Purchase Orders

Step 1: Purchase Orders Requests start at your Perkins Advisory and your Curriculum Snap Shot.

The CTE Coordinator uses your Wish List and Curriculum Snap Shots to request items to be purchased using different funding sources. We recognize that sometimes teachers get ah-ha moments or items break and must be replaced. Please work with the CTE Office for these unique and special circumstances. 

The CTE Teacher will list items they wish to purchase for the upcoming school year from the Curriculum Snap Shot form reviewed during the Perkins Advisory.  The teacher must include a guesstimated cost (NO QUOTE is needed at this time) for the CTE Coordinator to use in the budget section of the grant application. 

The CTE Coordinator will review the Wish List and determine which grant item is best suitable under the allowable guidelines (Perkins, CTEIG, SWP, etc.). Then, the CTE Coordinator will write the item in the grant application for regional and state approvals. 

Step 2: PORs, Quotes, and Capital Outlays

Once the items are approved by the region or state (grant specific), the CTE Coordinator will notify the CTE teacher to acquire quotes from the vendor; please communicate with the CTE Office if help is needed. Attach the quote to the Purchase Order Request (POR) form to be submitted to the CTE Coordinator.  

See below the POR directions.

Capital Outlay: Any item over $5k ($4,500 +shipping & tax), including tax and shipping, needs regional and state approvals; this is a state-approved Capital Outlay form (we cannot change it). The CTE Coordinator will work with the CTE Teacher if a Capital Outlay form is needed. The CTE Coordinator will acquire the approvals. After the item is approved, the CTE Coordinator will work with the CTE teacher on the required documents for our School Board's approval. 

Step 3: F2K process

Once the CTE Coordinator has all the approvals from the region, state, and School Board, the CTE Coordinator will confirm the funding source for the Office Assistant. The Office Assistant will enter the information into our district F2K software. The item will go through multiple internal approvals within our district. At any time, anyone can deny the requests. The last approver is our district accountant, who issues the requisition a Purchase Order (PO) number. Then the Business Office emails the Purchase Order with the attachments to the vendor to fulfill. 

Step 4: Vendor and Okay to Pay

Once the vendor fulfills the order and the items are received, the vendor will send an Invoice or Receipt. Either document must be sent to the CTE Office Assistant, who will prepare the paperwork for the accounts for payment.