PURCHASE, DELIVERY & REIMBURSEMENTS

PREFERRED VENDORS

See document below for lists of preferred vendors and reimbursement-only vendors

PURCHASING & DELIVERY PROTOCOLS

PURCHASES
VENDORS
See Preferred Vendors List above

Any vendor that accepts purchase orders can be added
We only work with US-based companies
We do not work with companies that only accept credit cards

QUOTES
Make sure your quote* contains the following

An accurate description of items being ordered
Exact shipping costs
Validity length of quote
Valid email for purchase order submission
Bill to or Invoice to:
CEANCI at 300 Heart Boulevard, Loves Park IL 61111
Ship to:
YOUR SCHOOL address, ATTN: CTE Director or Teacher

Submit quotes through the Google Quote Submission Form
See PERFECT QUOTE example

*PLEASE NOTE: a printout of an online shopping cart is not considered a quote

DELIVERIES
1. Notify CEANCI if your receiving department requires a LIFT GATE for large equipment.
2. Notify your receiving department or the person that usually signs for packages that you will be receiving several orders over the next several weeks.
3. Paperwork, packing slips, are the only way that CEANCI's Fiscal Agent will pay the Invoice; it’s very important that you have the packing slips.
4. Check the packing slip to make sure that you have everything in the order, correct supplies, quantities and no backorders. CEANCI's Fiscal Agent will pay only complete orders.
5. Please notify Janet at [email protected] when order arrives:
• Email Janet that the order is complete. Reference PO Number.
• Initial and date the Packing Slip
• Attach a scan or picture of the Packing Slip to the email
• Keep the original Packing Slip for your records.
SPECIAL NOTE – Janet will be in contact with the schools regularly to check and see if orders have arrived; we are hoping to deter any finance charges that may occur from late payment on invoices.
6. Janet will make arrangements to tag your equipment in the same fiscal year.
SPECIAL NOTE – only large items that cost over $500 require tagging. Before we arrive please unpack these items so we can label and acquire serial numbers efficiently.

SCHOOL/DISTRICT REIMBURSEMENT PROTOCOLS

PURCHASE REIMBURSEMENT REQUESTS
STARTING FISCAL YEAR 2027
1. An official letter (on district letterhead) requesting any purchase reimbursement for school/district purchase is required by CEANCI fiscal agent. Letter must contain the following:

Formal request statement from specific grants: Perkins, CTEI, or both
Table showing Item, Purchase Planner Row #, School, and Cost, with a GRAND TOTAL
Statement affirming the delivery/receipt of all items listed
Your Name and Title

2. Itemized check stub(s) or credit card receipt(s) showing payment are also required. If irrelevant items exist, please call out items to match to table in the letter by highlighting them.

SUBSTITUTE TEACHER REIMBURSEMENT REQUESTS
STARTING FISCAL YEAR 2027
1. An official letter (on district letterhead) requesting any purchase reimbursement for school/district purchase is required by CEANCI fiscal agent. Letter must contain the following:

Formal request statement from specific grants: Perkins (green), CTEI (blue), or both
Table showing CTE Teacher, Date, Destination/Event, District Substitute Rate, with GRAND TOTAL
Statement affirming the delivery/receipt of all items listed
Your Name and Title