Receiving/Paying for Goods and Services 3-36

School Board of the City of Virginia Beach
Policy 3-36

BUSINESS AND NONINSTRUCTIONAL OPERATIONS

Receiving/Paying for Goods and Services

All goods and services acquired on behalf of the School Board must be paid in accordance with this Policy.

1. Receiving Goods

   All goods received must be accepted by a School Division employee authorized to certify that the goods were received in good condition before payment can be approved.

2. Paying for Goods and Services
   1. The School Division's procurement manual must be followed when procuring goods and services. Purchase orders must be issued for all transactions unless otherwise exempted, per the manual. All transactions require either issuance of a purchase order or completion of a payment request.
   2. Payment for goods or services will be made only if an itemized invoice, receipt, or supporting documentation is submitted and approved by an authorized employee in accordance with the procurement manual.
   3. The Chief Financial Officer or designee shall establish procedures for accounting, purchasing and warrant writing so that each transaction is internally audited by several employees as they perform the required functions.
   4. A time frame for the prompt payment of invoices is established in the legal reference to this Policy.

See also the School Division's "Procurement Policy and Procedures Manual."

Legal Reference

Code of Virginia § 2.1-4300, et seq., as amended. Virginia Public Procurement Act.

Code of Virginia § 22.1-122, as amended. Approval and payment of claims; warrants; prohibited acts.

Code of Virginia § 22.1-122.1, as amended. Accounts to purchase certain materials and supplies.

Adopted by School Board: February 16, 1993
Amended by School Board: September 3, 2002
Amended by School Board: September 16, 2014
Amended by School Board: January 11, 2022
Amended by School Board: April 22, 2025