Purchase Orders - A valid purchase order must be issued before any orders may be placed with a vendor unless a procurement card is used.

Placing a verbal order for goods or services without a purchase order is prohibited by the Uniform System of Financial Records and Arizona Revised Statutes.  Technically, the District could be held harmless for payment on this order and the responsibility for payment shifted to the individual who placed the order.

Acceptance of a purchase order by the vendor implies agreement with the quoted pricing.  Any change in the order, whether it be pricing or product substitution, must be authorized by the issuance of a change order by the Purchasing Department.

The District's fiscal year runs from July 1st through June 30th.  Any order placed within one fiscal year may not be accepted for delivery after the fiscal year's end.  Delivery of an order placed on or prior to June 30th will be refused on or after July 1st.

Arizona law prohibits payments on current fiscal year purchase orders after August 30th of the following fiscal year.  All invoices must be submitted and approved for payment by August 20th if payment is to be assured.

To receive notices of contract opportunities, OpenGov is the only system FUSD uses for notification of solicitations. District registration is not necessary if you complete a vendor registration application at OpenGov. Be sure to indicate Coconino County in order to receive solicitations from our district. The link for OpenGov is found below under eProcurement Portal.

STAFF CONFLICT OF INTEREST

Attention Staff:  If you have a potential conflict, you must not be involved in the purchasing/oversight process.  You may not enter requisitions, approve the requisition, supervise the work being performed, or approve payment for the respective product or service. Please contact Purchasing if you have any questions.

CONFLICTS OF INTEREST REGARDING VENDOR GIFTS AND GRATUITIES

FUSD staff may find themselves in a position where they are offered gifts and/or gratuities from a person or company that conducts or would like to conduct business with the greater school community.  State law and FUSD governing board policy prohibit employees from accepting anything of economic value that may appear to be designed to influence the employee's official conduct.  Given the nebulous guidance provided in Arizona Revised Statute and FUSD policy, the district has a guidance document to assist our employees to make informed decisions about appropriate relationships that they have with current and potential vendors. Find the Conflicts of Interest Regarding Vendor Gifts and Gratuities document under the Employee Resources tab below.