office systems. In completing and submitting this waiver request as outlined in the procedure from the back of this form, I believe CCi cannot provide its goods or services:

At a comparable level of quality, or

At a comparable price to that provided by the private sector; or

Check appropriate

box:

CCi cannot provide its goods or services in a timely manner. (Note: No waiver shall be granted based on timeliness unless CCi was given a reasonable time period to provide the goods or services, which must be at least equal to the time period offered to the private sector.)

If requestor has spoken directly with a CCi account representative in regards to this request and comparable CCi products AND completed all of the above noted information, CCi will answer this request for waiver within five (5) working days

* * * CCi * * * Denied Approved Pending

If Approved, Reason: Signature Date

CCi Cannot Provide its Goods or Services At a Comparable Level of Quality, or

CCi Cannot Provide its Goods or Services At a Comparable Price to that Provided by the Private Sector; or

CCi Cannot Provide its Goods or Services in a Timely Manner.

#2 DOC Warehouse#2 DOC Warehouse

The Cañon City (CAA1) & FLCF Warehouse catalogs may be accessed on the R: drive under “Warehouse Docs\Warehouse Catalogs”

The BVCC warehouse catalog may be accessed on the Q: drive under “Warehouse Docs”

The Cañon City (CAA1) & FLCF Warehouse catalogs may be accessed on the R: drive under “Warehouse Docs\Warehouse Catalogs”

The BVCC warehouse catalog may be accessed on the Q: drive under “Warehouse Docs”

#3 Business Technologies (PC Purchasing link on DOCnet)#3 Business Technologies

(PC Purchasing link on DOCnet)

Must be used for computers, printers, and monitors.Must be used for computers, printers, and monitors.

#4 State Price Agreements#4 State Price Agreements

Generally, vendors who have negotiated price agreements with the State of Colorado should be the next choice when selecting a vendor.State Price AgreementsHowever, it is not mandatory to use a vendor unless stated.

Generally, vendors who have negotiated price agreements with the State of Colorado should be the next choice when selecting a vendor.State Price AgreementsHowever, it is not mandatory to use a vendor unless stated.

#5 Colorado Cooperative Purchasing Project

(Procedures Manual/Purchasing)

#5 Colorado Cooperative Purchasing Project

(Procedures Manual/Purchasing)

Each year CLiC negotiates discounts with major library services vendors, e.g. Ingram, Highsmith, Demco, Brodart, Houchen Bindery.

These may also be found at the CLiC website: Cooperative Purchasing Agreement.

Each year CLiC negotiates discounts with major library services vendors, e.g. Ingram, Highsmith, Demco, Brodart, Houchen Bindery.

These may also be found at the CLiC website: Cooperative Purchasing Agreement.

Method of PurchaseMethod of Purchase

There are 4 primary methods:

Procurement Card (P-card)COFRS/Purchase OrderDOC Warehouse RequisitionBT PC Purchasing link on

DOCnet

There are 4 primary methods:

Procurement Card (P-card)COFRS/Purchase OrderDOC Warehouse RequisitionBT PC Purchasing link on

DOCnet

P-CardP-Card

Must be used if the vendor will accept it.

May not be used for Ingram.Only FTE employees may be P-

card holders.A requisition should be used in

order to document spending approval.

Must be used if the vendor will accept it.

May not be used for Ingram.Only FTE employees may be P-

card holders.A requisition should be used in

order to document spending approval.

P-CARD DEPARTMENT OF CORRECTIONS BUENA VISTA CORRECTIONAL COMPLEX

NO. 062026021

ORDERING DEPT:

BVCC LIBRARIES

TELEPHONE EXT:

719-395-7254

REQUESTED BY:

DIANA REESE, REGIONAL LIBRARIAN

P-CARD #:

DATE ORDERED:

02-27-06

CARD EXPIRATION:

QTY

PRODUCT/MFG #

DESCRIPTION

UNIT COST

TOTAL COST

2 43602 Spine & book label sets 26.99 53.98

1 26442W Spine lables, eight across, white 8.79 8.79

4 30681 Date due slips, 1 column, 500/roll 6.39 25.56

1 10128 Book Saver glue (on allowable chemical list), 1 gallon 30.94 30.94

6 64935 Spine tape – 2” x 90’ 10.69 64.14

4 64937 Spine tape – 4” x 90’ 19.94 79.76

Shipping included

Less “Colorado Library Consortium Discount No. 218594” 17%

<42.25>

Justification: Library book processing supplies

Order # 9265342

TOTAL ESTIMATED COST 220.92 SHIPPING INSTRUCTIONS

VENDOR NO.

