Budget+Procedures

**Inventory**
The will be how each department will order supplies and materials throughout the year. It is our goal that each department will have all necessary supplies at the beginning of each school year and we can collaboratively create an effective and efficient use of funds. All supplies needed for the school year need to be on the spreadsheet. Each subject will complete the Inventory Spreadsheet at the beginning of the year and update the spreadsheet throughout the year to determine your remaining balance. Each year department leads will receive a budget for the school year, teams will complete the Inventory Spreadsheet to determine what will be ordered. Department leads will complete the, the "gray" areas and follow instructions.

**Purchasing**
There are various ways to purchase items for the school. Some schools allow staff to make a purchase and then be reimbursed. This so easy and but also very bad practice. We do not allow this method of purchasing. The common practice of using a Purchase Order (or PO for short) is how we buy things on this campus. You may hear this form referred to as a PO, Purchase Order, REQ, Requisition but they are the same thing.
 * Any purchase should be discussed with your department lead and approved by this person first
 * Only the department lead can fill out a PO and submit it to the designated processing clerk
 * You will find the PO form online or download the form through this link: [[file:thinkglobalisd/Purchase Requisition Form.xls|Purchase Requisition Form.xls]]
 * Some blanks on this page will be filled out by you and some by the processing clerk
 * You need to fill in:
 * method of purchase
 * date
 * campus
 * vendor name
 * vendor address information, fax, phone
 * catalog number
 * this is the company, name of catalog and number assigned to this catalog
 * line item description
 * line item quantity
 * line item unit price
 * line item total
 * column amount
 * column subtotal
 * column est. shipping
 * column total
 * The processing clerk will fill in the rest
 * Await your new order

New Vendor
If the processing clerk notices your supplier is not an approved vendor the PO will come back to you and you will need to follow the following steps:
 * obtain 3 quotes from three vendors
 * submit a request in writing as to why you are choosing a particular vendor out of the three
 * complete a new requisition form
 * submit all this new information back to the purchasing clerk
 * if the vendor is approved the order will be filled
 * you may also skip all these steps by simply asking the clerk for a list of approved vendors

Processing Clerk Steps

 * Enter the requisition online through TxEIS
 * The requisition will be approved or rejected through the line of approvers
 * Once approved and a PO is issued proceed with ordering as instructed on the requisition (via fax, phone or online).
 * When the order arrives, they are to:
 * check their order to confirm all pieces were received and then
 * sign and date the packing slip and
 * return back to me so I may receive the order online for payment.