Bookkeeping

How do I make a purchase?

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

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.

P3 Days Explanations and 2024-2025 rates:

P3 - This is a day paid by a school account. PO must be in place before day is taken.

P2 - Paid for by outside source - No PO Required!

P1 - Dr. Ash gives out - No PO Required!

Please provide detailed information for your P3 Day request.

**Full Day sub $147.00
**Half Day sub $74.00

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:

The online Fundraising Activity Approval Request Form will be used for all fundraisers. The online RCS School Activity Fee Approval Request Form will be used for all player, club dues, and other activity fees.

The forms are available at:

https://paperless.rcschools.net/fundraisersite/

Fundraisers must be approved before event can take place. If you are selling items as a fundraiser, you must get a contract from the vendor. If the item is for resale, we need to be billed tax on the invoice to be paid. A purchase order will need to be opened before the date of the invoice.

Which bookkeeper to see:

Mrs. Nicholson

Mrs. Jones