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Finance & Purchasing

Purchasing Procedures 101:

 

  • NO PURCHASES WILL BE MADE WITHOUT AN APPROVED PURCHASE ORDER
  • A purchase requisition MUST be accompanied by a quote or a copy of a cart and must match the amount on the purchase order.  If you order more than your approved PO, payment will be denied and you will be responsible for payment.  Instructions on how to attach a document to your purchase requisition are available under “How To Guides”.
  • When ordering in bulk, you must either use a purchasing cooperative (BuyBoard, TIPS, TxSmartBuy) or get three quotes.  All three quotes must be attached to the purchase requisition.  If you use a purchasing cooperative, you must include the contract number in the notes of the requisition.
  • ALWAYS include/reference your purchase order (PO) number when placing your order.

  • The PDFs listed below are helpful step-by-step instructions on how to do specific tasks in Purchasing in Ascender.  Please contact Tracie or Cheyenne with any questions.

    How To – Attach Documents to Purchase Order Requisition

    Marking Purchases Received 

  • ✅ PURCHASE ORDER GUIDELINES

    All purchases require an approved Purchase Order BEFORE any goods or services are ordered.

    🔹 Use Purchasing Cooperatives When Possible

    • Ask vendors if they are members of a co-op (BuyBoard, TIPS, TxSmartBuy, etc.)
      • (Don’t see your vendor in our system ... .Request a W9 Form.)
    • Request that the co-op number is included on the vendor quote
    • Enter the co-op number in the "Notes" section of the PO

    🔹 If No Cooperative is Used

    • You may need 3 quotes
    • Not sure? Contact Tracie for help

    🔹 Include Key Details in Your PO Request

    • Do you need a check or district credit card?
    • Dates of events, conferences, or delivery deadlines
    • Any special notes or instructions

    🔹 Mark Items as Received

    • Once your order arrives, update the PO as "Received" and send invoice and/or receipt to Admin

  • EXTRA-CURRICULAR MEAL COVERAGE - Meal Request Form {Student} {Staff}
    Rogers ISD will fund meals for student travel under these guidelines:
    Eligible Groups: Athletics & UIL Activities (e.g., Band, Theatre, Cheer, UIL)

    • 🏆 Tournaments: 1 meal per day (google sheet with athletes names)
    • 🚍 Away Games/Events: 1 meal per event
    • 🏅 Post-District Travel: Meals provided as applicable

    RECEIPTS MUST RECONCILE TO THE MEAL REQUEST FORM. RECEIPTS MUST BE ITEMIZED.

    🍽 FOOD SERVICE MEAL OPTIONS
    Meals can be ordered through Christy Stone using a purchase order:

    • 🧊 Cold Sack Meal – $7.00 per meal
    • 🔥 Hot Sack Meal – $9.00 per meal
    • 🍽 Seated Hot Meal – $12.00 per meal

    Other meals may be purchased using activity funds or with booster club assistance.