Donations to Classrooms

The following are organizations that donate goods to classrooms: Donors Choose - public school teachers can post online requests for equipment and supplies. Adopt A Classroom - offers a free, safe online e-wallet account to educators who want to solicit financial support from the community. Teachers can use the money to purchase books, games, and other educational supplies through the online vendors associated with the site. Freecycle - people from all over the world post books, CDs, electronics, and toys they're giving away. The only catch is that you have to pick up the items. Kids in Need Foundation - has a network of 25 free school-supply resource centers around the country. Digital Wish allows teachers to create a classroom technology wish list that supporters can browse and fund.
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Proof of Delivery

The Department of Education's fiscal year ends on June 30th. If your invoice is dated after June 30th, you must submit proof of delivery to confirm that goods and/or services were provided prior to the end of the fiscal year; no payment can be made to a vendor after the close of the fiscal year without a proof of delivery on file.
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Rolled Open Encumbrances

You can see the rolled open encumbrances by going to the Open Document Inquiry Screen in FAMIS.  Under the column other click the drop down arrow and select PY Encumbrances.  Click on retrieve. The next screen will show all the rolled open encumbrances that need to be cleaned up.  As a reminder, you’ll won’t be able to cancel any Staples balances.  Please obtain an email from Staples if there aren’t any balances.
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Marketing to Schools

The savvy vendor knows calling schools to sell products is just a waste of time. It is virtually impossible to get through to principals. There is a buffer of staff who act as gatekeepers for access to principals. The call goes to the secretary in the main office first, she screens it and forwards it to the school business manager, if any, and he kills the call. It goes no further. A persistent seller might try another route of emailing the principal directly. That seldom works. On average, a principal receives 100-150 emails daily. She pays close attention to the ones from Central Office, the superintendent, and the Boro Field Support Service Center. Then she hones in on internal messages from the secretary, the custodian, business manager, assistant principals, and faculty. Next, she focuses on emails from outsiders, such as parents, students, and partnerships with outside organizations. Finally, she scans other emails and mostly ignores solicitations. One vendor I know…
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Easy Money – Special Education Funds

Some schools leave a lot of money on the table, because they don't code STARS correctly to maximize funds. On October 31st, the DOE take a hard roster count and makes budget adjustments based on the difference between the initial register projection and the actual. It is the first round of budget adjustment. The second round of adjustment occurs on December 31st.  The DOE counts the number of special education students, but it doesn't just look at the number of special education students. Instead, it is based on mandated services for each student with an Individual Educational Plan, as reported in STARS. Some schools don't correctly identify these activities and it could mean losing a lot. I remember a colleague two years ago got $95,000 in additional funding by updating STARS. At the school level, run the USPE report, to make sure the ACT (actual) matches the REC (recommended) services. More money is given to the school for ICT program, then self-contained program and…
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Easy Money – Title I Grant

As a former school business manager, I used to take an interest in the collection of lunch forms.  It has a direct impact on the amount of Title I funds the school receive the following year. This year the per capita amount is $801 given to schools that qualify for Title I.  It is a ratio of the number of families who meet the criteria for a free or reduced meal, based on lunch forms submitted. This year I know one school started out with 130 out of 500 lunch form with a meal code 5--lunch forms required, according to ATS report RMEL.  The deadline to submit those lunch forms is usually at the end of December. So far, the school collected 100 of those outstanding 130 lunch forms.  Assume 80 of those students qualify for reduced or free meals, the school will get $64,080.  It is the easiest grant money to get.
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Book Buy Back Program

The Department of Education has identified vendors who will partner with the DOE for the Book Buy Back Program. These vendors will remove your text and trade books, as well as provide your school with a financial compensation based on the resale or recyclable value. Each school must identify a designee who will be responsible for the coordination of their school’s book buyback program. The instructions below outline the steps schools should take to commence this process. All schools participating in the book buyback program must complete the following process: Create an inventory books (i.e.- book name and quantity) to be considered for this program. Schools are encouraged to contact the two vendor(s) below to maximize revenue dollars and/or desired removal schedules:Academic Asset Management, Inc. PMB 303, 4725 Dorsey Hall Dr. Ellicott City, MD 21042 Ron Duvall 1-800-730-2567 x709 ron@academicassetmanagement.com Follett Educational Services Follett School S…
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Purchasing a Sole Vendor Item

Suppose you want to purchase School Messenger for your school and the vendor is a sole vendor for that software.   What you need to first: Vendor No.  WES078197 Budget Information:  Use Education Software line (Quick Code ######, Object Code ####, Activity Code ####) Sole Vendor letter (ask the vendor for a sole vendor letter)   Go to FAMIS and follow the steps below: Purchasing  >>  Non-Contracted  >>  Commodities  >>  Sole Vendor Enter vendor number WES078197  >>  click Retrieve Vendor Information button  >>  click Next Click I Certify that I have a Sole Vendor Letter on File (make sure you have the sole vendor letter) The next screen shows the Office of Payable Operation, leave it alone and click Next You can put your name or leave the school name for Attention, type in the school Telephone number, and click Next The next screen is for you to Add Spending Account Line (from Galaxy, above), enter t…
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Become an NYC Department of Education Vendor

Steps to get an NYC FMS vendor number: Complete the Substitute W-9 Form, you can see instructions to complete this form. Vendors should fax the Substitute W-9 Form the requestor. It could be the at the school or office level. The School (or office) completes the Vendor Add Form, including the reason for addition. (Note: This online form is ONLY available from an administrative computer in a school/office). It takes about 4 weeks to be assigned a vendor number.  For additional information about this process, contact the Finance Service Center at (718) 935-2300.
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Travel

TRAC can be a pain for the multiple steps involved, especially for those of us who do not use it often.  The traveler needs to submit a request that needs to be approved by his or her supervisor, for schools, it is usually the principal.  To do so, the traveler needs to complete a TRAC, which requires a lot of information, such as air travel price, hotel price, hotel tax, cost to seminar or registration fees, estimated cost of food, ground travel expenses, incendiary expenses that needs to be refunded.  Unfortunately, the traveler does not want to research these and it becomes the job of the purchaser. First, the traveler should get permission form his or her supervisor, before doing anything else. You can research a lot of stuff to later find out you are not allowed to travel. Second, the traveler must complete the TRAC, here is the link: https://dfoforms.nycenet.edu/TRAC/. For out of town travel you will need air fare, meals, lodging, ground transportation, and registratio…
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