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Lani Osusky » Welcome to the CV Advisor & Coach's Corner!

Welcome to the CV Advisor & Coach's Corner!

Welcome Back!
 
I have created this page to give you the information you need to make the "fiscal" side of your jobs as easy as I can.  There are a few big changes to our ASB purchasing process you need to be aware of, they are highlighted below.  I have also included the "6 Steps to Successful Purchasing" guide for you to refer to when planning on purchasing items or traveling.  If you have any questions on this new process please don't hesitate to ask.  In the next few weeks I will try to add more resources so check back often and let me know if you would like me to add or post other ASB related items on this page. 
 
If you have any questions or need clarification on anything referenced below please let me know!  
 
Lani Osusky
ext. 5119
 
 

>>Changes in 2023!

  • P-Cards will no longer be used to purchase items other than travel related expenses. (motels, flights, etc.)

  • Purchase Orders (POs) will be used for ALL non-travel related expenses. 

  • You will need to know ahead of time if a vendor will take a PO. The district will be compiling a "Preferred Vendor" list soon that will have the most common vendors who take POs listed. Until we have this in place please contact your vendor to see if they take POs.  If they do not let the Business Office know and the district can assist with setting up POs when necessary.

  • Our new accounting system requires more time to fully process a purchase request. Because of this, planning ahead will be key!   Follow and refer to the RTP "Life Cycle" at bottom of page for due dates and timeline of the RTP process.

  • I need to "receive" or attest that items have been received in our accounting program before payment can be made.  This will require you to give the Business Office the packing slip or initialed invoice after receiving items or services. (see Step #5 of RTP purchasing process below for more info)

  • If you are purchasing "pass through" items for students you will need to have the student pay for the item(s) before they are given it or have the student's parent complete a CV Payment Plan form to make arrangements to pay for item(s) over time*.  (Payment Plan Form)

    *It is your responsibility to give the Business Office the list of students who should be charged, please do not send students to pay for these items until you have sent me the list of students who need charged.

    *HB1660 waivers apply to all gear purchased on behalf of students, I will notify you of students/players who qualify and will not be charged for item(s). 
 
 

>>Sport & Club Fees
Last year we had a large number of outstanding sport and club fees on student accounts.  Because of this we are going to try to communicate better with parents on the expectation of our "pay to play" policy and will be more pro-active in collecting ASB related fees. You are the conduit between your player and the Business Office in regards to your sport/club fees so your help is greatly appreciated!

  • What if my student/player can't pay?
    We know there are families who cannot pay fees and we have options for them, including, HB1660 waivers, InvestEd funds and payment plans. We never want someone's inability to pay becoming a barrier to participating. In order to identify these students we need your help in connecting us with their parents/guardians.  Please have their parent contact the Business Office about payment plans and Invested funds. Refer to the HB1660 guidance below for the HB1660 waiver. 


  • What is the HB1660 form and who should fill it out?
    HB1660 is measure the state enacted immediately after our students returned to school, post-COVID.  The measure allows any student who qualifies for F/R lunch to have all ASB (extracurricular) fees to be waived. We have several families on the HB1660 but find every year a number of students who could have qualified but the parent didn't submit the HB1660 Consent to Share form.  We want to try to reduce this gap and identify as many students as we can who could qualify for this waiver and have their parent complete and submit the form.

    Note: The waivers are effective the date they are signed and cannot be applied "retro active" so identifying students when fees are placed on their accounts is important! 

    Because the HB1660 waiver is only for students on F/R lunch and that is protected information we ask that you not ask a student openly if they qualify for F/R lunch. Rather, if you have a student who can't pay their fees and/or you suspect it will be a barrier to them participating please have them come to the Business Office, we can determine if they may qualify for the HB1660 privately. If the student doesn't qualify for F/R lunch we can then offer them a payment plan and/or request InvestEd funds to help.
 
  • How do I know if a student hasn't paid their fees yet?
    All payments are marked off in Final Forms by the Business Office on Friday afternoons.  Please check your roster in Final Forms to keep track of students who are still showing as "unpaid".  It is your responsibility in reminding your students to pay their fees and to let them know financial assistance is available.  We are doing a poor service to our students when we let their fees "stack" up, leading parents to have "sticker shock" at graduation....  together we can prevent this from happening.

 
>>6 Steps to Successful Purchasing
  1.   Get quote or estimate from vendor. 

  2.   Submit a Request to Purchase (RTP) to Business Office by Mondays at 3pm. 
      (RTPs are on side bar & bottom of this page or can be picked up outside the Business Office)

  3.   Receive a Purchase Order (PO) from Business Office by Thursdays at 3pm.

  4.   Place your order with vendor and send them the PO.

  5.   Once item has been received or service has been given, give the Business Office the invoice and packing slip.  If the delivery doesn't contain a packing slip initial the bottom of invoice as an indication all items/services have been received.  Note: Payment cannot be made without an invoice. It is your responsibility to give the Business Office the invoice*, don't assume she receives them from the vendor. (*the only exception to this is orders with Universal Athletic/Game One. This vendor sends all invoices to the business office once order ships.)

  6.   The Business Office will request payment and a check will be mailed to vendor.

 
>>Purchase Request (RTP) "Life Cycle"
  • RTP submitted to Business Office by Monday at 3pm.

  • Tuesday morning CV Administration reviews and approves RTP.

  • Tuesday afternoon Student Council reviews and approves RTP.

  • Wednesday Business Office will process RTP and request Purchase Order. 

  • Purchase Order will be emailed to you by Thursday at 3pm. You are free to place your order.

  • Invoice is given to Business Office and attached to RTP to be filed away. 
 
 
 
QUICK REMINDERS:
  • Request to Purchase Forms are due by Mondays at 3pm!  

  • Student Council meets on Tuesday afternoons to approve RTPs.

  •  2 days processing time after approval to get PO to purchase.
 
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*Reference Sport/Club + Acct Balance in Email Subject Line. Allow 1-2 Business Days for Account Balance to be emailed to you. 
 
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FINAL FORMS INSTRUCTIONS