September 2012

Bu

Inside this issue

New Fiscal Policy Manual 1-3

Markerboards 3

P-Card Statement 4

Electric Pencil Sharpener 4

Walkie Talkies 4

P-Card Training 5

Glaze vs Underglaze 5

Delivery Site Locations 6

Furniture Contract 7

Mini-blinds Contract 7

Lowes State Contract 7

New & Deleted Whse Items 8

Looking for Help? 9

GSD Purchasing/Warehouse

Buying Power SEPTEMBER 2013

At their September 3, 2013 board meeting our Board of Education approved

the new fiscal policy manual. The new policy manual incorporates many

current policies and procedures along with several policies required by the

State Office of Education, which resulted from the findings in last year’s audit

of several schools across the state.

Where can I find it?

A copy of the new fiscal policy manual can be found on the Accounting and

Purchasing web pages. The link below will take you to the manual. Also, in

the near future hard copies of the fiscal policy manual will be printed and pro-

vided to those who have fiscal responsibilities.

Link to New Fiscal Policy Manual

What are the contents of the new manual?

The following are brief overviews for each of the nine sections of the manual.

While it may look new and possibly intimidating much of the information is not

new.

Section 1 – Definitions, Responsibilities, and Duties: This section pro-

vides general definitions and an explanation of the responsibilities and duties

of all individuals who handle public funds. One highlight from this section is

paragraph 1.E. Segregation of Duties, which explains the standard of having

duties separated. When segregation of duties is not possible, due to limited

staffing, the section prescribes that a fiscal administrator shall ensure

monthly internal reviews.

Section 2 – Cash Receipts: This section provides direction for the handling

of all monies that involve cash receipts. One highlight from this section is

paragraph 2.C. Authorized cashiers, which defines who is preauthorized to

accept money on behalf of the district, as well as the process of authorizing

substitute cashiers as needed.

Board Approves New Fiscal Policy Manual

2

Board Approves New Fiscal Policy Manual

”“The only way to do

great work is to love

what you do. If you

haven’t found it yet,

keep looking. Don’t

settle.” – Steve Jobs

Section 3 – Fund Raising: This section is a reproduction of Board Policy

Article V.C.11.

Section 4 – Donations and Gifts: This section is a reproduction of

Board Policy Article V.C.8

Section 5 – Banking & Other Institutional Accounts: This section pro-

vides direction on the opening, use of, and reconciling of all bank and

other similar accounts into which public funds may be deposited and /or

maintained.

Section 6 – Petty Cash and Change Funds: This section provides

direction for establishing and using public funds for petty cash and

change funds.

Section 7 – Procurement: This section of the manual is a combination of

Board of Education policy Article VI.C.1, Administrative Memorandum #9

(Memo #9), and the new public procurement ethics law. However, there

are a couple of changes to take note of.

1. The policy sourced from Memo #9 will be removed from the memo

and will only be found in the new policy manual. Memo #9 will only

address fixed assets.

2. For non-contract purchases between $500 and $4,999.99 that require

documented quotes, you now need to ensure that the document

quotes contain the following information:

a. vendor, district employee name and position;

b. date received;

c. company name, address;

d. each item, description or specifications, unit, quantity, and total

price;

e. shipping and freight charges; and

f. salesperson and contact information.

3. For the quotes required in #2, please note that the required minimum

number of quotes has changed from three (3) to two (2).

4. The requirement from Memo #9 to document a fundraising purchase

using the sole source form has been changed. See paragraph Sec-

tion 7 policy G.2 for the new policy.

Section 8 – Cash Disbursements: This section provides direction

regarding the authorization and review of all expenditure made by the

district.

Section 9 – School Support Organizations: This section is a reproduc-

tion of Board Policy Article V.C.12.

GRANITE SCHOOL DISTRICT

Fiscal Policy Manual

DEVELOPED BY THE BUSINESS SERVICES DIVISION

Adopted September 3, 2013

3

Board Approves New Fiscal Policy Manual (continued)

.

Will there be training?

