These procedures apply to the purchase of computers, equipment, and supplies for staff only; they do not apply to purchases for case services.

1. All purchases require the completion of a Direct Purchase Authorization (DPA) to a provider with an ABN prior to the purchase.
2. DPA’s must be signed/approved as follows:

   • Field office purchase orders under $2,000: Office Director
   • State Office purchase orders under $2,000: IT/computer/furniture- Director
   • Other – Cathy Callaway
   • Purchases over $ 2,000.00 - Director
   • Purchases over $10,000.00 – Commissioner of Education
   • Purchases over $25,000.00 - State Board of Education

3. Field offices can create their own DPA’s for orders under $2,000 with the following exceptions:

   • IT/COMPUTER EQUIPMENT (hardware/software). All computer hardware/software must be ordered by the State Office. Contact: Tibor Moldovan
   • FURNITURE. All furniture (including but not limited to filing cabinets, coat racks, shelves, chairs, desk components, bookcases) and office décor must be approved by the State Office. Contact: Cathy Callaway
   • ERGONOMIC ORDERS: Items to be ordered as a result of an ergonomic evaluation will be ordered by the field offices after approval at the State Office. Contact: Cathy Callaway
   • PRINTERS. All printers and printer supplies must be processed through the State Office via State contract. Contact: Data Center
   • COPIERS. All copiers are leased and must be processed through the State Office. This includes supplies for copiers. Contact: Data Center
   • FAX MACHINES. All fax machines must be processed through the State Office via State contract. Supplies for fax machine may be purchased through Office Depot. Contact: Data Center
   • POSTAGE METER/MAIL EQUIPMENT. All mail equipment must be processed through the State Office. Contact: Cathy Callaway
   • PUBLICATIONS/PRINTING. All printing/publications must be processed through the State Office. Contact: VR Marketing Team
   • TELECOMMUNICATIONS EQUIPMENT. All telecommunications equipment must be ordered through DAS Division of Communications via the NIS system. Requests must follow the process for Equipment Requests on VRIS. All equipment will be ordered by the State Office and billed on the monthly phone bill. Contact: Cathy Callaway
   • SUPPLIES. Must be ordered as follows:

     • Office Supplies. All office supplies must be ordered through Office Depot. Office supplies include but not limited to pens, ink, pencils, staples, paper clips, binders, post its, labels, cassette tapes, blank dvd's, batteries, file folders, desk cleaner, etc.
     • Janitorial Supplies. Janitorial supplies must be purchased from Cornhusker State Industries or Office Depot. This includes but is not limited to air freshener, sanitizing wipes, hand soap, light bulbs, carpet cleaner, etc.
     • Paper Supplies All paper supplies must be ordered through Office Supply Bureau or Office Depot. This includes but is not limited to paper towels, toilet paper, toilet seat covers, trash/shredder liners, envelopes, etc. Resume paper/envelopes and design paper are not allowed to be purchased unless through the State Office.
     • Kitchen Supplies. Unless specifically for use with IL consumers, kitchen supplies are not allowed to be purchased. This includes, but is not limited to plates, plastic silverware, cups, napkins, coffee/drink supplies, cleaners (e.g. Comet), sponges, dishcloths, etc.
     • Personal items for the office are not allowed to be purchased. This includes, but is not limited to calendars, individual hand sanitizer, space heaters, etc. Each office is allowed to purchase one hand sanitizer station from Office Depot for their reception area.

     • A refrigerator may be purchased for staff use. The following specifications must be met:

     • • Any purchased refrigerator must be consistent with lease requirements/restrictions.
       • Refrigerators with water dispensers and/or ice makers are not allowable.
       • Office Directors must ensure appropriate space requirements are met and sufficient power sources are available.  
       • One refrigerator with a top freezer, not to exceed 24.0 cubic feet, may be purchased per office.
       • The cost of the refrigerator must not exceed $800.00 exclusive of delivery/installation charges.
       • Extended warranties may be purchased if total does not exceed $800.00
       • The office is responsible for arranging the order, delivery, installation, and any necessary repairs. The expenses will be covered by the agency.
       • A plan for cleaning/organizing the refrigerator must be followed.
       • The office is responsible for coordinating pick-up and disposal when the refrigerator is no longer in working order. 
       • Pick up and disposal fees for the refrigerator are an allowable expense.  
       • A lifespan of a typical refrigerator ranges from 10-15 years.  
       • Prior approval from the VR Administrator is required prior to purchasing a new refrigerator.

4. EVALUATION MATERIALS. Evaluation materials may be purchased by the local field office after obtaining email approval from Kristi Berst.
5. Anything that requires a DPA to be purchased cannot be purchased by staff and claimed on an expense reimbursement unless approved in advance by the Director.
6. All purchases must include a Reason for Purchase. If the item(s) being purchased are for a particular staff member, the name(s) of the staff member should be included.
7. Three price quotes are required on all purchases from non-state contract vendors over $2,000.00 unless it is a sole source vendor. Sole source is only used if the item/service is available only from a single source.
8. Invoices for all purchases will be sent to the State Office for payment. A copy of the signed DPA must be attached to the invoice.
9. Payment for price per unit and/or quantity cannot exceed the amount authorized on the DPA. Shipping/freight can be added at the time of payment.