Ordering Supplies & Purchasing
Procedure for Ordering Supplies:
Please check with Building Secretary to determine if your requested supply is already in stock. If not, proceed to step #2
Request approval, in writing, from an Administrator (Mauri or Steve). Email works best.
Mauri or Steve will email Building Secretary to ensure there is budget for the supplies / items requested. The Secretary will handle the order from this point, if possible. If the staff requesting the supplies is going to complete the order, they must follow Step 4. Where applicable that staff person must also follow Step 5.
A purchase order will be created by the Building Secretary. A purchase order MUST be created and approved prior to ordering anything.
The staff who is ordering will provide the vendor with the purchase order number, which can then be included on the invoice.
Upon delivery of the order, review the packing slip along with a physical inventory of items received to ensure all items are received as ordered. Sign your name on the packing slip and turn it in to the Secretary (you may use the staff mailboxes in the Main Office for this purpose)
Supplies/items ordered outside of these parameters will be considered donations to North High and reimbursement/compensation should not be expected.
Supplies Catalogs:
The Building Secretary also has an MPS-issued credit card which they can use for some purchases.
Food Purchases - Policies, Limitations, and Options
MPS Board Policy 3327 and Regulation 3327A govern food purchases for the district. How can you know when food and drink purchases are allowable and what type of documentation must be maintained to support expenditures? Please read on.
While food purchases are allowable, it notes in regulation 3327 “[s]uch purchases should be limited so that maximum available revenue will be available to support student learning.”
From the Policy under 2d, “Employees who appropriate district funds, whether from school, department or grant funds, for non-permissible expenditures for food and beverages shall be held personally responsible for these expenses. Employees who appropriate district funds, whether from school, department or grant funds for non-permissible expenditures for food and beverages may be subject to disciplinary actions consistent with the terms of any employment contract, plan or collective bargaining unit contract to which the employee is a party.”
Allowable Events
From Policy 3327 there are four permissible expenditures for food and beverages for district events:
School, Department or grant funds may be used to pay the expenses for food and beverages served at District sponsored meetings where the primary audience is employees according to regulations established by the Superintendent.
School, Department or grant funds may be used to pay the expenses for food and beverages served at district sponsored events whose primary audience is parents or community members. Meals may be provided for the students attending with their parents at these events.
School, Department or grant funds may be used to pay the meal expenses for students and their employee chaperones participating in student government activities held during regular meal times.
School, Department or grant funds may be used to pay meal expenses for students and their employee chaperones participating in school sponsored activities occurring outside of the regular school day held during generally scheduled meal times.
Purchase Limits (exclusive of tip and delivery charges):
• Breakfast - $7.00 per person
• Lunch - $10.00 per person
• Dinner - $12.50 per person
• Light refreshments (no meal) - $5.00 per person
Food for Employees:
Meals may only be provided for employees if the following four conditions are met:
1. attendance is required and
2. the meeting or training time includes a generally scheduled meal time and
3. no provision for a meal break is given and
4. the meeting is scheduled to last at least four (4) hours.
Q: Can food be purchased for staff social events?
A: No, food may NOT be purchased for staff social events. In the event that a site wishes to have a social event for staff, while district funds are not permissible, a site could consider using Achieve funds.
Required Documentation:
What type of documentation is required to be maintained for food purchases using district funds? An itemized receipt from the vendor, a flyer/agenda from the event, and a sign in sheet. If the food is purchased using a pcard, these items should be uploaded in Access Online along with the purchase authorization.
Please reach out to your budget analyst or grant accountant with questions regarding proper documentation of expenses.