Business Office Procedures

Staff members may not independently reach out to vendors or request pricing. Any purchasing needs must be submitted to the business office for review and approval.

• Purchases over $6,600 require competitive quotes.
• Purchases over $53,000 require formal bidding unless using a state-approved cooperative or contract vendor.

No orders, agreements, or commitments should be made without an approved PO. The district is not responsible for unauthorized purchases.

The Purchasing Agent, Mr. Shehata, is the only one authorized to communicate directly with vendors regarding pricing, contracts, or services, unless having written permission from Mr. Shehata to do so. If you have a need, please submit a request to Mr. Shehata. 

• Approve requisitions to create purchase orders
• To advertise for and received bids
• Award contracts less than the bid threshold when so authorized by the board or other purchasing authority such as cooperative agreements

The Purchasing Agent issues a purchase order. A purchase order is a document issued by the Purchasing Agent authorizing (not confirming) a purchase transaction with a vendor.

N.J.S.A. 18A:18A-2 (v)

1. The Purchasing Agent prepares and signs a purchase order.
2. The purchase order is sent to the vendor.
3. The vendor receives the purchase order and then, only then, the vendor provides either the goods or services to the district.

Important Notes

• Do not place orders or ask staff to make purchases without the prior written approval of the Assistant Superintendent of Business.
• Unauthorized purchases will not be reimbursed—no exceptions. This applies to all purchases, including supplies for operations, clubs, athletics, PBSIS, and events.
• Items may not be shipped to personal residences.
• Amazon may bot be used without explicit prior approval by Assistant Superintendent of Business.

The Assistant Superintendent of Business is the only individual in the school district who has the authority to sign contracts and to make purchases for the Board of Education. A fully approved purchase order with the signature of the SBA is the recognized contract with the vendor authorizing goods to be ordered or work/service to begin.

If there is any deviation from this process, the purchase becomes an unauthorized purchase or a confirming order. The district then becomes subject to any penalties outlined in State law and code. 

The district may also receive an audit finding and the district will also lose points in the NJ QSAC Fiscal Management Section DPR #15

Placing an order with a vendor without a PO is an unauthorized purchase. Do not put yourself, or your administrator’s certificate at risk by contacting vendors to ask them to provide goods or services to the district.

1. Emergency Repairs and Maintenance

• Urgent repairs to critical infrastructure, such as plumbing, electrical systems, or structural issues.
• Immediate maintenance needs for safety, like fixing broken windows, doors, or fencing.

2. Security and Safety Measures

• Unplanned security upgrades or enhancements in response to unforeseen threats or vulnerabilities.
• Emergency response equipment, such as first aid supplies or communication tools.

3. Technology and IT Infrastructure

• Quick acquisition of technology resources to address unforeseen issues or support unexpected educational needs.
• Emergency software or hardware upgrades to ensure the continuity of essential services.
• Digital learning tools, software licenses, or online platforms to adapt to sudden changes in educational delivery methods.

4. Health and Well-Being

• Sudden demand for health-related items like personal protective equipment (PPE).
• Emergency health and wellness programs or initiatives.

5. Educational Materials

• Unplanned purchases of educational materials, books, or resources needed for impromptu educational projects or events. Unplanned resources or equipment required to address needs of students.
• Purchase of resources or materials to support student welfare programs, mental health initiatives, or counseling services in response to unforeseen challenges.
• Rapid acquisition of specialized teaching aids or tools required for unexpected curriculum changes.

6. Transportation

• Urgent repairs or replacement of school buses or other transportation vehicles.
• Quick acquisition of transportation services for unforeseen events or activities.

Each school has a student activity account. Account balances can be accessed on your PBSIS Student Activity Monies spreadsheet.

1. Submitting Funds and Documentation

• Bring fundraiser money to the Business Office within 24 business hours after the event. Do not use inter-office mail for delivering money.
• Submit the “Student Activity Ledger” with the money.

2. Record the Deposit

• The Treasurer may record the purchase in the School # PBSIS Transaction Log.
• Review the log at monthly PBSIS Team meetings.

Additional Information

1. Cash should never be held in the building for more than 24 hours.
2. All payments must be made through approved channels, avoiding cash transactions.
3. Only approved vendors should be used.

The business office has created student activity accounts for PBSIS and other donations/fundraisers. In accordance with State Law and district policy, all money must be turned over to the business office within 24
hours. It must be hand-delivered, accompanied by a legible ledger detailing the amount, source of the funds, and the school to which the funds will be deposited.

Adhering to these procedures is crucial. There is no room for error when handling public monies. Numerous
individuals have faced prosecution, lost their licenses, and had their pensions revoked for similar actions. Please be diligent and reach out to the business office if you have any questions.

Purchases can only be made from approved vendors that accept purchase orders and checks. Please use the list in APECS that includes School Specialty, Lakeshore, Cascade, NASCO, Really Good Stuff, and Oriental Trading. Only the Treasurer can make vendor purchases, and all purchases need team approval.

1. Fill Out a “Payment Order”

• The Treasurer completes a “Payment Order” triplicate form for approved vendors.
• Attach an itemized invoice or any other necessary documents.
• The form must be signed by both the PBSIS Treasurer and a building-based administrator.

2. Submit the Form

• Send the white copy of the payment order form and documents to Jean Meade at School 6 via interoffice mail.
• Keep the pink and yellow copies at your school.

3. Record the Purchase

• The Treasurer may record the purchase in the School # PBSIS Transaction Log.
• Review the log at monthly PBSIS Team meetings.

The Building Administrator will identify a "shopper" for the year. This person cannot be the Treasurer.

1. Making the Purchase

• The shopper makes the purchase in-store and obtains an itemized receipt.
• The receipt is given to the PBSIS Treasurer.
• Use the Clifton Tax Exempt Form to avoid paying taxes, as taxes will not be reimbursed.

2. Submit the Documentation

• The Treasurer fills out and signs an Expense Reimbursement Form and a Payment Order.
• Send the white copy and documents to Jean Meade at School 6. Keep the pink and yellow copies.

3. Reimbursement

• The Business Office will reimburse the shopper by check.
• Note: Taxes paid during the purchase will not be reimbursed.

4. Record the Purchase

• The Treasurer may record the purchase in the School # PBSIS Transaction Log.
• Review the log at monthly PBSIS Team meetings.

All facility requests are required to be submitted through FMX. This system replaces all hard copy forms and streamlines the way facility and maintenance requests are submitted, tracked, and approved. FMX is fully integrated with Google Single Sign-On (SSO).

To Access FMX:

1.      Open your browser (Chrome, Firefox, etc.) and go to: https://cliftonschools.gofmx.com

2.      Click “Login with Google” to sign in. This will automatically register you as a staff member.

3.      Fill out the prompts for your request. Here are the steps to create a schedule request.