General
Guidelines
- PLAN AHEAD! Turn-around time on a requisition (from your
submitting it, filled out completely, to receiving your merchandise) is
a minimum of four (4) weeks.
- Never spend any of your own money hoping to be reimbursed. Always
check first with Jim.
- Reminder: $20.00 minimum on all purchase requisitions.
- Incomplete requisition forms submitted to ROP Central will be returned
for corrections/additions.
- Always figure-in sales tax, even when using out-of-state
vendors.
Filling-out
the Purchase Requisition Form
To fill-out the P.R. form completely, please include the following required
information:
- Vendor name, address, phone number (and fax number if P.O. is to be faxed
to vendor)
- Full name of requisitioner (that's you) and date
- "Ship To" code
- List of items or services to be purchased or utilized, with catalog/SKU
number
- Figure sales-tax on merchandise total (7.75%)
- Include shipping costs. Estimate 10% if fees are not evident. Freight
costs for large items will require a call to the vendor.
See
a filled-in, sample PR form
Obtaining
Approval
- All PRs will go first to site principal for discussion with teacher and
for principal's signature.
- Once the PR(s) is/are approved by site principal, you, the teacher, fax
the PR(s) to be processed to ROP Central at 938-3127
If the requisition arrives on Sophie's desk by any given Friday (the month
of December is an exception) and all required information is provided and
correct, the purchase order will be prepared and mailed out to the vendor
by the following Friday.
Please note that every effort is made to meet this timeline. However, at
certain times like the start of a new fiscal year, the end of a fiscal year,
or if staffing is severely reduced, this may not be possible.
"Ship
To" codes
| Big Pine High School |
12 |
Jill Kinmont Boothe School |
28 |
| Bishop High School |
03 |
Lone Pine High School |
06 |
| Death Valley U.S.D. |
13 |
Owens Valley High School |
14 |
Open
Purchase Orders
Fill-out the requisition in the manner described above.
For "description" write "open P.O." and in the amount
column enter the total dollars requested. This amount will include
all sales taxes.
When the PO is cut, you will receive a copy. Please
use the PO number on all receipts.
- Only you , the teacher, are authorized to sign for purchases/charges.
- Please track your balance. ICOE is not responsible for
charges beyond the amount for which the PO was written.
- Each sales slip/receipt must include the PO NUMBER and YOUR SIGNATURE.
Please forward sales slips/receipts to the ROP Central in Big
Pine right away.
ROP
Receiving Procedure
- Check-off contents of delivery against packing slip AND your
purchase requisition. On the packing slip, make a note of backordered
(or otherwise not received) items. Note damaged items, as well.
- Sign and date packing slip. Send promptly to ROP Central in Big
Pine.
When you are expecting a delivery, check often with the school office. It
may be gathering dust somewhere on the premises.
