To log into the Ascender Business Portal
General Purchasing Guidelines
•Purchases cannot be made without prior approval and the complete purchasing process.
•You need to allow 3-4 days, unless it is an emergency. “I forgot” is not an emergency.
•The the business office will place all orders. Once the order is placed, you will receive an order confirmation and tracking number (when available) from Mitzi. Please email Mitzi any links, online shopping carts, or screenshots to ensure the correct item is ordered.
•If you receive invoices, please send those to Mitzi as soon as possible so that she can remit payment.
•If you need a check, please plan ahead. Mitzi prints checks on Wednesdays and Fridays.
•Mitzi will print all approved PO’s so there is no need for you to print and bring them to our office.
•If for some reason, you have to be reimbursed for a purchase, you will need to put in a PO with yourself as the vendor. The district will not reimburse for tax or gratuities. Reimbursement should only be for employee meals when traveling, or extenuating circumstances when you have supervisor approval.
•If you need to use a vendor that is not in the system, you will have to have the vendor supply you with a W-9 so we can enter them into the system. You will not be able to put in a purchase order until they have supplied their W-9 and been entered into the system.
•If you are using the credit card (ie. Amazon purchases), the vendor is Comdata.
•Make sure you let Mitzi know where you are using the card, because your PO will not tell us that. Different stores have different tax exempt cards/certificates. Make sure you take those with you, as well.
CREDIT CARDS
•You will not be issued a credit card if you have not put in a PO.
•ONLY the employee who requested the card needs to use the card. Do not give it to another employee just because they tell you they have a PO approved. Only your supervisor will be allowed to pick up a card for you from the business office.
•Credit cards MUST be picked up and returned IN PERSON. Do not place them in interoffice mail.
For questions about purchasing, contact Miranda Cox or Mitzi Culpepper.