NAME: Highsmith, Inc.

ADDRESS:

Ft. Atkinson, WI 53538 PHONE #

800-558-2110

FAX#

Diana Reese BVCF LIBRARY 15125 Highways 24 & 285 Buena Vista, CO 81211

CONTACT:

Lisa Heinen

Bus Mgr Initials

Date

FUND

AGY

ORG

APPR CODE

PGM

OBJ

SUB OBJ

BS

GBL

RPTG CAT

JOB PROJ

506

CFC

2026

003

8

3121

All P-Card holders must follow the procedures contained in the Procurement Card Program Handbook.

All P-Card holders must follow the procedures contained in the Procurement Card Program Handbook.

COFRS (Colorado Financial

Reporting System) requisitionCOFRS (Colorado Financial

Reporting System) requisition

Used for any purchase that is not a P-card or DOC Warehouse purchase.

Examples: JVP, Ingram, BT, computer software, vocational program services

Used for any purchase that is not a P-card or DOC Warehouse purchase.

Examples: JVP, Ingram, BT, computer software, vocational program services

DOC WarehouseDOC Warehouse

Must use a DOC Warehouse requisition form specific to the warehouse being used.

Must use a DOC Warehouse requisition form specific to the warehouse being used.

DEPT. CODE NO.

UNIT OF MEAS.

QTY ORD.

QTY ISSUED UNIT COST TOTAL COST

CASE 3 21.29$ 63.87$

PKG 3 2.58$ 7.74$

-$

-$

-$

-$

-$

-$

-$

-$

-$

71.61$

FILLED BY: DATE: DATE:CHECKED BY: DATE: DATE:

DEPT

LIAISON FUND AGY ORG SUB APPR PGM OBJ SUB BS GBL RPTG JOBBUS. MGR ORG CODE OBJ CAT PROJACCT.PURCH.

Form, DC200-7C, Miscellaneous Withdrawal Ticket, 100/pfg

003 8

Paper, premium bond, white, 20# sub., 81/2x11, 10 Ream/Case

3121506 CFC 1526

TOTAL ESTIMATED COST

64536291301

61582000000

WAREHOUSE REQUISITIONREQUISITION NO.

DESCRIPTION (No more than 12 items)WAREHOUSE STOCK

NUMBER

Department of CorrectionsSTATE OF COLORADO

TELEPHONE EXT.APPROVED BY

YOS LIBRARYTeresa SilveriaFeb. 06, 2006

ORDERING DEPT.REQUESTED BY (Name)DATE ORDERED

RECEIVED BY:

JUSTIFICATION: Library operating supplies

DATE NEEDED

3721

DELIVERED BY:

REMARKS:

SHIPPING INSTRUCTIONS/REMARKS: INITIAL/ DATE

DCO

Business TechnologiesBusiness Technologies

All hardware & software purchase requisitions must be reviewed & approved by BT prior to purchase.

Items (PCs, printers, monitors) purchased through BT’s PC purchasing link on DOCnet have implied written approval from BT.

All hardware & software purchase requisitions must be reviewed & approved by BT prior to purchase.

Items (PCs, printers, monitors) purchased through BT’s PC purchasing link on DOCnet have implied written approval from BT.

Business Technologies (cont’d)Business Technologies (cont’d)

All other hardware or software purchases require written approval from BT.

Approval is obtained by faxing request to BT Support Center 719-269-4544.

All other hardware or software purchases require written approval from BT.

Approval is obtained by faxing request to BT Support Center 719-269-4544.

