Budget and Purchase Request Process

What We Do

Budget requests should be detailed and include all expected needs for the budgeting school year. In order for budget items to be considered the form must be completed in full with supporting documentation attached (ex. vendor shopping cart, catalog page, or quote). For the 2019-2020 school year, forms must be submitted by January 21, 2019 to the first reviewer outlined on “Reviewer Tab”. All budget requests submitted (with required documentation) will be considered. Approval will be based on the level of necessity and the availability of funds.

Process:
  1. Work with your team and supervisor to create a list that outlines explicitly the expected resource needs for the next school year. 
  2. The team will assign members to identify approved RFP vendors with the best pricing/value for the identified items needed.
  3. Create Shopping Carts/Price Quotes for each item you plan to list on the Special Education Department Budget Request Template.
  4. Collaborate with your team to completely fill out the Special Education Department Budget Request Template (including the justification section).
  5. Print and Sign the completed Budget Request Template.
  6. Scan and email the Signed Budget Template along with the supporting documentation (shopping carts, PD registration forms, price quotes, etc.) to your team's 1st Budget Reviewer (see the tab in the Budget Template) by  January 21, 2019.
  7. The First Reviewer will either send back the budget for correction or approve the Budget Request Template. 
  8. The First Reviewer will approve and sign the Budget Request Template by January  22, 2019 and submit it to the 2nd Reviewer
  9. The Second Reviewer will either send back the budget for correction or approve the Budget Request Template.
  10. The Second Reviewer will approve and sign the Budget Request Template by January 23, 2019 and submit it to the Executive Director of Special Education.
  11. The Executive Director of Special Education will review the budget requests submitted. Approval will be based on the level of necessity and the availability of funds based on the overall needs of the district.
  12. The Special Education Finance Coordinator will work with the Executive Director of Special Education to compile the approve budget requests and develop a comprehensive Special Education Department budget. 
  13. By August 1 of each school year, the Special Education Finance Coordinator will provide each program a copy of their final approved budget for the upcoming school year.  

Initial purchases for reinforcers will be made for all specialized programs and distributed prior to the start of school.

The following are approved for purchase:

1.       Reinforcers determined based on results of preference assessments

2.       Adaptive Behavior /PASS store items

3.       Foods of minimal nutritional value

4.       Vocational supplies to support students in CBI and SL  (cooking  and cleaning activities)

Funds are not to be used to purchase items that can otherwise be ordered with of a purchase order.  This includes instructional materials, equipment, furniture, office supplies, gaming systems, etc.

If you have questions about purchases, please speak with your Special Education Coordinator for clarification before making a purchase.

    Purchases and Use of Special Education Funds

    For reinforcer purchase requests click ->  Reinforcers Purchase Request Procedure

    All other purchase requests please follow the procedure below.

    Procedure:

    1. Special Education staff member must complete and submit to their direct supervisor a Request for Use of District Special Education Funds Form  and the Blank PO Requisition Form  with attached quote or shopping cart for all purchase requests.
      • Staff members are to identify if funds are available based on their requested areas approved budget and then weigh the opportunity cost of the item(s)/services in comparison to the overall needs of the district. 
      • Staff members are to identify if the item(s)/services can be purchased from an RFP approved vendor for Daniel’s orders use the attached form (Daniels Office Supplies Order Form)
      • If no RFP vendor exists for the requested item and the quote exceeds the total cost of $3000 (but less than $50,000), three recent quotes must be included with the request
      • If no RFP vendor exists for the requested item and the item(s) services to be purchased exceed $50,000 (for the total quantity of items/services within a given school year) an RFP must occur and the item(s)/services must go out for bid. This process takes approximately 3-4 months. Please contact the Manager of Special Education Accountability & Related Services for next steps. 
      • Note: At no time should items be purchased, commitments made to vendors or a training occur before the entire process has been completed and a PO number has been provided to you by the Special Education Finance Coordinator.
    2. The supervisor will approve, deny, or ask for the request to be revised within 10 school days. 
    3. If approved,  the supervisor will submit the request to their Special Education Manager. The Manager will approve, deny, or ask for the request to be revised within 10 school days.
    4. If approved, the Special Education Manager will submit the request to the Executive Director of Special Education.  The Executive Director will approve, deny, or ask for the request to be revised within 10 school days.
    5. The Executive Director of Special Education will submit the request to the Special Education Finance Coordinator for processing.
    6. The Special Education Finance Coordinator will process the request and based on the type of request will:
      • Work with the Manager of the area requesting the item/services to develop a contract
      • Generate a PO for reimbursement 
      • Generate a PO and order the items requested
    7. The Special Education Fiance Coordinator will email the requestor and their Manager letting them know they are able to:
      • schedule a training, provide a contractor start date, or order the items (if seeking reimbursement), or confirm the date the items were ordered
      • Once the items have arrived to the district, the SERS Clerk will barcode the items and contact the requestor, and their Manager,  letting them know the items are ready for pickup or deliver. 
    Forms