Who Completes This Task: Clerk

Process

Supplies are items used for day-to-day operations of a grant or program that are less expensive and less durable than equipment. Be sure to vary the vendors used for supply purchases.

Criteria

• Not equipment
• Not a portable and attractive supply
• Consumable within 3 years
  • Classroom library
  • Instructional manipulatives
  • Montessori materials

Steps

1. Purchase item using P-Card or voucher
   1. Use account code 6401 for non-instructional items less than $5,000
   2. Use account code 6430 for instructional items less than $5,000
2. When item arrives, inspect and determine it is in good order
   1. Return defective, damaged or incorrect materials
3. If it seems portable and attractive but isn’t, apply a red SPPS property sticker
4. Item may now be put into use

Documentation Required

• All purchases require:
  • Detailed receipts
• Federally funded purchases up to $3,500 are considered micro-purchases and have special requirements
• Federally funded purchases by noncompetitive process are sole-source purchases and have special requirements