1. Managing your CDE Grant A “How to” guide for NESCs managing California Instructional School Garden grants

2. Reviewing your Budget Report School code (Sch/Loc) Object Codes 4310: Materials and Supplies 5220: Conference/ Workshop Expenses 4100: Approved Textbooks/ Core Curricula 5825: Consultant (Assemblies) 4400: Equipment ($500+)

3. Budget Report

4. Account Strings Each budget includes a number specific to your school site and object code. This number is an account string. You will need to put the correct string on your forms (usually where it asks for the “Account Number”). The string is: 01.7026.0.(object code).(school).1110.1000.310.000 If you need to move money from one object code to another object code, e-mail Karen Ellison and ask her to move the funds. Specify how much money you need moved, what string it is moving from, and what string it is moving to.

5. How to Make Purchases (with P.O.) First, find a vendor. Ask them if they take Purchase Orders (P.O.s) It’s a good idea to talk with the Store Manager. If the vendor does accept Purchase Orders: Fill out a Purchase Requisition form. You can either enter specific items and amounts, or you can create a blanket P.O. with a large amount of money (i.e. $800) and a sample of items (i.e. Gardening Supplies: shovels, weedwacker, gloves, post-hole digger, hardware cloth, etc.). Check your budget to make sure you have enough money in the account string you are accessing. And, be certain to write your name as the “Originator” on the form. This will ensure that Purchasing will send the P.O. directly to you. Once you have filled out your Purchase Requisition form, submit it to Kim. She will have Debra sign it and forward it to Purchasing. Once your request is approved, Purchasing will send you a P.O. via IntraDistrict Mail. You can now go make purchases with a P.O.! When you have made your purchases, collect your receipt and/or packing slip. Prepare your receipts by attaching your receipt to the HNLCP Receipt Form and SIGN, DATE, and write the P.O.# on the receipt. Make a copy for your files. Prepare your receipts/packing slips within 2-3 days and send them via IntraDistrict Mail to “Accounts Payable.”

6. Purchase Requisition

7. How to Make Purchases (w/o P.O.) If the vendor does NOT accept Purchase Orders: Fill out a Pre-Approval to Purchase Without a Purchase Order Form The reason that the items cannot be purchased with a P.O. should be that the vendor does not accept P.O.s Be sure to put the Account string that relates to the items being purchased. Submit the form to Kim; she will have Debra sign it and forward it to Purchasing. Once your request is approved, the forms you submitted will be returned to you, signed by Solomon. You can now make your purchases! After you have made your purchases, you will need to fill out a Request for Reimbursement of Allowable Expenses form. Attach the forms you submitted to the Reimbursement form, along with your receipts and submit it to Kim. Be sure to make a copy of everything for your files. Kim will have Debra sign the form and forward it to Purchasing. Your expenses will be reimbursed (usually in 2-6 weeks).

8. Pre-Approval to Purchase Without a Purchase Order

9. Request for Reimbursement of Allowable Expenses

10. Attending a Conference or Workshop If you are planning to attend a conference or workshop with CDE funds, you need to fill out a Travel & Conference/Workshop Pre-Authorization Form. District/Prepaid expenses (Registration costs) should be handled with either a Purchase Requisition form or Pre-Approval to Purchase Without a Purchase Order. (Follow the previously detailed procedures.) The District will not give us Cash Advances. Be sure to sign the Travel & Conference/Workshop Pre-Authorization Form and include the appropriate Account string. Submit the form to Kim; Debra will sign the form and submit it to Purchasing for approval. When you return from the Conference/Workshop, fill out the Travel & Conference/Workshop Expense Sheet and submit it to Kim within 2-3 days. Please be sure to attach all receipts, and make a copy for your files. Debra will sign the form and forward it to Purchasing. Your expenses will be reimbursed (usually in 2-6 weeks).

