Class Wallet Purchasing Guidelines and Procedures
Teachers can access their Class Wallet funds from July to May, shop in the Class Wallet Marketplace or get reimbursement for purchases outside. All items must be instructional and benefit students. Allowable purchases include rulers, scissors, calculators, paper, and more. Questionable purchases like candy or holiday decorations require a lesson plan or explanation. Items bought must stay in the classroom.
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Purchasing Guidelines Class Wallet -State Allocation Funds
Class Wallet Procedure Teachers will have access to their Class Wallet funds beginning the first day of work in July until their last day of work in May. Teachers will have the options to either shop in the Class Wallet Marketplace or there is a reimbursement option available if they choose to shop outside the Marketplace. If users decide to shop outside the Class Wallet Marketplace then they will make purchases using their personal funds and submit a receipt to Class Wallet for reimbursement. Every purchase must have an itemized receipt showing no sales tax was charged. The bookkeeper or Approver will look over the submitted receipts to be sure that all purchases are allowable and that sales tax was not charged. If sales tax was charged then the reimbursement will be allowed minus the sales tax. For example: If a receipt is submitted for $4.54 and sales tax of $0.18 was charged. The user will only be reimbursed for $4.36. Additionally, any questionable purchases will require a lesson plan to be turned into the bookkeeper (where it will be filed) or an explanation will need to be provided in the comments section. Write a detailed description of items purchased on the itemized receipt if purchased item descriptions are unclear
What items can I purchase? All purchases must be instructional and used by the students or during the class period that will benefit the students. Items purchased on teacher card are for the classroom and must remain in that classroom. If the teacher transfers to a different grade level, a different school or leaves the system all together, the items purchased MUST remain in the classroom. Items that could be considered for sole use by a teacher will require a lesson plan or explanation of how it will be used by the students (chairs, desks, stools, rugs, boxes or bins, filing cabinets, bookshelves, etc.) Items that could be used to aid students in calming down to keep from distracting other students will require a lesson plan or explanation of how the item will be beneficial (exercise balls, stands, trampolines, other exercise equipment or gadgets, etc.). These items must remain in the classroom and cannot be sent home with the students.
What are some of the items considered as allowable purchases? Rulers Scissors Tape Calculators Paper Clips Notepads Binders Computer Mouse iPad/MacBook Cases/Briefcases/Book Bags (for student) Pens Pencils Erasers Stapler/Staples/Staple Remover Paper Folders Desk Organizers Highlighters Markers
What are some of the items considered as questionable purchases that will require a lesson plan and/or explanation? Candy ( cannot be used as a reward; a lesson plan must accompany any receipt with candy listed) Chairs Desks Stools Rugs Boxes or Bins Filing Cabinets Bookshelves Decals or Picture Frames T-Shirts Lanyards (cannot be purchased for a teacher; must have an explanation to show how students will use) Gift Wrap Christmas Stockings and D cor Valentine s Day D cor Other Holiday D cor Christmas and Valentine s Day Gift Bags Items for Treasure Boxes, Rewards or Incentives (must be instructional: pencils, pens, erasers, etc.) Birthday items (must remain in the classroom if not instructional; or the items must be instructional: pencils, pens, erasers, etc. if they are sent home.)
What are some of the items that are not considered allowable purchases? Items for Clubs Items for After-school activities Items welcoming new students to your school Gift cards Registration fees for workshops or professional development training Items that hold food or other perishable items for field trips
Please contact the technology department to purchase the following items Printers Monitors iPads/MacBooks/Other Notebooks (can be purchased for the teacher to use as long as item will be used for instructional purposes for the students) Technology licenses for computer equipment Please provide email that shows approval from Technology to your bookkeeper for documentation purposes.
What if I dont spend all of my money during the school year? Teachers will have access to their Class Wallet funds beginning the first week of work in July (30th) until their last day of work in May. At the end of the year, the teacher will have the option to transfer their remaining funds to the Principal s Class Wallet account or they can choose to spend their remaining funds via Purchase order. All purchase orders will be handled at the school level. The teacher will need to provide an itemized list with the items they wish to purchase and the item prices to their bookkeeper. The bookkeeper will complete a purchase order (using the special activity account assigned for this purpose). Bookkeepers will keep copies of purchase orders, invoices, and checks showing where it has been paid. Bookkeepers will send one invoice to Central Office in August with all of the teachers purchases and documentation. Central Office will then reimburse the school for these invoices. Teachers will have until the 2nd week of August to spend any of their remaining funds from the previous fiscal year
What else do I need to know? The credit limit is determined by the State of Alabama. Reimbursements cannot be provided in Class Wallet without submitting an itemized receipt All Hobby Lobby receipts must include a description by the teacher of each item purchased because the receipts do not provide a clear description. All receipts must be able to be clearly read and must include each item purchased, the item total, subtotal and any additional charges such as sales tax. Please include a description of any items listed on receipts that are not clear as to what the item is. If the bookkeeper asks for further documentation (i.e. lesson plan), the teacher must submit the requested items within 72 hours of receiving notification or a hold will be placed on the user s Class Wallet account.
