1702 N. Main St.
Davenport, IA
563-445-5000

Board Policy 303 – Expenditures

Board Policy

Administrative Regulation
303.01 Purchasing Policy (Reviewed 9/26/11 (Revised 6/9/14) (Revised 4-9-18)(Revised 3/25/19-Replaced previous 303.01 policy)(Revised 9/23/19) 303.01A
303.02 Opening of Bids (Revised 10/26/09) (Reviewed 7/14/14)(Revised 3/12/18) 303.02A
303.03 Capital Assets (Adopted 9/27/10) (Revised 8/24/15)(Revised 3/12/18)
303.04 Purchase Orders (Delete 6/11/07)
303.05 Items to be Stocked (Delete 6/11/07)
303.06 Receiving Supplies and Equipment (Revised 6/11/07) (Revised 5/14/12)(Reviewed 3/12/18) 303.06A
303.07 Approval and Payment of Bills for Goods and Services (Revised 1/10/11) (Revised 8/14/17)
303.08 Equipment Repair by Instructional Staff (Deleted 1/24/00)
303.09 Payroll Deductions (Revised 6/11/07) (Reviewed 5/14/12)(Reviewed 3/12/18)
303.10 Payroll Periods (Deleted 1/24/00)
303.11 Employee Travel Compensation (Revised 10/22/07) (Reviewed 1/14/13)(Revised 3/12/18) 303.11A
303.12 Unpaid Warrants (Reviewed 6/11/07) (Reviewed 1/14/13)(Reviewed 3/12/18)
303.13 Payment of Bills (Deleted 6/26/00)
303.15 Signing Contracts (Revised 12/10/12)(Reviewed 3/12/18) 303.15A

 


  • 303.01
    BUSINESS OPERATIONS
    PURCHASING – BIDDING – TARGETED BUSINESSES 

    The Board supports economic development in Iowa and particularly in the school district community. As permitted by law, purchasing preference will be given to Iowa goods and services from locally-owned businesses located within the school district or Iowa based companies, if the cost and other considerations are relatively equal and meet the required specifications.When spending federal Child Nutrition Funds, however, geographical preference is allowed only for unprocessed agricultural food items as a part of response evaluation.Other statutory purchasing preferences will be applied as provided by law, including goals with regard to procurement from certified targeted small businesses, minority-owned businesses, and female owned businesses.

    Prior to August 15 of each year and after analyzing the school district’s anticipated procurement level for the current fiscal year, the school Board will set a goal of ten percent of the anticipated procurement level to be purchased from certified targeted small businesses. In determining the procurement level, the cost of utilities (heat, electricity, telephone, and natural gas) and employees’ costs will not be included. After the goal has been established, the superintendent will file the required Targeted Small Business Procurement form with the Department of Education by August 15.

    By July 31 of each year, the superintendent will file a report with the Department of Education outlining purchases of goods and services from targeted small businesses for the previous fiscal year.

    The Board and superintendent will encourage targeted small businesses that are not certified with the Department of Inspections and Appeals to become certified targeted small businesses. 

    Goods and Services 

    The Board shall enter into goods and services contract(s) as the Board deems to be in the best interest of the school district. It shall be the responsibility of the superintendent to approve purchases, except those requiring Board approval as described below or as provided by the law. The superintendent may coordinate and combine purchases with other governmental bodies to take advantage of volume price breaks. Joint purchases with other political subdivisions will be considered in the purchase of equipment, accessories, or attachments with an estimated cost of $50,000 or more.

    Purchases for goods and services shall conform to the following:

    • The superintendent shall have the authority to authorize purchases without prior Board approval and without competitive request for proposals, quotations, or bids for goods and services up to $25,000. For goods and services over $25,000 and up to $50,000, the superintendent shall receive proposals, quotations, or bids for the goods and services to be purchased prior to Board approval. The quotation process may be informal, and include written or unwritten quotations.
    • For goods and services exceeding $50,000 the competitive request for proposal (RFP) or competitive bid process shall be used and received prior to board approval. RFPs and bids are formal, written submissions via sealed process.

    In the event that only one quotation or bid is submitted, the Board may proceed if the quotation or bid meets the contract award specifications. The Board may also reject any and all bids if it is in the Board’s judgment the award is not in the best interest of the District.