11. Travel & Conference/Workshop Pre-Authorization Form

12. Travel & Conference/Workshop Expense Sheet

13. A few important things to keep in mind You need to be certain you have enough money in your Account string, before you charge the account. Calculate sales tax. California State Law requires HUSD to pay sales tax. Alameda County sales tax is 8.75%. We will not be able to make purchases over the summer! Please plan to make your final purchases and send your receipts to Accounts Payable by the last day of school (June 5-YR, June 12-TS). Karen Ellison will update the Budget Reports over the summer and have new reports by Sept. 15. After September 15, 2008, you will be able to open P.O.s again. If you opened a P.O. with a vendor and you want to add more money to that P.O., e-mail Purchasing (Chris Gonzales) and specify how much money you need moved, to which P.O. number, and from which Account string. If you need to close a P.O. before the end of the school year, e-mail Purchasing (Chris Gonzales) and ask him to close out the P.O. The remainder of the funds in that P.O. will then be returned to your account. Please keep in mind that this is the HUSD protocol for P.O.s; vendors may have additional paperwork they will ask you to fill out for their bookkeeping.

14. Which vendors accept P.O.s? C&K Salvage: 718 Douglas Ave. Oakland, CA 94603 (510) 569-2070 Home Depot: 21787 Hesperian Blvd. Hayward, CA 94541 (510) 887-8544 Navlet’s: 46100 Warm Springs Blvd. Fremont, CA 94539 (510) 657-7511 (www.navletsgardens.com)www.navletsgardens.com Larsen Brothers Lumber Co.: 14200 Washington Ave. San Leandro, CA (510) 357-5020 (www.larsenlumber.com)www.larsenlumber.com Ace Hardware: 808 B St. Hayward, CA 94541 (510) 581-5010 Sunnyside Organics: (415) 215-7247 sunnyside@organic.bizsunnyside@organic.biz BigTray: 1200 7th St. San Francisco, CA 94107 (800)BIG-TRAY Native Here Nursery: 101 Golf Course Dr. Berkeley, CA 94708 (510) 549-0211 (www.ebcnps.org)www.ebcnps.org Ploughshares: Clean Air Gardening: 2266 Monitor St. Dallas, TX 75207 (214) 819-9500 (www.cleanairgardening.com)www.cleanairgardening.com Orchard Supply Hardware: 177 Lewelling Blvd. San Lorenzo, CA 94580 (510) 278-7300 (www.osh.com)www.osh.com Spiral Gardens: 2830 Sacramento St. Berkeley, CA 94702 (510) 843-1307 (www.spiralgardens.org)www.spiralgardens.org Harmony Farm Supply & Nursery: 3244 Hwy.116 North, Sebastopol, CA 95472 (707) 823-9125 info@harmonyfarm.com info@harmonyfarm.com East Bay Nursery: 2332 San Pablo Ave. Berkeley, CA 94702 (510) 845-6490 (www.eastbaynursery.com)www.eastbaynursery.com Amazon: (www.amazon.com) Corporate Accountswww.amazon.com Lakeshore Learning: 1144 Montague Ave. San Leandro, CA 94577 (510) 483-9750 (www.lakeshorelearning.com)www.lakeshorelearning.com KidsGardening.com: National Gardening Association, 1100 Dorset St. South Burlington, VT 05403 (800) 538-7476 (www.kidsgardening.com)www.kidsgardening.com (Who doesn’t take P.O.s? Berkeley Horticulture, Center for Creative Reuse, Urban Ore, www.gaiam.com )

15. A Note on the Budget Freeze! Plan ahead for purchase requisitions!: There is a new process for checking purchase requisitions once they are submitted to the district because of the budget freeze. The turn around will now take about 4 weeks. Therefore submit purchase requisitions 4 weeks ahead of time to Kim. Because of the new check system, the HNLCP will bring all purchase orders from the previous week to the District on Monday afternoons. They will be checked by Student Services on Wednesday, then brought to another group to check them again the following Tuesday. Once they are though the review and approval process, they will then be processed. Because both our program and your individual school site’s garden materials are funded through a grant (the Network grant and the CDE grants) our requests should be approved. However, we still need to go through the same process as everyone else in the district. Therefore, wait time is greatly increased. Plan way ahead or you will not be able to get your materials and supplies!