School+Purchasing+Steps+and+Time+Line

Here are the steps in acquiring school related items.

Below is a blank form that we use at our School. It is not necessary to have one. You may purchase things and then be reimbursed for them, however if the administration does not approve of what you have purchased then you will not be able to get that money back. It is always better to have the P.O. filled out prior to purchase so that you know what is going to happen with the money.

By clicking on this web link you'll be able to see the P.O. form from Snow Canyon High School. Most of it is really self explanatory, but a couple important steps are the __#|School Account__ Name at the top right of the form and the date at the top left.

The next step is starting to input the quantity, item number, description, unit price and total price. When purchasing things like sporting equipment and other things the specific item price is easy to find. When purchasing things like food, etc, that you simply have a vague idea of is setting a price, but always putting the total at the bottom for at least 10 dollars more just in case the total is more.

This is a link that shows a __#|completed__ form of the the Snow Canyon High School boy's soccer team. As the purchase is over $1,000 we have to have the administration approval. Because this is a team purchase, and the district gives us a new uniform purchase every 5 years we only need the approval of the school. However, if anyone is purchasing things over $1,000-$5,000 you need to have a two (2) written bids, which could be a phone call and then written bid. That could be done quickly and almost immediate, and have the approval of the school and/or district, and over $5,000 you have to have three (3) written bids, and from them and have them approved by the district. This could take as long as 1 week, but as long as 6 months. It depends on how long it takes the district or administration to receive the bids.

After filling out the purchase form you, school secretary, or the principal can contact the appropriate the Vendor and can purchase it. This can be as immediate and available as an administrator will make themselves. Usually, a PO or a reimbursement form will be filled out once a week. For our school, it is only done on Wednesdays. Sometimes you can get an administrator to sign a PO right away. When you receive all the appropriate merchandise that was purchased you'll receive a copy of the purchase order and tell the finance secretary that you have received the merchandise in full. The secretary will then close the purchase order as "received in full."

Below is an example of the Line item code for soccer uniforms:
 * 12 || 10 || 725 || 1000 || 0032 || 610 ||
 * FY || Fund || Location || Function || Program || Object ||