Fixed Assets, Inventory, Purchasing, Website Questions

Mrs. Melissa Lyon
webmaster@winstonk12.org

» Tax Exempt Letter for the Winston County School System

Forms:
» Phone Quote Form (required for purchasing items $3,000-7,499 that are not on the state bid list)
» Purchase Order Form (Printable)
» Request to Sell a Fixed Asset Form (Procedures)
» Inventory Designee Form (for Principals)
» Bookkeeper Monthly Report Form (for bookkeepers)
» Transfer inventory Form
» Addition of inventory Form » All inventory numbers are assigned at Central Office. The number is then sent to the principal/designee who will inform the teacher to write the number on the item. Failure to do so will result in an incorrect classroom listing during the annual check. Note: Do not assign numbers to your new items as this will cause duplicate entries in the system.
» Discard inventory Form » When a Discard Inventory form is submitted: It is processed at the Central Office, signed by the superintendent, and the permission to discard form is then sent back to the school principal. All non-repairable electronics and computer equipment can then be placed in the school’s storage area until it is picked up by the recycling truck. NEVER put in the garbage.
If you have useable items that no longer serve a purpose for your classroom, attempt to find another teacher who may use it. If no one in your school can use it you may want to email everybody to see if another school in our county can use it. Another way is to sell the items by public sale. Proceeds from the sale of surplus property will be receipted to the Central Office general fund and credited back to the school site budget from which the original purchase of the property was made. All schools have a storage area for the surplus items to be stored until the sale.

Help for FAQs:
» Coding of Equipment for Inventory (for bookkeepers)
» Accounting Manual (alsde.edu)
» Purchase Order Policy (central & local schools)
» Classroom Instructional Fund Policy
» Purchase Card Agreement Policy
» Purchases Requiring Board Approval

» Completing the annual inventory report - be sure to have a permanent marker with you as you check your report. If a number is faded or hard to read you can easily correct it. Annual inventory reports must be turned in to the Central Office by September 30th of each year (File:ECCL). Write on the report any changes that need to be made. For example, if you have an item in your room that is not on your report, write the description and inventory number on the bottom of the report. Do not write "discard" on any item just because it is not in your room. If an item is listed on the report but not in your room, please make every effort to locate it. If it is not located, put a question mark beside it. I will check other reports for it. If you are not sure about an item, or you need more information, you can call or email webmaster@winstonk12.org.

» Independent contractors' timesheets are to be filled out for the entire month (work done Oct 1-Oct 31 should be filed on October 31). Send to the Central Office on the last working day of the month. Independent contractor checks will be run on the 10th for any work done during the preceding month. If the 10th falls on a weekend or holiday, the checks will be run on the last working day prior to the 10th. Only originals with all necessary signatures; no faxes.

E-Verify Forms-
» W-9 Request
» Memorandum to Contractors
» Affidavit of Compliance for the Contractors
» Notice of Alabama Immigration Law
» Affidavit for Sub-Contractors