Purchases

All classroom purchases must be approved prior to making a purchase.  

Administrative approval is required prior to the initiation of a fund raiser.  When applying for approval for fundraising, employees must specify the method and purpose of the fundraiser in addition to the activity fund where the funds will be deposited.   All monies raised with fund raisers or received through donations must be deposited within an Activity Fund ASAP!!!  

When money is raised in a fundraiser:

• • All funds (especially cash) should be deposited as soon as possible, but never to exceed 1 week.

  • At least 2 people (1 being the building principal) must verify that the funds deposited match the deposit amount.

  • Any discrepancies must be immediately reported to the Executive Director.

  • All funds (especially cash) received must be deposited. Funds received should never be used to make a purchase for the activity without first being deposited. Funds must be deposited first, then a requisition may be made to use the funds.

ALL Cash should be dealt with correctly and immediately!

• • Always give a receipt 

  • Deposit as soon as possible (never more than 1 week) regardless of the size of the deposit

  • When keeping overnight, lock in the safe

  • Cash deposits should always be verified by at least 2 people (1 being the principal).

  • Never use cash received for any purpose. (do not "borrow" funds to be repaid later, do not use as petty cash, etc.)

When applying for approval for fundraising, employees must complete 5.140 (AP)

Requisitions/Activity Fund requests must be received in the business office at least 2 weeks prior to being needed.  The timeline for check requests are the same as for requisitions. They must be received in the business office at least 2 weeks prior to being needed.   Use the general requisition form to request activity fund monies as well as when a check is needed.    ALL PURCHASES (POs, reimbursements, checks, activity funds, etc) REQUIRE A RECEIPT!!!!  Please keep a copy for your records and send a copy back to the Early Childhood Office ASAP.  

REMEMBER:

• if you would like to have the office complete your monthly classroom supplies and/or snack requisitions let Elaine or Laura Dunn know and they will complete and submit them on your behalf.  

• to make sure the number you give the cashier is correct.  ** If the cashier types in the wrong number, please let the office staff know this mistake upon return of receipts.

• to return your receipt back to the Early Childhood Office ASAP.  This will allow Laura D.  to close out the PO with the Business Office and then the vendor (Walmart, Papa Johns, etc) will get paid.  You can send a copy of your receipt electronically via email or fax it back to the Early Childhood Office fax # at 217-345-7640.

• if using a Walmart card, use it quickly and return it back to the Early Childhood Office ASAP so that it can be issued to another site in need.  We need the original receipts form Wal Mart. (not a copy)       

Fillable Requisition Form (must download this form for it to be fillable)

Reimbursement forms are used for classroom items that are not purchased through a requisition.  Reimbursements can be made for classroom materials and supplies, snack, and family gatherings.  Receipts are required for reimbursement and must be taped onto the back of the requested reimbursement form.   Tax will not be reimbursed so make sure to use the tax exempt letter when making a purchase.  Reimbursements need to be turned in before the 15th of each month and within 30 days of the purchase.  DO NOT stock pile these until the end of the school year and turn them in!!  Reimbursement checks will be mailed directly to the staff member once the expenditure has been approved at the monthly board meeting.   Items purchased through the reimbursement process count towards each classroom allotment within the area of classroom supplies, snack and/or family gatherings when utilized.  

When something is shipped directly to the building:

• • Locate the packing slip and check off each item that was shipped.

  • Initial and date the packing slip. 

  • Scan a copy of the packing slip and email it to Elaine (estuckey@eiase.com  )

  • If you did not receive an invoice in the shipment then send an email to Elaine with the following information: items received (partial order/full order - list out items received if partial), who signed for it and on what date.  

  • Keep the original in your files for 2 years.

  • If the shipment was a partial shipment (there are more items to be shipped to complete the order), write “PARTIAL” on the packing slip before you scan it and send it to Elaine. When the additional items are received follow the same procedures above for checking the items and sending a copy to Elaine.

  • The bills don't get paid to the vendors until we receive the packing slip. We must verify that an item was received and it was in good condition before we issue payment.

  • If an item is damaged let Elaine know ASAP and she will let the business office know and they will contact the vendor.  

If it is determined an item needs to be issued an inventory control tag it will be sent to the class.

• The teacher is responsible for making sure that the inventory control tag is placed on the item and the remainder of the card is completed.

• The completed card should be returned to Elaine within 1 week.

• When any item is transferred from one individual to another, complete the Transfer of Inventory form.  

Removing an item from inventory:

• • Non-technology items: Email elaine (estuckey@eiase.com ) to let her know what is being removed, why it is being removed, and the control tag number.

  • Technology items: Notify the Tech dept that an item is dead via a tech ticket in the link below. They will dispose of the item and remove it from then inventory. 

https://helpdesk.eiase.com/