Vendors (two types):
- Vendors are individuals who provide services and should sign in as VISITORS so there is a record of their visit. (Examples include, but are not limited to, individuals replenishing vending machines, delivering items/food, etc.)
WHO do I contact for information? – Procurement & Contracting – (719) 520-2068 - Fundraising Vendors and individuals representing businesses/organizations wishing to promote their products or programs to administrators/staff must check in with D11 Engage. Their approval to contact schools is a Fundraising Privileges Memorandum (formally known as the Visiting Privileges Letter) issued by D11 Engage. The vendor is responsible for providing a copy to the school and a copy is also available online at the D11 Engage website. These vendors are invited in at the principal's discretion. These individuals should sign in as VISITORS so there is a record of their visit.
WHO do I contact for information? – D11 Engage – LouAnn Dekleva, (719) 520-2203
Fundraisers: WHO do I contact for information? – D11 Engage – LouAnn Dekleva, (719) 520-2203 or LouAnn.Dekleva@d11.org
- External fundraisers involve a fundraising organization/business to benefit the District 11 group/school and the fundraising organization/business. Approval is required through D11 Engage. The fundraising Privileges Memorandum (formally known as the Visiting Privileges Letter) documents this approval. Fundraisers conducted by PTO/Booster Clubs must go through the normal external fundraising procedures.
- Fundraisers conducted by PTA engaging with an external fundraiser/vendor that is holding an activity at a District 11 facility need to request a Certificate of Insurance or provide PTA's Certificate of Insurance to the school naming District 11 as Additional Insured for that event. PTA also needs to inform D11 Engage of the fundraiser and provide a copy of the Certificate of Insurance to be kept on file. (i.e. a school carnival held by PTA on District property requires a Certificate of Insurance from PTA)
- Resell fundraisers sell items that a school purchases for profit. Sales tax must be collected, reported and remitted when applicable.
- Internal resell fundraiser companies do not visit the school to actively promote or sell their product. Examples are pencils, t-shirts, lollipops, plants etc. No approval is required by D11 Engage.
- External resell fundraiser companies actively promote or sell their product and will need to be approved with a Fundraising Privileges Memorandum (formally known as the Visiting Privileges Letter) by D11 Engage. Examples are chocolate bars, butter braids, jack links, student art, water bottles, thermos cups, etc.
ADDITIONAL FUNDRAISING INFORMATION
WHO do I contact for information? – D11 Engage – LouAnn Dekleva, (719) 520-2203 or LouAnn.Dekleva@d11.org
- Internal fundraisers are conducted by a school club/organization/sport to raise funds for a specific project/program. These fundraisers do not involve an outside vendor. No approval from D11 Engage is required. (Examples: hat day, PJ day, drama club, etc.) If one of your school "clubs or fees" is not listed as a board approved fee, it needs to be treated as an internal fundraiser. The board approved fees can be found in policies JQ-E-1 through JQ-E-4.
- Fundraisers for Nonprofit Organizations solicitating funds to benefit a nonprofit organization shall require prior approval through D11 Engage.
The nonprofit organization must provide:- IRS documentation of their 501(c)3 status
- Description of the organization's mission, vision and services
- Online Fundraiser is My School Bucks and is currently the only approved online fundraising company.
WHO do I contact for information? My School Bucks questions: Fiscal Services – (719) 520-2046
Other questions: D11 Engage
LouAnn Dekleva, (719) 520-2203 or LouAnn.Dekleva@d11.org
- Current online fundraisers not approved include but are not limited to:
- Gofundme.com
- Fundforteachers.org
- Booktix.com
- Showtix4u.com
- Payforit.net
- Yankeecandles.com
- Schoolstore.com
- Mylocker.net
- escrip.com
- Paypal.com
Other Terms & Definitions
Board Approved Fees are student fee schedules to include not only those fees that are collected for the benefit of the District's general fund, but also fees that are charged and collected for the benefit of schools' individual activity accounts. (Please refer to policies JQ, JQ-E-1, JQ-E-2, JQ-E-3, JQ-E-4)
Consultant Agreement is a contract between the District and an independent entity to provide professional services to the District, which a District Employee cannot provide, and for which the District will provide monetary payment.
WHO do I contact for information? – Procurement & Contracting – (719) 520-2068
- Principals have authority to contract up to $500
- Contracts above $500 must be sent to Procurement & Contracting
- Must be accompanied by a Certificate of Insurance (as defined) and a W-9 form (as defined)
A certificate of Insurance documents the community organization's insured coverage. The District requires $1,000,000 general liability ($2M if they have direct contact with students) and named Colorado Springs School District 11 as Additional Insured.
WHO do I contact for information? – Risk Related Services – Diane Vanderpool, (719) 520-2398 or DIANE.VANDERPOOL@d11.org
or D11 Engage – LouAnn Dekleva, (719) 520-2203 or LouAnn.Dekleva@d11.org
Smart Snack Waiver- The link is: https://www.d11.org/Page/2071
The W-9 form is an IRS form used by companies and individuals which certifies the taxpayer identification number (TIN) and is used for purposes of tax reporting. The District must have a verified W9 on file before paying a vendor. Due to Colorado PERA information requirements, the District prefers vendors to use the District's substitute W9, which is located on the Intranet under Forms, Accounting: http://intranet.d11.org/Pages/Forms.aspx
We are often asked to provide the District's W9 when being paid and this can be provided by contacting Fiscal Services.
WHO do I contact for information? – Fiscal Services – (719) 520-2046
Sales Tax is assessed when departments and schools sell items (like a store) to students, teachers, or the general public, appropriate county and city sales taxes must be collected, reported and remitted. The current combined sales tax rate to be collected is 4.35%. Please contact your Admin. Asst. / Business Sec. for additional information about selling items.
WHO do I contact for information? – Fiscal Services – (719) 520-2046
