Chapter Three: Purchasing Forms
The State Auditor and Inspector (SA&I) is responsible for establishing the procedures necessary to ensure the proper implementation of the county purchasing system and for developing the forms required for record-keeping and auditing purposes.
74 O.S. § 214
The purchasing forms are available on the SA&I website. Most of the SA&I purchasing forms have been converted into digital forms.
Table 3-1 contains a list of the purchasing forms prescribed by SA&I. Examples of these forms with explanatory information are shown after Table 3-1.
Note: Effective November 1, 2018, the county clerk is to retain the original of SA&I Form No. 1116, Requisition - Purchase Order - Claim. The distribution of the remaining copies will vary from county to county. All departments should receive a copy of the encumbered purchase order.
| Form Number | Form Title | Related Chapters |
|---|---|---|
| SA&I 112 (2011) | Form Title County Sheriff's Credit Card Expenditures | Related Chapters Chapter Nine, "Credit Card Purchases" |
| SA&I 120-A (2008) | Form Title Lease Agreement for Equipment | Related Chapters Chapter Seven, "Purchasing by: Rental, Lease, or Lease Purchase" |
| SA&I 120B (2017) | Form Title Lease Purchase Agreement | Related Chapters Chapter Seven, "Purchasing by: Rental, Lease, or Lease Purchase" |
| SA&I Form 270 (2019) | Form Title Cash Voucher Claim | Related Chapters Chapter Four, "Purchasing Methods and Procedures" |
| SA&I 397A (2016) | Form Title Declaration of Surplus | Related Chapters |
| SA&I 397 (2015) | Form Title Resolution for Disposing of Equipment | Related Chapters |
| SA&I 425 (2000) | Form Title Affidavit for Filing with Competitive Bid | Related Chapters |
| SA&I 429 (2021) | Form Title Appointment of Requisition Officers | Related Chapters Chapter One, "County Purchasing Responsibilities" |
| SA&I Form 431 (2016) | Form Title Designation of Purchase Cardholders | Related Chapters Chapter Nine, "Credit Card Purchases" |
| SA&I Form 1116 (2017) | Form Title Requisition - Purchase Order - Claim | Related Chapters Chapter Four, "Purchasing Methods and Procedures" |
| SA&I Form 1116A (2017) | Form Title Requisition (Optional Form) | Related Chapters Chapter Four, "Purchasing Methods and Procedures" |
| SA&I 3512 (2007) | Form Title Summary Report | Related Chapters Chapter Thirteen, "Inventories of County Property" |
| SA&I Form 4030 (2000) | Form Title Receiving Report | Related Chapters Chapter Thirteen, "Inventories of County Property" |
| SA&I Form 4001 (2021) | Form Title Affidavit for Contracts and Payments | Related Chapters Chapter One, "County Purchasing Responsibilities" |
| SA&I 1-4040 (2012) | Form Title Invitation to Bid | Related Chapters |
| SA&I 4045 (2000) | Form Title Bid Record | Related Chapters Chapter One, "County Purchasing Responsibilities" |
| SA&I Form 4046 (2020) | Form Title Vendor Quote Sheet | Related Chapters |
| SA&I 1-4050 (2000) | Form Title List of Commonly Used Items to County or State Central Purchasing | Related Chapters Chapter Four, "Purchasing Methods and Procedures" |
| SA&I 1-9001 (2000) | Form Title Transfer Document | Related Chapters Chapter Thirteen, "Inventories of County Property" |
| SA&I 1-9002 (2000) | Form Title Project Inventory Record | Related Chapters Chapter Thirteen, "Inventories of County Property" |
| SA&I 1-9003 (2000) | Form Title Summary Report of Consumable Items | Related Chapters Chapter Thirteen, "Inventories of County Property" |
| SA&I 1-9004 (1982) | Form Title Consumable Item Stock Record | Related Chapters Chapter Thirteen, "Inventories of County Property" |
| SA&I Form 9005 (2019) | Form Title Fixed Asset Record - Property and Equipment | Related Chapters Chapter Thirteen, "Inventories of County Property" |
| SA&I 1-9006 (2000) | Form Title Weekly Warehouse Summary | Related Chapters Chapter Thirteen, "Inventories of County Property" |