MAD Drama Purchase Order Authorization Request Form

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Congratulations!

You are about to be the proud owner of a shiny, new MAD Drama purchase order. As a purchase order owner, there are certain things you need to understand in order to use this purchase order correctly.

The objective of a purchase order is to allow you to purchase items for a MAD Drama production and get reimbursed at the end of the production for the items you have purchased. YOU DO NOT NEED A PHYSICAL COPY OF YOUR P.O. YOU ALSO DO NOT NEED TO KNOW YOUR P.O.’S “NUMBER” TO EITHER START PURCHASES OR TO SUBMIT RECEIPTS, SEE BELOW.

1) You cannot purchase anything and expect reimbursement without an approved P.O. that is assigned to you by name.

2) Your purchase order has a spending limit. It will be a limit based on a bit more than the total amount you are expected to spend. This "total amount" type of purchase order represents a "budget" that you cannot exceed. Never spend more than your limit.

3) Your P.O. will be written for a general “type” of expense. You can shop at a variety of vendors, etc. but the type of purchases should match the P.O. For example, the P.O. may be written for things generally associated with “costumes” or “set construction” or “publicity” or etc. All of your purchases should be able to fit broadly into your P.O.’s area.

4) P.O.'s are assigned to individuals and the name on the P.O. is the name/address that the reimbursement check will be written to.

5) Do not tell a merchant that you "have a purchase order" and ask them to "bill MAD Drama" or "Madison High School." Using this type of Purchase Order, you pay for the material you are purchasing and will be directly reimbursed.

6) You cannot purchase anything before the date listed on your P.O. (it’s approval date by Mr. Hood) and expect reimbursement. Wait for confirmation or check to see if it has been approved.

7) FCPS doesn't pay any sales tax and neither should you. Use the FCPS tax exemption #0003018644 to ensure that you don't pay sales tax on your purchase. You will be fully refunded for anything you purchase but if you forget and pay tax, there is no way you can be reimbursed for that part of the expense. If a merchant insists on charging taxes, you have 2 choices:
a) You can opt not to buy the material from that merchant and shop elsewhere.
b) You can go ahead with the purchase with the included tax but you will not be reimbursed for the tax.

8) An important thing to know is that the finance office at Madison does not generally operate on an iterative reimbursement process. In other words, they prefer to settle all accounts at the end, meaning the expectation is that you will turn in all receipts as the production comes to a close. There are exceptions, but that is the general idea.

9) Turn in all of your receipts towards the end of the production (during Hell Week or right after the production opens or on strike day are all good days to turn in receipts). Do NOT wait too long to turn in your receipts after a production closes.

10) Tape all of the original sales receipts flat onto sheets of typing paper so that they can be clearly seen and xeroxed. Make copies and keep the copies in your personal records. Turn in the original, taped down versions.

11) Write “MAD Drama”, your P.O. number (optional), your name, phone number and home address somewhere on each piece of typing paper that you have receipts attached to. Give your original taped down receipts to Mr. Henderson to submit to accounting.

12) Inform Mr. Henderson immediately if you do not receive your refund within a week to 10 days.

Your name *

Your cell phone *

Your email *

Establishing a Purchase Authorization/Order

A Purchase Authorization can be established for YOU/YOUR PARENT. In this case, you can purchase most anything needed for MAD Drama shows or activities from ANY STORE or PERSON and you will receive a reimbursement by check for the full amount less any sales tax that was charged. As a nonprofit, the school cannot reimburse any purchaser for sales tax paid, therefore, all sales tax will be considered a donation.

Your FULL Name and FULL Address with ZIP (this is who the reimbursement check will be written to and where it will be mailed) *

Name of your student or students involved with MAD Drama *

Drama Expense Category *

Brief Description of Items to Purchase (i.e. 10 Gallons of Paint or Meals for Rehearsal Food or Roses for Senior Recognition, or simply Costumes, etc.) *

Amount requested in $ *

Setting Up Reimbursement

You should have an idea of the general type of items you will purchase (Food? Costumes? Paint?). You should have a rough amount in mind. You can spend LESS than your purchase authorization/order, but not MORE (unless you are willing to forgo partial reimbursement). IMPORTANT: Purchase Authorizations/Orders can take 3 to 5 school days (or more) to be signed and ready to go. Plan early!

DO NOT purchase anything until Mr. Henderson informs you that your Purchase Authorization has been signed by the Principal and has a start date on it. Your Purchase Authorization/Order will have an ID number and a dollar limit associated with it.

The tax exemption # for FCPS is 0003018644. If the people/organizations you are buying from need a "tax exemption certificate" one can be provided. If you cannot avoid tax for some reason, be aware that although you can be reimbursed for the amount paid, any tax cannot be reimbursed. Shipping is reimbursable and should be included in your totals.

Getting Reimbursed

When you are finished buying things (or have used up your dollar amount) and ready to be reimbursed, compile your receipts by taping each receipt to a blank piece of 8.5” x 11” typing paper with clear tape. If you have more than one receipt, you may tape more than one receipt to each page. If your receipt is an 8.5” x 11” print out, it can serve as its own page but be sure to circle the total amount, not including any tax.

Label your page(s) with MAD DRAMA, include your name and address on the last page (i.e., mailing address for check to be sent if YOU are the person to be reimbursed), and staple your pages together. Write the total receipt amount on each page, and the grand total of your receipts next to your name and address on the last page.

Copy these originals to maintain a historical record. Finally, turn in your original receipts to Mr. Henderson. Mr. Henderson will submit your receipts the the Madison financial office. The Madison financial office will write you a check and mail it within a week or two.

All MAD Drama production reimbursement requests should be submitted no later than 1 week after Strike.

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