As we near the end of the school year, our first priority is to ensure that our students have the resources needed to be successful in the classroom. Please continue to monitor your budgets. Our fiscal year (FY) begins July 1 of each year and ends the following June 30, therefore, the current 2018-2019 FY ends June 30, 2019. The 2019-2020 FY begins July 1, 2019.
District & Grant Purchases
Purchase requisitions utilizing this year’s budgeted funds must be entered on or before Thursday, April 25. This includes grant funded items that are not already encumbered through a purchase order (e.g. educational & financial contracts). No “new” educational or financial contracts will be approved for this fiscal year unless pre-approved by me. All items must be physically received in the District by June 30 to be charged to the current budget.
Consumables / Warehouse Purchases
Warehouse orders are available on or before Thursday, May 23 to the extent the inventory exists. We will reorder new items after July 1 when bid prices are available.
External Professional Development Pre-Approval to Attend Requests
For the remainder of this school year, all requests to attend an external professional development occurring before June 30 are due to Karla Rivera on or before Thursday, April 18. The only exception is for grant mandated professional development before July 1, 2019. Please indicate grant mandated PDs on the request to attend an external PD form.
Upon approval to attend via email notification, purchase orders must be entered on or before Thursday, April 25 for registration, lodging, and all expenditures needing a purchase order.
External professional development after July 1, 2019 will be reviewed after May 1.
Field Trip Transportation Requests
All field trip transportation requests for this school year must be submitted as soon as possible and no later than Thursday, April 25. This will allow for the transportation staff to determine pricing and ensure proper scheduling of field trip transportation needs. Purchase orders for transportation must be entered by Thursday, April 25. Please contact our Transportation staff in Facilities at 717-945-1440 (internal 81520) if you have further questions.
Food Service Purchases & Bagged Lunch Orders
Since Food Service catering orders are not requisitioned through MUNIS, Food Service orders may continue to be placed with Food Service.
NOTE: Only food for parent involvement and student events will be approved. Please review the Food & Beverage Purchase Guidelines for appropriate food purchases. Friday, May 24 is the last day to place a bagged lunch order from Food Service for field trips and special events.
Purchase Orders
Requisitions for our next fiscal year, 2019-2020 will be permitted once the Board approves a Proposed Final Budget, which must occur prior to May 31, 2019. An email communication will be sent after it is approved with instructions on the process on or before Friday, June 7.
Overtime for Purchase Requisition Processing
No overtime should be approved or incurred for employees to process purchase requisitions in order to meet the above deadline. This is not an acceptable practice.
Questions
Please feel free to contact me via email or by phone at 717-291-6144 or 82313 with questions.
Kimberly J. Reynolds, Business Manager