Purchasing

Frequently Asked Questions

Here are frequently asked questions and common issues pertaining to the District’s financial and business practices that apply to all schools and programs, including fundraisers, donations, School/Student Activity Funds, and Athletic Team Funds.

1. Amazon Purchases must be through the school Amazon Business for Education account

Dexter Community Schools has an account with Amazon Business for Education which must be used for all Amazon purchases. Please become familiar with our requirements to use Amazon Business. We do not pay or reimburse for Amazon purchases made from personal Amazon accounts, except when preapproved by the Business Office. We do not pay for shipping charges on Amazon, except when preapproved by the Business Office. If you need access to Amazon Business, please contact Jennifer Miceli at x1013 or email micelij@dexterschools.org

2. Bidding Requirements

Three bids must be received prior to purchasing supplies, materials and equipment that exceed $3,500 in a single transaction. Dexter Community Schools is a member of many cooperative bulk purchasing programs consortiums that can be used to compare prices and satisfy bidding requirements.

3. Employee Expense Reimbursements

Please complete the appropriate Expense Reimbursement Form, attach original receipts that detail all items purchased (credit card slips are not acceptable), and submit to your supervisor for approval. Special Education purchases also need approval of the Director of Special Education, Anne Nakon. Expense Reports received at the Business Office by the 1^st of the month are paid on the 15^th payroll. We accept and process employee reimbursement requests throughout the year. All purchases for a school year must be submitted by May 1. Please check with your building if they have an earlier deadline. Purchases made after May 1 must be preapproved by the Business Office.

No reimbursements will be made for purchases from a prior school year. Sales tax will not be reimbursed (see #14). Amazon purchases must follow Amazon Purchasing guidelines (see #1). Please do not pay for any school items with personal credits or personal gift cards. You will not be reimbursed. Unlawful expenditures will not be paid or reimbursed, including alcohol, flowers for the sick or departed, gift cards for employees, or gifts or recognitions for employees.

Beginning for the 2022-23 school year, $53.00 has been added to all DEA salaries to provide the classroom supply money for you to spend without needing to submit for reimbursement. Use your judgment on what to purchase for your classroom. You may want to save your receipts for your own records. If you are an eligible educator, you may be able to deduct up to $250 of unreimbursed classroom expenses as an adjustment to your income.

4. ESuite/Payroll

ESuite is the employee portal for all staff to access paystubs, time off accruals, and W-2’s. Hourly staff must enter time by the end of the day after each pay period ends.

5. Fundraising/may NOT be accrued for an individual student’s activity fees

Because Charitable Contributions, by IRS definition, are made to qualified organizations, contributions can never be self-directed for the benefit of individuals. Therefore, no donations or fundraising activities can accrue for individual students’ activity fees. Fundraising and Charitable contributions must be used for the overall benefit of the program they support.

6. Crowdfunding NOT allowed for Fundraising

The Board of Education does not permit or sanction the use of crowdfunding (e.g. GoFundMe, Snap! Mobile, Vertical Raise) for District or specific school programs or activities including Athletic Team Funds, Student/School Activity Funds, co-curricular, or extracurricular activities. Fundraisers can be set up through Eleyo for direct donations to the school, at a lower cost, without the need for crowdfunding platforms.

7. Fundraising/Sales Tax must be paid

Fundraising involving the sale of a product to the public must collect and remit sales tax. Most fundraising companies handle the sales tax (e.g. book fair, wrapping paper sales, etc.). You will see this where the parent makes the purchase that sales tax is added and collected. Those fundraising companies remit the required sales tax to the State of Michigan. However, if your fundraiser involves buying an item at wholesale that is exempt from sales tax because you purchase it wholesale for a fundraiser, but then sell it for a higher cost, you must collect and remit sales tax. Sales tax is due on the final retail purchase. For example, your group buys poinsettias for $7.50 from a plant grower. You sell the poinsettia for $15.00. You must either collect 6% tax on the $15.00 (= $0.90) or you must factor down the sale price to $14.15 and remit $0.85 sales tax. The Business Office will remit the sales tax to the State of Michigan.

