Purchasing Department

Oscar LeónPurchasing Manager

213-688-2802, ext 4878oleon@ypiusa.org

Federal Compliance Regulations Purchasing Procedures Deadlines and Requisition Forms Q & A

Federal Compliance Regulations

Office of Management and Budget (OMB) White House office responsible for devising and submitting the

president's annual budget proposal to Congress.

OMB Circular A-122 A-122 provides specific guidelines of items that are considered

allowable and unallowable costs, and can therefore be charged to the federal government under a federal award.

OMB Circular A-133 A-133 serves to identify existing important compliance

requirements that the Federal Government expects to be considered as part of a Single Audit. Vendor Suspension/Debarment verification through Excluded

Parties List System (EPLS). DO NOT commit to vendor contracts outside of Purchasing

knowledge.

Federal Compliance Regulations

Purchasing Procedures

1. Fill out requisition form (one form per vendor) with all relevant info (item #, qty, codes).

2. Submit requisition forms on time to your Program Admin Assistant/Supervisor, who will then verify all information and prepare for final Director approval.

3. Once approved, all requisitions will be submitted to Purchasing for final review and processing.

4. As orders begin to arrive, email notifications will be sent out to Program Admin Staff to begin supply/equipment inventory and disbursement.

Purchasing Procedures

5. Returns & Exchanges All of these actions can be performed by field level staff as

long as Purchasing is notified of the changes being made. Staples Advantage: Everyone that has an account and places

orders through the Advantage site can set up all returns/exchanges through their account.

Please note that returns/exchanges need to be dropped off at the Purchasing Office in DTLA as the delivery site is the default return address.

6. Status Updates For Staples orders, status updates are available through your

online account. Please follow up with your Program Admin regarding status of

orders. Feel free to contact me directly if your admin is not readily available.

Purchasing Dept. Deadlines

All orders are due to the Purchasing Department on the 1st Friday of the month for the following month by close of business day. Reasoning: Budgeting for cash flow purposes.

Having orders 30 days in advance allow us to project program expenditures.

•August 2013 Orders Due: July 5th, 2013•Sept. 2013 Orders Due: Aug. 2nd, 2013

•Oct. 2013 Orders Due: September 6th, 2013•Nov. 2013 Orders Due: October 4th, 2013•Dec. 2013 Orders Due: November 1st, 2013•January 2014 Orders Due: Dec. 6th, 2013

Purchasing Requisition Forms

Purchase Requisition FormThis form will be used to request all supplies pertaining to program. Examples of requests are enrichment, athletic, curriculum, etc.

MIP Expense Codes will all need to be appropriately entered as this will determine how your purchase is reported to auditors (pertinent to all requisition forms).

Purchasing Requisition Forms

Costco Requisition FormThis form will be used to request snacks , water, and cleaning supplies for program. Please note that this form is already populated with items for your convenience.

Purchasing Requisition Forms

Event Catering Requisition FormThis form will be used to request catering for your event. The form is already populated with available meal options for your event.

Purchasing Requisition Forms

Gift Card Requisition FormThis form will be used to request gift cards and transportation vouchers for your program needs (supportive services, participant related expense, etc). This form will not apply to everyone as some programs do not allow gift card purchases.

Finance Division Funnels

• Office and Program Supplies, Catering, Snacks, Field Trips, Program Incentives, Program Equipment, etc.

• Anything payable with Credit Card.

Purchasing

• Employee Laptop requests, along with big ticket items for YPI Admin Staff use.

• If in doubt, feel free to reach out to Purchasing for clarification.

IT• Contracts, Net-30 accounts, Check

Requisitions, Reimbursements, etc.• Anything payable with check

Accounting

Any Questions?Concerns?

Suggestions?

Thank You!