2006-7 Academic Year

 

1.  Money for classroom resources and activities is intended to purchase supplies that are not available through the participating school and are necessary for the WEST fellow’s contribution to the classroom.  This money is not intended to replace daily classroom materials or to buy supplies for activities that WEST is not specifically involved in.  Before purchasing anything, check first with the school to see if they have the items you need.  Also check the list of WEST supplies and with Holly to make sure WEST doesn’t already have the items.

2.  Money for resources and activities comes from a group fund and will be distributed on an as-needed basis. 

3.  Ideally, materials purchased with WEST funds should be reusable and transportable to other schools.  Our budget for supplies decreases each year with the understanding that we will be accumulating resources.  It is understood that many items are not reusable but large expenditures on one-time use items or one-school only expenditures should be discouraged.

4.  In general, items purchased with WEST funds can reside at one school with the understanding that they are available for use at other schools upon request. 

5. WEST-funded field trips need to follow the WEST Field Trip Guidelines.  Make sure to fill out an Expense Request Form  to have field trip expenses approved in advance.

Procedure for requesting funds:

Step 1:  Fill out an Expense Request Form (located online on the WEST website).

Step 2:  Once you receive email approval from Holly, go ahead and make the purchase OR if you making a large purchase and would like to use a CO, PO, purchasing card, or vendor check, talk to Thea Hatfield in WBB 719 to make arrangements.

Note:  Thea needs 1-2 weeks notice for vendor checks.  A tax ID number and an invoice will need to be obtained in advance from the vendor, as well as complete billing information (name, address, phone) and dollar amount.  Most PO, CO and purchasing card transactions can be processed immediately upon request. 

Thea’s Email address:  hatfield@earth.utah.edu. Phone number:  581-7062

Step 3:  For reimbursements, submit receipts directly to Thea in WBB 719 (you still need to do Steps 1 and 2 above).  Please tape each individual receipt to a full size sheet of paper and indicate that the expense should come from the WEST account.  Also include your name, social security number, address where you would like check to be sent, email address, and phone number.