Valdosta City School District

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Finance » Purchasing

Purchasing

Purchasing

 

Purchasing is a division of the Finance Department of Valdosta City Schools (VCS).  The department supports the operations of VCS by functioning as the central purchasing agency for supplies, materials, equipment and certain services.  The department overseas all purchase requests, bid requests (except construction), places all orders and processes accounts payable. 

 

Purchase Orders:

VCS conducts its purchasing operation by purchase order.  Purchase orders are processed and approved through the system’s online financial software program Crosspointe. Click the logo below to login.  If you need a hard copy of the VCS purchase order form, click the file below.  Be sure to alter the billing and shipping information as required.

 

Should you need a refresher on how to use the online accounting system, please click on the training guide below.  

 

Purchase Order Deadline:  March 31, 2017

Employee Expense Statements:

Expenses are only authorized for reimbursement in the fiscal year in which they occurred.  June expenses should not be included on July or subsequent expense statements. 

Employee expense statements are due to the Purchasing Department no later than the end of the month following the month of the travel (e.g. any July expenses are due by the end of August) with all coordination completed. EXCEPTION:  June travel must be turned in as soon as completed, but no later than June 28, 2017. 

Mileage Reimbursement:  Current Mileage Rate - $0.535

Adjustments may be made to a travel expense reimbursement prior to payment.  Mileage claimed will be reduced to the State mandated allowable distance (i.e., shortest route to and from the destination).  If you make deviations to pick up passengers, be sure to specify on the expense statement. All local mileage at the destination must be itemized, not combined with departing/returning.  Local mileage claimed must be for official business only.  Travel associated with meals is not reimbursable. 

Odometer readings are required for out of town travel; trip odometer reading may be used for local travel.

Meal Reimbursement

Meals are reimbursed as a per diem allowance, up to the State limits, for each meal instead of reimbursement of the actual expense incurred (receipts not required). Employees traveling overnight within the state will be reimbursed based on the following tables.

The Standard In-State per diem rates are as follows:

Eligible Meals

Per Diem Amounts

Breakfast

$6.00 

Lunch

$7.00

Dinner

$15.00 

The In-State high cost rates are as follows:

Eligible Meals

Per Diem Amounts

Breakfast

$7.00

Lunch

$9.00

Dinner

$20.00

High cost areas in Georgia are limited to the following counties:  Chatham, Cobb, DeKalb, Fulton, Glynn, and Richmond.

Travelers are eligible for 75 percent of the total per diem rate on the first and last day of travel and on single day trips where continuous travel is equal to or greater than 12 hours. For example, if the per diem rate allows a $28 total reimbursement, $21.00 [($28 x .75) = $21] would be allowable on a travel departure or return day.

For more information on per diem rates, click this link for the U.S. General Services Administration.  This link helps explain meals and incidents expense breakdown.  

Click this link for Mapquest to ensure the best route for your travels.  

Click this link for the State Accounting Office of Georgia's Accounting Manual Reference, Section: Travel, Sub-section: Statewide Travel Policy.  

New Vendors:

Send all requests, with the subject “New Vendor” via email to purchasing@gocats.org.  Prior to requesting the addition of a new vendor, please verify that the vendor will accept a purchase order. 

  • Vendor must fax or email a copy of their W-9.
  • Complete company information must be provided to include:
    • Company Name
    • Company Address
    • Company Billing Address (if different from physical address)
    • Company Phone Number
    • Company Fax Number
    • Company website and email address

Crystal Hiller
Director of Purchasing
1204 Williams Street
Valdosta, GA 31602
p (229) 671-6048
f (229) 333-8539
chiller@gocats.org 
Tracie Sermons
Purchasing Assistant
p (229) 671-6052
f (229) 333-8539
tsermons@gocats.org