Training on the fiscal policy manual will be provided to all employees who

have fiscal responsibilities on an annual basis. More information regard-

ing how the training will be provided is forthcoming.

Who do I call with additional questions?

Questions regarding sections 1-6, 8 & 9 should be directed to Chris Lewis,

Director of Accounting, at calewis@graniteschools.org or 385-646-4300.

Questions regarding section 7 should be directed to Jared Gardner,

Director of Purchasing, at jbgardner@graniteschools.org or 385-646-4562.

The warehouse has three different sizes of whiteboards/markerboards in

stock. Some are mounted with a tray referred to as complete and some

without or called no frame. Before you order your board, contact Tony in

the General Maintenance Department. He will come to your location,

measure and inspect the wall you want the board mounted on. Tony will

make sure that you order the right size.

You will order the boards on a stores issues just as you would any other

warehouse stocked item. After you have placed your stores order, con-

tact Barbara at the warehouse, 385-646-4286 and give her the stores

issue number. Barbara will contact Tony with the information. He will

arrange to have the boards installed at your site.

In addition to the whiteboards, we have been asked to stock tackboards.

We are currently waiting for two samples to arrive to determine which

board to bring in. After we complete the bid process, it is our intent to

offer the 4’ x 8’ and the 4’ x 12” tackboards through the warehouse. You

would follow the same process to order and mount these boards as the

whiteboards.

Stock Numbers:

651072 4’ x 6” white complete $140.46

651073 4’ x 8’ white, no frame $141.16

651074 4’ x 8’ white, complete $168.50

651075 4’ x 12’ white, no frame $199.14

651076 4’ x 12” white, complete $252.94

Marker Boards

“For purchases

between $500 and

$4,999.99 the required

minimum number of

documented quotes

has changed from

three (3) to two (2)”

P-Card Statements Go Paperless

Granite School District purchases walkie talkies off of state

contract PD2099. In order for the walkie talkies to have the

correct frequency, they must be shipped to the Police Electronics

Department, location 092. After receiving the walkie, Greg

Carroll will set the frequency and then he will deliver the walkie to

your facility.

When you need to order a walkie talkie, enter a remote requisition

with the following specifications:

Kenwood TK2312, 16 channel, 5 watt VHF with

rapid charger

Vendor: Peak Mobile, 142684

Cost: $245.00

4

Ordering Walkie Talkies

Electric Pencil Sharpener

A few electric pencil sharpeners were sent to various

schools in the district to determine which one they felt

was the best for the money. Upon receiving their

reviews, we are now stocking the Teacher Pro 1675 at

the warehouse. Stock number 151535. This sharpener

has one feature that they really liked, Smart Stop. It is

an LED light that turns blue when the pencil is sharp.

Also, for safety purposes, the motor shuts down auto-

matically after the pencil is sharpened.

You will no longer receive paper

p-card statements from U.S.

Bank. The statement is avail-

able the day after the cycle

closes under the “Account

Information” link on the U.S.

Bank Access Online web

portal. Those who do not know

how to retrieve the statement

from Access Online should

watch this training video. Ad-

ditionally, if you are not already

receiving an email from U.S.

Bank at the close of each cycle

notifying you when you have

transactions that need to be

reviewed you should watch this

training video.

The following dates have been set up for P-Card training. They are

held at 9:00 a.m. in the Purchasing Conference Room C-105.

Please R.S.V.P. Rose Elkins at 385-646-4562 if you would like to

attend one of these sessions:

October 2, 2013

November 6, 2013

December 4, 2013

5

P-Card Training

What is the difference between glaze and underglaze?

The difference between a glaze

and an underglaze is as follows;

an underglaze is the coloring

pigment mixed with a binder that

you apply to bisqueware or

sometimes greenware. It does

not have the glass making com-

ponent in it. After you have

applied the underglaze you have

to apply a clear glaze over the

top of it. Hence the term under-

glaze because it is in under the

glaze. The warehouse sells the

clear glaze in gallons. The

"advantage" of an underglaze is

you can apply different colors

next to each other and they

won't "bleed" into each other as

a traditional glaze does. I tell

students that If it is a sculpture

or if they want to "paint" a

specific design then Under-

glazes are the way to go.

