Spring and Summer PO Requests

PO Info for Spring

Purchase orders are processed continually by the IEM office, without a deadline to the ESs other than the fact that all orders for the current school year must be placed prior to the school specific deadline given in the March ES Agenda each year (with a selection of the current school year by the ES on the PO Request form). An ES may choose to give their families an ordering deadline for the following year POs so that the ES isn’t making purchase orders while they are on vacation, and can enter all orders for the next school year prior to ES Checkout (designated by the ES for the following school year on the PO in “Session”). Orders for the next school year are typically sent to the vendors on July 1st, but can be placed in the PO request file anytime during the Spring or after.

PO Info for Spring

Check the school's summer school policy for info on orders for summer school. Summer school materials must always first be purchased from regular year IF by the regular year ES if there is money available, and be given to the student no later than at their last meeting of the school year, so that they are ready to start summer school on the first day of summer school. Any summer funding after that will go towards paying for HQT SME services needed for summer school.

PO Order Process Step by Step

When making Purchase Order Requests in the Spring and Summer months, the ES must follow these additional directions to make sure that the purchase order comes from the proper budget:

1. Go to the bottom right of the blue box at the top of the PO request form in WEBfiles.

2. “Session” will automatically default to the current school year and to “non-urgent”. You may click on the box to get a drop down to choose the next school year.

3. When ordering for the current school year, you must click in the priority area to get a drop down box. No choice in this area will be treated as a “non-urgent” order by default.

· Choose “urgent” if the order is for an educational activity for this year, or if it’s for a newly enrolled student that needs materials for this Spring semester only. (Items that cannot wait to arrive in June or after). Please choose this category only if absolutely necessary! This order will not be cancelled if it is placed prior to the ordering deadline, and does not have an additional designation in the ES Comments box. The items may not arrive in time to be used this school year. The cost may be deducted from this year’s budget or next year’s budget, depending on when the vender invoices the school for the PO. (This is not our choice, but dependent upon the date the vendor puts on their invoice) but, most POs (remember, not all) placed by the ordering deadline will be able to be deducted from this year’s funding.

· Choose “non-urgent” if the item can wait to be processed. This order will not be cancelled if it is placed prior to the ordering deadline, and does not have an additional designation in the ES Comments box. The items may not arrive in time to be used this school year. The cost may be deducted from this year’s budget or next year’s budget, depending on when the vender invoices the school for the PO. (This is not our choice, but dependent upon the date the vendor puts on their invoice) but, most POs (remember, not all) placed by the ordering deadline will be able to be deducted from this year’s funding.

· Choose “Cancel End of Year” for items that you want deducted ONLY from this school year’s budget. If an item on a PO is backordered or a whole PO is not yet received by the mid-June date given to you in your March ES Agenda, the PO will be cancelled by the school accounting office. Any unspent funding from this order will not be “refunded” to the ESs budget, but will be lost (due to SB740 requirements). The item will not be carried over to be charged to the next school year’s budget. Please use this designation carefully, and only when a parent does not want the educational item if it must be paid for by the next year’s instructional funding.

4. When ordering for the next school year, the priority area automatically defaults to “non-urgent”. Only use “urgent” after the school year has started and not for spring orders for the next school year.

· If setting up a service PO for the next school year (select appropriate next year session), choose priority “this year only” (which will indicate it is for the next school year only).

· Remember to not spend more than $150 on any one student until school starts and the students are actually attending an IEM school. This does not apply to a service PO, but only to product. A service PO may be set up according to regular PO policies, up to the limit of 1st semester funding and the allowed percent for restricted courses.

· The maximum amount of ES funds that can be used to purchase student materials for the next school year shall not exceed $150 per active and prospective students. Remember, you the ES are the one responsible to monitor this amount for each student. This will minimize potential problems with ordering materials for "no show" students. Once the next school year has officially begun, the first day of school according to your school's track calendar, the maximum amount of ES funds that can be used to purchase materials for that school year will be the amount of IF in their account at that time. At that time, no orders will be processed until the SA arrives in the office and the student is activated.).

5. If any families inform you during the summer that they will not be enrolling for the Fall semester, immediately submit a PO inquiry form to ask for those orders to be canceled.

6. Place your next year’s orders early, and up to ES Checkout.

· All orders received during the summer will still need to be marked in so that the vendor can be paid.

· If possible, try not to order so that materials will arrive when you are on vacation. Be sure to arrange for someone to pick up any packages that may be delivered when you are gone.

7. It is recommended that materials purchased for the next school year not be checked out to the family until the start of the new school year. We do not want to send out materials and then need to retrieve them from "no show" students.

8. All items received must be marked with the school name before being provided to the family!