    The contract award may be based on several cost considerations including, but not limited to the following:

    • The cost of the goods and services being purchased;
    • Availability of service and/or repair;
    • Quality;
    • The targeted small business procurement goal and other statutory purchasing preferences;
    • Past work history; and
    • Other factors deemed relevant by the Board.

    The Board may elect to exempt certain professional services contracts from the thresholds and procedures outlined above.

    The thresholds and procedures related to purchases of goods and services do not apply to public improvement projects.

    Public Improvements

    The Board shall enter into public improvement contract(s) as the Board deems to be in the best interest of the school district. “Public improvement” means “a building or construction work that is constructed under the control of a governmental entity and for which either of the following applies: (1) has been paid for in whole or in part with funds of the governmental entity; or (2) a commitment has been made prior to construction by the governmental entity to pay for the building or construction work in whole or in part with funds of the governmental entity. This includes a building or improvement constructed or operated jointly with any public or private agency.”

    The school district shall follow all requirements, timelines, and processes detailed in Iowa law related to public improvement projects. The thresholds regarding when competitive bidding or competitive quotations is required will be followed. Competitive bidding is required for public improvement contracts exceeding the minimum threshold stated in law. Competitive quotations are required for public improvement projects that exceed the minimum threshold amount stated in law, but do not exceed the minimum set for competitive bidding. The Board shall approve competitive bids and competitive quotes. If the total cost of the public improvement does not warrant either competitive bidding or competitive quotations, the district may nevertheless proceed with either of these processes, if it so chooses.

    The award of all contracts for the public improvement shall be awarded to the lowest responsive, responsible bidder. Once awarded, the school district will require the lowest responsive bidder to provide information to determine the bidder’s responsibility relating to the bidder’s experience, number of employees, and ability to finance the cost of the public improvement.

    A non-resident bidder shall comply with Iowa Code § 73A.21(4) to specify whether any preference is in effect in the bidder’s state of domicile.

    If the school district intends to award a contract for a public improvement to a bidder who is not the lowest responsive bidder, then the Board may, at the request of the lowest responsive bidder, hold a hearing before the Board prior to making a final decision on awarding the contract.

    In the event of an emergency situation requiring repairs to a school district facility that are necessary to correct or control the situation to avoid the closing of a school, if such repairs will exceed the state limit, the provisions related to bidding will not apply. The superintendent, however, must obtain certification from the area education agency administrator stating such repairs in excess of the state limit were necessary to prevent the closing of the school. The superintendent must also notify the Board as soon as possible considering the circumstances of the emergency.

    The district shall comply with all federal and state laws and regulations required for procurement, including the selection and evaluation of contractors. The superintendent or designee is responsible for developing an administrative process to implement this policy, including, but not limited to, procedures related to suspension and debarment for transactions subject to those requirements.

    • Legal Reference: Iowa Code §§ 23A; 26; 26.3; 28E; 72.3; 73; 73A; 280.3; 280.14; 285; 297; 297.8; 301.261 I.A.C. 54.281 I.A.C. 43.25.
    • Cross Reference:02 Opening of Bids; 303.06 Receiving Supplies and Equipment; 303.07 Approval and Payment of Bills for Goods and Services; 303.15 Signing Contracts; 305.20 Outsourcing Services; 702.01 Architect/Engineer/CMA; 702.02 Procedures with Architects/Engineers During Construction; 702.03 Site Acquisition
    • Updated 3/25/19 Replaced previous policy 303.01
    • Updated and revised by Attorney 9/23/19.

 


 
303.02
BUSINESS OPERATIONS
  
Opening of Bids
 
Bids submitted for advertised materials, work, etc. shall be opened at the prescribed time published in the official notice of such call for bids.  If only one bid is received, the administration may leave the bid unopened and present it to the Board with the recommendation to re-bid the item(s).
 
Bids that are opened shall be reviewed prior to the next regular Board meeting and presented to the Board with recommendations from the administration.The administration will prepare budget estimates for all projects requiring bids. The estimate will be determined prior to the opening of bids and will be included with bids when presented at the board table for approval.Bids received later than the designated time for opening shall be returned to the sender unopened. The district will comply with all applicable laws and statutes as they relate to the opening of bids.