P-CARD DEPARTMENT OF CORRECTIONS RIFLE CORRECTIONAL CENTER

NO. 072626001

ORDERING DEPT:

RCC LIBRARY

TELEPHONE EXT:

719-395-7254

REQUESTED BY:

DIANA REESE, REGIONAL LIBRARIAN

P-CARD #:

DATE ORDERED:

7-26-06

CARD EXPIRATION:

QTY

PRODUCT/MFG #

DESCRIPTION

UNIT COST

TOTAL COST

1 474343 D-Link DP-300U compact print server 75.80 75.80

Shipping UPS Ground 12.99

Justification: to set up printing capabilities for RCC Library workstations to office printer (per Tracy Ridpath, BT)

TOTAL ESTIMATED COST 88.79 SHIPPING INSTRUCTIONS

VENDOR NO.

NAME: CDW Government, Inc.

ADDRESS: 75 Remittance Dr., Suite 1515

Chicago, IL 60675 PHONE #

800-328-4239

FAX#

Tracy Ridpath 57500 US Highway 50 East (Bldg 97) Canon City, CO 81212

CONTACT:

Bus Mgr Initials

Date

FUND

AGY

ORG

APPR CODE

PGM

OBJ

SUB OBJ

BS

GBL

RPTG CAT

JOB PROJ

506

CFC

2626

003

8

3143

Preparing a Purchase Requisition (PR)

Preparing a Purchase Requisition (PR)

Every PR should include:PR # (may be assigned by facility)Requestor’s name & signatureRegional Librarian’s approvalProgram Manager’s approvalComplete description of item

ordered

Every PR should include:PR # (may be assigned by facility)Requestor’s name & signatureRegional Librarian’s approvalProgram Manager’s approvalComplete description of item

ordered

Every PR should include (cont’d)Every PR should include (cont’d)

Vendor discount (bid) #, if anyShipping/handling cost Justification for expenditureAccurate vendor & shipping infoAppropriate account codingDOC billing address (if COFRS)

Vendor discount (bid) #, if anyShipping/handling cost Justification for expenditureAccurate vendor & shipping infoAppropriate account codingDOC billing address (if COFRS)

Library Operating Account Coding

Library Operating Account Coding

Fund 506

Agy (Agency): CFC

Org unit xx26 (xx refers to the facility)

Appr (Appropriation):

003

Pgm (Program): 8

Library Operating Account Coding

Library Operating Account Coding

Commonly used object codesCommonly used object codes

3121 – office supplies, book processing/repair supplies

6250 – library materials (capitalized)

3115 – toner cartridges 4220 – registration fees

3120 – periodicals/subscriptions (consumable)

6222 – furniture (CI)

Expenditure JustificationExpenditure Justification

Common examples:Book processing & repair

suppliesOffice suppliesLibrary promotional materials

Common examples:Book processing & repair

suppliesOffice suppliesLibrary promotional materials

Justification for computer hardware or software

Justification for computer hardware or software

Should be based on:Work elimination (efficiency)Cost avoidanceImprovement of servicesImprovement of decision

making processes

Should be based on:Work elimination (efficiency)Cost avoidanceImprovement of servicesImprovement of decision

making processes

DOC Billing AddressDOC Billing Address

Colorado Department of Corrections

Accounts PayableP.O. Box 1010

Cañon City, CO 81215

Colorado Department of Corrections

Accounts PayableP.O. Box 1010

Cañon City, CO 81215

DEPT INITIAL DATE BILL TO: Department of Corrections; ATTN: Accounts Payable; VENDOR NO:

LIASON ________ ________ PO Box 1010; Canon City; CO 81215-1010 NAME: Ingram Library ServicesBUS MGR ________ ________ SHIPPING INSTRUCTIONS ADDRESS:

ACCT ________ ________YOS LibraryPURCH ________ ________1300 W 13th St PHONE #

Pueblo, CO 81003 FAX # CONTACT:

P _ C ___________

FUND AGY ORGSUB ORG

APPR CODE PGM OBJ

SUB OBJ

RX C _____________ 506 CFC 1526 003 8 6250

Purchase Order (PO)Purchase Order (PO)

A PO is issued by DOC Purchasing if a transaction is $5,000 or more

Initiated by completing a COFRS requisition; be very specific w/ product description

A PO is issued by DOC Purchasing if a transaction is $5,000 or more

Initiated by completing a COFRS requisition; be very specific w/ product description

Purchase Order (cont’d)Purchase Order (cont’d)

Req. must include written justification explaining the need

Req. must have facility Business Manager’s approval

Req. must include written justification explaining the need

Req. must have facility Business Manager’s approval

Placing ordersPlacing orders

P-card orders are placed by the P-card holder, either by phone, fax, online, or in person.

