Local School AccountingGrant Training

FY2015

Local School Accounting• Follow CCSD financial procedures for all

purchases

• IMPORTANT: The PRINCIPAL and PROGRAM MANAGER direct how funds are spent

• Bookkeeper tracks all expenditures

• Purchaser completes, in it’s entirety, the Local School Check Request (FS-381) for each purchase

• Obtain Program Manager signature and date on

FS-381 prior to purchase

Local School Accounting• Obtain Principal signature and date on FS-381

prior to purchase

• Obtain bids/quotes, when required by CCSD purchasing procedures

• Do not pay sales tax

• Bookkeeper scans and emails FS-381 and supporting documentation to Grant Accountant and Grant Support Clerk

Local School Accounting• Bookkeeper maintains original FS-381 and

supporting documentation (including receipts and or invoices, signed packing slips, etc.) for all P-card purchases

• Bookkeeper maintains a copy of FS-381 and supporting documentation (including receipts and or invoices, signed packing slips, etc.) in Grant financial records for all P-card purchases

Local School Accounting• On a regular basis, the Bookkeeper should

advise the Principal and Program Manager regarding the financial position and activities of the grant, including remaining grant funds

• Fundraisers are not allowed for Grant Programs

Local School AccountingFS-381Rev 7/23/14 SchoolIndicate if purchase is using pCard

Is this a procurement card purchase? Yes No

Cardholder Name Card #

Procurement Card checked out Procurement Card checked in(Enter initials and date) (Enter initials and date)Initials Date Initials Date

FUNDS FROM:Local Acct # / County Charge Code:

Account Name:

Vendor/Check Payable To:

Address:

Phone #: Fax #:

Reason for Purchase / Reimbursement (Including Who Benefited):

Quantity Unit Unit Cost Total Cost

(Enter item cost)

NOTE: SALES TAX IS REIMBURSEDONLY AT PRINCIPAL'S DISCRETION.

(Enter Total)

This purchase utilizes the Procurement Services Contract List (include the Bid/QuoteRFP#):This purchase is under the following Procurement Services exception to full and open competition:

Sole/Single Source (requires Procurement Services approval if over $10,000).Venues & products for student funded activities such as homecoming, prom, graduation activities and field trips.Academic Prerogative

This purchase meets the following criteria as per the Procurement Services Competition Thresholds:$0-$999.99 and not on a Procurement Services Contract: Best Judgment $1,000.00 - $9,999.99 and not on a Procurement Services contract: Two quotes required (attach Documentation)$10,000-$49,999.99 and not on a Procurement Services contract: Procurement Services Solicitation required

Date:

Date:

Note: The approval signature on the purchase requisition is also approval for the local check request.Vendor Code: Check No. Issued (Bkpr enters check number here)

Account No.: Date of Check: (Bkpr enters date of check here)

P.O. No.: Transfer(s) From:

Invoice No./Note: To:

Amount: Amount:

Discounts (If Applicable)ShippingTOTAL

(Enter object name)

(Enter Vendor Name)

(Enter cardholder name - if using pCard)

(Enter reason for purchase)

(Purchaser signs here)Requested By:

Approved By:

(Enter date signed here)

The information below should be completed by the Bookkeeper.

CHECK INFORMATION

Description (Include Stock #)

(Program Manager and Principal signs here) (Enter date signed here)

Please check the appropriate box below:

PURCHASE REQUISITION / LOCAL SCHOOL CHECK REQUEST (Enter school and program name)

(Enter last 4 digits of card #)

(Enter description of item)

(Enter appropriate charge code)

Supporting receipts/order formsmust be attached to this form.

THIS FORM MUST BE COMPLETED AND APPROVED PRIOR TO PURCHASE