All purchases need to be ordered by/approved by the North Stonington Education Foundation (NSEF), not the North Stonington Public Schools. Funding for grants will proceed by one of the three following procedures:
1. If the grantee is seeking to purchase an item from an external vendor, send the tax ID (26-0088118) to the vendor, asking for a tax free invoice.
a. The invoice will then be attached to the grant to define the budget.
b. If the grant is awarded, NSEF will send a check to the North Stonington Public Schools Business Manager, District Office, which will then be deposited in a school account.
c. A North Stonington Public Schools check with the invoice will be sent to the vendor.
d. When the items are received, the grantee will bring the packing slip to Business Manager in the District Office, indicating that the items have been received.
e. A copy of the packing slip will be sent to the NSEF to complete the cycle.
2. If the grantee needs cash to purchase an item from a local store (Target, Walmart, etc.),
a. A check for the requested amount will be sent to the North Stonington Public Schools Business Manager, District Office, which will then be deposited in a school account.
b. The grantee can then request a school checks be drawn against the account for specific cash purchases until the funds are used up.
c. With each purchase, the grantee will bring the receipt(s) to the Business Manager in the District Office.
d. Once the funds are used up, a copy of the receipts will be sent to the NSEF to complete the cycle.
3. If a community member is seeking to purchase an item from an external vendor, send the tax ID (26-008818) to the vendor, asking for a tax-free invoice.
a. The invoice will then be attached to the grant to define the budget.
b. If the grant is awarded, the NSEF will send a check to the vender
c. When the items are received, the grantee will send a copy of the packing slip to the NSEF indicating that the items have been received to complete the cycle.
Note: If a reduction in any cost is achieved by the applicant or a NSEF board member’s efforts, the savings are not to be reallocated without prior concurrence with the NSEF.
Funds need to be used within the calendar year they are approved, unless prior approval has been given by the NSEF. Items purchased through an NSEF grant shall remain the property of the organization unless otherwise set forth in the grant proposal and approved by the NSEF.
