Service PO FAQ

What is a Service PO?

A Service purchase order (PO) is created by you, the ES of the student, prior to your students beginning to participate in Educational Activities (EA) and courses with a school approved business vendor.

Who are Service PO’s for?

· Service POs are only for students enrolled in the school; service or activity occurs only between the dates the student is enrolled in the school, and only after the service vendor has been school approved.

· Only one family or one student per PO

For what type of services can a PO be created?

Services can be for the following:

· Instruction Examples: musical instrument lessons, dance classes, drama classes, swimming lessons (not competitive team participation), horsemanship classes, online classes, tutoring, core classes

· Educational Activity Examples: observe professional performances as a culminating activity for a unit study (one family, not an all school activity), skiing instruction and practice (no team participation), tour the Monterey Bay Aquarium for one family only

How much can the school pay for a service?

Our service vendors are community businesses. We expect to be offered and pay the same rate that anyone else using their same services would pay. Sometimes a business will offer us a lower rate if we do a lot of business with us. Never do we pay higher rates than the going rate in the community.

What information goes into a Service PO?

· Complete all lines on the Service PO, and check for additional notes for POs to that vendor in the ES notes area

· Vendor/Business name must be selected from the PO list (must be an approved school vendor prior to placing the PO)

· Student name written in the Description box only if the student’s entire name does not show up on the PO in the Stu name area

· Describe instruction or activity, or class in the Description box: if all information does not fit in the box, click down to the next box and enter the information needed. More info is better than too little, as that may delay the PO processing.

· Number of times of instruction—should be broken down into individual classes, months, or weeks. Never submit a Service PO for 1 whole semester, or one “session” if it is for more than one month.

· Amount of time in hours for one unit (week, days, months)

· Cost for one time of instruction or activity, or class

· Do not add additional information to a PO, especially student confidential information.

Who is responsible to verify that any info on a PO is accurate?

The ES is responsible to verify that:

· There is a spot for your student in the desired class/activity with the starting dates you are indicating

· The price you have indicated for the sessions indicated is accurate

· That there will be no sectarian instruction in the class/activity

· That if there will be high risk activities, vendor relations is aware of it and the vendor is approved for those high risk activities

· That the student participating according to the POis an active student only (no non-enrolled siblings or parents may be covered by a cost in a school PO)

When do I submit a Service PO?

· Always submit a PO as soon possible after being requested by a parent!

· A Service PO must be submitted with enough time for the PO to be received by the vendor prior to your student ‘s participation in the class or activity. Allow 2 weeks minimum.

· If the student must have a pre-pay check for a one time educational activity, sending you a check will take more time than to process a PO and fax to the vendor. Allow 4 weeks minimum.

Is there anything important I need to know before I submit a PO?

Important to follow School Restricted Courses information located in the ES Handbook. Go to Contract Programs/Contract Programs Policy and follow the information in both of the following:

· School Restricted Courses http://www.ieminc.org/handbook/cprograms/schrestcrs.htm

· School Restricted Courses and Additional Req.

· http://www.ieminc.org/handbook/cprograms/schrestadd.htm

You as the ES are responsible to know and follow any and all Special Conditions related to that vendor and/or activity prior to submitting a PO for High Risk Activities

How are Service POs written?

· ES makes initial contact with the business vendor to determine the cost of services, dates, and length of the services after the parent makes a request. Be sure a space is available for your student in their desired course.

· Then follow the directions in the handbook:

Ø Click on "CREATE"

Ø Choose "PO Request" from drop down list

Ø Click "Go"

Ø A message will come up that says, "Select if this PO is for student or family or ES/site"

Ø Click on your selection

Ø Choose the family/student

Ø Click on the box beside "vendor #" and a drop down list will appear

Ø Choose the vendor

Ø Type the quantity Tab to next box

Ø Choose the unit (remember to break into classes, days, weeks, and months at the largest)

Ø Click on the student number and choose the student

Ø Enter description, be specific; if text is too long to be viewed in one line, click in line below to type more. Remember to enter student name is not entire name viewable in the student name column

Ø Tab to next box

Ø Enter beginning and ending dates

Ø Enter unit price

Ø Click on "Done"