  • Cross References:  Administrative Regulation 303.02A
  • Legal Reference: Code of Iowa, Sec. 73.1; 73A.18; 73.3; 73.4; 73A.21
  • By action of the Board: 9/20/76, 5/12/80, 2/14/83; Reviewed 10/14/91; Revised 6/26/00; Revised 4/11/05;  Revised 10/14/09
  • Edited 04/05; 4/09;10/09; Reviewed 7/14/14; Reviewed 3/12/18

 


303.03
BUSINESS OPERATION
 
CAPITAL ASSETS

The school district will establish and maintain a capital assets management system for reporting capitalized assets owned or under the jurisdiction of the school district in its financial statements in accordance with generally accepted accounting principles (GAAP) as required or modified by law; to improve the school district’s oversight of capital assets by assigning and recording them to specific facilities and programs and to provide for proof of loss of capital assets for insurance purposes.
 
Tangible capital assets with an historical cost equal to or greater than $5,000 are reported in the government-wide financial statements (i.e. governmental activities) and the proprietary fund financial statements (i.e. business type activities).Capital assets reported include school district buildings and sites, construction in progress, improvements other than buildings and sites, land and machinery and equipment. The straight-line method of depreciation is applied to capital assets subject to depreciation. Capital assets not subject to depreciation include land and construction in progress. Federal regulations governing school lunch programs require capital assets attributable to the school lunch program be depreciated if the historical cost is equal to or greater than $500. 
 
Intangible assets with an historical cost equal to or greater than $100,000 with useful life of two or more years, are included in the asset inventory for capitalization purposes. Such assets are recorded at actual historical cost and amortized over the designated useful lifetime applying a straight-line method of depreciation. If there is no designated lifetime established by contractual, regulatory, technological or other factors then the intangible asset will be considered to have an indefinite useful life and will not be capitalized.
 
This policy applies to all intangible assets. If an intangible asset that meets the threshold criteria is fully amortized, the asset must be reported at the historical cost and the applicable accumulated amortization must also be reported. It is not appropriate to “net” the capital asset and amortization to avoid reporting. Intangible assets that are internally generated by either district personnel or by a third-party contractor acting on behalf of the district will be capitalized using the same criteria as other intangible assets.
 
The capital assets management system must be updated at least annually to account for the addition/acquisition, disposal, relocation/transfer of capital assets. It is the responsibility of the superintendent or designee to count and reconcile the capital assets with capital assets management system on June 30 each year. It is the responsibility of the superintendent or designee to develop administrative regulations implementing this policy. It will also be the responsibility of the superintendent or designee to educate employees about this policy and it’s supporting administrative regulations.
  • Legal Reference:  Iowa Code §§ 257.31(4); 279.8; 297.22-.25; 298A (2009).
  • Adopted 9/27/10; Revised 8/24/15; Revised 3/12/18

303.04

BUSINESS OPERATIONS                                         (Deleted 6/11/07)

Purchase Orders             (Became an administrative regulation instead of policy)


303.05

BUSINESS OPERATIONS                                         (Deleted 6/11/07)

Items to be Stocked         (Became an administrative regulation instead of policy)

  • By action of the board 9/20/76, 2/14/83, Reviewed 10/14/91; Revised 6/26/00; Deleted 6/11/07

  • Edited 6/07


303.06

BUSINESS OPERATIONS

Receiving Supplies and Equipment

All supplies and equipment purchased in the name of the District shall be received at the district Warehouse. Whenever this procedure is deemed impossible and/or impractical, the Purchasing Department shall be notified by the school personnel in order to review the feasibility of direct delivery.  When a delivery is being shipped directly to a building Purchasing will notify the Warehouse so that equipment can be properly tagged and recorded at the building.

It shall be the duty of the Purchasing Department to certify to the Accounting Department the receipt of all equipment, supplies, and services.

  • Cross Reference: Administrative Regulation 303.06A

  • By action of the Board 9/20/76, 2/14/83; Reviewed 1/13/92; Revised 6/26/00; Revised 6/11/07

  • Edited 6/07; Reviewed 5/14/12; Reviewed 3/12/18


 

 


303.07

BUSINESS OPERATIONS

Approval and Payment of Bills for Goods and Services

The Board authorizes the issuance of warrants for payment of all claims of goods and services against the District upon review by the board president or board president designee and allowance by the Board. The Board will allow the warrants after the goods and services have been received and accepted in compliance with board policy and the claims have been audited by the board.