DOC Warehouse orders are usually input directly by the Program Manager’s Admin Ass’t.

P-card orders are placed by the P-card holder, either by phone, fax, online, or in person.

DOC Warehouse orders are usually input directly by the Program Manager’s Admin Ass’t.

Placing Orders (cont’d)Placing Orders (cont’d)

JVP orders are faxed to the CI Fiscal office by the librarian, the Business Manager, or the Program Manager’s admin assistant. Find out what the facility prefers.

Fax: 719-275-0267

JVP orders are faxed to the CI Fiscal office by the librarian, the Business Manager, or the Program Manager’s admin assistant. Find out what the facility prefers.

Fax: 719-275-0267

Placing Orders (cont’d)Placing Orders (cont’d)

Orders for PCs, printers, and monitors are input using the PC Purchasing link on DOCnet, by the Business Manager or the end-user. Find out your facility’s procedure.

Orders for PCs, printers, and monitors are input using the PC Purchasing link on DOCnet, by the Business Manager or the end-user. Find out your facility’s procedure.

Orders requiring a P.O.Orders requiring a P.O.

Do not place the order. The Purchasing Office places the order by virtue of issuing the P.O. to the vendor.

Exception: open Purchase Orders (usually to Ingram)

Do not place the order. The Purchasing Office places the order by virtue of issuing the P.O. to the vendor.

Exception: open Purchase Orders (usually to Ingram)

COFRS DOC ID DC 200-6A (11/94)

PURCHASE REQUISITION P__C

RX C

ORDERING DEPT CCF GENERAL LIBRARY TELEPHONE EXT. 7254 DEPT. CODE NO.

REQUESTED BY (Name) APPROVED BY

DATE ORDERED 6/2/2004 DATE NEEDED

QUANTITYUNIT OF

MEASURENIGP CODE

DESCRIPTION UNIT COST TOTAL COST

1 lot books, not to exceed 8,000.00

NO BACKORDERS; ACCOUNT # 2079081

Titles to be ordered by Diana Reese, Regional Librarian

Justification: Library materials to meet the offenders' informational, educational,

recreational, and cultural reading needs and interests.

TOTAL ESTIMATED COST 8,000.00DEPT INITIAL DATE BILL TO: Department of Corrections; ATTN: Accounts Payable; VENDOR NO:

LIASON ________ ________ PO Box 1010; Canon City; CO 81215-1010 NAME: Ingram Library Services FOB _____BUS MGR ________ ________ SHIPPING INSTRUCTIONS ADDRESS:

ACCT ________ ________ DOC Central Warehouse TERMS _Net 30_PURCH ________ ________ ATTN: CCF LIBRARY PHONE # 800-937-5300

57500 U.S. Highway 50 East FAX # DELCañon City, CO 81212 CONTACT: DATE _____

P _ C _________________

FUND AGY ORGSUB ORG

APPR CODE PGM OBJ

SUB OBJ BS GBL

RPTG CAT

JOB PROJ

RX C __________________ 506 CFC 3626 003 8 6250

Diana Reese, Regional Librarian

If your orders are delivered through a warehouse…

If your orders are delivered through a warehouse…

After the order has been placed, fax a copy of the requisition to your facility’s warehouse. The DOC Warehouses will not deliver shipments without an approved requisition.(Purchasing sends copies of P.O.s to the appropriate warehouse.)

After the order has been placed, fax a copy of the requisition to your facility’s warehouse. The DOC Warehouses will not deliver shipments without an approved requisition.(Purchasing sends copies of P.O.s to the appropriate warehouse.)

Receiving OrdersReceiving Orders

When an order is received:

Check the order in within 24 hrs.A check mark should be placed

next to the “qty” in the shipped column for each item.

If the “shipped” column is blank, the item is on backorder.

When an order is received:

Check the order in within 24 hrs.A check mark should be placed

next to the “qty” in the shipped column for each item.

If the “shipped” column is blank, the item is on backorder.

Sign and date the packing slip (pick list). Most libraries have a stamp for this purpose. If there is not room on the front of the packing slip, stamp & sign the back.

