cumby isd purchasing training: inservice training 2015-2016
TRANSCRIPT
APPROVAL PATH• ORIGINAL PERSON REQUESTING ITEM(S)
CAMPUS PRINCIPAL/ATHLETIC DIRECTOR
BUSINESS MANAGER
SUPERINTENDENT (FOR ALL EXCEPT STUDENT ACTIVITY)
PURCHASE CAN NOW BE MADE
REQUIRED DOCUMENTATION FOR PURCHASE ORDERS:
PRODUCTS (TAPE, SCISSORS, BOOKS, ETC)
PRINTOUT OF ESTIMATED COSTS, WHEN AVAILABLE, FROM SOURCE OF PURCHASE
PURCHASES FOR STUDENTS (TRIPS, SPECIFIC STUDENT GROUPS IE. GT, YEARBOOK, BASEBALL TEAM)
DATE/LOCATION OF EVENT
LIST OF STUDENTS
EVENTS (TRAINING, ETC)
DATE/LOCATION OF THE EVENT MUST BE WRITTEN ON THE PURCHASE ORDER AND INPUT INTO TXEIS
HOTEL : NEED TOTAL PRICE PER NIGHT (PERSON DOING THE TRAVELLING MUST CALL HOTEL AND REQUEST THE
TOTAL NIGHTLY RATE NOT INCLUDING STATE TAX) AND NUMBER OF NIGHTS; BE SURE TO INQUIRE ABOUT CHARGES
FOR PARKING PRIOR TO SUBMITTING PURCHASE ORDER
HOTEL CONFIRMATION
COST OF SHIPPING (BOTH CALCULATED ON PAPER PO AND TXEIS)- EVEN IF THERE IS NO SHIPPING COST,
BEST PRACTICE IS TO PUT “$0” IN FOR SHIPPING IN ORDER TO NOT FORGET TO INQUIRE ABOUT/INCLUDE
FREIGHT CHARGES
PURCHASES MADE WITH FEDERAL MONEY (TITLE I, TITLE II, ETC): PURCHASE ORDER PAPERWORK MUST
INCLUDE WHAT GOAL OF THE GRANT THE PURCHASE WILL HELP THE DISTRICT ACHIEVE.
DOCUMENTATION TO TURN IN AFTER MAKING PURCHASES
RECEIPT (ALWAYS ITEMIZED!!)
PACKING SLIP-SIGNED TO INDICATE THAT ALL ITEMS ON PURCHASE ORDER
WERE RECEIVED
HOTEL RECEIPT (ITEMIZED AS WELL!!)
STUDENT MEAL MONEY FORM
TRAVEL REIMBURSEMENT REQUIRED DOCUMENTATION
DOCUMENTATION OF THE EVENT: ANYTHING THAT HAS THE NAME AND DATE OF THE EVENT. FOR EXAMPLE, AN
ITINERARY OR CERTIFICATE OF ATTENDANCE.
MEALS
MUST INCLUDE ITEMIZED RECEIPTS; CREDIT CARD RECEIPTS ARE NOT ELIGIBLE FOR REIMBURSEMENT. THE ONLY
EXCEPTION TO THIS IS EVENTS WHERE MEALS ARE FROM CONCESSIONS WHERE ITEMIZED RECEIPTS ARE NOT
AVAILABLE. THIS IS VERY RARE, BUT IT DOES HAPPEN AT PLACES LIKE FFA SHOWS.
ARE ONLY ELIGIBLE FOR REIMBURSEMENT UP TO MAXIMUM PER MEAL ALLOWANCE (BREAKFAST $8, LUNCH $12, DINNER
$16). THIS AMOUNT DOES NOT INCLUDE TAX. WE CANNOT REIMBURSE TAX PAID.
MEALS EATEN IN NEIGHBORING TOWNS JUST AFTER LEAVING/PRIOR TO RETURNING TO CUMBY (IE. ROCKWALL ON A
TRIP TO AUSTIN) ARE NOT REIMBURSABLE.
USE YOUR DISCRETION, BUT ALSO REVIEW RECEIPTS TO ENSURE THAT THE MEALS EATEN ARE INDICATIVE OF MEALS
FOR ONE PERSON. (IE. A LARGE PIZZA COSTS $12, BUT IS ONE PERSON REALLY THE ONLY ONE EATING IT?); THE GOAL
OF TRAVEL REIMBURSEMENT IS TO COVER THE COSTS OF THE EMPLOYEE TRAVELLING TO CONFERENCES, NOT THE
COST OF THEIR FAMILY TO GO WITH THEM.
MILEAGE:
INCLUDE PRINTOUT OF DIRECTIONS FROM SCHOOL TO EVENT (MAPQUEST, GOOGLE MAPS, ETC)
ONLY MILEAGE FROM THE SCHOOL TO THE EVENT AND RETURN TRIP IS REIMBURSED. MILES DRIVEN TO VISIT A
GRANDPARENT ON THE WAY ARE NOT REIMBURSEABLE.
CLOSING REMARKSPLEASE… WAIT UNTIL YOU RECEIVE AN OFFICIAL PRINTOUT OF YOUR PURCHASE ORDER FROM THE BUSINESS
OFFICE BEFORE YOU MAKE A PURCHASE. IF YOUR PURCHASE DATE IS PRIOR TO THE DATE PRINTED ON THE
PURCHASE ORDER, YOU HAVE NOT FOLLOWED OUR PURCHASING GUIDELINES. THE FIRST TIME THIS ERROR IS
MADE, IT WILL BE DOCUMENTED AND FORGIVEN. AFTER THAT, IF A PURCHASE IS MADE PRIOR TO A PURCHASE
ORDER BEING APPROVED IN TXEIS (UNLESS PRIOR, DOCUMENTED APPROVAL IS GIVEN), THE PERSON MAKING
THE PURCHASE, NOT THE DISTRICT, WILL BE RESPONSIBLE FOR THE COST OF THE PURCHASE.
CHECKS ARE PRINTED ON THURSDAYS. DUE TO THIS, BE SURE THAT REQUISITIONS THAT REQUIRE A CHECK
ARE SUBMITTED IN A TIMELY FASHION. DON’T SUBMIT A REQUEST ON THURSDAY MORNING FOR A CHECK THAT
IS NEEDED FRIDAY. A GENERAL RULE OF THUMB IS THAT PURCHASE ORDERS NEED TO BE SUBMITTED AT LEAST
10 DAYS PRIOR TO WHEN THE PURCHASE WILL BE MADE/CHECK IS NEEDED. THIS WILL GIVE TIME FOR THE
PROCESS TO GO THROUGH THE PROPER CHANNELS. IT RARELY TAKES THIS LONG, BUT SOMETIMES DOES
WHEN SOMEONE IN THE APPROVAL PATH IS OUT FOR ANY REASON.