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Purchase Orders
All purchases are handled by purchase order or
procurement card. Purchase orders and procurement card purchases are
the same as cash. All purchase requests must obtain principal
approval prior to purchase.
When using a catalog or price list to prepare a purchase order,
adhere to the following:
Use current literature with current prices
Be sure to include additional charges for handling and/or shipping
ALL PURCHASE ORDERS MUST BE PLACED NO LATER THAN MARCH 31ST.
The teacher will be responsible if charges exceed the music budget .
No county-allotted funds monies may be carried over from one year to
the next year. Monies which are not spent are forfeited.
Directors can no longer use confirmation orders to purchase
materials.
Music on Approval
To keep paperwork to a minimum and for efficient
bookkeeping, you are encouraged to avoid ordering music on approval
with county funds.
Repairs
If under $500, directors will request principal
approval to take the instrument to the repair shop. The request
should indicate amount "not to exceed $500. When picking up the
instruments from the repair shop, call from the shop for a P.O.
number. Do not send students to pick up repaired instruments which
are to be paid for by the school. If a repair job (on one or
multiple instruments) is likely to exceed $500, estimates must be
obtained from two bidders before putting the items in for repair.
Maintenance of Accurate Records
It is your responsibility to check all orders for accuracy at the
item the merchandise is received. This applies to cases when you
have generated the purchase order and when the music office has
generated the purchase order. In cases of discrepancy
between items requested and items received (shortages, overages,
damaged goods, etc.) contact the vendor immediately explaining the
problem and do not have our bookkeeper complete a receiver until all
discrepancies have been resolved.
Use a ledger sheet and record each of your expenditures made on your
account.
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