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5. STATE CONTRACTS - Purchases may be made using State Contracts under the regulations and
conditions of the state of Mississippi. §31-7-12

6. OTHER ITEMS: The purchase of any single item or service not falling into one of the above
categories must be processed on a purchase order which will be approved by the School Business
Administrator prior to the purchase. This means there will be no purchase orders authorized by a
telephone call by a Principal, Supervisor, Teacher or other staff member. Board members/staff
members attending conventions or workshops are not to make purchases in the name of the school
district without following the purchasing process.

7. Preview of Materials: Piloting programs or previewing materials without prior written approval
from the Business Administrator are not allowed. If approved, a purchase order must be prepared
and processed for any item to be previewed prior to receiving the materials. After the preview
process has been completed, the receiving copy is to be returned to the business office signed if the
materials will be kept or marked as returned with the date and shipping method noted if the
materials were not kept.

8. Reimbursements of employees: The HCSD Board of Education recognizes an employee
reimbursement purchase order when it pertains to pre-approved travel, meal and conferences.
Purchase orders made payable to staff members for reimbursement for travel, meals, and registrations
may be issued following conference attendance but many not exceed the approved amount.

9. Student Activity Accounts: Purchases made through Student Activity Accounts may not be
reimbursed with District funds.

10. Ethics Law Requirements (Pay to Play): The board will not vote upon or award any contract in the
limits defined in State law and regulations to any business entity which has made a contribution
reportable by the recipient under state of Mississippi Code to a member of the Board during the
preceding one-year period.

Board Policy: DJEA; DJEC

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