REVISED 2/2011

Spring and Summer PO Requests

Purchase orders are processed year round by the IEM office.

1) Current School Year: Orders using current school year instructional funds entered into FRED by the deadline April 30, 2012, with a selection of the 2012 school year by the ES on the PO request form in F.R.E.D. ESes may give their parents a cut-off date (suggested date, March LR meeting) to receive PO requests, to allow time for entering them prior to the FRED deadline.
*If an item on a PO is backordered or a whole PO is not yet received by mid-June, the PO will be cancelled by the school accounting office. Any unspent funding from this order will not be “refunded” to the ESes budget, (due to SB740 requirements). The item will not be carried over to be charged to the next school year’s budget. If the ES would like to order the item, a new PO will need to be created from the next school year’s funding.
*When ordering for the current school year, you must click in the priority area to get a drop down box. No choice in this area will be treated as a “non-urgent” order by default. Choose “urgent” if the order is for an educational activity for this year, or if it’s for a newly enrolled student that needs materials for this Spring semester only.
*Service POs must be completed within the current school year. Funding cannot be carried over to be used for a service the following year.

2) Next School Year: For orders using next year’s instructional funds, the ES must designate the PO request for the 2013 school year. An ES may choose to give their families an ordering deadline so that they can place their orders prior to ES Checkout. Orders for the next school year are typically sent to the vendors beginning July 1st, but can be placed in the PO request file at any time beginning with the Spring semester.
*The maximum amount of ES funds that can be used to purchase student materials (product PO, not service POs) for the next school year, prior to the start of the school year, shall not exceed $150 per active and prospective students. Remember, you the ES are the one responsible to monitor this amount for each student. This will minimize potential problems with ordering materials for "no show" students. Once the next school year has officially begun, the full funding will be appropriated based on the IF Chart in F.R.E.D.
*If setting up a service PO for the next school year, please be sure to select appropriate year.

3) Summer School (no summer school for 2012): An ES may order summer school items from the current year’s instructional funds (see #1 above). Summer school ESes may access limited summer school funding. Summer School PO information will be given to the ESes at summer school training, and may vary from year to year and school to school. Check with the summer school director for specific information.

Reminders:
*If any families inform you during the summer that they will not be enrolling for the Fall semester, immediately email PO inquiries in F.R.E.D. to ask for their orders to be canceled.

*All orders received during the summer will still need to be marked in so that the vendor can be paid.

*If possible, try not to order so that materials will arrive when you are on vacation. Be sure to arrange for someone to pick up any packages that may be delivered when you are gone.

*It is recommended that materials purchased for the next school year not be checked out to the family until the start of the new school year. We do not want to send out materials and then need to retrieve them from "no show" students.