Supplies & Equipment

Instructional resources include: 

1. Supplies:  Generally less than $150 and expendable; that is, if the article is damaged or some of its parts are lost or worn out, it is usually more feasible to replace it with an entirely new unit, rather than repair it. These items are not inventoried. 

2. Equipment:  Generally more than $150 and non-expendable. Must be inventoried and have a CTE asset tag (barcode). 

3. Credentials:  The state's credential allotment may be used to purchase student exams/vouchers, credential training manuals or preparation materials, and transportation to/from exam administration sites. 

4. Instructional aids:  1) Primary use or state-adopted textbooks or digital materials; and 2) supplemental instructional materials. 

Procurement

1. Competitive Bidding/Shopping 

   • For Purchase Orders less than $2,500: No documentation is required of competitive bidding or shopping. 

     • If the vendor is Amazon, then you will need to include 2 additional "quotes" regardless of the total amount.  

   • For Purchase Orders totaling $2,500 or more: Obtain three (3) quotes, include shipping and handling in the quotes. 

     • Examples: "Quotes" may include official vendor quotes and PDFs (you can 'Print to PDF') of pricing information from price lists, shopping carts, email from vendor.  

     • If the vendor has a state contract you may not need to provide quotes*. Reach out to Monica Connor if you believe a vendor has a state contract. NOTE: the state contract number must be included on the CTE PO Requisition. 

2. Encumbering Funds

   • Complete the CTE Purchase Order Requisition Form, providing a solid rationale of how the requested items support instruction of the course standards. Do not simply list objective numbers. 

   • If approved, Monica Connor will key the purchase order which is then reviewed by the Finance Office. Once the Finance Office approves the PO a copy will be sent to the vendor and to the CTE Office. Under no circumstances should you commit CTE funds without an official purchase order from Monica Connor.  

3. Receiving & Payment

   • Upon receiving the items, check that all items have been received. When all items are accounted for, send the invoice to Monica Connor to be paid. 

   • Reach out to Monica Connor, if: 

     • it has been longer than 30 days of the CTE Director approving your PO requisition, 

     • you believe items need to be returned, 

     • you are missing items, or 

     • if items are damaged.

CTE Supply Allotments

Supplies are generally less than $150 per item and expendable; that is, if the article is damaged or some of its parts are lost or worn out, it is usually more feasible to replace it with an entirely new unit, rather than repair it. 

CTE teachers are provided with a Supply Allotment. These allotments are for instructional supplies and supplemental instructional aids only. 

November 15th is the deadline to encumber CTE supply allotments on a purchase order.

Equipment

CTE Teachers may submit a request for equipment to be purchased with CTE funds. Requests are prioritized based on the following criteria:

1. Availability and allowability of funds

2. Criticality of the request 

3. Alignment to the curriculum 

4. Alignment to real-world workplaces

Some questions to consider before making a request for CTE to purchase equipment:

• Is the item listed on the North Carolina CTE Equipment & Technical Guide?

• Does the item promote student safety? 

• Would the item be used by workers in the real-world? 

• What other fund sources exist that may be more appropriate? (i.e.- grant funds, school funds) 

Equipment Requests, Disposition & Repair

• To request equipment, submit via the CTE Request Form. 

• When you no longer need a piece of equipment, submit a CTE Request Form. Do not take the equipment home, throw it away, or give it to another teacher/program without documented permission. 

• If a piece of equipment needs repaired, complete the CTE Request Form. 

Credentials

Our credential allotment may be used to purchase student exams/vouchers, credential training manuals or materials, and transportation to/from exam administration sites.  

• You can refer to DPI's Credentials by Course report in NCCTE Admin or reach out to your CTE Program Specialist about which credentials you should be offering to students. 

• With the exception of the credentials listed below, you can go ahead and submit a CTE Purchase Order Requisition Form for credentials. Credentials do not count against your supply allotment. 

• The following credential exams are ordered in bulk by CTE central services. Contact the CTE Program Specialist with questions or if you need additional exams/vouchers. 

  • Cornelius Thomas

    • ServSafe Food Manager 

    • NRFSP Food Handler 

    • American Red Cross  

    • AAFCS PrePac 

    • Conover Career Readiness

    • Career Safe (OSHA)

  • Mark Allen: 

    • TestOut 

    • Certiport 

    • NCCER

    • S/P2 Automotive Service 

Instructional Aids

• Primary use or state-adopted textbooks and/or digital materials (can only be purchased with local funds or state textbook funds)

• Supplemental instructional materials/texts

  • Books, magazines, trade publications, manuals 

  • Models, posters, videos, diagrams

  • Software, subscriptions, digital materials

  • CTSO programs and training materials 

We advise using your CTE Supply Allotment to request supplementary instructional materials. If your allotment cannot accommodate such a request you can submit it for consideration using the CTE Request Form. 

CTE Request Form

This form should be used to request new equipment, equipment repair, textbooks, or instructional materials you cannot afford with your supply allotment. 

• Requests are regularly reviewed and may be approved, denied, or postponed. Contact your CTE Program Specialist with any questions regarding submissions to this form.

• If approved, Monica Connor will email you and you have 30 days upon being notified to submit a CTE Purchase Order Requisition Form. 

• You must fill out the CTE Request Form for any item your are requesting that cannot be purchased with your supply allotment.

• If approved, Monica Connor will email you and you have 30 days upon being notified to submit a CTE PO Requisition Form.