CTE Funding
- Buying Services
- Central Receiving
- Equipment Purchase
- Extra Duty Pay
- Forms
- Furniture
- Personnel
- Print Shop Orders
- Request for Prior Approval
- Purchase Orders
- Reimbursements
- Equipment Repair
- Sales Tax
- Services - Buying
- Substitute Teachers
- Supplies
- Travel
- Warehouse Orders
Forms
- CTE Request for Prior Approval form (Word 12 KB)
- Purchase Order Request form (Excel 168K).
- Request For Direct Payment form (Excel 24K).
- Warehouse Requisition form (Excel 19 KB)
- New vendor form (Excel 64 KB) and instructions (Word 28 KB)
- Extra_Duty Request form (Word 28 KB)
- Leave Form (Word 76 KB)
- WCPSS timesheet (form 1604 rev. 04/04) (Excel: 284K)
- Request For Reimbursement Of Travel Expenses form (Excel 30 KB).
Deadlines
Due to the WCPSS purchasing/accounting procedures, there are different deadlines throughout the year for different kinds of spending. Be sure to get your requests in by posted deadlines or they will be denied. Most spending occurs in the fall, with very little spending occurring between March and July of each year. Check with your senior administrator or the School-to-Career Coordinator to be sure that funds will be available when you want them.
Supplies
Department chairs and principals receive an instructional materials and supplies budget based on CTE enrollment. To purchase instructional materials or supplies, see your CTE Department Chair.
Equipment
Department chairs complete and submit a request for equipment in priority order in the spring to the CTE Office. Senior Administrators review the request, and the department chairs are notified of the status of their requests.
Equipment purchased with CTE funds cannot be transferred to non-CTE programs or classes. Contact the CTE Office for disposition/reassignment of CTE equipment.
Equipment transfers between schools must follow proper ERD procedures using the WCPSS ERD form (Word 40 KB) and receive approval from the CTE Director. Disposal of computers requires a special procedure. Disposal of equipment must follow proper ERD procedures and receive approval from the CTE Director.
Equipment Repair
Official CTE Equipment Repair Procedures
Furniture
CTE funds cannot be used to purchase furniture.
Purchase Orders
Follow the official purchasing procedure to ensure purchase.
Detailed Purchasing - Instructions
CTE Order Memo to School Bookkeepers (August 2006) (PDF 92 KB)
Complete the purchase order and turn it in to your CTE Department Chair. The Department Chair checks the form and sends it to the CTE Office. The CTE Office processes the requisition and sends it to Purchasing. Purchasing employees validate code, budget balance, and signatures on the purchase order. The purchase is then keyed into the computer, and codes and budget balances are re-verified. Purchasing sends the purchase order to the vendor to fill the request.
Sales Tax
As of July 1, 2006, 4.5% sales tax will be paid on all purchase orders and Request For Direct Payment forms. This changes to 4.25% in December 2006.
Central Receiving
Most supplies and equipment ordered for schools and departments are processed through Central Receiving. Exceptions would be large blanket purchase orders. The Materials Receiving Report (green sheet) is kept in Central Receiving pending the receipt of the materials. Central Receiving will process receipt of materials and forward these materials to the school/department. They will process and send the Materials Receiving Report to Accounting on a daily basis.
In addition, Central Receiving prepares discrepancy and follow-up letters on all purchase orders it holds and processes. Copies of the letters are sent to the school/department.
Warehouse Orders
Please refer to the WCPSS Warehouse Catalog when ordering instructional supplies. Use the Warehouse Requisition form (Excel 19 KB) to place a warehouse order. This catalog should be referenced first before using other vendors. Do not request commonly used teaching materials (chalk, paper, pens, markers, etc.) to be paid from your CTE funds. Those items should be purchased with per pupil funds allocated at your school. CTE funds can be used to purchase appropriate program items such as safety goggles, printer cartridges, small hand tools, etc. from this catalog.
Print Shop Orders
When ordering printing services from the WCPSS Print Shop, follow the Print Shop Order procedures.
Buying Services
Buying Services, such as table and chair rental, requires a service agreement as well as a Request For Direct Payment form.
Buying Services - Instructions
Travel
A Prior Approval form is required for all travel.
Reimbursements
A Request for Prior Approval form is required for all travel.
Be sure to have approval from the CTE Office before using your personal funds or credit card to make CTE purchases. The expense you make might not be reimbursable.
Reimbursement Criteria and Reimbursement - Instructions
Personnel
Local and state audits are conducted yearly to determine appropriate use of Career and Technical Education funds. In particular, audits address personnel use. Incorrect use of personnel may result in the school paying the pro-rated cost from the Fund 6 account of the school. School enrollment is used to determine the number of CTE teaching positions assigned at each school for the upcoming year.
Substitute Teachers
A substitute teacher may be required if a teacher goes to a meeting, conference, field trip or other CTE activity on a school day. Proper procedures must be followed to ensure that the CTE Office will pay for the substitute teacher.
Substitute Teacher / Leave Request - Instructions
Extra Duty Pay
Teachers, CDCs and CACs who work extra hours in the summer or throughout the school year may be eligible to receive extra-duty pay. All work must be approved in advance.
This page was last updated on December 5, 2006