I've taught in 5 schools in 3 states, and the procedures have been different in each one. (I distinctly remember shutting the door of the bookkeeper's office once and saying that I was not leaving until we had come to some sort of solution that would allow both of us to do our jobs without me haven't to shop twice for each item. We each raised our voices, then we figured something out.)
At the school where I've taught for 16 years, the bookkeeper and I finally arrived at something we call a "blanket PO" for purchases that are not from the publishing companies and major vendors who accept purchase order numbers and then invoice. I fill out a purchase order that simply says "CJ Breland from various vendors" and lists the items as "items necessary for production and classroom."
I keep receipts, then turn in batches of them with an excel spreadsheet that has columns for date, vendor, items, price, and purpose (which is either class or the name of a show.) I am supposed to turn them in within 30 days of purchase.
Tax on the purchases is not an issue, because North Carolina does not exempt schools from sales tax. In fact, our bookkeeper has to send the state sales tax on items I buy online and don't have to pay sales tax on. Yep, you read that right. In Tennessee and Florida, the bookkeeper gave me a card with the tax exempt number on it to show merchants.
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C. J. Breland
Asheville High School
Asheville NC
Original Message:
Sent: 12-21-2016 03:12
From: Dan Mellitz
Subject: purchasing
I hve had a few different versions. My first school I had access to the schools Home Depot card through the maintenance department. Everything else was purchased through the billing office or po.
My second school a large boarding school I was given a line of credit ona credit card through the school.and had to keep track of my purchases and submit a statement each month with receipts. The school had an online program for that which helped. This was my favorite option.
my current school amixed boarding and day school is a similar to the first one. I have a Home Depot card through the school that is tied to the mantanance department but I carry one myself, but everything else is reimbursement or po. For tech theater not everything grab be bought at Home Depot so I am working on trying to get them to understand that a line of credit with the same rules on logging would be so much better. Reimbursement sucks when it's in the hundreds of dollars and it takes 3 weeks to get it.
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Dan Mellitz
Technical Director
St Andrews School
Barrington, RI
Original Message:
Sent: 12-12-2016 12:43
From: EDawn Severance-Burris
Subject: purchasing
I am looking for any ideas of how other schools do purchasing for the Performing Arts Department. We are in need of an update and I will gladly take any input on your procedures, especially from other private schools. How do you buy things?
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|
| E'Dawn Severance
Theatre & Dance Instructor
Performing & Visual Arts Co-Department Chair
The Meadows School
8601 Scholar Lane, Las Vegas, NV 89128
(702) 254-1610 |