SE&O Ordering 2018/2019 OWL Form Training

18/19 Ordering OWL Form Physical Items or Services that Cost Money= OWL Form Required All Equipment, Software, & Assessment Orders, and Anything Over $10,000 Become a PO (still require an OWL, just takes longer) Need Vendor Quote & Completed Vendor Registration All Requests Processed in Order they are Received 2-Week Turnaround All Orders DUE Friday 11/16/18 Email completed OWLs to your supervisor – supervisor then forwards to AJ with approval

Who is making this request? And who is the department manager? 4 5 Select your team and funding source from the drop-down list here. If you are unsure, ask your supervisor, or someone from the Finance Team. Please note – Medicaid funds are only for health supplies or health-related services. Select your item type from the drop-down list here. Only one item type is allowed per OWL. Remember – a vendor quote is required for assessments, equipment, software, and anything over $10,000. 1 Who is making this request? And who is the department manager? 2 Where should this order be delivered? NOTE: DPS Buildings ONLY. No items will be delivered to home addresses. 1 4 2 5 6 3 When do you need the items by? This is mainly for food deliveries (date and time), but if you have a deadline, please enter it. NOTE: Requests are processed in the order they are received. Please allow for at least 2-weeks turnaround time on all orders. 6 3 Who/Where are we ordering from? Please provide a sales rep contact name if you have already been working with someone from the vendor. If ordering from Sam’s Club, be sure to enter the address of which location you wish to pick up from. If ordering from a common website, only enter the website URL.

Completing the Team/Fund and Item Type selections will auto-populate the account code. Leaving these sections blank will cause a delay in your order being fulfilled.

DO NOT TOUCH! This section is for internal use only. You will not have access to this part of the form.  

Detailed Item Descriptions ensure order accuracy. Examples below: 10 Product Codes ensure order accuracy. Examples below: amazon.com: samsclub.com:   superduperinc.com: 7 8 9 Detailed Item Descriptions ensure order accuracy. Examples below:   Lost at School: Why Our Kids… (Paperback Book) Member’s Mark Purified Bottled Water (16.9fl.oz, 45pk) Webber BIG Verbs Photo Cards (360ct Box) What is the cost of 1? How many do you need? DO NOT TOUCH!   All of the calculations will auto-fill once you complete steps 9 & 10. DO NOT TOUCH! Notes/Special Instructions: Please provide any and all necessary information to get the correct items to the correct person within the correct timeframe. 11

Examples of Completed OWLs

Invoice/ Repairs OWL Example Please make sure to communicate HOW to pay the invoice (online, over the phone, etc). Also, If you already have an invoice or quote, please attach that to the OWL email as well.

Approved Food Vendors Include: Food Order OWL Example Approved Food Vendors Include: Blackjack Pizza Bo’s Brewed Coffee Corner Bakery Delectable Egg DPS 14er Catering Einstein Bros Bagels Jason’s Deli Panera Pei Wei Qdoba Whole Foods Market   Be sure to include all delivery information (date, time, specific location, who will receive), as well as how many people this order is feeding, and what you want to eat. Please note: all delivery orders will be subject to a delivery fee and possible tip.

Sam’s Club OWL Example * Sam’s is better for packaged food because Amazon charges hefty shipping fees for their pantry items. If you are ordering all FOOD items, please select FOOD from the Item Type drop-down. If you are ordering food and other items, please select GENERAL SUPPLIES.   Sam’s Club has business member pickup times (so we save $$$ on shipping). Please decide who will pick up the order, when, and from which store location.

Amazon (Stuff) OWL Example Different colors of the same item have different Product Codes (ASIN #s). Please be sure to enter the correct one to ensure order accuracy.

Please submit the official vendor quote via email with the OWL. PO OWL Example * A vendor quote is required for all • assessments, • computers, • equipment, • software, • and all requests over $10,00. Some of these orders will require other documents as well, such as a Sole Source form and possibly a competitor’s quote as well. Copy minimal info from the quote to the OWL. Reference the quote # on the OWL to ensure accuracy. Please submit the official vendor quote via email with the OWL.

Conference Travel Requests Include ALL Attendees on Same OWL 1 OWL for Conference Registrations 1 OWL for Flights 1 OWL for Hotel See Examples to Follow Per Diem & Reimbursements are processed by Pam Bottolfson

Conference Registration OWL Example Most conference registrations ask a lot of questions about their attendees. It is easiest if you complete a printable registration form to include with your OWL email.

Be sure to include as much detail as possible to ensure accuracy. Flights OWL Example Be sure to include as much detail as possible to ensure accuracy. Please note: hotels are typically not booked until flights are confirmed (to avoid paying change and/or cancellation fees). On a FLIGHTS OWL, leave the cost column blank. Flight costs change frequently and will be finalized upon purchase. *ONE WAY ONLY* Darius will be leaving from Phoenix for personal time. He will book his own flights back.

Be sure to include as much detail as possible to ensure accuracy. Hotel OWL Example Be sure to include as much detail as possible to ensure accuracy. Please note: hotels are typically not booked until flights are confirmed (to avoid paying change and/or cancellation fees).

Any Questions? Contact April Joy (AJ) Freudenburg apriljoy_Freudenburg@dpsk12.org 720-423-2497