Submit a request:
Forms:
KUA Purchase Request Process
Any and all requests for Purchases must use the following steps:
1. Download the appropriate form, (links below) and fill out a KUA Purchase Request form with the necessary information (payee source, program purpose, grant billed to (if known), item description, and estimated cost), this step is required for ALL purchases. (KUA Purchase Request Form are located at the Mahar Office or behind door in the front office copy room or website). If you need a list of vendors, please ask the business office (Cass or Maria) for a copy.
2. After completion forward or deliver to the department head for approval. Principal, Vice-Principal or Executive Director.
3. Approved KUA Purchase Request Form will be given to the business office (Cass or Maria) to determine if it is an online credit card order, needs a creation of a PO to purchase from a vendor or process a check payment. If credit card is needed for purchase at store, those are checked out through the business office. Business office typically does all online credit card orders to assure receipts are collected.
4. Attach and return all receipts (credit card or vendor) with copy of original PO to Business Office or put in Cass’s or Maria’s box.
Click Here for KUA MEDFORD Purchase Request Form
Click Here for KUA WHITE CITY Purchase Request Form
Personal Reimbursements require an approved KUA MEDFORD Expense Reimbursement Form or KUA WHITE CITY Expense Reimbursement Form by the Department head (Principal, Vice-Principal or Executive Director) with receipts attached prior to turning in to Business office for processing. NOTE: Expense reimbursements can take up to two weeks to process, preferably use company accounts/cards.
KU Purchase Request Process
When purchasing items for After school program, Building, or other items NOT pertaining to a classroom the following steps need to be followed:
1. Take a KU Purchase Request Form, fill out the form with the necessary information (payee source, program purpose, grant billed to, item description, and estimated cost), this step is required for ALL purchases. (KU Purchase Request Form are located at the Mahar Office or behind door in the front office copy room or website). If you need a list of vendors, please ask the business office (Cass or Maria) for a copy.
2. After completion forward or deliver to the department head for approval. Program Directors or Executive Director.
3. Approved KU Purchase Request Form will be given to the business office (Cass or Maria) to determine if it is an online credit card order, needs a creation of a PO to purchase from a vendor or process a check payment.
4. Return PO purchase receipts with PO or copy of order to Business Office or put in Cass’s or Maria’s box.
5. Personal Reimbursements require a KU Expense Reimbursement Form with receipts attached. Department head (Program Director or Executive Director) will need to approve before turning in for reimbursement check. After approval, put in Cass’s or Maria’s box for processing. NOTE: Expense reimbursements can take up to two weeks to process, preferably use company accounts/cards.