8. Fundraising/proceeds for a community service purpose

Any payments (or cash equivalents) to families can only be made from specific fundraisers intended for that purpose. Any proceeds forwarded to a family must comply with our purchasing guidelines which means the family must be set up as a vendor and we are required to issue a 1099 in compliance with the IRS rules. Any family in financial need would not be negatively impacted by a small payment from a fundraiser, so there should not be any negative tax implications. If you have such a situation, please be sure to have the family complete a W-9 in advance, to expedite processing proceeds from a community-service type fundraiser and to avoid surprises after the fact.

9. Gift Cards honorarium are not an allowable expense

The purchase of Gift Cards for adults, including employees of Dexter Community Schools, contractors, volunteers, vendors or community families is NOT an allowable expense. Gift Cards may NOT be purchased from any funding sources including General Fund, Food Services, Athletics, Athletics Team Funds, Community Education, and School/Student Activity Funds.

The IRS is clear that Gift Cards, Gift Certificates, or other cash equivalents are taxable income. Because we cannot practically keep track and adjust individuals’ taxable wages, the District does not reimburse for or pay for any Gift Cards, Gift Certificates, cash, or cash equivalents without these being processed as wages through Payroll. Such payments must comply with Board Policy and all bargaining contracts.

10. Gift Cards for student incentive

Gift cards for students of Dexter Community Schools for incentives or events of a reasonable amount (up to $25) is allowed. Gift Cards should be for specific goods (e.g. Aubrees, Busch's, Classic Pizza, Dairy Queen, etc.) and not cash equivalents (e.g. Visa Gift Card). Gift Cards may not be given as compensation for work performed. A list of students, grade and giving teacher who received the Gift Cards should be forwarded to the Business Office as soon as practical.

11. Parent Payments in Eleyo

For efficiency and security, we avoid staff and parents handling cash or checks where at all possible. Dexter Community Schools uses Eleyo, an online payment processing system, to collect parent payments for athletics pay-to-participate fees, student/school activities and other payments for the K-12 school buildings. This is the same software Community Education uses for Community Education and the Dexter Early Childhood Learning Center programs. You may post a payment to be collected by contacting Katie McClellan x1019 mcclellank@dexterschools.org.

Be aware of the following when setting the price of your item(s):

1) Sales Tax 6% - Any item that would be taxable at retail, is taxable if we sell it. Your price should be set to include sales tax with verbiage in the description “includes 6% sales tax.” The Business Office will reduce your revenue collection by the sales tax and remit it to the State of Michigan.

2) Payment processing fee - There is a cost to collect payments electronically, mostly due to the discount for a payment made by credit card. Our cost is 3%. The amount of revenue posted to your program will be 3% less than the total collected.

3) Refunds – We DO NOT get credit for our payment processing fee when we issue a refund to parents. Therefore, your program will not receive a credit for the processing fee should you request a refund.

Here are some examples:

7th Grade Team T-Shirt (price you establish) $12.00

Amount you get for the shirt $11.32

Sales tax portion of the price 6% $ 0.68

Eelyo fee on total collected 3% $ 0.36

Net amount of revenue you keep for program $10.96

7^th Grade Camp (price you establish) $200.00

Eelyo fee on total collected 3% $ 6.00

Net amount of revenue for program $194.00

The Food Services program uses e-Funds for Schools to make deposits into school lunch accounts. The Athletic programs uses GoFan to collect gate admission payments.

12. Purchase Orders/POs

Board Policy 6320 requires a system of purchase orders and purchasing cards to be used to ensure purchasing accountability within the school district. All purchase of supplies, equipment, and services, except in cases of emergency, shall be purchased only on the basis of a purchase order approved by the program/building administrator and Chief Financial Officer, IN ADVANCE OF THE ORDER BEING PLACED. The issuance of a PO after good are ordered or a service is rendered is in violation of Board Policy.

13. PCards/Purchasing Cards

Board Policy 6424 allows purchasing cards to be used as an alternative to POs for procurement and to provide a convenient, efficient method of purchasing goods and services.

Having a PCard is both a privilege and a responsibility. Using a PCard obligates the District to pay the charges on the 5th of the month following the purchase. We must, according to Board policy and state law, have proper documentation before funds are expended.

