FINANCIAL

Internal Accounts

Purchases of $2,999.00 and below can be made, with the permission of your principal, through Fund 9.  The process to initiate this procedure is to:

1.                  obtain order descriptions, prices, and any shipping costs from the vendor.

2.                  request a Fund 9 requisition form (internal fund purchase order) from the treasurer’s office.

3.                  fill out the form, sign it and obtain the principals signature.

4.                  return the signed form to the treasurer’s office to get a purchase order number and sign the treasurer’s log book.

5.                  fax or mail the original copy of the order to the vendor.

6.                  upon  receipt of the order, check it for accuracy.

7.                  after receipt of the  invoice, sign it, and prepare a check requisition form which should include your funding structure (who is going to pay for it), a description of items ordered, the purchase requisition number, the total amount to be paid, and your signature.

8.                  give the signed invoice and the copy of the purchase order request to the treasurer for payment.

Purchases made through the use of the school credit card require the  principal’s approval.  Please check with your school’s treasurer for further details.

Purchasing

Important facts to keep in mind as a department head and share with your faculty are:

§         No purchases are to be made without approval

§         No sales tax may be paid on materials and supplies purchased from student activity funds, with the exception of purchases made for resale

§         Fund-raising events must be authorized by the activities director or administrator in charge of the activities calendar, and submitted to the principal for approval

§         All tickets used for fund-raising events must be pre-numbered, indicate dollar value, and an accurate account must be kept for audit purposes

§         Employees may not make personal purchases through a student body or school to benefit from purchasing privileges such as discounts, tax exemption, etc. (See Manual of Internal Accounting)

§         A “Recap of Collections” must be presented with each deposit.  Teachers must not leave the treasurer’s desk until a receipt is issued.

§         All monies collected by teachers must be turned in to the treasurer by the end of the school day

Supplies

District funding for supplies are based on FTE enrollments.  A portion of the money is in your supply account at the beginning of the school year. The rest of your supply funds are placed into your account after the February FTE. As a department head, it is your responsibility to make sure that your supply dollars are spent in a timely manner. Funds that are not spent will be removed at the end of the school year resulting in lost funds for the program. Ask your teachers at the beginning of the school year for their supply needs and place their orders when funds become available. The Purchase Requisition Details Form FM-4299 can be accessed from the following website: http://forms.dadeschools.net/webpdf/4255.pdf.

For an up-to-date current list of buyers in the Office of Procurement:  http://procurement.dadeschools.net/contact.htm.

Transfer of Funds

Should you need to request a transfer of funds from your District Supervisor, it is necessary to submit a formal written request. 

Approval Requirements For Electronic Purchases

All approvals for purchases must be made through your Principal, the District Supervisor, and all district personnel on the approval chain.