PURCHASING AND ACCOUNTS PAYABLE THINGS TO KNOW

DEFINITIONS REQUISITIONS - Formal authorization to make a purchase - getting permission to buy something. Board Policy 6210: “Staff who obligate the district without proper prior authorization may be held personally responsible for payment of such obligation.” PURCHASE ORDERS – A commercial document – an offer issued by a buyer to a seller. Essentially, a “promise to pay”. REIMBURSEMENTS – Compensation for money spent for an item that becomes the property of the district or a service received in behalf of the district. REQUESTOR – The person requesting to make an order or receive reimbursement. VENDOR – The person or company providing an item or service to the district. In case of reimbursements, the Requestor is also the Vendor. PRIOR APPROVAL IS NEEDED FOR ALL PURCHASES, even if they are grant funded or from a teacher’s 400 account; otherwise the Requestor may be personally liable for the expense.

AN IMPORTANT NOTE ABOUT GRANTS next GRANTS do not become available for spending until the month is closed out on the books. The business office closes the books generally in the second week of the month. Any deposits made after the second week of the month will not become available for spending until after the second week of the next month.

1 Where will the money come from? An account directly related to me and/or my job – such as My 400 Account or a Grant I received (such as from Booster Club or Ed Foudnation) Another Account Directly related to my job. Example: I’m the librarian – the library account will pay for it. Another Account Directly related to my job. Example: I’m the librarian – the library account will pay for it. Other Accounts (Basic Ed funds, Special Ed, Title, LAP, ASB, etc.) Other Accounts (Basic Ed funds, Special Ed, Title, LAP, ASB, etc.) SKYWARD REQUISITION PAPER REQUISITION Ask yourself two questions 2 Who’s Paying First? 2 Who’s Paying First? The School Me. (I’m going to ask for Reimbursement.) Me. (I’m going to ask for Reimbursement.) You are the vendor. The vendor is the vendor. YOU WANT TO MAKE A PURCHASE?

Three Types of Vendors You (You will ask for reimbursement) Ecommerce Vendors (Vendor’s e-systems Interact directly wth Skyward) All Other Vendors Except (It’s a slightly different animal) Skyward Only Paper or Skyward (see next slide) Do requisition as normal, except: Print out exactly what item(s) you want to purchase and give the print-out(s) to Secretary (Secretary will place the order on district’s corporate account.)

Superintendent Secretary Generates PURCHASE ORDER (on Fridays) Secretary Generates PURCHASE ORDER (on Fridays) Complete Paper PURCHASE REQUISITION Submit Electronic REQUISITION See InstructionsInstructions See InstructionsInstructions Requestor Business Manager Submit Electronically Paper Submission Needs Work

Superintendent Secretary Generates PURCHASE ORDER (on Fridays) Complete Paper PURCHASE REQUISITION Submit Electronic REQUISITION See InstructionsInstructions See InstructionsInstructions Submit Electronically Requestor Bus. Manager ASB Advisor ASB Student Treasurer Paper Submission

Secretary places the order Purchase Order is Approved! Now what? In, which case, the you, the Requestor, place the order ✓ Unless… You checked this box Or, made a note on the skyward requisition on the MASTER INFORMATION screen that you would do it.

Secretary verifies the order against the purchase order My Order Arrived! Now What? …and then s you to let you know when the item is ready for you to pick it up. Small attractive items with a value $500 get forwarded to the Librarian, who catalogs the item Packing Slip Vendor Accounts Payable Vendor gets paid Invoice

I listed myself as the vendor on the purchase requisition and paid for the item(s) myself (used my credit card on Amazon, for example)…how do I get reimbursed? Packing Slip Purchase Order Requester gets paid Accounts Payable Receipt NOTE: NOTE: Accounts Payable checks are generated every 2 nd Monday. Check website for actual dates. website

Purchase Reimbursement Form I bought the items at the store and have receipts, how do I get reimbursed? Requester gets paid Accounts Payable Receipts Superintendent Business Manager Obtain written prior approval from Superintendent before spending using the requisition process YOUR NAME HERE

Claim for Travel Expenses Form How do I get reimbursed for travel expenses? Requester gets paid Accounts Payable Receipts Superintendent Business Manager Obtain Prior Approval from Superintendent Before Traveling!

Could my order be E- commerce? Ecommerce allows you to shop with certain vendors at their website and use their shopping cart to add items directly into Skyward No Yes Click “Add from Online Catalog”. Then Select a Vendor. Verify Requisition Group, Accounting Year, Vendor, and add a description. Then click “Save and Add Detail” Click “No” to security warning, then add items to Shopping Cart on Vendor’s website. Click “Save”. Back in Skyward, click “OK”, then click “Edit”. Fill in the required Detail Lines, then click “Save” Click “Add Requisition Accounts” Click “View Requisition Accounts”, then “Add Account” Distrib” Select correct account(s). Click “Save Account Distrib”. Add attachments or notes if you need to Click “Submit for Approval” when you are done. Log into Employee Access. Then go to : Financial Management/ Purchasing/ My Requisitions Quick Reference Instructions BACK