The convenience of using a PCard goes with an increased need to be diligent about each cardholder adhering to Board Policy, State law, and following through timely on his/her responsibilities for reconciling and providing complete and detailed documentation.

The closing date for PCards is around the 27th of each month. Within one calendar week, your account must be reconciled in BMO Spend Dynamics and your printed approved report must be received by the Business Office. Please attach all detailed receipts to your PCard report. BMO sends daily reminders that your reconciliation is due.

Any purchases you make that you do not provide a detailed receipt, are in excess of allowable amounts (e.g. meal limits), contain sales tax, or contain convenience fees for using a credit card, are deemed "personal purchases" and you are responsible to refund the District at the time you turn in your monthly PCard report.

While staff has gained significant efficiency by using PCards over the years, the Business Office spends an inordinate amount of time tracking down individuals who have not reconciled, turned in reports, or provided detailed receipts on time. With 80 PCard reports each month and 5000 transactions each year, your cooperation is appreciated and needed.

To avoid the hassle of attempting a purchase that will exceed your credit limit, know your credit limit, that can be found under item 8 on the Budget Transparency webpage. If you need to make purchases that may exceed your credit limit, please contact Sadie Schmaus at x1018 or email schmauss@dexterschools.org to put through a temporary increase. Your available credit limit is based on all outstanding purchases, including the prior month until payment is processed on the 5th of the following month.

If the responsibility of a PCard is burdensome, then please let the Business Office know to cancel your PCard and you may revert to issuing a PO in advance of making a purchase.

14. Sales Tax Exemption

Dexter Community Schools is a governmental tax-exempt entity. We do not pay or reimburse for State sales tax, with a few exceptions. Our sales tax exemption number is printed on your PCard, if you have one. When paying by personal funds or if requested by the vendor, please present our Michigan Sales and Use Tax Certificate of Exemption . Sales tax for meals reimbursed as part of travel for staff or students and local/resort taxes and fees on lodging are NOT EXEMPT, therefore an allowable expense.

15. Warehouse/Membership Clubs (i.e. Costco, Sams)

Dexter Community Schools has business memberships to Costco and Sam’s Club. You may use our online account to make purchases. For in store purchases, pick up the card from the Business Office. Contact Jennifer Miceli at x1013 or email micelij@dexterschools.org. We do not pay or reimburse for personal memberships. For more details, refer to the Purchasing resources on our webpage.

16. Travel Expenses

When traveling for school business, please remember we are a public entity funded with taxpayer dollars. Travel must be for “public purposes” and expenses must be reasonable and necessary. You may use your PCard (see #13) or submit for Employee Expense Reimbursement (see #4).

Reimbursement for use of your personal vehicle will be at the IRS mileage rate. Carpooling is expected for employees attending the same meeting or conference.

When travel by airline is necessary, the lowest cost economy class rate will be reimbursed for a reasonable route even if it is not the most direct. Upgrades, cancellation, change fees, trip insurance, excessive baggage, internet, or entertainment fees are not allowable and to be paid for with your personal funds.

Actual expenses for meals, that are not included in conference registrations, will be reimbursed up to the following amounts:

Breakfast $10

Lunch $12

Dinner $20

The meal rates are to provide a reasonable meal at restaurant categories such as fast-casual, quick service, or local family dining restaurants, plus local taxes and a gratuity of 15 percent. Certainly, travelers make the decision where to eat based on personal preference and other considerations, like proximity. Alcoholic beverages are not allowable and to be paid for with your personal funds on a separate tab.

For more details on travel expenses and reimbursement please refer to Board Policy 6550 and related administrative guidelines.

17. Unallowable Expenses

An abridged list of prohibited expenditures are as follows:

o Contributions to churches, veterans, non-profit organizations

o Donations, including use of property or equipment to Little League, Scouts, Big Brothers/Sisters

o Donations to community organizations

o Coffee, food, or office refreshments (but not including food provided for a public or business meeting or similar function)

o Picnics and other recreational events for staff

o Presents to officials and employees or retirement recognition events

o Flowers to the sick or departed

For more information, please refer to Unlawful Expenditures by a Governmental Unit.

Please let us know if you have any questions. Thank you for your cooperation.