As to why they are in such small

bottles, I think that they are

geared more to an elementary

setting than secondary. They do

come in larger sizes, but you

have to get them from an

outside source such as Capital

Ceramics rather than the ware-

house. They are a little more

versatile because they can be

fired to a little higher tempera-

tures. I use them in Raku firing

with Crackle glazes. The back-

ground color is usually white

because that is the color of the

clay, if you apply the underglaze

you can make the pot or back-

ground whatever color you wish

so you can have a red or yellow

pot with black crackles.

A glaze has both the glass mak-

ing component and the oxide or

pigment in it. If you place two

glazes on the same piece you

will get a third color when they

touch as they bleed into each

other during the firing process.

Underglazes are generally only

for low fire use (Cone 05-06) as

are all the glazes stocked at the

warehouse.

Carl Sundell

When your fax machine is condemned, it is not replaced with district condemnation funds because it is under

$1,000. A new fax machine can be ordered by using any of the state contract vendors; Office Depot, Office Max or

Staples. If you want to see additional information on recommendations, please visit the purchasing web page.

6

When entering a Stores Issue or Requisition, it is good to keep in mind

the various delivery sites that a location has. For most District loca-

tions there is just one site, such as 0900 for Purchasing. But for the

school locations there are usually multiple delivery sites—one for the

office, one for the custodian, and so forth. This is done to keep the

orders separated as the Warehousemen are pulling and building the

orders, as well as delivering the orders to the best locations.

For example, Academy Park Elementary has several delivery sites.

When Stores Orders are to be delivered to the Office, the site used is

2101—note the “1” at the end of the location. If the order is to be de-

livered to the Custodian, the site is 2102—note the “2” at the end. The

secretary would make sure she differentiated the sites so that the

orders would not get all mixed in together—the paper with the floor

cleaner. Plus the orders would be delivered in 2 different locations.

This makes things more convenient for those at the schools having to

distribute all the Warehouse orders.

The yellow paperwork that comes with deliveries includes a

“Summary” of all the orders with the same site number. The Summary

“summarizes” all items to be pulled onto one list for the Warehouse-

men. The order also comes with “Delivery Slips” that separates the

orders. The delivery slips that come with the Warehouse orders are

always separated into separate stores issues, such as different

teacher names.

There are some specific site location numbers for stores orders. Not all

schools have all of these site numbers for their locations. The most

used delivery site locations are:

Office—site number + 1 (ex: 2101)

Custodian—site number + 2 (ex: 2102)

Media Center—site number + 3 (ex: 2103)

Applied Technology/Industrial Arts—site number + 5

(used for junior and high schools for delivery of wood, metal,

and shop (Applied Tech) orders)

Pre-school---site number +7

Special Ed---site number + 8 or 9

Again, the purpose of having different site location numbers is to keep

warehouse supplies separated and sent to the correct delivery loca-

tion. Make sure if you enter a site number that says “Do Not Use” or

“Invalid” that you correct the site before entering the order. If you

have a question about your site locations, please contact Barbara

Hunter at 385-646-4286 or at bshunter@graniteschools.org.

Warehouse Orders—Delivery Site Locations

Site Location

Numbers:

Office = 1

Custodian = 2

Media = 3

Applied Technol-

ogy = 5

Preschool = 7

Special Ed = 8/9

Furniture Contract

7

Granite School District has an annual contract for mini-blinds with

Dun-Rite Blinds. Jim Hagen will come to your location, measure the

area to be covered and then give you a quote at the contracted price.

This contract is only for the levelor type blinds. You can call Jim at

Dun-Rite, 801-265-2536 or his cell phone, 801-455-2903 to set up a

time to discuss your blind needs.

If your school needs front office furniture, an administrator desk (wood

or metal), executive chairs, side chairs, filing cabinets, secretary

chairs, or conference tables, we have a contract for Hon furniture.

The vendor is Desks Inc. and they are located in Salt Lake City. If you

would like additional information and pricing, call Ken Jacobsen at his

office 801-261-3961 or his cell phone 801-244-8698.