Sign and date the packing slip (pick list). Most libraries have a stamp for this purpose. If there is not room on the front of the packing slip, stamp & sign the back.

If the order is not complete(items are on back-order)

If the order is not complete(items are on back-order)

write “ORDER NOT COMPLETE” directly below the receiving stamp and highlight the words in yellow.

write “ORDER NOT COMPLETE” directly below the receiving stamp and highlight the words in yellow.

Open P.O.Open P.O.

If there are more orders to be placed on an “open-ended” requisition or Purchase Order:

write “ORDER NOT COMPLETE” directly below the receiving stamp and highlight the words in yellow.

If there are more orders to be placed on an “open-ended” requisition or Purchase Order:

write “ORDER NOT COMPLETE” directly below the receiving stamp and highlight the words in yellow.

Receiving for P-Card Purchases

Receiving for P-Card Purchases

Send the original packing list to the P-card holder for their P-card records. Keep a copy for the library budget file.

Send the original packing list to the P-card holder for their P-card records. Keep a copy for the library budget file.

Receiving for DOC Warehouse OrdersReceiving for DOC Warehouse Orders

No receiving documents need to be submitted.

The pick list is signed and dated upon receipt of the order.

No receiving documents need to be submitted.

The pick list is signed and dated upon receipt of the order.

Receiving for COFRS Purchases

Receiving for COFRS Purchases

If the product was purchased w/ a COFRS requisition or P.O., sign and date the packing slip.

Prepare a Receiving Report within 24 hrs. of receipt of items.

If the product was purchased w/ a COFRS requisition or P.O., sign and date the packing slip.

Prepare a Receiving Report within 24 hrs. of receipt of items.

Receiving Report (RR)Receiving Report (RR)

A RR is written acknowledgement that the products were received in satisfactory condition.

A RR authorizes Accounts Payable (AP) to pay the vendor.

A RR is written acknowledgement that the products were received in satisfactory condition.

A RR authorizes Accounts Payable (AP) to pay the vendor.

Receiving Report PacketReceiving Report Packet

A Receiving Report consists of(top to bottom):Signed & dated original

packing slipCopy of Purchase Order (if

issued)Copy of Purchase Requisition

A Receiving Report consists of(top to bottom):Signed & dated original

packing slipCopy of Purchase Order (if

issued)Copy of Purchase Requisition

Do NOT stamp and sign the Purchase Requisition or Purchase Order.

Do NOT stamp and sign the Purchase Requisition or Purchase Order.

Submit the RR packet to the Business Manager, who will forward it to AP.

Your Program Manager may also want a copy for his/her records.

Submit the RR packet to the Business Manager, who will forward it to AP.

Your Program Manager may also want a copy for his/her records.

Ingram orders (DOC funds)Ingram orders (DOC funds)

Fax Receiving Report documents to Accounts Payable within 24 hrs.

AP Fax: 6-269-4129att’n Debi Meyers

Send the hard copy through the Business Manager.

Fax Receiving Report documents to Accounts Payable within 24 hrs.

AP Fax: 6-269-4129att’n Debi Meyers

Send the hard copy through the Business Manager.

Ingram orders (CSL funds)Ingram orders (CSL funds)

Within 24 hrs., fax the signed and dated packing slip to the State Library, att’n Teresa Allen.

303-866-6940

Within 24 hrs., fax the signed and dated packing slip to the State Library, att’n Teresa Allen.

303-866-6940

Backorders – P-CardBackorders – P-Card

If items were purchased w/ a P-card, follow the same procedure as for the first shipment.

When the order is complete, write “ORDER COMPLETED” directly under your signature & date rec’d.

If items were purchased w/ a P-card, follow the same procedure as for the first shipment.

When the order is complete, write “ORDER COMPLETED” directly under your signature & date rec’d.

Backorders - COFRSBackorders - COFRS

Prepare another Receiving Report packet, following the same procedures as for the original shipment.When the order is complete, write “ORDER COMPLETED” directly under your signature & date rec’d.

Prepare another Receiving Report packet, following the same procedures as for the original shipment.When the order is complete, write “ORDER COMPLETED” directly under your signature & date rec’d.

Budget FilesBudget Files

The librarian should keep a copy of all purchasing documents on file for five (5) fiscal years. (Procedures Manual/Time and Records Management)A separate file should be kept for each fiscal year.

