FOOD(& BEVERAGE) PURCHASES WITH THE P-CARD

Food & Beverage Purchases with the P-Card are allowable from 312, 411, and 459. PROCESS FOR DEPARTMENTS & SCHOOLS Before purchase submit form to the Finance Director for approval. Keep approved form with the receipt for the purchase and send in with your ledgers and receipts. Food purchased from 411 must be for instructional purposes & approved by the Cardholder manager. (If purchasing food for instructional(ex. science lab) the teacher has to provide a copy of the lab, and have the principal sign off on.)

CODEDESCRIPTIONREQUIREMENTS 411Classroom InstructionCopy of lab assignment, or activity with Principal approval. Submit with ledgers 411School Activity Funds UsedFood Pre-Approval Form Required Prior to Purchase 312WorkshopsFood Pre-Approval Form Required Prior to Purchase 459Snacks/Refreshments not for Instructional or Workshop Food Pre-Approval Form Required Prior to Purchase

Questions & Answers Q: If food is purchased with the P-Card using a school’s general fund money, do you need to do a Food Pre- Approval form? A: Yes, because it is not related to classroom instruction.

Questions & Answers Q: How do you handle School Activity Fund money when staff is being feed? Do you need a form each time? Example: If the school is having a breakfast for the bus drivers,and the P-Card is used to purchase biscuits from Hardee's, and then the P-Card is used to purchase juice and drinks from food Lion. Is the form needed? If so is it only needed for the purchase of the biscuits or is it also needed for the purchase of the juice and drinks from Food Lion? A: The Food Pre-Approval Form is required to be completed. The form should be completed by the event, not where purchase from. For the example above, you only need one form and tell what you are getting from where and the estimated cost.

Questions & Answers Q: When School Activity Funds is used to purchase food for Athletic Concessions, or School Club events is the form needed? A: Yes, the Food Pre-Approval form is needed because it is not related to classroom instruction.

Questions & Answers Q: I need to purchase food items needed for a Science Teachers lab,and I am using State Instructional funds, do I need to complete the Food Pre- Approval Form? A: No, because it is for classroom instruction. However, the Teacher needs to give you a copy of the lab to put with the receipt and the Principal has to sign off on.

If you have other questions regarding Food Purchases, please contact the Finance Department for assistance before making the purchase. We are here to help you!