Business Office Staff

Sharon Raschke, CFO

x1015 raschkes@dexterschools.org

Mike Wagner, Payroll & Benefits Manager

x1016 wagnerm@dexterschools.org

Cheyanne Weber, Fiscal Services Coordinator (payroll/benefits)

x1014 payroll@dexterschools.org

Sadie Schmaus, Fiscal Services Coordinator (PCards/accounts payable/POs)

x1018 accountspayable@dexterschools.org

Cameron Fluder Fiscal Services Coordinator (Grants)

x1010 fluderc@dexterschools.org

Katie McClellan, Fiscal Services Coordinator (student activity accounts/Eleyo/receipts)

x1019 mcclellank@dexterschools.org (PT M-F 7:30-12:30)

Jennifer Miceli, Fiscal Services Coordinator (obsolete property/bond projects/RFP)

x1013 micelij@dexterschools.org (PT M-F 7:30-2:30)

Angela Ripka, District Paraeducator (district mail/Good Job Notes)

x1017 ripkaa@dexterschools.org (PT M-F 9:30-1:30)

Purchasing Cards

Purchasing Cards (“PCards”) offer an alternative to the Purchase Order procurement process and provide a convenient, efficient method of purchasing goods and services. Purchasing Cards are issued to approved individuals for school-related purposes in accordance with Board policy, the approved budget, and District administrative guidelines.

Purchasing cards are reconciled monthly.
The district tax exempt I.D. number is printed on the front of your purchasing card, be sure to indicate the purchase is tax exempt prior to purchase.
Some stores require purchasers to have the sales tax exemption certificate in hand at the time of purchase. Please click the following link to download a copy of the Dexter Community Schools Michigan Sales and Use Tax Certificate of Exemption. Alternatively, here is a verification of tax exempt status letter.

Here is the information you need to manage your purchasing card usage:

Detailed Information about Purchasing Card Protocols and Obligations

Having a PCard is both a privilege and a responsibility. Using a PCard obligates the District to pay the charges on the 5th of the month following the purchase. We must, according to Board policy and state law, have proper documentation before funds are expended.

The convenience of using a PCard goes with an increased need to be diligent about each cardholder adhering to Board Policy, State law, and following through timely on his/her responsibilities for reconciling and providing complete and detailed documentation.

The closing date for PCards is on or around the 27th of each month. Within seven calendar days of the closing date, your account must be reconciled in BMO Spend Dynamics and your printed approved report must be received in the Business Office. Please attach all detailed receipts to your PCard report. So if you just put in a calendar reminder to do your PCard at the end of each month, you will be on time.

Any purchases you make that you do not provide a detailed receipt, are in excess of allowable amounts (e.g. meal limits), contain sales tax, or contain convenience fees for using a credit card, are deemed "personal purchases" and you are responsible to refund the District at the time you turn in your monthly PCard report.

While the District has gained significant efficiency by using PCards over the years, the Business Office spent an inordinate amount of time last year tracking down individuals who have not reconciled, turned in, or provided detailed receipts on time. With 80 PCard reports each month and 5000 transactions last year, there were hundreds of issues we spent significant time resolving. The District's auditors monitor our internal controls for compliance with Board Policy and State law.

To avoid the hassle of attempting a purchase that will exceed your credit limit, be aware of your credit limit. Your normal credit limit can be found on the Budget Transparency link on our webpage. See item #8. If you need to make a large purchase or purchases that may exceed your credit limit, please contact Sadie Schmaus at x1018 or email schmauss@dexterschools.org and she can temporarily raise the credit limit to let you make the purchase. Credit limit is based on all outstanding purchases at the given moment. The prior month bill is paid on the 5th of the month following, so there are a few days overlapping that if you make large purchases crossing two billing cycles, you need to be aware.

If the hassle of the responsibility of a PCard is burdensome, then please let the Business Office know to cancel your PCard and you may revert to issuing PO's for any purchases in advance of making purchases, so we will be able to monitor compliance with Policy and laws before issuing payments by check.

