Non Standard PO’s for Vendors

2017-2018

NON-STANDARD PURCHASE ORDER

(PO20)

The Non-Standard Purchase Order is for emergency spot purchases or when a vendor will not accept purchase orders. This is to pay invoices when the merchandise is not ordered through the RQ 10 process. “Rushes” need to be limited to emergencies only. They must have approval from John Piscacek, Nina Conway, or Anna Winand. Make sure to have all signatures and supporting documentation. The Deadline for “Rushes” is noon the day before check writing.

Items Needed to Process a Non-Standard Successfully

• Original Non-standard

• Signatures

• Attachments (FRONT COPIES ONLY)

• Paying multiple invoices• 1 invoice per line• invoice amount may not be changed-exception of removing sales tax• Invoices Need to be entered in order by invoice number on the lines• NO more than 10 invoices per Non-Standard

• Address verification

• Changing non-standards after submitting to accounting

• Has Assets/No Assets

• Special Instructions Box

• No Front/Back copies of anything, send ONLY front copies

Reasons for NS to be Returned to you

Please be sure to follow directions when entering your NS. There are a lot of possible reasons that a NS could be returned to you…

Missing documentation

Missing signatures

No invoice attached

Wrong dollar amounts

No additional copies to be sent to vendor

More Reasons…

Incorrect Codes

Invoices already paid but entered again

Too many invoices on a NS---no more than 10

The NS has Assets when it should not

Asset Item (s)

Tax Exempt & W9 Forms

Tax Exempt & W9 forms—Send the form with NS. (Search on District Web Page)

Membership Renewals and Registrations• PO vs Check

• Use of travel Cards- Can be used to pay for field trips/registrations

• Vendor billing• Solution Tree/Region IV/Loving Guidance/HCDE

• Examples of invoices/registration –TEPSA, Library Associations, Spelling Bee’s

• Remittance copy, Include extra copy for registrations, renewals, and Memberships

Service Agreements/Contracts (BOPM – click Contract Services)

• Professional Services vs Contracted Services

• Filling out the agreement

• Object Code

• Judges, Game Officials, Choreographers, etc.• Use the External Vendor Payment/W9 (see BOPM)—this form must be completely filled

out. The top part is the “Contract”, and the lower part is the “W9”.

• Signed Contract Approval Request form (signed by John Piscacek, Derek Gillard, or Jodie Kennemer)

Funds

• 865• Supporting documentation

• 3 signatures (administrator, student representative, teacher), or minutes

• Federal• Signatures-211/265 all need Gloria Gallegos Signature

• Deadlines—Please plan ahead so that you will meet them

Duplicate Payments

• Lack of invoice number—Request an invoice from the Vendor

• Drilling—Check to see if invoice has been paid already. Invoices have been paid by way of a PO, Blanket PO, or a NS, and many, many times are being processed to be paid on a NS again.

Additional SignaturesSee the BOPM- Accounts Payable, then Signature

Required, then Additional Signature Required Approval

• (Matrixhttp://www1.pasadenaisd.org/UserFiles/Servers/Server_80688/File/Departments/Business%20Office/Lawson%20RQ10%20Approvals%203-21-17.pdf )• Non-standards over $3000/$10,000/$25,000

• Non-standards over $50,000 (Board Approval)

Rushes• Not everything is a rush—Plan Ahead

• Need to be limited to emergencies. Must have approval from John Piscacek, Nina Conway, or Anna Winand.

• Deadline is noon the day before check writing.

• Items needed: signatures, extra copies, agendas, overage forms, fully signed contracts/agreements & approval form, or an approval email, etc.

• Special Instructions—MUST be written in Box on the NS.

Helpful Reminders

• Email Nora Cotton or Elsie Cobb to cancel a Non-Standard otherwise the funds stay encumbered

• Non-standard copies

• (Front Copies ONLY/remittance copy)

• Budget Code questions or any type of training questions, please contact your District Bookkeeper Carmen Dominguez or Marietta Kasper. They will schedule a time to come out to your location.

TIME

• There is at least a 2 week turn around on checks being printed for NS’s.

• Be sure to have all needed items so that your NS does not have to be returned to you.

• If it is returned to you, the date it is received back in AP, will begin the next 2 week turnaround.

Non-Standard PO Checklist

This is a checklist (goldenrod handout) that you can refer to for any questions that you may have.

Please, if you are unsure about something, don’t hesitate to call the office.

We are here to help you.

Non-Standard PO Checklist (Goldenrod Handout)

• There is at least a 2 week turnaround for NS’s to have checks cut. Peak times of the year may have this time extended slightly.

• Immediate Pays need to be limited to emergencies. Must have approval from John Piscacek, Nina Conway, or Anna Winand. Make sure you have all signatures & documentation. Deadline for Rushes is noon the day before check writing.

• NO MORE THAN 10 INVOICES ON ANY ONE NON-STANDARD. Invoices should be entered in numerical order.

• Send ONLY front copies. Do not send front and back copies of anything. If you have a 2 sided invoice, make a copy of the back and attach it to the NS. NS will be returned to you for copies to be made correctly.

• Original NS is needed with signatures. Copies will be returned to you.

• Administrator/Principal Signature is needed on NS. Initials must be by signature stamp.

• Additional Signature Needed (over $3000 or $10000, Federal Funds, etc.)

• Agency fund (865) requires THREE signatures: Principal, sponsor and student leader, In lieu of a student officer sign off, minutes of the meeting may be attached for backup.

• Original, email, or faxed INVOICE is needed for documentation per our auditors. WE DO NOT PAY FROM STATEMENTS, QUOTES, ESTIMATES, ORDER FORMS, PACKING SLIPS, or PROPOSALS

• Bill To: invoice needs to say Pasadena ISD or your campus name, INVOICES MAY NOT BE ALTERED BY CAMPUS

• Registration forms- Please attach the original AND a copy of the registration form to the Non-Standard PO. The original will be mailed with the check. NS’s without the copies attachedwill be returned to you so that you may attach the copies.

• Paid receipts are needed after you have paid the vendor with a check. Write the NS # on the receipt and send to Accounts Payable. Make a copy of the receipt and attach it to the original receipt.

• Copy of canceled check or copy of credit card statement is needed for proof of payment

• Itemize EACH invoice along with corresponding amount on non-standard.

• Make sure that the final Amounts on Invoices and NSPO match

• Cash-register receipt needed to process non-standard. If lost, please attach a letter a signed and dated letter stating lost or reason cash-register receipt is missing. Make a copy of the receipt and attach it to the original receipt.

• Double check your Object Codes

• CONTRACT IS REQUIRED FOR “62xx” Object Codes (or an authorization e-mail from Derek Gillard, John Piscacek, or Jodie Kennemer). Attach your contracts and contract approval forms to each NS that you send in, even if it is for the same vendor that you pay monthly.

• Make sure that the NS does not “have assets” if it is not supposed to. When you tab over the fields to enter the NS, “No assets” will be there—and this is how it should be. If you just click in the fields that you need to fill out, “Has Assets” will automatically be entered when you create the NS—DO NOT DO THIS. The NS will be returned to you to be corrected.

• EXTERNAL VENDOR/W9 FORM—Must be COMPLETELY filled out and signed in all places (The Top Part of this form is the CONTRACT, and the bottom is the W9—use the one on the BOPM). Incorrect and Incomplete EV/W9’s will be returned to you to be corrected.

Thank you!

Have a Great New School Year!