Purchasing Guidelines

 The purchasing/auditing process requires the following steps (in order) for SBO $ and for Activity Funds. There are two different online systems in play, but both require almost the same steps.

 School board purchases

  1. create your purchase order and submit it to the office for principal's approval/signature
  2. purchase order will be entered into appropriate system (requisition number is assigned) if the vendor* is approved
  3. principal approves purchase order online
  4. purchase order number assigned by SBO
  5. purchase order can be faxed AFTER P.O. number is assigned

*if the vendor isn't approved/active in the system the process is extended. A W-9 must be requested from the vendor (I'll do that for you); SBO staff create the vendor in the purchasing system and alert me that it's ready to use. Then we start over at step 2 above.

 Please do not order until the above steps are fulfilled. The auditors compare all dates related to a purchase and report those that do not follow the proscribed process.

 Activity fund purchases

  1. create your purchase order and submit it to the office for principal's approval/signature
  2. purchase order number will be assigned locally after approval/signature
  3. purchase order will be faxed AFTER P.O. number is assigned and if  vendor* is active

*if the vendor isn't  active/approved the process is extended. A W-9 must be requested from the vendor (I'll do that for you ); SBO staff create the vendor in the purchasing system and alert me that it's ready to use. Then we start over at step 3 above.

 Please do not order until the above steps are fulfilled. The auditors compare all dates related to a purchase and report those that do not follow the proscribed process.

 Reimbursements

If you know that you are going to make a purchase for which you'll need a reimbursement, please create a purchase order BEFORE you shop; the amount can be stated as "NOT TO EXCEED $." The principal should approve/sign the purchase order before you buy. The auditors will compare all dates related to purchases and report on those purchases that do not follow the process above.

Please also remember that we cannot reimburse for tax.

 

Mrs. Obenhaus is happy to answer questions or help with purchase orders.