CTE BUDGET POLICIES AND PROCEDURES
The following will be in place for the school year and will be reviewed and monitored for changes as finances and district
policy requires. Some exceptions may apply on a case-by-case basis.
1. APPROVED EXPENDITURES:
Expenses identified as being directly related to the instruction of students in a learning situation are considered
instructional costs and classify as Function 11 expenditures. Materials and equipment in the classroom that are
essential to the curriculum, as well as furniture and supplies, are expenses directly related to instruction. Funding
for CTE is strictly monitored and should be spent on CTE students only.
It is the expectation that all program area teachers utilize the same basic educational resource materials;
consumable project based items will be specific to teachers and campuses.
Activities that are student and curricular related and are not essential to regular classroom instruction are
considered extracurricular. Such expenditures include, but are not limited to, competitions, special interests,
community performances, student awards, and student travel. Such expenses fall under Function 36.
2. P-CARD POLICIES:
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P-Cards may be issued to CTE teachers after seeking approval from the Director of CTE.
P-Cards issued from FBISD will be in the teacher’s name; the teacher receiving the P-Card will be referred to
as the cardholder.
P-Cards will be returned back to the Director of CTE prior to May 1 or the Monday immediately thereafter.
P-Cards issued through the CTE office may NOT be tied to purchases made through an activity account.
P-Cards issued to classroom teachers may be used for the following:
o Instructional supplies for Culinary, Floral Design, Interior Design, Apparel and Fashion Design
o Emergency vehicle maintenance for school district owned equipment while traveling
P-Cards should not be utilized to avoid normal purchase order processing. Every attempt should be made to
utilize traditional purchasing procedures.
The following types of purchases are explicitly prohibited by classroom teachers holding a CTE P-Card:
o Gift cards
o Computer software
o Candy for students
o Any wireless communication device
o Items available at the Warehouse
o Any item with a an electrical cord,
o Furniture
plug, or battery
o Appliances
o Audio video equipment
o Alcoholic beverages
o Food (other than instructional food
o Tobacco
labs)
o Prepared electronic media
o Items for personal use
o Computer hardware
The budget manager will assist in monitoring the purchases made utilizing P-Cards issued through the CTE
department. Failure to comply with CTE P-Card policies will result in non-compliant transactions. Two noncompliant transactions will result in the required return of the P-Card.
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The cardholder is responsible for presenting the FBISD sales tax exemption documentation when making
purchases. The district will not pay sales tax. In the event that sales tax is charged, the requestor /
classroom teacher is personally responsible for reimbursing the district the expense. Purchases resulting in
a sales tax charge will be considered non-compliant purchases.
Always obtain an itemized copy of the sales receipt when making purchases with a P-Card.
It is the responsibility of the cardholder to submit appropriate documentation to the CTE support personnel
within 3 days of the purchase.
The CTE support personnel will document the purchase in People Soft.
Appropriate documentation:
o An itemized sales receipt must be attached to an In-Store Purchase Receipt Summary Form.
o An explanation of the purpose of the purchase must be included
o The documentation must explicitly list what items were purchased
Any purchases outside the stated guidelines must be approved by the Director of CTE via email in advance of
the purchase. If an emergency arises, the cardholder may contact the Director of CTE via phone to indicate
an email approval is necessary.
3. MILEAGE REIMBURSEMENT:
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A map quest document is due for each student when training plans are filed.
Mileage reimbursement documentation is due within 5 school days of the end of the previous month.
For June travel, mileage reimbursement must be submitted by June 15. Travel that occurs between June 15
and June 30 must be submitted on the first administrative work day in July.
Practicum teachers should submit all mileage reimbursement forms to the CTE administrative program
support personnel; documentation of job site visits is required with the mileage request. This is the only
exception to the monthly submission.
Non-practicum teachers should submit all mileage reimbursement forms to the CTE administrative program
support personnel by the 5th school day following the close of the month.
Mileage will be reimbursed one way unless documentation is provided for reason to return to the campus at
the end of a school day.
4. TRAVEL EXPENDITURES:
Please refer to the CTSO and Travel sections of this handbook for guidance on travel expenditures.
5. TIMELINE:
The district fiscal year runs July 1 – June 30. Budgets will be communicated to teachers at the earliest convenience.
Teachers may submit budget requests beginning May 1 prior to the first day of the fiscal year.
The last day to submit a budget request form will be March 31. In the event that March 31 falls on a weekend, the
Friday immediately preceding will be the last day to submit requests.
P-Cards will be issued as approved and are due back to the Director of CTE by May 1.
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All open blanket purchase orders must be spent and receipt documentation must be submitted to the CTE support
personnel prior to May 15 or the Friday immediately preceding.
Expense requests should be submitted by Thursday at noon in order to ensure processing on Friday. Processing will
occur on Friday’s only and will occur on a weekly basis. In the event that Friday is a holiday, the expense requests
will be processed Thursday evening or Monday morning.
6. GENERAL INFORMATION:
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Only expense requests submitted via email to the CTEBudgetReq@fortbendisd.com will be processed.
When submitting a request, please enter your program area_last name as the subject. (For example:
Marketing_Watassek) This will allow the CTE support personnel to process items quickly.
Where campuses have multi-teacher departments, it is the responsibility of the team members to work
together to develop a system of monitoring the total budget. The CTE Financial Clerk will honor requests in
the order received until the funds are fully expensed.
In the event that an item quantity was inappropriately requested, the campus instructor’s budget will be
charged for the full amount requested on the documentation.
In the event that an item arrives damaged and needs to be returned, it is the instructors’ responsibility to
notify the CTE Financial Clerk within 3 days. The instructor is responsible for returning the item and
documenting the return via email to the CTE Financial Clerk.
Failure to communicate in a timely manner and in accordance with documented procedures may result in
the close of the instructor’s budget and communication of non-compliance to the appropriate campus
supervisor.
7. TYPES OF REQUESTS:
BPO – Blanket Purchase Order; these are utilized for purchases of consumable supplies only
PO – Purchase Order; specific items are ordered by product number
Voucher – Reimbursement payments
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BUDGET EXPENDITURE FLOW CHART
Step 1
• Teacher submits budget request via email
• CTE support personnel reviews and processes as appropriate
Step 2 • CTE support personnel notifies teacher of request number
Step 3
Step 4
Step 5
• Director of CTE reviews and approves as appropriate
• IT department reviews and approves as appropriate
• Purchasing department reviews and provides feedback as to necessary updates
• Purchasing / Budget and Finance generates appropriate payment
Step 6 documentation
• POs are sent to vendor
Step 7 • BPOs are copied to the requesting teacher
• Teacher submits purchase receipts and appropriate invoices to CTE support
Step 8 personnel
Step 9
• CTE support personnel is responsible for receiving items in People Soft
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