Business & Finance

Budget Transfer Approval Form

Transfers between functions require Board Approval and are available from October 1 – April 1.

Transfers within a function require Supervisor approval and should be sent to the District Controller.

Mail Services Request Form

Contribution of Gifts, Grants, and Donations Request Form

Disposal of Obsolete Equipment, Supplies, Furniture, and Textbooks

This form is for when equipment, books, and materials become worn out, obsolete, surplus, or otherwise unusable in schools and need to be disposed of.

Motor Vehicle Record Release Form

Travel and Expense Form (Effective 01.2025)

The Internal Revenue Service has issued a revised standard mileage rate for 2025.  Effective January 1, 2025, the mileage rate for the cost of operating your car for business will be 70.0 cents per mile.

Travel and Expense records are to be submitted monthly, for one month per Travel and Expense report.

A purchase order must precede the submission of the mileage report. Yearly travel expectations must be encumbered in September.

Travel and Expense Form (2024)

Vehicle Agreement and Policy

W-9 (Blank) (Digital) (Rev 03. 2024)

All vendors are required to complete a W-9 Form before the vendor is created in the financial system.

Address Change (Certificate of Residence)

Procurement Cost / Price Analysis Worksheet

As part of CASD Procurement Best Practices, and as required by federal purchasing guidelines, any potential contract or purchase order that exceeds $250,000, requires a cost or price analysis prior to procurement. Please reach out to the CASD Business Office before beginning this process.

Quote Comparison Form

This form is required when requesting to purchase an item via a vendor that is not on an approved purchasing contract (Ex. CoStars, PEPPm), LIU Catalog Discount Bid, etc.

Per the PA School Code, you must obtain at least three (3) quotes.

Sole Source Justification Form

Under the Uniform Grants Guidance ("UGG"), for procurement amounts above the U.S. Office of Management and Budget's ("OMB") "micro-purchase" threshold, competitive methods of procurement are required unless (a) one of four "sole source" exceptions applies, and (b) there is no state or school district prohibition to sole source procurement.

This Non-Competitive Method (Sole Source) Justification Form has been developed as a tool for the school district, to help ensure that any sole source procurement by the school district complies with the UGG.

Mail Services Request Form

Department Postage Meter Codes

Guidelines for Self-Addressed Envelopes

USPS Customers Guide to Mailing

• Send envelopes with the “flap down”.
• A return address is required on each envelope. Mail will be returned if the return address is missing.
• A Department Code number must be written or attached to the envelope/bundle of envelopes.
• Envelopes should not bulge. If they are, the envelope will be returned.

         Outgoing USPS mail sent to the mailroom should be organized:

• All envelopes are facing the same direction.
• Sealed/ not sealed – these need to be separated. When they are intermixed, they jam the mail machine.
• Mail needs to be separated by department code. This can be done using rubber bands, paper clips, or additional mail folders. If you need more mail folders, notify the Mail Room Clerk.

Additional Guidelines for Outgoing USPS Mail

• Inter-office envelopes need to be addressed with a name and building/department.
• Envelopes addressed to the DAO need to have a name and department.

• USPS Mail should ALL be contained within the Postal Mail folders. Do not toss them loosely in the tote.
• Copy Center work should be kept separate from the mail in your tote.
  • Copy Center paperwork is sent to a different location.
  • Many schools choose to contain the copy center work in a specially marked folder.
    • If you do not have a Copy Center folder and would like one (or need a new one), notify the Mail Room Clerk.

Address Change (Certificate of Residence)

2024 - 2025 Pay Dates

This is a list of the salary and hourly pay dates for 2024 - 2025.

Jury Duty / Selection

This document provides information on the steps that need to be taken once you are notified or selected for jury selection or jury duty. Several steps need to be taken for the absence to be considered Court Leave. Please read through the entirety of the document.

Time Sheet Instructions

Instructions for support personnel on completing time sheets through the employee portal.