Mini-Blinds

There is a new contract to purchase building supplies and related

material/walk-in carpentry/walk-in home improvement supplies. The

contract is with Lowe’s Home Improvement store. In order to use this

contract, you will need to obtain a Lowe’s permanent use reusable

customer identifier/savings card. To obtain your card please go to the

web site www.lowesforpros.com/wsca. This identifier/savings card will

allow your agency to receive the 5% discount off the current retail price

for everything in the store. Go to the web site and follow the prompts.

The contract number is MA087. Select the State of Utah and then

Granite School District. Enter the appropriate information. The cards

are ordered in increments of five cards. Lowe’s will send you your per-

manent use identifier/savings cards in the mail. Allow 2-3 weeks for

delivery.

When making a walk-in purchase at Lowe’s have the sales clerk swipe

your identifier/savings card at the register during your transaction. You

should also alert the sales clerk of Granite School District Tax Exempt

number in order to have the sales tax removed from the sales invoice

before completing your transaction. Granite School District tax exempt

number is 11792902023STC. This number is also located on the iden-

tifier/savings card. You then pay for your purchase with your agencies

purchasing card or you may set up a billing account on the registration

site above.

State Contract with Lowes

8

101051 Paper, computer continuous feed

131102 Crepe Paper, Peach

151312 Discover Utah Textbook, 4th grade

183035 Savin Ink, 3160/3180 duplicator

183040 Savin Masters, 3160 duplicator

183045 Savin Masters, 3180 Duplicator

232820 Germicidal Cloth

242893 Tinkertoys

271005 Receipt Book with carbon

301024 Lamp, Incandescent 300/99 mogul base

302230 Lamp, Studio FEL

311185 Baseboard Stripper, spray on foam

541060 Carpet, wall light buff

742219 Chicago 333-44K button

742221 Chicago 1-15 RH Stem

Items Deleted from Warehouse Stock

New Warehouse Stock Items

311185 Baseboard Stripper, Spray on foam, Wipe and Rinse

321002 Towels, Microfiber, Green, 16” x 16”,

80% polyester/20%polamide synthetic fiber

321003 Towels, Microfiber, Red, 16” x 16”,

80% polyester/20% polyamide synthetic fiber

321004 Towels, Microfiber, Blue, 16” x 16”,

80% polyester/20% polyamide synthetic fiber

341323 Vacuum Bag, for use in Pro Team “Super Coach Pro 10”

Model #107303 (new triangle style) 10/pkg.

Do you have an Item that you would like to have stocked at the Warehouse?

Request to stock new item form

Obsolete

9

“

Your attitude and the

choices you make today

will be your life tomorrow.

What kind of information would

you like to see in future issues?

We want this to be useful to you,

so please send your comments

and/or suggestions to

dlsmith@graniteschools.org

Thanks for reading!

What Do You Think?. .

Looking for Help?

Sometimes it can be confusing figuring out which buyer to call for

questions. This is a list of general product assignments:

Jared Gardner—ext 4562

Professional training services, telephones and bleachers.

Aaron Cameron – ext. 4286

Surplus disposal contracts and school foods.

Dean Pope - ext. 4563

Computers, i-pads, marquees, scanners, construction and ware-

house, catalog sections 40, 50-51.

Rose Elkins – ext. 4562

Books, magazines, DVD’s

Rosemary Frenchwood – ext. 5678

Batteries, carpet, custodial, transportation equipment, upholstery,

vehicles, warehouse catalog sections 31-35, 66-94.

Debbie Smith – ext. 4565

Arts & crafts, blinds, copiers, fax machines, lamps, office supplies,

printers, software, stage drapes, warehouse catalog sections 15-

18, 22-25, 30, 60-65.

Paul Worthen – ext. 4552

Appliances, athletics, audio/visual, furniture, paper, planners,

playground equipment, smartboards, warehouse catalog sections

10-14,19-21, 26, 48 and 52.

You can view a complete list on our web page by clicking on this link:

Buyer Responsibilities