Amazon

Amazon Purchases must be through the school Amazon Business for Education account

Dexter Community Schools has an account with Amazon Business for Education which must be used for all Amazon purchases. Please become familiar with our requirements to use Amazon Business. We do not pay or reimburse for Amazon purchases made from personal Amazon accounts. We do not pay for shipping charges on Amazon except when preapproved by the Business Office. If you need access to Amazon Business, please contact Jennifer Miceli at x1013 or email micelij@dexterschools.org

Employee Expense Reimbursements

Please complete the appropriate Expense Reimbursement Form, attach receipts that detail all items purchases (credit card slips are not acceptable), and submit to your supervisor for approval. Special Education purchases also need approval of the Director of Special Education, Anne Nakon. Expense Reports received at the Business Office by the 1^st of the month are paid on the 15^th payroll. We accept and process employee reimbursement requests throughout the year, including DEA Teaching Supplies Reimbursement requests. All purchases for a school year must be submitted by May 1. Please check with your building if they have an earlier deadline. Purchases made after May 1 must be preapproved by the Business Office.

No reimbursements will be made for purchases from a prior school year. Sales tax will not be reimbursed (see Sales Tax Exemption information). Amazon purchases must follow Amazon Purchasing information. Please do not pay for any school items with personal credits or personal gift cards. You will not be reimbursed. Unlawful expenditures will not be paid or reimbursed, including alcohol, flowers for the sick or departed, gift cards for employees, or gifts or recognitions for employees.

Copiers

Buildings have access to a number of printers and copiers to use for district printing. Costs for a black & white copy range from 0.38 cents on a lower cost copier to 0.93 cents on a printer to 2.04 cents on a multi-function printer. Color printing is very expensive, 10.38 to 12.62 cents per page. To help individual staff members select the most cost effective printing options, we have developed Printer and Copier Information as a guideline for you to use.

The following information will assist you when your copier requires service or toner cartridges, and when purchasing copy paper.

Copier Service

All of our copiers are under a service contract with Ikon Office Solutions, Inc. This contract includes both maintenance and non-paper supplies (toners, staples, etc).

Request service or place a supply order by phone at (888) 456-6457 or online at www.myricoh.com. Be sure to have your copier ID number available, and if calling for service, note any error codes being displayed. The ID number can be found on the Ikon label located on the front of the copier.

Copy Paper

Central Michigan Paper
Order by phone:
(800) 632-4910
fax: (616) 676-9859

*Note: Allow 3 to 5 days for delivery. Free shipping on orders over $100 to a single ship-to location.

Gift Cards

Gift Card honoraria are not an allowable expense

The purchase of Gift Cards for adults, including employees of Dexter Community Schools, contractors, volunteers, vendors or community families is NOT an allowable expense. Gift Cards may NOT be purchased from any funding sources including General Fund, Food Services, Athletics, Athletics Team Funds, Community Education, and School/Student Activity Funds.

The IRS is clear that Gift Cards, Gift Certificates, or other cash equivalents are taxable income. Because we cannot practically keep track and adjust individuals’ taxable wages, the District does not reimburse for or pay for any Gift Cards, Gift Certificates, cash, or cash equivalents without these being processed as wages through Payroll. Such payments must comply with Board Policy and all bargaining contracts.

Gift Cards for student incentives

Purchase of cards for students of Dexter Community Schools for incentives or events of a reasonable amount (up to $25) is allowed. Gift Cards should be for specific goods (e.g. Aubrees,, Busch's, Dexter Bakery, Dairy Queen, Aubrees, Classic Pizza, etc) and not cash equivalents (e.g. Visa Gift Card). Gift Cards may not be given as compensation for work performed. A list of students, grade and giving teacher who received the Gift Cards should be forwarded to the Business Office as soon as practical.

Printers

Buildings have access to a number of printers and copiers to use for district printing. Costs for a Black & White copy range from 0.38 cents on a lower cost copier to 0.93 cents on a printer to 2.04 cents on a multi-function printer. Color printing is very expensive, 10.38 to 12.62 cents per page. To help individual staff members select the most cost-effective printing options, we have developed Printer and Copier Information as a guideline for you to use. The following information will assist you when your printer requires service or toner cartridges need to be ordered.

Printer Service

For service on your printer, contact the Technology Help desk on the Dexter Schools Web Apps Launch Page.

