Unfortunately, grant funds awarded to librarians cannot be transferred to Library Services book budget accounts.  Log POs must be used to purchase books with grant monies.  The list of books ordered should be shared with Rae at rgarci17@neisd.net.  Librarians must also inform Rae, via email, that the order has been placed so that the Library Processing staff will be expecting the order. 

Please use the following procedure to order books with a Follett gift certificate:

1. Fill out a purchase order request form.  A budget manager’s signature is not required.
2. No DNE is necessary.
3. Write in the comment line: Book Fair Gift Certificate.
4. Attach your gift certificate and title list, then send to Rae.
5. Please share the title list with Rae (rgarci17@neisd.net) in Titlewave.

For the 2023-2024 school year, librarians will spend their library budgeted funds as follows:

Books:

1/5 of the budget is to be spent by September 11, 2023

1/5 of the budget is to be spent by October 16, 2023

1/5 of the budget to be spent by November 27, 2023

1/5 of the budget to be spent by January 8, 2024

1/5 of the budget to be spent by February 20, 2024

Magazines:

All magazine funds should be transferred to Library Services by September 25, 2023.  Magazine orders for the 2023-2024 school year can be placed as needed this year. If you have any questions, please reach out to Rae Garcia, rgarci17@neisd.net 

Vendors

Why is a Do Not Exceed needed on book orders? It is for the benefit of our students – money encumbered is not available for other purchases for students. A vendor has 30 days to fill an order, and during that time, funds are encumbered and therefore, untouchable until an invoice is paid. Ex: An order is placed for $1,000.00 with no DNE 

1. The vendor can wait the entire 30-day period and then ship what is filled. 
2. There is a period of 7-10 days for shipping. 
3. Additional time for the Accounting Dept. to send the invoice to Processing. 
4. Processing checks off received items and sends invoices back to Accounting. 
5. Accounting makes one check run a week. 
6. PO is closed, and the unspent money is unencumbered and is returned to the account. 

$1,000.00 is tied up for 1-2 months, while no further purchases may be made with these funds.  By using a DNE, the vendor is provided with alternatives, maximizing the odds that invoices will be submitted and paid in a timely manner, allowing unused funds to be available when needed.  The suggested DNE is 25% less than the order total. Ex: $1,000.00 list would have a DNE of $750.00. 

Exceptions: Bluebonnet, Battle of the Books, Professional, Audiovisual, or very small orders ($250 or less) may be submitted for the current purchase price. NEVER make the DNE for more than the order total. District policy does not allow encumbrances to exceed the purchase price of the order.  Ex: Order is for $999.50 – DO NOT put a DNE of $1,000.00. Funds must be spent in a timely manner. Funds not spent by the end of the fiscal year are problematic. Processing and Accounting are adversely affected, but this mainly affects our students, who will not benefit from the funds collected to support them. 

Please contact Terri Sanchez at 407-0004 if you have any questions or need more information. 

Revised 8-17-22

Librarians may accept incentives from a vendor, but the item/s becomes district property and must remain on campus. For example, a vendor is offering an eReader with a qualifying order of books. District funds are used for the purchase, and the entire order is considered a District asset. Therefore, the incentive (eReader) may not be used as a prize to be given away. For example, the eReader represents a gift of public funds, which is prohibited by the Texas Constitution, Article 3, Section 52. See the policy below for further information. 

• Conflict of Interest Policy