The Board Secretary is authorized to:
1.  Issue warrants prior to the review and allowance by the Board upon approval for pre-payment by the Board President, or upon a just claim for payment of freight, postage, printing, utilities, travel expense, approved registrations, claims offering a discount for early payment, claims imposing a late fee for payment that would be incurred if claims were held for next scheduled board meeting, and claims for vendors of contracts previously approved by the Board and meeting state regulations upon receipt and verification of proper invoices.
2.  Make payment of salaries pursuant to the terms of written contracts entered into by the Board. The board secretary shall determine that the claims presented to the board are in order and are legitimate expenses of the district. It is the responsibility of the board secretary to bring the claims to the board for approval. All claims and salaries for which warrants have been issued prior to audit and approval by the board shall be presented to the board for approval at the first regular meeting thereafter and shall be entered into the record in the regular minutes of the secretary.

 

  • Legal References: Code of Iowa Chapter 279.30
  • By action of the Board 9/20/76, 2/14/83; Revised 1/13/92, 9/20/93; Revised 6/26/00; Reviewed 1/10/11
  • Edited 6/00, 1/11; Revised 8-14-17

 


303.09

BUSINESS OPERATIONS

Payroll 

Payroll Periods

It shall be the policy of the Board that all personnel of the District be paid on a basis established by the administration or through negotiations.  The payment would depend upon the job classification of the employee.

Payroll Deductions

Payroll deductions shall consist of federal income tax withholdings required by law.

Any employee may elect to have payments withheld for programs that have been approved by the Board.

  • Legal References: Code of Iowa § 294.8–294.16

  • By action of the Board 9/20/76; Revised 2/14/83, Revised 10/14/91; Revised and combined 1/24/00; Revised 6/11/07

  • Edited 6/07; Reviewed 5/14/12; Reviewed 3/12/18


 

303.11

BUSINESS OPERATIONS

Employee Travel Compensation

Employees traveling on behalf of the District and performing approved District business will be reimbursed for their actual and necessary expenses.  Actual and necessary travel expenses will include, but not be limited to, transportation and/or mileage costs, lodging expenses, meal expenses and registration costs.

Travel Outside the  District

Travel outside of the District must be pre-approved.  Pre-approval will include an evaluation of the necessity of the travel, the reason for the travel and an estimate of the cost of the travel to qualify as approved District business. Travel outside the District by employees, other than the Superintendent, must be approved by the employees’ immediate supervisor.  Reimbursement for air travel will be at the tourist class fares. Should an employee choose to travel by automobile, reimbursement will be limited to the public carrier amount. The supervisor will determine whether a District vehicle or rental vehicle is most appropriate. Pre-approved expenses for transportation in a rental car are limited to the cost of a “compact” rental car at a competitively priced agency, unless the number of people traveling on behalf of the District warrants a larger vehicle.

Pre-approved expenses for meals are paid on a per meal basis, established at the beginning of each fiscal year, when meals are not included in registration or other fees.

Pre-approved expenses for transportation within 300 miles of the District will be by automobile.  If a District vehicle or a rental vehicle is not available, the employee will be reimbursed for using their own vehicle. The reimbursement rate will be established at the beginning of each fiscal year. Exceptions to the limits may be approved by the Superintendent or superintendent’s designee.

Same Day Travel

Reimbursement for actual and necessary expenses will be allowed for travel outside the District if the employee received pre-approval for the travel.  Prior to reimbursement of actual and necessary expenses, the employee must provide the District with a detailed receipt, other than a credit card receipt, indicating the date, purpose and nature of the expense for each claim item.  In exceptional circumstances, the Superintendent or superintendent’s designee may allow a claim without proper receipt.  Written documentation explaining the exceptional circumstances is maintained as part of the District’s record of the claim.

Pre-approved expenses for meals are paid on a per meal basis, established at the beginning of each fiscal year, when meals are not included in registration or other fees.

Same day travel requires a detailed receipt otherwise it will be a personal expense.  Personal expenses, including mileage, in excess of that required for the trip are reimbursed by the employee to the school district no later than 10 working days following the date of the expense.

Reimbursement for actual and necessary expenses for travel outside the District will be limited to the pre-approved expenses.  Pre-approved expenses for registration are limited to the actual cost of the registration.

