To maintain reasonable and proper financial controls and procedures for requisitions purchases, and payments for materials and services, while operating within approved budget constraints.
SCOPE:
All requisitions, purchases orders, check requests and payments for all goods and services shall be in compliance with this Policy.
PROCEDURE:
- Requisitions for all office supplies, miscellaneous items and services, shall be submitted to the Church Administrator. Requisition forms shall be used.
- Purchases, or jobs with a cost exceeding $2,500, shall require at least two bids/quotes.
- The requisitioner/purchaser shall strive to obtain competitive prices, while maintaining the necessary quality and service.
- Check requests, and invoices shall be approved by the requisitioner/purchaser prior to payment of the invoice. Committee Chairpersons and Staff liaisons shall have authority to approve for payment invoices and check requests.
- All checks require two signatures. The Communication and Resources Team shall designate approved signatures. New signature forms must be forwarded to Colonial Bank, with a copy of the meeting minutes when new signers were approved. See Bank Accounts[2:001]
- The Church Administrator shall maintain all purchasing and accounts payable files.
- The Church Administrator shall monitor and if necessary, advise Committee Chairpersons of budgetary constraints, which will be referred to Communication and Resources Team.
It shall be the responsibility of all persons authorized to buy goods and services to comply with this Policy, while controlling expenditures within budgetary limits. The Church Administrator, reporting to the Communication and Resources Team shall be responsible for the purchasing of administrative, maintenance and custodial goods and services, the payment of all invoices, and the monitoring of expenses against budget.
LAST REVIEWED 2008
