CUMBY ISD PURCHASING TRAINING: INSERVICE TRAINING

APPROVAL PATH ORIGINAL PERSON REQUESTING ITEM(S) CAMPUS PRINCIPAL/ATHLETIC DIRECTOR BUSINESS MANAGER SUPERINTENDENT (FOR ALL EXCEPT STUDENT ACTIVITY) PURCHASE CAN NOW BE MADE

REQUIRED DOCUMENTATION FOR PURCHASE ORDERS:  PRODUCTS (TAPE, SCISSORS, BOOKS, ETC)  PRINTOUT OF ESTIMATED COSTS, WHEN AVAILABLE, FROM SOURCE OF PURCHASE  PURCHASES FOR STUDENTS (TRIPS, SPECIFIC STUDENT GROUPS IE. GT, YEARBOOK, BASEBALL TEAM)  DATE/LOCATION OF EVENT  LIST OF STUDENTS  EVENTS (TRAINING, ETC)  DATE/LOCATION OF THE EVENT MUST BE WRITTEN ON THE PURCHASE ORDER AND INPUT INTO TXEIS  HOTEL : NEED TOTAL PRICE PER NIGHT (PERSON DOING THE TRAVELLING MUST CALL HOTEL AND REQUEST THE TOTAL NIGHTLY RATE NOT INCLUDING STATE TAX) AND NUMBER OF NIGHTS; BE SURE TO INQUIRE ABOUT CHARGES FOR PARKING PRIOR TO SUBMITTING PURCHASE ORDER  HOTEL CONFIRMATION  COST OF SHIPPING (BOTH CALCULATED ON PAPER PO AND TXEIS)- EVEN IF THERE IS NO SHIPPING COST, BEST PRACTICE IS TO PUT “$0” IN FOR SHIPPING IN ORDER TO NOT FORGET TO INQUIRE ABOUT/INCLUDE FREIGHT CHARGES  PURCHASES MADE WITH FEDERAL MONEY (TITLE I, TITLE II, ETC): PURCHASE ORDER PAPERWORK MUST INCLUDE WHAT GOAL OF THE GRANT THE PURCHASE WILL HELP THE DISTRICT ACHIEVE.

DOCUMENTATION TO TURN IN AFTER MAKING PURCHASES  RECEIPT (ALWAYS ITEMIZED!!)  PACKING SLIP-SIGNED TO INDICATE THAT ALL ITEMS ON PURCHASE ORDER WERE RECEIVED  HOTEL RECEIPT (ITEMIZED AS WELL!!)  STUDENT MEAL MONEY FORM

TRAVEL REIMBURSEMENT REQUIRED DOCUMENTATION  DOCUMENTATION OF THE EVENT: ANYTHING THAT HAS THE NAME AND DATE OF THE EVENT. FOR EXAMPLE, AN ITINERARY OR CERTIFICATE OF ATTENDANCE.  MEALS  MUST INCLUDE ITEMIZED RECEIPTS; CREDIT CARD RECEIPTS ARE NOT ELIGIBLE FOR REIMBURSEMENT. THE ONLY EXCEPTION TO THIS IS EVENTS WHERE MEALS ARE FROM CONCESSIONS WHERE ITEMIZED RECEIPTS ARE NOT AVAILABLE. THIS IS VERY RARE, BUT IT DOES HAPPEN AT PLACES LIKE FFA SHOWS.  ARE ONLY ELIGIBLE FOR REIMBURSEMENT UP TO MAXIMUM PER MEAL ALLOWANCE (BREAKFAST $8, LUNCH $12, DINNER $16). THIS AMOUNT DOES NOT INCLUDE TAX. WE CANNOT REIMBURSE TAX PAID.  MEALS EATEN IN NEIGHBORING TOWNS JUST AFTER LEAVING/PRIOR TO RETURNING TO CUMBY (IE. ROCKWALL ON A TRIP TO AUSTIN) ARE NOT REIMBURSABLE.  USE YOUR DISCRETION, BUT ALSO REVIEW RECEIPTS TO ENSURE THAT THE MEALS EATEN ARE INDICATIVE OF MEALS FOR ONE PERSON. (IE. A LARGE PIZZA COSTS $12, BUT IS ONE PERSON REALLY THE ONLY ONE EATING IT?); THE GOAL OF TRAVEL REIMBURSEMENT IS TO COVER THE COSTS OF THE EMPLOYEE TRAVELLING TO CONFERENCES, NOT THE COST OF THEIR FAMILY TO GO WITH THEM.  MILEAGE:  INCLUDE PRINTOUT OF DIRECTIONS FROM SCHOOL TO EVENT (MAPQUEST, GOOGLE MAPS, ETC)  ONLY MILEAGE FROM THE SCHOOL TO THE EVENT AND RETURN TRIP IS REIMBURSED. MILES DRIVEN TO VISIT A GRANDPARENT ON THE WAY ARE NOT REIMBURSEABLE.

CLOSING REMARKS  PLEASE… WAIT UNTIL YOU RECEIVE AN OFFICIAL PRINTOUT OF YOUR PURCHASE ORDER FROM THE BUSINESS OFFICE BEFORE YOU MAKE A PURCHASE. IF YOUR PURCHASE DATE IS PRIOR TO THE DATE PRINTED ON THE PURCHASE ORDER, YOU HAVE NOT FOLLOWED OUR PURCHASING GUIDELINES. THE FIRST TIME THIS ERROR IS MADE, IT WILL BE DOCUMENTED AND FORGIVEN. AFTER THAT, IF A PURCHASE IS MADE PRIOR TO A PURCHASE ORDER BEING APPROVED IN TXEIS (UNLESS PRIOR, DOCUMENTED APPROVAL IS GIVEN), THE PERSON MAKING THE PURCHASE, NOT THE DISTRICT, WILL BE RESPONSIBLE FOR THE COST OF THE PURCHASE.  CHECKS ARE PRINTED ON THURSDAYS. DUE TO THIS, BE SURE THAT REQUISITIONS THAT REQUIRE A CHECK ARE SUBMITTED IN A TIMELY FASHION. DON’T SUBMIT A REQUEST ON THURSDAY MORNING FOR A CHECK THAT IS NEEDED FRIDAY. A GENERAL RULE OF THUMB IS THAT PURCHASE ORDERS NEED TO BE SUBMITTED AT LEAST 10 DAYS PRIOR TO WHEN THE PURCHASE WILL BE MADE/CHECK IS NEEDED. THIS WILL GIVE TIME FOR THE PROCESS TO GO THROUGH THE PROPER CHANNELS. IT RARELY TAKES THIS LONG, BUT SOMETIMES DOES WHEN SOMEONE IN THE APPROVAL PATH IS OUT FOR ANY REASON.