Budget & Purchasing

Budget & Purchasing

ATHLETIC BUDGETING PROCESS

1. The coach and Athletics Director will have a brief meeting to discuss budgeted items.

2. The Activities Director will prepare the total budget for the Athletic Department.

3. The coach will be notified as soon as possible of additions to budget allocations.

4. All coaches will be expected to stay within their budget.

CASH BOXES

1. Requests for cash boxes should be directed to the Athletics secretary at least three days in advance.

2. The total amount of money requested as well as the desired denominations should be indicated.

PURCHASING

Each program has money that comes from 2 different accounts. Decentralized funds come from the district and can only be used for purchases that stay with the program. (Think large equipment or uniform items that are checked out and returned) The other source is each programs Activity Fund. This money is from donations or fundraising. Activity fund money can additionally be used to purchase items for athletes or coaches to keep.

NOTE: Gift cards CANNOT be purchased using funds from either of the above accounts.

1. The Athletics Office will assist the head coach in ordering all equipment.

2. The Athletics Director will have a constant updating on accounts to see that the budget is not overdrawn.

3. A purchase order must be obtained before any order is placed. It is not the duty of the vendor to obtain the order number. Do not ask them to do so. A copy of the decentralized and Activity fund purchase orders can be found below.

4. For large purchases you may need to attain at least three quotations must be obtained to assure competitive prices. (Check with Athletics or the Business Office)

5. Please observe the following process to make a purchase:

a. Obtain a quote and fill out a requisition form. (Form included below) Make sure that all information – company name, address, phone and fax numbers, etc. – is included.

b. Obtain the approval and signature of the Activities Director.

c. The purchase order will be processed electronically and mailed or faxed to the vendor.

6. For reimbursement of purchased items for your program, or payment of services, a green check request (Below) needs to be filled out completely and the Athletics Director needs to sign it to authorize payment.

ATHLETIC EQUIPMENT, UNIFORMS & SUPPLIES

All equipment, uniforms and supplies purchased are the property of the Athletics Department, Smoky Hill High School, and the Cherry Creek School District and will be shared among appropriate teams at the discretion of the Athletics administration.