Finance Procedures

Summary of Purchase Procedure:

ATHLETIC BUDGETING

1.      All athletic programs will be allocated between $600-$1000 for equipment annually

2.     The coach and Activities Director may have a brief meeting to discuss the requests.

3.     Orders will be filled by BSN or A company with an invoice

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

5.    Additional equipment purchases beyond what is budgeted must be planned for at least one year in advance

ATHLETIC EQUIPMENT, UNIFORMS & SUPPLIES 

1.      All equipment, uniforms and supplies purchased are the property of the Activities Department and will be shared among appropriate teams at the discretion of the Activities administration and Equipment Manager(s).

2.      All equipment that is lost or damaged will be re-purchased from the budget of the activity 

3.      Purchase of uniforms and warm-ups are on a 7 year rotation. 

4. FHS has an exclusive contract with BSN  for all equipment, uniforms and spirit wear. 

PURCHASING EQUIPMENT WITH 01 (General supply) account 

1.      The Activities Office will order all equipment with the advice of the head coach/director/advisor and the approval of the Activities Director through BSN Athletics. 

2.      A running account of expenditures will be maintained.  It will be the responsibility of the head coach/advisor and the Activities Director to see that the budget is not overdrawn.

3.    The vendor must send the coach a "quote" indicating the product or item number, quantity and price. The activity office will provide the vendor a purchase order and provide payment after receiving the items ordered. 

4. When a PO is used for purchase it will require a final invoice be sent to the District Office for payment. 

a.       Individuals ordering from a vendor without a prior approval may be held personally responsible for that order and payment may have to be made by the person so ordering.

5.      All purchases exceeding $25,000 will need to go through the bid process.  When cost of an order is expected to exceed $25,000, best practice is to receive at least three quotations to assure competitive prices.

**Outside Accounts (account outside of ISD 656) who wish to fund equipment purchases need pre-approval from the head coach & AD and needs to be purchased by the EP Athletics Office.  Outside groups SHOULD NOT purchase the equipment.  The process laid out above needs to be followed.  In addition, any outside user group funded equipment becomes the property of the school district.  Boosters should not accept equipment as a donation.  They can accept money as a donation to be used towards the funding of an equipment purchase.  

PURCHASING UNIFORMS

1.      Individual participants will be asked to purchase practice attire, footwear and socks, and non-protective personal headwear. District funds will not be used for personal items. 

2.      Protective headgear, which is required for constant wear, may be provided with approval from the activities director. 

3.      Uniforms meet National Federation and/or MSHSL regulations.  

4.      Programs will receive funding every seven years for Nike Uniforms. 

5.      As you consider uniform orders, please keep the following points in mind:

A.     Primary colors for Faribault High School are Green & White

B.     Black and gray are considered neutral colors that may accent/complement green and white garments.

C.     Written rationale requesting permission to deviate from the above stipulations must be presented to the Activities office prior to the placement and approval of any order. 

6.      The coach is responsible for adhering to established District 656 purchasing procedures for all uniforms.  

REQUESTING CASH BOXES 

1.      Requests for cash boxes should be directed to Shawn at least a week in advance.

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

A.     Paper currency only.  Coin is not kept on hand.

     3. Only employees or approved adult volunteers can request and pick up a cash box. 

     4. Cash boxes must be returned to the activity office immediately following the event.

P-Card purchases

1. Coaches/Advisors may request to use a district purchase card for purchases.  A reservation form must be filled out in the activities office. 

2. Online purchases should be made by staff in the activity office. 

3. Coaches who check out a P-card must provide receipts of all transactions on the card. 

4. Purchases on the P Card are tax exempt. The tax exempt number will be given to you. DO NOT PAY SALES TAX. (Hotel stays will likely require tax) 

5. You may NOT purchase gift card with a district P-card.