How do California schools buy supplies without district approval?
Many California schools already can. Education Code 17605 lets a district's governing board, by majority vote, adopt a rule delegating purchasing authority to any officer or employee of the district, within limits of time, money and subject matter that the board sets. Districts use that rule to let a principal or site office buy supplies directly, and the board reviews those transactions every 60 days instead of approving each one in advance. Whether your school has that authority, and up to what amount, is set by your own district's board policy.
Where the authority comes from
Section 17605 is short. The board may delegate to "any officer or employee of the district" the power to buy supplies, materials, apparatus, equipment and services. The rule must state the limits of the delegation as to time, money and subject matter; it cannot authorise a purchase above the competitive bidding amount in Public Contract Code 20111; and "all transactions entered into by the officer or employee shall be reviewed by the governing board every 60 days." An employee who misuses the authority is personally liable for district money paid out as a result.
Is there a dollar ceiling?
Yes. Public Contract Code 20111 sets the formal bidding threshold for district purchases of equipment, materials and supplies, adjusted each year. Per the California Department of Education's Bid Threshold Adjustment Letter dated December 8, 2025, the figure effective January 1, 2026 is $119,100. Most site supply orders are far below it, and your district may set a much lower limit for school sites. Public Contract Code 20116 makes it unlawful to split a purchase into smaller orders to avoid bidding.
How a school order usually works
Three arrangements are common, and all of them are normal:
- The school holds its own purchasing authority. The site secretary or office manager gets a quote and issues the purchase order, with no district office step.
- The school requests and the district business office gives a final sign-off before the purchase order goes out.
- The district orders centrally for its schools.
Which one applies is a local decision, so the safest step is to ask your business office once and write the answer down.
How to find out what your school can do
- Read your district's board policy on expenditures and purchases; it names who may buy and up to what amount.
- Ask the business office for the site purchasing limit and whether a site purchase order or a district card is the normal route.
- Keep the written quote with the purchase order. It is what the board's 60-day review looks at.
What makes a supplier easy to buy from
A written quote that attaches straight to a requisition, a W-9 on request, and acceptance of a site purchase order or a card. Our page for California schools and districts lists the vendor details a business office asks for, and a list can be sent as a photo.
Frequently asked questions
Can a California school order supplies without district approval?
Often, yes. Many California schools hold delegated purchasing authority and issue their own purchase order. Some districts require a final business-office sign-off and a few order centrally. Your district's board policy decides which applies.
What law lets a California school site buy supplies directly?
Education Code 17605. A district governing board may, by majority vote, delegate purchasing authority to any officer or employee, with limits of time, money and subject matter, and reviews those transactions every 60 days.
Is there a dollar limit on delegated school purchases?
Yes. A delegation cannot exceed the Public Contract Code 20111 bidding amount, which the California Department of Education set at $119,100 effective January 1, 2026. Districts often set a lower site limit, and Public Contract Code 20116 prohibits splitting a purchase to avoid bidding.
Can a school send a photo instead of a typed supply list?
Yes, with Smart Gov Supply. A photo of the shelf label, the empty box or a handwritten list is a complete request, and a written quote comes back the same business day.
Send the list, typed, pasted or as a photo, and get a written quote the same business day, ready to attach to a requisition.
Send your list for a same-day quote → Browse the catalog →