Overnight Stay

Pre-approved expenses for meals on overnight stays are paid on a per meal basis, established at the beginning of each fiscal year, when meals are not included in registration or other fees. Detailed receipts are not required for per diem reimbursements.  Meals may be pre-approved for a larger amount by the Superintendent or the superintendent’s designee.

Within District Travel Allowance 

Employees required to travel in their personal vehicle between District buildings to carry out the duties of their position may be reimbursed at the reimbursement rate established at the beginning of each fiscal year. It is the responsibility of the Superintendent or superintendent’s designee to approve travel within the District by employees.  It is the responsibility of the Board to review the travel within the District by the Superintendent through the Board’s audit and approval process.

Employees who are allowed an in-school district travel allowance will have the amount of the allowance actually received during each calendar year included on the employee’s W-2 form as taxable income according to the Internal Revenue Code.

Meals will not be reimbursed for in-district travel.

The Superintendent or superintendent’s designee is responsible for developing administrative regulations regarding actual and necessary expenses, in-school district travel allowances and assignment of District vehicles.  The administrative regulations will include the appropriate forms to be filed for reimbursement to the employee from the District and the procedures for obtaining approval for travel outside of and within the District.

NOTE:  This policy contains auditor’s requirements for a travel compensation policy, including incidental vehicle use, reimbursement by employees for personal use, travel between attendance centers and taxation of additional compensation.  As a result, most of the language of the policy is mandatory.

  • Legal Reference:  Iowa Constitution, Art. III, § 31.; Iowa Code §§ 70A.9-.11 (2003); 1980 Op. Att’y Gen. 512.
  • Cross Reference: IASB Policy Manual: 216.3 Board of Directors’ Member Compensation and Expenses; 401.6 Transporting of Students by Employees; 401.10 Credit Cards; 904.1Transporting Students in Private Vehicles, Administrative Regulation 303.11A
  • By action of the Board: 9/20/76, 7/9/79; Revised 2/14/83; Reviewed 1/13/92; Revised 11/10/97;  Revised 4/13/04; Revised 10/22/07
  • Edited: 10/07; Reviewed 1/14/13; Revised 3/12/18

 

303.12

BUSINESS OPERATIONS

Unpaid Warrants

The Board shall, only in the case of absolute necessity, issue warrants for which there are no funds available for the payment of such warrants. If warrants are issued for which there are no funds available for payment of such warrants, the Treasurer shall institute such procedures as stated in the Code of Iowa, Chapter 74, Sections 1-8 for the payment of said warrants.

  • Legal References: Iowa Code §§ 74.1-74.8

  • By action of the Board 9/20/76, 2/14/83; Reviewed 10/14/91; Reviewed 1/24/00; Reviewed 6/11/07

  • Edited 6/07; Reviewed 1/14/13; Reviewed 3/12/18


 

303.13

BUSINESS OPERATIONS                (Deleted 6/26/00; See Policy 303.07)

Payment of Bills

  • By action of the Board 11/8/93; Deleted 6/26/00

  • Edited 6/00


 

303.15
BUSINESS OPERATIONS

Signing Contracts

All contracts shall be signed by the Board President

A.  Maintenance Contracts/Agreements
Renewed maintenance contracts and agreements for monthly services shall be recommended by a district administrator for approval to the Superintendent or CFO. After approval, the Board Secretary shall affix the Board President’s signature by stamp or other mechanical means.

B.  Contracts under $25,000
All contracts under $25,000 shall be recommended by a district administrator for approval to the Superintendent or CFO.  After approval, the Board Secretary shall affix the Board President’s signature by stamp or other mechanical means.

C.  All Contracts $25,000 to $50,000
Contracts of $25,000 to $50,000 in value, excluding those items listed in “A” above, will be included in the consent agenda to be signed by the Board President following the meeting at which the consent agenda is approved.

D.  Contract $50,001 and over
Contracts of $50,001 or more in value, excluding those listed in “A” above, will be placed on a board agenda for approval and then signed by the Board President.

E. Contracts/Agreements Payable to District
Contracts and agreements that the District enters into whereby the District receives funds shall be recommended by a district administrator for approval to the Superintendent or CFO. After approval, the Board Secretary shall affix the Board President’s signature by stamp or other mechanical means.