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Budget Vendor Table - Budget Assignment

By Dolores Wells,2014-12-13 10:06
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Budget Vendor Table - Budget Assignment

    Budget / Vendor Table Assignments

    General Budget Information:

    ; Funds cannot be used for personal travel or for salaries.

    ; Each team will be given $300.00 for each competition to purchase items needed to create and

    package your product.

    ; If you make one product that contains both soy and corn and are entering both competitions, all

    expense will be split 50/50 between the corn and soy competitions. You will have one budget of

    $600.00.

    ; If you make one product out of soy only and one product out of corn only you will have one

    budget for corn and one budget for soy that will be kept completely separate. You will have two

    budgets of $300.00 each.

    ; Some items may be borrowed from various sources and will not need to be purchased. ; Items that may be purchased with the competition monies include; long distance phone calls to

    vendors, official lab notebook(s), items for awards ceremony display table, items used to package

    your products for marketing, copying/printing for the final reports, boxes and packaging materials

    to transport your final products to ISA/ICMC, two small flash drives to save your final report and

    power point for ISA/ICMC, items purchased from vendors including shipping costs, NO TAX

    WILL BE REIMBURSED.

    Budget Assignment Format:

    ; State the competition, corn or soy, you are participating in at the top of each budget form. ; Turn in one or two budgets. See above for explanation.

    Budget table should including…

    o items you plan on purchasing during the competition. We understand that as you proceed

    with your products there may be unforeseen expenses, but this initial budget should be as

    thorough as possible.

    o Potential vendor for these items (if you aren’t sure ask your advisors for ideas)

    o Estimated costs for each item

    o Timeframe for when you will need to purchase items

    o A running total category showing amount left in budget

     Names Team Names Names Team # Team # # AndDate Date Date And/ OR Advisor’s Sign. Advisor’s Sign. Advisor’s Sign. /Or Advisor’s Sign. Advisor’s Sign. Advisor’s Sign. O Corn and Soy Competitions Corn Competition Soy Competition Budget $600.00 Budget $300.00 Budget $300.00

     1

Vendor Table Assignment Format: (this will be a template only when you turn in the assignment, you

     will fill this out during the remainder of the competitions)

     This table should be updated each time you make a purchase to keep a running total of your purchases

     and money left in your account. Your vendor table should include the following divisions:

     Vendor Name, Vendor Address, Vendor Email, Vendor Phone Number, Contact Person,

     Item Ordered, Product #’s/Codes/Identification, Quantity Ordered, Description of how item will

    be used, Price per unit, Shipping Costs, Total Costs, Beginning Budget Amount, Amount left in

     your budget after each purchase.

     Budget / Vendor Table Assignment Rubric

Categories 34 27 20 0 Total

    Procedures All directions Most directions A budget was Directions were

    Followed were followed were followed turned in but it not followed

    Correctly and team did not meet

    presented an the specified

    excellent and directions or

    thorough did not include

    budget and a vendor table

    vendor table

    Completeness Well thought Most budget Few budget Not even the

    of Budget out, inclusive items included items listed given items

    budget were listed in

    the budget

    Assignments Turned in at Turned in after Turned in after Turned in late

    turned in on meeting with the meeting the meeting

    time with advisors’ with advisors’ with no

    advisors’ signatures signatures advisors’

    signatures signatures

    Total Points

    /100

    Not Pass

    Pass

    You must earn an 90% or better to continue in the competitions. You will be given one opportunity to redo this assignment if you do not earn an 90% or better. Even if you earn an 90% on this assignment you may be asked to redo a portion of this assignment to more accurately meet the rubric criteria. If you are

    asked to redo a portion of the assignment and it is not turned in by the due date set by one of the competition administrators your team may be eliminated from the competitions.

    If your team has any questions regarding this assignment please direct them to: Jennifer Nordland

    Nordland@purdue.edu

    FS3259

    496-8326

     2

    How to Purchase Items:

     If the item was in your original budget follow these procedures…

    1. Completely fill out a PURCHASE REQUEST FORM (ABE FORM 12). On the top

    right hand side of the form legibly state which competition(s) you are in and your

     (See sample copy attached, form available online www.soycorninnovation.com under forms.) team #.

    2. Set up a time for JENNIFER TO SIGN YOUR FORM. The budget office will

    NOT accept your form without her signature. nordland@purdue.edu 496-8326.

    3. Take signed form to the BUSINESS OFFICE in ABE (second floor). Office hours

    are M-F 8:00am-4:30pm.

    a. CHECK OUT A CREDIT CARD from Kathy, Connie, or Susan. Be

    prepared to show a photo id if necessary. Leave your form 12 with them. 4. MAKE YOUR PURCHASES. Save all receipts and make sure the vendor itemizes

    them (all items are listed separately with individual costs assigned to each item). 5. Return to the ABE BUSINESS OFFICE.

    a. Return credit card to Kathy, Connie, or Susan.

    b. Write your team number on your itemized receipt and circle it.

    c. Make two copies of your purchase request form 12, and your itemized

    receipt(s). Give the originals to Kathy, Connie, or Susan. Place one copy

    in Jennifer’s mailbox, and keep one copy for your team records.

     If the item is new and was NOT in your original budget follow these procedures…

    1. SEND AN EMAIL TO YOUR ADVISORS asking for approval for the purchase.

    State what the item is, what it will be used for, the quantity, and the exact dollar

    amount including shipping and excluding tax. HAVE YOUR ADVISORS CC

    BOTH YOU AND JENNIFER nordland@purdue.edu approving the expense.

    2. ADD THE ITEM TO YOUR BUDGET ASSIGNMENT.

    3. Completely fill out a PURCHASE REQUEST FORM (ABE FORM 12). On the top

    right hand side of the form legibly state which competition(s) you are in and your

    team #. (See sample copy attached, form available online www.soycorninnovation.com under forms.)

    4. Set up a time for JENNIFER TO SIGN YOUR FORM. The budget office will

    NOT accept your form without her signature. nordland@purdue.edu 496-8326.

    5. Take signed form to the BUSINESS OFFICE in ABE (second floor). Office hours

    are M-F 8:00am-4:30pm.

    a. CHECK OUT A CREDIT CARD from Kathy, Connie, or Susan. Be

    prepared to show a photo id if necessary. Leave your form 12 with them. 6. MAKE YOUR PURCHASES. Save all receipts and make sure the vendor itemizes

    them (all items are listed separately with individual costs assigned to each item). 7. Return to the ABE BUSINESS OFFICE.

    a. Return credit card to Kathy, Connie, or Susan.

    b. Write your team number on your itemized receipt and circle it.

    c. Make two copies of your purchase request form 12, and your itemized

    receipt(s). Give the originals to Kathy, Connie, or Susan. Place one copy

    in Jennifer’s mailbox, and keep one copy for your team records.

     3

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