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CFBISD PURCHASE ORDER, DISTRIBUTION CENTER REQUEST, CHECK
REQUEST, PETTY CASH, ACTIVITY FUND PAYMENTS
Purchase Orders
Purchase Orders are used when
purchasing from vendors for amounts over $20.00. Purchase orders cannot be
generated for total orders less than $20.00. (see LTS notes
for additional info regarding media orders). Beginning with the 2005-2006
school year, all library purchase orders are electronic. The original for
all media goes to Alameda McCormick in Library Technical Services along with a
hard copy of titles.
Check Requests are used when purchasing
from vendors for total amounts under $20.00. The following items are
needed for a check request:
1. Completed Check Request form
2. Original Invoice, receipt, or cash
Petty Cash is to be used for
reimbursements for $75.00 or LESS. (Only Principals and Administrators may be
reimbursed for larger amounts with a purchase order.) Check with the
building secretary regarding petty cash requests. You will need
to complete a Petty Cash Voucher form and attach one of the following items in
order to be reimbursed:
1. Original receipt
2. Original invoice
3. Original cash register receipt
Activity Fund Payments
Payments: Make payments out of Activity Funds using a Check Request form, Travel
Voucher or Petty Cash Voucher as appropriate. Note that teacher or parent travel
is only allowed if they are serving as chaperones to students. If a vendor
requires a PO number, and the purchase is over $20.00, you must transfer the
Activity fund to your budget code by issuing a Check Request payable to your
fund. Then issue a PO charging that budget code for the payment.
Definition of Student Activity Fund Purchase: The purchase of supplies or
services which is to be charged against a account pro-viding the funds are
available or have been transferred to that account. The benefits of the expense
are to be realized solely by students or services to students. Good judgment
should be used on purchases from the General Fund, i.e., items which benefit the
program, the building, or students directly (posters, book marks, visiting
author or storyteller, etc.).
Distribution Center Requisitions are used when purchasing from the district distribution center. These are done through Region 10 by the secretary for your school.
MISCELLANEOUS NOTES
Payment for services rendered to an
individual or company must have a W9 form completed and filed in purchasing.
The check must be made payable to the company or person that rendered the
service.
Advance payments violate district policy. If the check is a payment of items that require payment in advance such a book orders and travel, it is the school’s responsibility to furnish the Business Office with the copy of the order blank or any other supporting documents available as proof of purchase. If a vendor requires a purchase order number and the purchase is over $75. expense payment out of your budget on a purchase order.
Tax Free Purchases
All items of tangible personal property
purchased by a school for the school's own use qualify for an exemption from
sales tax. The school should provide the seller with a valid exemption
certificate. Sales tax exemption numbers do not exist.
Purchases for their own use by individuals even though connected with a school or school organization, are not exempt from the tax.
Items/supplies purchased for instructional purposes are not subject to sales tax; a signed PO will be necessary for such a purchase.
Librarians should refer to the Budget Information Notebook provided by the DMC Office Manager or contact same for further information.
updated 2/12/04 webmaster