Purchasing�and �Accounts Payable�Roxanne Parker�District Office (West)�360.780.6532�ap@cfsd401.org

Presentation can be found on the Cape Flattery School Website/ Link: www.cfsd401.org

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”.

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• REIMBURSEMENTS – Compensation for money spent for an item that becomes the property of the district or a service received in behalf of the district.

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• REQUESTOR – The person requesting to make an order or receive reimbursement.

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• 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 through District credit card; otherwise the Requestor may be personally liable for the expense.

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You want to make a purchase

PAPER REQUISITION for Vendors AND Expense Reimbursements

PURCHASE REQUISITION 101

District Office Staff will complete this section

Campus Address:

Neah Bay High School – 3560 D Street Neah Bay, WA 98357

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Clallam Bay School

16933 HWY 112

Clallam Bay, WA 98326

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Who the order is for

AUTHORIZED SIGNERS:

* SUPERINTENDENT UP TO $5000

* BUILDING PRINCIPALS UP TO $1000

* MAINT./TRANSPORTATION MNGR. UP TO $2000

* IT DEPARTMENT TECH UPT TO $1000

* ACCOUNTING CLERK UP TO $1000

* CURRICULUM DIRECTOR UP TO $2000

THE BUDGET CODE S IS ASSIGNED BY:

*CAMPUS STAFF/STUDENT SUPPLIES

* MAINTENANCE OR TRANSPORTATION SUPPLIES

*TECHNOLOGY ITEMS BUILDING PRINCIPAL

*TECHNOLOGY WIDE ITEMS IT TECH

*CURRICULUM

*DISTRICT OFFICE SUPPLIES

DATE OF REQUEST & APPROVAL:

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*PERSON ORDERING

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*AUTHORIZED SIGNERS

This is the item unit of measure, i.e. case, each, etc.

Two Types of Vendors

You�(You will ask for reimbursement)

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All Other Vendors�

Paper Requisition

A listing of vendors commonly used by the district is available upon request though office staff (Wendy, Christen, Fallon, or Doris) New Vendors must be entered in Skyward by office staff (Wendy, Christen, or Fallon).

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Skyward

Secretary:

CBS – Wendy, Campus Secretary

NBS – Christen/Fallon

All Custodial & Maintenance - Dana Daveiga, Transportation/Maintenance Secretary

Skyward emails the approved purchase Requisition to the Business Office:

Roxanne

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Complete Paper PURCHASE REQUISITION

Submit Electronic REQUISITION

Requestor

General Fund Requisition Flow

Building Principal

Submit Electronically

Paper Submission

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Skyward Generates the Purchase Order. Depending on Request Either you Order or Business Office will order:

Roxanne

ASB Secretary/Bookkeeper:

CBHS – Wendy

NBHS – Doris

Skyward emails the approved purchase Requisition to the Business Office:

Roxanne

Complete Paper PURCHASE REQUISITION

Submit Electronic REQUISITION

Requestor

ASB Fund Requisition Flow

Submit Electronically

Paper Submission

Skyward Generates the Purchase Order. Depending on Request Either you Order or Business Office: Roxanne will order

ASB Students

ASB Advisor

Building Principal

Secretary OR Business Office

places the order

Purchase Order is Approved! Now what?

In, which case, the you, the Requestor,

place the order

Unless…

YOU request to place the order yourself.

Secretary verifies the order against the Packing Slip and or purchase order…

My Order Arrived! Now What?

…and then delivers your items to you.

Packing Slip

Vendor

Business Office: Roxanne

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

Requestor gets paid

District Office Accounts Payable

Receipt with Reimbursement Form approval Attached

NOTE: Accounts Payable checks are generated 4^th Wednesday of each month

NOTE: You must have prior approval before purchasing anything. Please make sure you attach a quote or estimated total to the Purchase Request in your name

Secretary:

CBS – Wendy, Campus Secretary

NBS – Christen/Fallon

All Custodial & Maintenance - Dana, Transportation/Maintenance Secretary

Requestor

Purchase Reimbursement Form

I bought the items at the store and have receipts,

how do I get reimbursed?

Requester gets paid

Business Office

Accounts Payable:

Roxanne

Receipts

Building Principal

REQUESTOR

Completes Expense Voucher & attaches receipts & packing slips

SIGN AFTER GOODS ARE RECEIVED

Packing Slip

Secretary:

CBS – Wendy, Campus Secretary

NBS – Christen/Fallon

All Custodial & Maintenance - Dana, Transportation/Maintenance Secretary

Purchase Reimbursement Form

Requestor gets paid

Business Office

Accounts Payable:

Roxanne

Receipts

Building Principal

REQUESTOR

Completes Expense Voucher

SIGN AFTER GOODS ARE RECEIVED

Packing Slip

Secretary:

CBS – Wendy, Campus Secretary

NBS – Christen/Fallon

All Custodial & Maintenance - Dana, Transportation/Maintenance Secretary

How do I get reimbursed for travel expenses?