New Jersey Administrative Code › Title 6A - EDUCATION › Chapter 23A - FISCAL ACCOUNTABILITY, EFFICIENCY AND BUDGETING PROCEDURES › Subchapter 16 - DOUBLE-ENTRY BOOKKEEPING AND GAAP ACCOUNTING › Section 6A:23A-16.5 - Supplies and equipment

Current through Register Vol. 56, No. 14, July 15, 2024
(a) Criteria to
				distinguish between supplies and equipment for accounting purposes as
				prescribed by GAAP pursuant to
				N.J.A.C.
				6A:23A-16.1 and contained in the Financial
				Accounting for Local and State School Systems, which is established by the
				National Center for Education Statistics (NCES), and further specified in the
				New Jersey Department of Education's Uniform Minimum Chart of Accounts for New
				Jersey Public Schools, is incorporated by reference herein, as amended and
				supplemented, and on file and may be reviewed at the Office of Administrative
				Law, Quakerbridge Plaza, Building 9, PO Box 049, Trenton, New Jersey and the
				Department of Education, PO Box 500, Trenton, New Jersey.
(b) For the purpose of this section, "food
				supplies" includes only those supplies that are to be eaten or drunk and those
				substances that may enter into the composition of a food in the operation of a
				school cafeteria or in a home economics class.
(c) Whenever any district board of education
				or charter school board of trustees elects to purchase food supplies pursuant
				to this section, it shall adopt a policy stating what food supplies will be
				purchased without advertising for bids, pursuant to
				N.J.S.A.
				18A:18A-5, designating a person or persons
				authorized to purchase food supplies, describing the procedure by which
				interested vendors may become eligible to submit quotations, and outlining the
				method by which the district board of education or charter school board of
				trustees will solicit and accept quotations. A district board of education or
				charter school board of trustees shall adopt this policy before the opening of
				school each year, and shall make the policy known to the public.
(d) A district board of education or charter
				school board of trustees shall provide definite and uniform specifications
				governing standards of quality to each eligible vendor from whom quotations are
				solicited.
1. Each time a purchase of food
				supplies is to be made, the person(s) designated by the district board of
				education or charter school board of trustees to purchase food supplies shall
				solicit quotations from interested, eligible vendors in the manner prescribed
				in the adopted district board of education or charter school board of trustees'
				policy. Quotations for fresh or frozen fruits, vegetables, and meats need not
				be solicited more than once in any two-week period.
2. The person(s) designated to purchase the
				food supplies shall purchase them from the vendor giving the lowest quotation,
				unless the person(s) designated by the district board of education or charter
				school board of trustees to purchase food supplies can justify the purchase
				from one of the other vendors submitting a quotation. The person(s) designated
				shall retain such justification, together with all quotations received, in
				permanent record form, which shall be available to school officials, the
				district board of education or charter school board of trustees, and the
				Department of Education for review and for audit for a minimum of three
				years.
3. Contingent upon approval
				of the district board of education or charter school board of trustees in its
				adopted policy, the person(s) designated by the district board of education or
				charter school board of trustees to purchase food supplies may purchase food
				supplies for any school cafeteria or home economics class to the extent of not
				more than $ 500.00 in any month without soliciting quotations, provided a
				statement signed by the purchaser is filed with the invoice indicating the
				reason why quotations could not be obtained, and shall retain such record for
				review and for audit.