Tuition Reimbursement Withholding - Reference Sheet (2025)

For the 2024 calendar year, taxes may start being withheld from your pay for tuition reimbursements paid directly to you. Tuition reimbursements will not be processed through payroll; only applicable withholdings for tuition reimbursements will be processed through payroll.

PA Office of Unemployment Compensation Website

PA Treasury Department Website

IRS Website

Bid & Quote Thresholds (2025) 

Bids: $23,800

Quotes: $12,900

COSTARS

Keystone Purchasing Network

Lincoln Intermediate Unit

OMNIA Partners

PEPPM

Procurement Cost / Price Analysis Worksheet

As part of CASD Procurement Best Practices, and as required by federal purchasing guidelines, any potential contract or purchase order that exceeds $250,000, requires a cost or price analysis prior to procurement. Please reach out to the CASD Business Office before beginning this process.

Quote Comparison Form

The Quote Comparison Form is required when requesting to purchase an item via a vendor that is not on an approved purchasing contract (Ex. CoStars, PEPPm, LIU Catalog Discount Bid, etc.).

Per the PA School Code, you must obtain at least three (3) quotes.

Sole Source Justification Form

Under the Uniform Grants Guidance ("UGG"), for procurement amounts above the U.S. Office of Management and Budget's ("OMB") "micro-purchase" threshold, competitive methods of procurement are required unless (a) one of four "sole source" exceptions applies, and (b) there is no state or school district prohibition to sole source procurement.

This Non-Competitive Method (Sole Source) Justification Form has been developed as a tool for the school district, to help ensure that any sole source procurement by the school district complies with the UGG.

Minority & Women's Business Enterprises

The district has received a list of qualified small, minority businesses and women's businesses. When going through the procurement process, CASD staff must take all necessary affirmative steps to ensure that minority businesses, women's business enterprises, and labor surplus area firms are used when possible. 

Affirmative steps must include:

(1) Placing qualified small and minority businesses and women's business enterprises on solicitation lists

(2) Assuring that small and minority businesses, and women's business enterprises are solicited whenever they are potential sources;

(3) Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses, and women's business enterprises;

(4) Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses, and women's business enterprises;

(5) Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce; and

(6) Requiring the prime contractor, if subcontracts are to be let, to take the affirmative steps listed in paragraphs (b)(1) through (5) of this section.

GOODS

Less than $10,000  (Federal)              =     No Additional Steps Required

$0 - $12,599            (Local or State)   =     No Additional Steps Required  

$11,500 - $23,199    (Federal)               =     3 Quotes and Quote Comparison Form Required

$12,900 - $23,799   (Local or State)   =     3 Quotes and Quote Comparison Form Required    

$23,800 or more    (All)                        =     Sealed Bid/Competitive Proposal Required

SERVICES (FEDERAL ONLY)

Less than $10,000    =   No Additional Steps Required

$10,000 - $250,000  =   3 Quotes and Quote Comparison Form 

Over $250,000          =   Competitive Proposal (RFP) Required

NON COMPETITIVE PROPOSALS (SOLE SOURCE)

Reason/Documentation to validate non-competitive proposal is required. Must meet one of the following: 

(1) Available from only a single source;

(2) Public emergency;

(3) Expressly authorized pass-through; or

(4) Competition is deemed inadequate after solicitation from a number of sources

* MUST obtain a statement/letter from the vendor specifying the sole source and complete the district's Sole Source Justification Form. 

Federal and State Suspension and Debarment checks must be completed for all procurement transactions over $25,000.

Additional Information

The district may enter into a contract for up to three (3) years. After this time, the goods or services need to be procured again.

If the district enters into a multi-year contract (max. 3 yrs), the entire contract may not be paid upfront. The district may only pay for the time period of the grant.

Program licenses are a good, not a service.

