NPS Purchase Requisition Instructions

NPS Purchase Requisition Form (PO) General Info and Instructions

NEF is separate from the School Department and we are not directly involved in their financial systems. However, in order to comply with laws and regulations and to avoid requiring grantees to spend a large sum of their own money and wait for reimbursement, the following processes have been worked out between the School Dept. and NEF.

Payroll

In order to make sure that taxes are withheld from payments and to provide worker’s comp coverage, any staff member being paid through an NEF grant will have the check issued through the School Dept. NEF has established our own forms and timelines for this process—see the NEF Grant Disbursement Request Form Instructions for complete details. Once we approve a payroll request against a grant, we forward the information to the School Dept. for payment. The payment gets added to the staff member’s regular paycheck but will be identified on the stub as NEF payment.

Purchases of $500 or more:

In order for an employee to avoid paying for a large purchase and then waiting for reimbursement, the School Dept. has agreed to issue purchase orders to vendors for orders of $500 or more, and to have NEF transfer the monies to the School Dept. to pay the bill after delivery. This can include requests for smaller payments to multiple vendors as long as the total is above $500. The process to be used for these large orders is as follows:

  1. The grantee completes a NPS Purchase Requisition Form and submits it, along with an NEF Non-Personnel Disbursement Request Form, to NEF grant administrator, Megan Zinn for approval and agreement to reimburse the district.
  2. If Megan approves the request, she forwards the email with the requisition to the NPS Business Office (if not approved for any reason, Megan will return to the requestor)
  3. The NPS Business Office will issue a School Dept. purchase order to the vendor to order the goods or services.
  4. Once the goods or services are received and an invoice is received, the NPS Business Office will send a copy of the invoice to Megan. NEF will issue a check to the School Dept. for the amount of the invoice.
  5. The School Dept. will pay the invoice on its next bill warrant from the NEF Gift Account, even if the NEF monies have not yet arrived.

All Bussing

In order for employees and students to be covered when using bussing for a grant, the School Dept. has agreed to issue purchase orders for bussing and then to have NEF transfer the monies to the School Dept. to pay the bill. The process to be used for bussing is as follows:

  1. The grantee completes an NPS Purchase Requisition Form and submits it, along with an NEF Non-Personnel Disbursement Request Form, to Megan Zinn for approval and agreement to reimburse the district.
  2. If Megan approves, she forwards the email with the requisition to Camie in the School Business Office (if not approved for any reason, Megan will return to the requestor).
  3. The Business Office will issue a School Dept. purchase order to the bussing company.
  4. Once the bussing is complete the Business Office will send a copy of the invoice to Megan. NEF will issue a check to the School Dept. for the amount of the invoice.
  5. The School Dept. will pay the invoice on its next bill warrant from the NEF Gift

Account, even if the NEF monies have not yet arrived.

Purchases under $500

These purchases will remain as they have been done in the past. The grantee must pay out of pocket and submit receipts for reimbursement or ask the PTO to pay and submit receipts for reimbursement. NEF is responsible for determining what they will accept for receipts, which could be different than what the School Dept. can accept, so please be sure to be in contact with Megan as you proceed with your project.