24 Miss. Code. R. § 2-10.6 - 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. Regional Mental Health Centers and state
agency provider operated services adhere to the laws and regulations published
by the State of MS Department of Finance and Administration (DFA) Procurement
Manual. These regulations can be found on the Department of Finance and
Administration's website (www.dfa.ms.gov).
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 form DMH-101-01.
The DMH-101-01 form and instructions are included in the DMH Service Providers
Manual.
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.
Notes
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