Important Definitions

• Allocable Cost  - the goods or services involved are chargeable or assignable to that Federal award or cost objective in accordance with relative benefits received. This standard is met if the cost:

  (1) Is incurred specifically for the Federal award

  (2) Benefits both the Federal award and other work of the non-Federal entity and can be distributed in proportions that may be approximated using reasonable methods.

  (3) Is necessary for the overall operation of the non-Federal entity and is assignable in part to the Federal award in accordance with the principles in this subpart.

  Competitive Proposal (RFP) - a document that solicits a proposal, often made through a bidding process, by an agency or company interested in procurement of a commodity, service, or valuable asset, to potential suppliers to submit business proposals.

  Conflict of Interest - circumstances where an employee, officer, or agent's public duty is influenced, or can be seen to be influenced, by a private interest.

  Cost Analysis - evaluating the separate cost elements that make up the total price.

  Debarment (eCFR § 180.925) - an action taken by a debarring official under Subpart H of this part to exclude a person from participating in covered transactions and transactions covered under the Federal Acquisition Regulation (48 CFR Chapter 1).

  Necessary - needed or essential. Ask the following questions to help determine the necessity:

  (1) Is the cost included in your plan/grant application?

  (2) Is it aligned with the goals of the program/grant?

  (3) Does your district/school/department have the capacity to use what you are purchasing?

  (4) Is the staff knowledgeable regarding the program?

  Non-Competitive Proposal (2 C.C.R. 200. 320(f)) - procurement through solicitation of a proposal from only one source. 

  Quote - a document from a seller providing the estimated cost for a good or service.

  Price Analysis - evaluating the total price, without looking at the individual cost elements.

  Reasonable (eCFR § 200.404) - if, in its nature and amount, it does not exceed that which would be incurred by a prudent person under the circumstances prevailing at the time the decision was made to incur the cost. 

  Sealed Bid - publicly solicited and a firm fixed price contract (lump sum or unit price) is awarded to the responsible bidder whose bid, conforming with all the material terms and conditions of the invitation for bids, is the lowest in price. 

  Suspension - (eCFR §180.1015) - action taken by a suspending official under subpart G of this part that immediately prohibits a person from participating in covered transactions and transactions covered under the Federal Acquisition completion of an agency investigation and any judicial or Regulation (48 CFR Chapter 1) for a temporary period, pending administrative proceedings that may ensue. 

PROCUREMENT Thresholds for Federal Funds (Effective January 1, 2024)

The Uniform Guidance (UG) updates from the Federal Office of Management and Budget increased the Micro-purchase procurement method from $3,500 to $10,000 and increased the Small Purchase Procedures threshold from $150,000 to $250,000, effective June 20, 2018. Under UG, non-Federal entities must comply with the more restrictive of Federal, state, and entity-level requirements. The following table outlines the procurement methods to be used for the acquisition of goods and services when using Federal funds.

Sole Source / Quotes 

(Order will be one or the other)

Sole Source

Letter from the vendor (signed) stating item(s) is sole source.

Sole Source Form needs to be completed and signed.

Quotes

Need to have three (3) comparable quotes.

Quote Comparison Form needs to be completed. 

At this time the only way you wouldn't need the three (3) quotes and comparison form is if you are using a vendor via PEPPM, KPN, or OMNIA. 

When using federal funds, you may not purchase directly off of COSTARS. When using COSTARS you must conduct a competitive procurement. COSTARS can be used as one source of pricing during the competitive procurement process, provided all other procurement requirements are met. 

 Order’s Over $25,000

Check Federal and State Suspended and Debarred Lists

State Website - https://www.dgs.internet.state.pa.us/debarmentsearch/debarment/index

Federal Website - https://sam.gov/SAM/

 Order’s Over $250,000

Any potential contract or purchase order that exceeds $250,000, requires a cost or price analysis prior to procurement. Please reach out to the CASD Business Office before beginning this process.

* All documentation needs to be attached to the requisition when submitted in BudgetSense.