Liz Rodrigues, Supervisor of Accounting
Purchasing Information
Conference and Travel Information
Associated Student Body Information
Permissible School Fees
The Permissible School Fees Document contains specific exceptions to the prohibition on fees, charges and deposits at the kindergarten through 12th grade level. These fees, charges and deposits are legally permissible because they are specifically permitted by law.
Accounting Information
There are certain required documents that either vendors or employees are required to have on file with the Accounting Department before a purchase order or a payable check can be issued. Please see below for these documents and a brief explanation of each. If you have any questions about any of these, please feel free to send an Email to Accounting and they can assist you further.
W-9 Request for Taxpayer Identification Number and Certification
The W-9 Request Form should only be completed and signed by any vendor (non-employee) who the Ceres Unified School District is conducting business with. We are required by the Internal Revenue Service to have a W-9 form on file for each and every vendor. We require that vendors complete the form and sign it and return it to the Accounting Department.
Employee Forms and Information
The Private Auto Insurance Form should be completed by all employees annually for mileage reimbursement who are driving their personal vehicle for school business.
The Employee Mileage Reimbursement Form should be completed by all employees who are driving their personal vehicle for required school business indicating the dates, mileage incurred, travel location and reason for travel. At the end of each month, employees should sign and submit the original form to their office manager, who will then submit it to Accounting for processing of your payment.
Mileage Reimbursement Form January 1, 2024- December 31, 2024
Mileage Reimbursement Form January 1, 2025- December 31, 2025
Contracts and Agreements Information
Vendor Provided Contracts, MOUs, & Agreements- Documents that have Terms & Conditions and/or require a signature must route through the Purchasing & Contracts Desk and be signed by the Assistant Superintendent of Business Services
Personal Services Agreement- The 24-25 Personal Service Agreement is suitable for vendors providing intangible services such as Professional Development Trainings, Guest Speakers, Interpreters, and Consultants. These agreements do not require insurance since no materials or tools are used, and there is no physical interaction with Staff or Students.
Services Contracts- The 24-25 Service Contract is required for vendors offering tangible services that do not alter district property. Examples include Document Shredding, Instrument Tuning, Child Nutrition Food & Supply Deliveries, and more. SCs require a Certificate of Insurance (COI) with at least General Liability coverage. Automobile coverage depends on the service type, and Workman’s Compensation coverage is necessary if the vendor is not a sole proprietor.
Additional Information
For any vendors that will be completing construction or maintenance work that will alter the grounds or building, please contact Maintenance & Operations Leadership before going forward.
The total service cost for the 2024-2025 fiscal year cannot exceed $114,500. If the vendor quotes above this amount or there's a possibility of exceeding the threshold, contact Anna-Maria Trimboli at atrimboli@ceres.k12.ca.us before proceeding.
All fields of the agreement must be filled out correctly and include a detailed scope of work. Incomplete agreements or older versions will not be accepted.
All agreement fields must be accurately completed, including a detailed scope of work. The date(s) of the Service Provider’s presence on-site must be specified in the scope of work and listed on the Purchase Order. Deliver agreements to Anna-Maria Trimboli at the District Office for review, with blue "wet-ink" signatures. Incomplete agreements or copies will not be accepted.
