Purchasing Procedures

The expenditures of any/all Fargo Public School District and fundraising monies requires a purchase order (PO) being processed prior to any formal action (including ordering and final purchase).  The building bookkeeper, with the building activities administrator approval, will issue the purchase order document, which will include item(s) to be ordered, shipping and billing information.  Failure to follow this procedure may lead to the individual being held liable for payments due.

FPS Purchasing Cheat Sheet

FPS Approved Vendors List

annual budget

Upon each season’s conclusion, head coaches will meet with the building athletic administrator to assist with the formulation of a program budget for the next school year. Included in the budget consideration will be game/event schedule, officials, event management, transportation, uniforms, supplies, equipment and possible rental costs. 

Game/Event Management Schedule
The building athletic administrator, with input from the head coach(es), will develop the schedule(s) to conform with conference and state guidelines.

Officials
Game/event officials are arranged through local officials associations or through the coaches’ arrangement in some sports such as volleyball and wrestling.

Event Management
The building athletic administrator and/or the administrator’s staff will secure necessary workers to cover the ticket sales, bench officials, stats, security and any other staffing needs.

Transportation
The Fargo Public Schools contracts bus services through a local provider. Trip distance, number of students and equipment needs are used to determine the specific type of bus used for a particular trip. Rental vans are permitted for certain needs as determined by the building activities administrator. In all cases, a school district purchase order must precede vehicle or bus use.

Uniforms
The purchase of uniforms provided by the Fargo Public Schools should reflect specific need and represent a reasonable life span between purchases. The funding for reasonable dress for student athletes, with special additional uniforms may possibly require funding from outside sources. In all cases, issuance of a school purchase order must precede ordering of uniforms.

Supplies and Equipment
The regular replacement of necessary equipment and annual consumable supplies should be a budget consideration of the head coach, with approval by the building activities administrator. Special care should be given to insure that necessary safety equipment is always available to a program’s athletes. This may be a budget area where prioritizing becomes necessary should funding limit be present. It is important to remember that school district purchase orders are necessary before any orders are placed for supplies and/or equipment.

Facilities Rental
Some Fargo Public School programs require the use of non-school district property and/or facilities for practice and/or contests. No arrangements should be made by a coach without prior approval from the building activities administrator. Fee schedules, partnerships and other pre-arranged conditions may be in place and unknown by individual coaches. Formal procedures are in place for use by the designated persons representing Fargo Public School and Fargo Park District.