Replacing Printer Toner

Replace your printer toner with genuine HP toner cartridges. DO NOT use remanufactured toner cartridges. Our warranties may be voided if we use remanufactured cartridges.

Order Toner Cartridges:

Sehi Computers
(800) 233-7344
Autumn Sehi x252 autumn@sehi.com or Nicki Meller x215 nicki@sehi.com

Use your purchasing card. Free shipping.

Note: When you replace your toner cartridge, please print a supply status and supply usage page and include it with your purchasing card receipt for the new cartridge. We monitor cartridge yields.

Warehouse memberships

The District has a business membership with Costco Warehouse and Sam’s Club.

Costco

Costco (in store) only accepts cash and American Express, so you cannot use your Purchasing Card in store since it is a Master Card. The District business membership card for in-store shopping can be obtained from the Business Office.

Please contact Jennifer Miceli, ext 1013 micelij@dexterschools.org

If you choose to purchase online at Costco.com, you may use your Purchasing Card, however they have no means to extend the tax-exempt status. You must request a refund for sales tax, and it is a very cumbersome process.

Order online: www.costco.com
User Name: accountspayable@dexterschools.org

Sam’s Club

Sam’s Club accepts your Purchasing Card for in-store purchases. The District business membership card can be obtained from the Business Office.

Order online: www.samsclub.com
User Name: accountspayable@dexterschools.org
Sam’s Club in-store accepts your Purchasing Card.

For questions about Purchasing Cards, please contact:
Sadie Schmaus
(734) 424-4100 x1018
schmauss@dexterschools.org

VENDOR DISCOUNTS

Office Depot
Order at: https://bsd.officedepot.com
Login Name: dexterschools
Ordering Assistance: Holly Gilbert, K-12 Service Consultant
734-626-4201; Holly.Gilbert@officedepot.com

*Note: Orders of less than $50 to a single ship-to location
will be charged shipping. Items marked “Best Value” are
REMC bid; other items are educators' pricing.

Quill
Order at:
https://www.quill.com/account/settings/managemyaccount.aspx
User Name: dexterschools

*Note: Free shipping

School Specialty
Order at:
https://store.schoolspecialtyonline.net/OA_HTML/xxss
i_ibeCAcdLogin.jsp?a=b&minisite=10206&login=T
User Name: Assigned to each School
Password: Unique to each School
Ordering Assistance: (888) 388-3224
Contact: Jane Chronister, Account Manager
(517) 699-2006
jane.chronister@schoolspecialty.com

*Note: Order online. Free shipping for online orders of $25
or more ($50 or more if faxing the order). Enter building
name in the PO field. The district receives a 5% discount
off the educator’s price on all items not awarded the REMC
bid. This discount will be applied when the order is placed.

Consortium Memberships

Using Purchasing Consortiums allows the District to obtain pricing on items that have already been competitively bid. We benefit from volume discounts and fulfill competitive bid requirements.

REMC (Regional Educational Media Center)

REMC sponsors bids in the following categories: School Supplies, Office Supplies, Equipment, Software, Computer and Networking, Paper. It is important to note that REMC only provides pricing information. Actual purchases are made directly with the corresponding vendor.
https://remcbids.org

RESA (Wayne Regional Educational Service Agency)

The WCSPC (RESA) sponsors bids in the following categories: Art Supplies, Classroom Supplies, Office Supplies, Copy & Fine Paper, First Aid Supplies, and Athletic Equipment & Supplies. The website gives you access to a downloadable file that contains all the order forms for each of the available vendors. These order forms can then be used to create the final purchase order.
http://www.resa.net/services/purchasing/wcspc/bidawards/20112012bidawards
User Name: wcspc3

US Communities Purchasing Consortium

U.S. Communities™ sponsors bids with: BSN Sports, Ikon/Ricoh, Fisher Scientific, HD Supply, Facilities Maintenance, Hertz Equipment Rental, Insight Public Sector, Knoll, Tech Depot, Zep Sales
https://www.psacommunities.org/gpa/us/login/login.asp?action=login
User ID: accountspayable@dexterschools.org

In This Section

BUSINESS OFFICE HOURS

Bidding Requirements

Further Information