Purchases over $500 will require a purchase order, including but not limited to the following:
- Educational Tours, Day Trips and Student Overnight Trips (PO can be entered once all funds are collected by campus and travelers are confirmed)
- Testing Fees
- Yearbooks – PO can be entered once funds have been collected by campus to verify final amount due to company
- Items (uniforms, mugs, t-shirts, etc…) purchased from vendors, not on the Fundraising Services Contract, to be sold by groups
A Purchase Order is not required for the following:
- Scholarships payment to Colleges/Universities
- Approved purchases using the PCard
- Companies on the District Fundraising Services Contract Catalog unless required by vendor
Purchases over $5,000 will require written quotes from 3 different vendors. View Purchasing Requirements.
All requests for disbursement not initiated by the principal, must have prior approval from the principal or his/her designee. This request is used in the same manner that a purchase order is used to receive permission prior to the expenditure of funds. District approval will not be granted for previously incurred expenditures. Such expenditures will result in an audit exception and could become the responsibility of the individual incurring the expense.
Purchasing Gift cards are prohibited.
The appropriate supporting documentation (original invoices, original detailed receipts) should be attached to the request form and submitted to the campus bookkeeper prior to payment. Checks written without appropriate documentation will be listed as an audit exception. A copy of the request should be returned to the sponsor to provide a method for the organization to account for their expenditures. The original request, supporting documentation, and check stub should be filed in check number order by club account number.
At various times, it may be necessary to issue checks directly to an individual for an estimated amount of expenditures, a detailed receipt for any monies returned should also be attached to the supporting documentation. When preparing the receipt, the original account charged should be credited. If it is necessary to reimburse the individual for an additional amount in excess of the original distribution, a copy of the original Disbursement Voucher should be used as supporting documentation. All corresponding receipts and invoices should be filed with the original request.
At various times, it may be necessary to reimburse an individual for school related expenditures. Prior to making the expenditure, if using activity funds, the sponsor must receive written approval for the expenditure from the principal on the Disbursement Voucher. The maximum out-of-pocket expense for a one-time purchase is $250. These requests shall be forwarded to the campus bookkeeper within 30 days of the receipt.
An Employee/Student Travel Request and Approval Form and the Out of District Form must be used to reimburse an individual for travel expenses. Read more about employee travel. A Disbursement Voucher must be used to reimburse a school or individual from local budgeted expenditures for non-travel expenses. Claims shall be submitted for payment within 30 days of receipt. Claims for reimbursement must include the original detailed receipts. For reimbursements due to campus, a copy of the decentralized activity fund check must also be included.
Uses of tax exemption certificates are encouraged. Sales tax may be reimbursed if the vendor does not recognize the exemption certificate and the total amount of the receipt are claimed.
Round Rock ISD will not reimburse a school or individual for purchases not properly approved by the principal. Furthermore, an individual’s authority to expend campus funds will be revoked if he/she fails to turn in the appropriate supporting documentation to the campus bookkeeper following the purchase in a timely manner. At no time will the student activity fund be reimbursed for amounts incurred in an attempt to circumvent the purchase order process.
If a student desires reimbursement for an item which he/she has previously paid (lost textbooks or library books), he/she must return the original copy of the receipt indicating the payment of the fine. The reimbursement must be in the form of a check payable to the student’s parents.
Contracted Services Agreements
Contract Services (CSA) is used for individuals who are performing a service and are not district employees. Payment will be made only after services have been rendered, completion of the performance statement (e.g. Milestones) if applicable, and approved for payment by the budget manager. Deposits will be considered on a case-by-case basis and the district will not guarantee that a deposit will be made before services are rendered.
Extra Duty Authorization to Pay
Campus personnel are prohibited from promising extra duty pay rates that do not meet the District’s Extra Duty Pay Rate Schedule. Consult with HR for any questions regarding extra duty and pay rate information.