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Purchasing and Receiving Supplies and Equipment

It is essential to follow the purchasing and receiving procedures established in your school for Career and Technical Education. Please follow carefully the instructions given here so that all paperwork is accurate before it is submitted.

  1. Get a written price quote from the vendor (faxes are OK) or verify that you have the latest catalog or price list. Incorrect prices can delay or cancel your order.
  2. Complete a CTE Purchase Order form (Excel 168K). For assistance, see the sample purchase order (Excel 168K).
    1. Enter the vendor's name and address including the ZIP code.
      NOTE: If the vendor is not on the WCPSS list of approved vendors (check with your bookkeeper), a Vendor Information Form (PDF), (Word) must be completed and submitted with the requisition. The Vendor Information Form (PDF), (Word) can be e-mailed to the vendor for completion. The vendor should complete the form and e-mail it back. Print the completed form and submit it with the Purchase Order.
    2. Enter school name and number (ex., 312 for Apex Middle School)
      Find your school number on the WCPSS School Directory Information document (PDF)).
    3. Department name is Career and Technical Education (CTE).
    4. Enter complete school address; include street address, city, state, and ZIP code.
    5. On the "Attention" line, enter the name of the teacher actually using the items. Do not use the name of the department chair unless the items are to be used by that person.
    6. Enter each item using the description and price found on the price quote.
    7. Add shipping charges. Check with the vendor to find the exact shipping charge. Items on state contract have free shipping. If you do not know the actual shipping charge, guess at 12% of the total.
    8. Compute price extensions, subtotals, etc. correctly. Add sales tax if it is on the price quote.
    9. Enter your phone number and E-mail address in the spaces provided.
    10. Sign and date the Requestor Signature line. Leave room for the principal to sign.
    11. Have your principal or designee sign and date above or to the side of the Requestor Signature line.
    12. Your principal should NOT sign the Budget Manager's Signature line.
  3. Make a copy of the signed Purchase Order form to keep for your records.
  4. Write a justification paragraph describing how this purchase is essential to your CTE or school-to-career program.
  5. Send the original signed Purchase Order form, a copy of the price quote, and the justification paragraph to your school's CTE Department Chair, who will forward them to the CTE Director's secretary through Courier mail. Faxed Purchase Order forms are not acceptable.
  6. After the Purchase Order has been submitted, teachers are not allowed to contact the vendor to exchange items listed on approved Purchase Orders. Teachers are allowed to return items if they are not needed. The vendor will issue a credit invoice for returned items. However, the credit will not go to that purchase order. Contact the WCPSS CTE Budget Technician for further details in these situations. If applicable, a new Purchase Order Request must be submitted to order items that replace those that were returned.
  7. Teachers may not pick up items directly from the vendor.
  8. Do not use your personal funds or credit card to make a purchase unless you have received authorization from the CTE Office.
  9. For equipment only, send the original copy of the Purchase Order to the appropriate CTE Senior Administrator.
  10. Keep accurate account records on all blanket Purchase Orders to avoid overspending.
  11. WCPSS warehouse items should be on the Warehouse Requisition form (Excel 19 KB); not on a Purchase Order Request form.
  12. If the request is for an equipment item not included on State Contract, work with your Senior Administrator to order.
  13. If you do not need the funds allocated, notify the Director of CTE so the monies can be redistributed to other schools. Funds are allotted for the current school year; therefore, it seems reasonable that most purchases should be made no later than during the first part of the second semester.

Incomplete and/or incorrect purchase orders will be returned.

This page was last updated on August 16, 2007