District personnel who contact vendors directly and initiate the purchase of goods and services are in direct violation of Governing Board policy and legal statutes. As specifically stated by Board Policy 3310:
"All district purchases for supplies, materials, equipment or leasing of equipment, or other services to be performed shall be channeled through the district purchasing department on the appropriate district forms.... All purchases made or contracts let or authorized not in accordance with the above prescribed channels and/or procedures shall remain the personal liability of the individual(s) who initiate the purchase agreement with the vendor."
Goods and/or services purchased or ordered without proper authorization are considered unauthorized purchases for which the district has no legal liability or obligation to pay vendor claims. Accordingly, unauthorized purchases will not be honored by the District. Invoices for unauthorized purchases received by the Accounting Department will be forwarded to the District Superintendent for appropriate action.
To prevent personal liability for illegal purchases all district personnel and district representatives must follow prescribed purchasing procedures. We realize, however, there are emergency or urgent situations that occur. Accordingly, procedures to provide an immediate response to these situations have been established. Refer to Emergency Purchase Orders Procedures for the processing of urgent/emergency requirements.