Purchasing

Purchasing A. The certified agency provider must develop and adhere to purchasing policies and procedures that ensure: 1. Proper internal controls over the procurement, storage, and distribution functions are in place and in accordance with federal and state regulations, including proper oversight and segregation of duties between the purchasing, receiving, and recording functions. 2. CMHCs and state agency provider-operated services adhere to the laws and regulations published by the Mississippi Department of Finance and Administration (DFA) Procurement Manual. 3. The agency provider maintains adequate documentation to support all purchasing transactions (e.g. requisitions, bids, purchase orders, receiving reports, invoices, canceled checks, and contracts). 4. The agency provider maintains an inventory system accounting for all grant-purchased equipment that includes a master listing of all equipment with, at a minimum, the serial number of the equipment item, the cost of the equipment item, the date that the item was purchased, the grant funded service for which the item was purchased, and the unique inventory number assigned to the item by the facility. A label with this unique inventory number must be affixed to the equipment item. 5. The agency provider reports to DMH all grant equipment purchases and deletions on the DMH-prescribed form. The form and instructions are included in the DMH Service Providers Manual, which is located on the DMH website. 6. Written approval is obtained from DMH and/or the county board of supervisors, depending on the source of funding, before disposition of real and personal property purchased with state and/or county-appropriated funds. 7. All insurance proceeds or proceeds from the sale of grant inventory must be returned to the service for which it was initially purchased. 8. Property and equipment ledgers are periodically reconciled to general ledger accounts.