School Board Allocated Funds and Grants

Career & Technical Education

School Board Allocated Funds and Grants

There may be several sources of funds available for use in your program by the Board of Education.

INSTRUCTIONAL FUNDS

These funds, approved by the Sumner County Board of Education and allocated by the CountyCommission and Tennessee Department of Education, are included in the school system’s General-Purpose and Federal Projects budgets. The Career & Technical Education Department is allocated instructional funds by the Sumner County Board of Education and in turn, your program will receive funds. These funds may to be used to purchase classroom supplies/materials, equipment, outside services (such as, but not limited to, equipment maintenance) or to reimburse employees for travel expenses incurred as a part of their job. All allocated funds for each program must be requisitioned and spent on the students enrolled in the current school year.

It is important to plan your lessons ahead and place your orders for supplies/materials early. If you wait to purchase supplies on the day before you need them, there is a very good chance that the supplies will not arrive when needed. In fact, it could take from 2-4 weeks for delivery. The final deadline for encumbering instructional funds using purchase orders is March 15th of each year.

SCHOOL ACTIVITY FUNDS

Additional monies may be earned for your program from fund-raisers or the sale of items produced by students, charges for services provided by students in the program, or material/lab fees charged to students. These funds are deposited into restricted school activity accounts that can only be used for the purpose they were raised. Your principal or school bookkeeper can give you policies/procedures that must be followed when raising, depositing and spending these funds. Even though these accounts are maintained by building level administrators/ bookkeepers, the school district is required by State and local policies to audit these accounts each year.

GRANT FUNDING

If your program is the recipient of a grant, you will need to follow the purchasing guidelines when you purchase items for your program. You are provided with the budget codes to be used when you receive notification of your grant. You will need to keep accurate records for reporting your spending. We recommend that you keep a copy of each invoice submitted for payment and the corresponding budget code used for that transaction.

PLEASE KEEP “FILE COPIES” OF ALL YOUR OWN EXPENDITURES.

On occasion, a company will make an error and bill for the same purchase on two separate invoices. It may not be enough for you to report that you have “paid that bill” when there are two different invoice numbers against a purchase order and you have paid only one of them. Adequate records will help you determine the problem and will also help avoid duplicating payments on the same invoices. Should you exceed your allocation, you may be asked to reimburse the Board or make payment directly to the vendor.

ITEMS FOR RESALE ARE ABSOLUTELY NOT TO BE PURCHASED WITH SCHOOL BOARD ALLOCATED FUNDS. (Resale Items are also not tax exempt.)