Conference/Hotel/Travel Requisitions & Consultant Agreement Requirements

CONFERENCES:

When registration forms are completed, please send two copies to Purchasing.  Do not copy entire catalog (i.e. CABE, CAG, CUE). The completed registration form and the front cover is usually all that is needed.

The information needed to process the P.O. is: WHO, WHAT, WHEN, WHERE, and HOW MUCH. (Who is going, what are they attending, when is it, where is it being held, and how much does it cost.) The County requires back-up showing all of this information.

It is very important to put deadline date on the requisition. Also, state whether it is to be paid in advance or if a P.O. is accepted.

Call Brenda in Purchasing if the Requisition is a RUSH (depending on deadline date). Rushes should be very limited.

Mail back-up to Purchasing. Do not fax unless it is a RUSH.

The Requisition cannot be processed until it reaches the Purchasing Dept. Check your requisitions frequently to see if the P.O. has been done yet.

On-line registration is done by the site/department at your own risk--it might not get approved. If done, print copy of completed on-line registration form and send it with the Requisition to Purchasing. State if on-line form was sent to vendor or not.

Write notes at bottom of requisition—such as, pre-registered (on-line or via telephone), back-up is in the mail to Purchasing, etc.

If you have questions, please call Brenda in Purchasing before processing the requisition.

Always give Requisition or P.O. number when calling for information.

HOTEL RESERVATIONS:

Reservations are made by the site/department. They are always “pay in advance”. A credit card is needed to make a reservation. Ask the hotel if they “hold” or “charge” the credit card. Most use the card just to hold the reservation until the check is received. If they charge the card, be sure to let the person know that their card will be charged, and they will need to fill out a reimbursement form. Also, state on the requisition that the credit card has been charged.

Confirmation letters from the hotel must be received before the P.O. can be processed. If reservations must be made through a housing bureau, the confirmation letter from the hotel is still needed. This is usually not available until 2-3 weeks before the conference. Accounts Payable needs 2-3 weeks to process the check.

AIRLINE RESERVATIONS:

Airline reservations are made by the site/department. MUST use “Accent-on-Travel” agency to make reservations.

Send copy of flight itinerary and conference registration forms to Purchasing along with the requisition.

No P.O. will be processed for Accent-on-Travel requisitions. They bill and are paid on a monthly statement.

CONSULTANT AGREEMENTS:

On consultant agreements, all information (except signatures) must be typed.

Be sure to put the site/department under “services to be provided …” section on the first page of the agreement.

Mail the agreement to the vendor and have them mail it back. The original signed contract is required. Faxed contracts are not allowed.

Contracts over $50,000.00 must be approved by the Board of Education, so allow time for this to be done.

MISCELLANEOUS:

Please share this information with the School Secretary, Program Manager, Office Clerk or anyone who will be processing these types of requisitions.

Conference/travel requisition instructions and the Agreement for Consultant Services can be emailed to anyone who needs them.
 

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