Supplies
Supplies
Who Completes This Task: Clerk
Process
Supplies are items used for day-to-day operations of a grant or program that are less expensive and less durable than equipment. Be sure to vary the vendors used for supply purchases.
Criteria
- Not equipment
- Not a portable and attractive supply
- Consumable within 3 years
- Classroom library
- Instructional manipulatives
- Montessori materials
Steps
- Purchase item using P-Card or voucher
- Use account code 6401 for non-instructional items less than $5,000
- Use account code 6430 for instructional items less than $5,000
- When item arrives, inspect and determine it is in good order
- Return defective, damaged or incorrect materials
- If it seems portable and attractive but isn’t, apply a red SPPS property sticker
- Item may now be put into use
Documentation Required
- All purchases require:
- Detailed receipts
- Federally funded purchases up to $3,500 are considered micro-purchases and have special requirements
- Federally funded purchases by noncompetitive process are sole-source purchases and have special requirements
Why This Is Important
- It’s the law (see 2 CFR 200.314, 2 CFR 200.318-321)