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Requisition ProceduresInform your staff about these requisition
procedures:Staff MeetingsEmailWord of Mouth
See Local Policy CH (Local)Persons making unauthorized purchases shall assume full responsibility for all such debts.
Proper Planning
Everything you purchase requires a requisition before hand. Start the requisition process 2 WEEKS prior.Items purchased for meetings/in-services.Meals for students and employees that will be
traveling.Speakers that will be presenting to
Students/EmployeesSupplies/Materials, Furniture, Repairs, Dues/Fees,
all Travel items, Advertisements
EVERYTHING!
Entering a Requisition
Spelling MistakesUsing the incorrect
function code. Not enough detail on
line items.
Description information states too much info; Remember that the Line Items need to be more detailed.
Proof read your requisition
Use the Finance Resource Guide
Answer the Questions: Who? What? Where? When? Why?
This should only state general items Ex: Supplies for Teachers, Travel for Employee, Meals for Student Travel
Requisition Training
For ordering items please make sure you ask for:ShippingFreightDiscount Percentages
Entering a Requisition
Ordering Items
If the item you requested on the requisition are not available: Do not order an item of greater value
If the item is not available and they have one but it costs more do not order that one. The only item approved is the one requested and for that price.
DO NOT ORDER SOMETHING OF GREATER VALUE.
Do not order any additional items Only the items on the requisition were
approved. DO NOT ORDER ADDITIONAL ITEMS.
Note: If items are not available or on back order do not wait for them. Order what is in stock and submit another requisition for items you are pending.
Requisitions
Entering a Requisition
Mileage must be requested on a monthly basis.
When requesting meals make sure you enter the dates and times of your arrival/departure.
When requesting meals make sure you separate employees from students.
Note: Employees have a different reimbursement rate than students.
RequisitionsEntering a Requisition
Technology Supplies
Printers ScannersFax MachinesComputersMonitorsCamerasUSB Pen DrivesLaptopsProjectorsSoftwareTI Calculators
These items will require a quote from technology.
Note: Do not contact technology for paper, staplers, hole punchers, etc…..
•Stop stating a date by when you need a check
•If you are entering requisition in a timely manner you will not need to state that on a requisition.
REIMINDERChecks are only processed on Thursdays.
PROCESSING CHECKS
VOIDING CHECKSWe will need a reason stated on a copy of
the purchase order why the check needs to be VOIDED. This would also require a signature for authorization purposes.
Examples: Voided due to inventory not received, voided due to merchandise out of stock, voided due to sending check to incorrect vendor, voided due to cancelling order
To modify a purchase order the following forms are required:Purchase Order Modification FormCopy of purchase order with changes
Note:Please do not send the invoice and
state that it is ready for payment.Make sure the difference between the
Original PO and the Invoice received is the amount on the Modification Form.
Located on Business Office webpage.
Submitting a Modification Form
Modification Form
Print out your budget. Check the balances. Use your report to fill out the form. Make sure you indicate whether you want a
transfer or amendment. Transfers are within the same function Amendments are not within the same function
and must be taken to the board for approval. Do not forget to put a reason for request or it
will be returned to you.
Note: Make sure the balances at the bottom of the form balance.
Located on Business Office webpage.
Submitting a Budget Transfer/ Amendment Form
Budget Transfer/Amendment Form
Requisition ProceduresInform your staff about these requisition
procedures:Staff MeetingsEmailWord of Mouth
See Local Policy CH (Local)Persons making unauthorized purchases shall assume full responsibility for all such debts.
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