The librarian should keep a copy of all purchasing documents on file for five (5) fiscal years. (Procedures Manual/Time and Records Management)A separate file should be kept for each fiscal year.

State Fiscal YearState Fiscal Year

The State of Colorado’s fiscal year is July 1 – June 30.

The State of Colorado’s fiscal year is July 1 – June 30.

Budget Reporting Requirements

Budget Reporting Requirements

Budget reports must be submitted to the State Library annually.

Information about the library’s expenditures should be sent to the facility’s assigned Regional Librarian by July 31st each year.

Budget reports must be submitted to the State Library annually.

Information about the library’s expenditures should be sent to the facility’s assigned Regional Librarian by July 31st each year.

CSL PurchasesCSL Purchases

The Acquisitions Librarian tracks all State Library purchases.

No budget reports need to be submitted for purchases using State Library funds.

The Acquisitions Librarian tracks all State Library purchases.

No budget reports need to be submitted for purchases using State Library funds.

Budget ReportingBudget Reporting

Information required for library materials purchased for each funding source:

# books & $ amount# A/V & $ amount# subscriptions & $ amount

Information required for library materials purchased for each funding source:

# books & $ amount# A/V & $ amount# subscriptions & $ amount

Budget ReportingBudget Reporting

Information required for equipment purchased for each funding source:

Make & model of equipment$ amount of each itemSerial Number for each item

Information required for equipment purchased for each funding source:

Make & model of equipment$ amount of each itemSerial Number for each item

Budget ReportingBudget Reporting

Report the total $ amount spent on operating supplies for each funding source. This includes everything except library materials and equipment.

Report the total $ amount spent on operating supplies for each funding source. This includes everything except library materials and equipment.

FY 2006 CSL FUNDS LSTA FUNDS OTHER FEDERAL CEP OPERATING FACILITY CEP 0FF-THE-TOP FACILITY OTHER DOC PER CAPITADEPT COR FUNDS Canteen Funds Canteen Funds Canteen Funds Funds (Unknown Source) INST BVCC Items Cost Items Cost Items Cost Items Cost Items Cost Items Cost Items Cost Items Cost AV. POP

Books 286 $2,444.14 2 $112.00 1114Periodicals 77 $3,022.68

AV Materials 23 $84.00 TOTAL MATERIALS 386 $5,550.82 0 $0.00 0 $0.00 2 $112.00 0 $0.00 0 $0.00 0 0 OPERATING $2,120.77 $1,409.46 EQUIPMENT* 5 $1,039.50 TOTAL 386 $5,550.82 0 $0.00 0 $0.00 7 $3,272.27 0 $0.00 0 $1,409.46 0 $0.00 $0.00 $0.00

1 Eiki CD/CassettePlayers Model 7070A@ $229.50

S/N 246760 (BVMC)

2 19" flat CRT monitors

S/N (BVCF)S/N (BVCF)

1 single-faced booktruck @ $215

1 book truck w/ flatshelves @ $219

@ $188 ea.

FY06 Expenditures Summary Report - BVCC Libraries

FY 2006 CEP OPERATINGDEPT CORINST BVCC Items Cost

Books 2 $112.00Periodicals

AV Materials TOTAL MATERIALS 2 $112.00 OPERATING $2,120.77 EQUIPMENT* 5 $1,039.50 TOTAL 7 $3,272.27

1 Eiki CD/CassettePlayers Model 7070A@ $229.50S/N 246760 (BVMC)

2 19" flat CRT monitors

S/N (BVCF)S/N (BVCF)

1 single-faced booktruck @ $215

1 book truck w/ flatshelves @ $219

Canteen Funds

@ $188 ea.

CEP 0FF-THE-TOP FACILITY OTHER DOC PER CAPITA Canteen Funds Funds (Unknown Source)

Items Cost Items Cost Items Cost AV. POP COSTS ITEMS COST 1114 $2.29 288 $2,556.14

$2.71 77 $3,022.68 $0.08 23 $84.00

0 $0.00 0 0 $5.08 388 $5,662.82$1,409.46 $3.17 0 $3,530.23

$0.93 5 $1,039.500 $1,409.46 0 $0.00 $0.00 $0.00 $9.19 393 $10,232.55

TOTALS

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