Requisition Training

March 26, 2009

RAYMONDVILLE ISD

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.

www.raymondvilleisd.org

•All vendors need to be either member’s of Co-Ops or awarded bidders for the District.•CHECK THE PURCHASING WEBPAGE

PURCHASING CO-OPS