Each returning full-time certified staff member is given $75 - $150 (Pending Budget) of Instructional Supply (General Funds) money to be spent on instructional materials for their classroom. First year/Transfer/Grade Change teachers are given $150 - $300 (Pending Budget). Anytime a faculty/staff member orders or rents product/s that will be paid for by school funds or General Funds (State Money), a purchase requisition must be processed, approved by the principal, and purchase order # assigned. A purchase order is prior approval to purchase. Board policy states that any purchases made without prior approval are the responsibility of the person making the purchase, not the schools. Teachers who wish to make purchases from General (State) funds and school accounts must follow the procedures below:
A purchase requisition is to be completed and submitted to the principal via email for approval.
Upon administrative approval, the purchase request will be sent to the bookkeeper to be processed and a purchase order number assigned. Please allow 2 weeks for General Fund/Title orders and 3 days for Local Funds/School purchase orders to be processed and purchase order number assigned. The bookkeeper will submit purchase order to the vendor unless purchaser notes otherwise.
The order will be brought to the purchaser’s room upon delivery.
The bookkeeper will check the order making sure the items received match the packing list and your purchase order.
If there is a problem with the shipment the bookkeeper will call the vendor concerning the problem.
If there are no problems with order, bookkeeper will keep packing list to compare with the invoice.
If the purchaser picks the order up from vendor, be sure to keep packing list or receipt.
The invoice will be signed by principal for approval to pay.
Timeline for Spending: You should plan on spending your classroom supply funds by Thanksgiving Break
Check requests should be submitted to the bookkeeper on a check requisition form two days prior to date needed. Check requisitions for purchases must have a (Appendix Y1) Staff Reimbursement (Prior Approval) Form submitted. Check requests for anything other than purchases (example: field trips) must have supporting documentation attached before a check will be issued and use the (Appendix Y) Check Requisition Form completed.
Fundraiser Requests are submitted via email using the Fundraiser Request Form below.
Preferred Vendors:
Staples, Lakeshore, Teacher's Material, School Box, Perimeter Office Products, Teacher Direct, School Specialty, Scholastic, ECC, Really Good Stuff, AEI Teacher Discovery, Teacher Created Resources, Barnes & Nobles
Gif Card Purchase: Currently APS allows school principals or their administrative designees to purchase gift cards with school miscellaneous (SABO) funds for student incentives in the amount of $10 or less. (See FAQs below for more information)
Updated 8/13/23 (JLS)