Bookkeeping Information
Links to Forms:
ALL Purchases require an approved purchase order BEFORE purchasing.
Purchase Order Request - Send an Email - Email request must include name of vendor, what you are purchasing and estimated cost. If we have not used this vendor before you must also provide a W-9 from them before it can be approved.
🔵 PO Request forms and emails are NOT approved POs. You will be notified when it is approved and you can make your purchase. You must submit any extra documentation for PO to be approved including: 3 bids (over $15,000), club authorization, etc. P3 Sub days require a PO. See below for sub info.
🔵 Packing slips/receipts must be signed and turned in upon arrival to Sarah. (If no packing slip use receipt of goods form)
🔵 Checks – Please allow a 3-day window for request of checks for field trips, events, pay, etc. (checks ALWAYS require an approved PO and invoice PRIOR to issuance of check)
What Vendors do we use? See bottom of page for a sample list.
→ I need to collect/turn in money – See Mackenzie Pritchett
ANY collection of funds is considered a fundraiser This includes but is not limited to: club dues, player fees, spirit nights, t-shirts, online stores, concessions, field trips, etc.
🔵 Fundraiser Request must be filled out AND approved before any funds can be taken up.
You must pay sales tax on purchase of any item you are selling. Vendor must include sales tax on their invoice. A fundraiser request form does not initiate a PO. You must still request a PO for fundraisers if any purchase is involved.
🔵 ALL MONEY MUST BE TURNED IN TO BOOKKEEPING THE DAY IT IS COLLECTED. We are not allowed to make change. Students must bring exact change if they are turning in cash.
Collection Logs must be completely filled out and include yellow copy of receipts written for cash $3 and up. Checks do not require a receipt, but one can still be written if needed. Absolutely no pencil or white out is allowed on the forms. Always make a copy, staple deposit receipt from Mackenzie to it, and keep for 3 years.
🔵 Receipt books can be checked out with Mackenzie. They must be returned, do not throw them away.
Click here for detailed sub information
Sub Days P1, P2, P3 Days
P3 requires a PO beforehand. This is when the sub is paid out of sports, club, or other school account.
P2 Paid for by outside source, no PO required. (EX: MTSU or other company will pay for the substitute)
P1 Mr. Luker distributes these, no PO required.
All of the above require an explanation on your sub request form and as many details as you can provide.
FULL DAY sub $125.00
HALF DAY sub $62.50
Click here for a sample list of vendors
Amazon
A-Z
BSN
Lowes
Staples
Walmart (in store)
Winner’s Trophies
Worx Group
*You may purchase with other vendors but a W-9 will be required before we can pay them if we do not currently have one on file.