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Purchase Order Procedures - DOC

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					                         Purchase Order Procedures



Due to the fact that schools are subject to regular state audits, it is
imperative that all employees follow established procedures
concerning purchasing items from school accounts. Failure to
follow these procedures may result in denial of permission to
purchase or personal payment of an order by the employee.

                         Purchase Order Procedures
   1. Prior to purchasing or ordering any item that will be paid from school accounts,
      you must obtain a purchase order from the bookkeeper. (Keneiath Campbell) You
      may pick it up in person or better yet email Keneiath at kcampbell@ccboe.org
      and she will place the P.O. in your box.
   2. Fill out the purchase order completely including vendor, vendor’s address (if
      known) and all items and purchase price. Include shipping cost if known.
      Summarize items for a total cost. Be sure to designate the fund that will be used
      to pay for the purchase and your signature.
   3. Return to the bookkeeper. (Keneiath) She will place the P.O. in the accounting
      folder and obtain Mr. Gay’s signature. If he has any questions concerning the
      purchase he will contact you at this time.
   4. The P.O. will be returned to you with Mr. Gay’s signature. At this time you are
      authorized to make a school purchase.
   5. Return the P.O. to Keneiath Campbell after you have placed the order.
   6. Obtain invoice and give to Keneiath Campbell as soon as you receive it.
   7. Keneiath will only pay bill when all items are received and invoice is in her
      possession.
   8. Employees should plan ahead for purchases. Failure plan ahead and follow
      procedures will result in delays and frustration for all involved.


                                    Receipting money

All money from students and parents should be receipted at the time it is received by the
employee. When receipting cash or check use the following protocol:

   1.   All money should be receipted ASAP when received.
   2.   Please designate cash or check on the receipt.
   3.   Receipts should be deposited with the bookkeeper in a timely manner. (daily)
   4.   If it becomes necessary to void a receipt, please staple “voided” original to copy
        in the receipt book.
              Cold Springs High School Fundraising Application


Date ___________________



Class/Team/ Club
_____________________________________________________________


Sponsor/ Teacher /
Coach________________________________________________________



Name of Fundraising Activity
_____________________________________________________________



The fundraiser will last from ______________ to ______________ (give dates)




Will this fundraiser occur during the school day? ___________



Briefly explain the purpose of the fundraiser
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________



Activity approved _______ Activity not approved ________

Principal Signature ________________________________________

				
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