Central Magnet School

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Bookkeeping

 How do I make a purchase? 

 

*All purchases require a approved purchase order BEFORE purchasing, this includes payments for Subs, Bus Drivers, and fundraisers.


Purchase Order Request (click here)
PO flowchart

 


 Misc Notes - PLEASE READ...

  • The PO request form is NOT the approved PO. Once approved, a copy will be emailed to you.
  • Received goods - A packing slip for each item must be signed and turned into Mrs. Nicholson after received. If a packing slip was not sent, then you must send Mrs. Nicholson a email stating that everything came in and "ok to pay". 
 
  • Clubs - If you are making a purchase for a club, please complete and sign a club authorization form.  The Sponsor and two Officers must sign. Please turn in with invoice to be paid.
 
  • Checks to be issued - A 2 day window is needed for request to be made for any payments Teachers/Coaches are to take in hand.
 
  • P3 Days - A PO must be submitted for approval. Vendor is RCBOE.  Please note date of P3 Day on PO request. (See current rates below).
 
  • Bids - All bids of 1 like item that are a total of $15,000.00 or over require 3 Vendor bids. All bids need to be turned into Bookkeeping when submitting PO. 
 
  • Bus Drivers - PO must be submitted to pay Bus Driver. If driver is employee of RCBOE, then Vendor is RCBOE.  If driver is non-faculty, then we may pay direct to them, but a W-9 needs to be completed and turned into Bookkeeping for Vendor set up.
 
  • Technology purchase orders--you may request and we will get them signed/approved, but we then give them to Dr Emily Hines to be approved by technology at Central Office. This includes, but not limited to: software, online subscriptions,and technology-related items.
 
 

 

 

 Sub Days P1, P2, P3 Days-

P3 requires a purchase order before time. Paid for out of sports, club or other school accounts. 
P2 Paid for by outside source no PO required( example. MTSU or other company will pay for

the substitute for the day or days of event)
P1 Dr. Ash distributes these

ALL of the above require an explanation on your sub request form. (example: track district

coaches meeting for a P3 day) as many details or documentation you are able to provide.

**Full Day sub $119.13
**Half Day sub $59.57

 

 


Cash/Check Collections:

Collection Log -Print and sign the form --also make copy or save digital version for your records
******All Cash/Checks collected must be turned in same day!*****
******Receipts are given for cash amount above $3 requires,  Checks DO NOT require a receipt.*****

Coins:  When collecting coins, please roll them to turn in to Kelli. We have coin wrappers in the office.

Receipt Books - To be signed out in Bookkeeping office. All books are to be turned in at end of school year.

  • WHITE copy of receipt to the student
  • YELLOW attached to the collection log
  • PINK stays in book. 
    (please,save a copy of collection logs for your records if you are filling out on your computer print 2 and file one for yourself or save a digital copy of it in a folder. 

 

*Cash and checks require separate totals on collection log (located at the bottom of the collection log, it may be easier to group all checks together and all cash together on the collection log to get your totals for the bottom)

Fundraising Form- must be filled out and approved before all fundraising. Also, if you are selling items as a fundraiser you must get a contract from the vendor and approved. The vendor must also bill us with tax for items we are reselling. Also, if you are making a payment for products/vendor, you will need to open Purchase Order.

 

 
Which bookkeeper to see:
Amy Brandy  
  • Issues checks for payment
  • Salary Supplements to BOE
  • Turn in receipts packing slips, invoices and contracts
  • Pickup credit or store cards
  • pickup receipt book
  • Check out square payment and information
 
 
  • Request purchase orders
  • Club authorization
  • Issues change, tickets, gate
  • Fundraising Forms
  • Inventory
 
 
 
 
 
 
 
 
 
 
 
VENDORS
Here is a small list of vendors we use:
Amazon
Walmart
Office Depot (online orders for shipping require $50 min for delivery)
A-Z
Lowes
Sams
BSN
Front Street Sign Company for banners, signs and such
Full Nelson Sportswear
T and L Trophies
* You may purchase from other vendors, we have accounts with the above list