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Saint Paul Public Schools, District 625
360 Colborne Street
Saint Paul


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Who Completes This Task: Clerk


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.


  • Not equipment
  • Not a portable and attractive supply
  • Consumable within 3 years
    • Classroom library
    • Instructional manipulatives
    • Montessori materials


  1. Purchase item using P-Card or voucher
    1. Use account code 6401 for non-instructional items less than $5,000
    2. Use account code 6430 for instructional items less than $5,000
  2. When item arrives, inspect and determine it is in good order
    1. Return defective, damaged or incorrect materials
  3. If it seems portable and attractive but isn’t, apply a red SPPS property sticker
  4. 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