Does anyone have a formal written purchasing policy that they would be willing to share with me? I am the Business Manager of a PK-12 Catholic Girls School. Thank you.

EXPENSE REIMBURSEMENT FORM, REQUISITION FORM AND PURCHASE ORDER FORM INSTRUCTIONS REQUISITION FORM: Requisition forms are used only for the submission of invoices from vendors and for cash advances only. Cash Advances: Requests for cash advances must be submitted to the Business Office by Thursday at 2:00 PM for inclusion in Friday’s check run. Please plan ahead as checks may not be available until late Friday afternoon. Any cash advance request received after 2:00 PM Thursday will be disbursed the following Friday. When requesting a cash advance, please do not ask the Business Office for cash. All cash advances should be avoided as much as possible. If any expense can be billed directly to Prep or can be paid via the Cathedral Prep credit card, then that is required. Cash advances should be reserved for student meals at fast food restaurants and similar types of expenses. Please coordinate with your administrator (i.e. Principal, Athletic Director, Headmaster, etc.). Invoice Submission: A requisition form is to be used for the submission of purchases for items from an in-town vendor. Please make sure that the requisition form is filled out properly, the invoice and packing slip are attached and the proper signatures have been obtained. Requisitions for invoice payment must be submitted to the Business Office by Thursday at 2:00 PM for inclusion in Friday’s check run. Any requisition received after 2:00 PM will be paid the following Friday. PURCHASE ORDER FORM: Purchase orders should be used for the purchase of tangible items from out of town vendors. Before you order, please obtain a purchase order number from the Business Office. The purchase order number should be given to the vendor when ordering. Please make sure the purchase order form is filled out correctly and the proper signatures have been obtained. Please forward the packing slip to the Business Office when the order is received. The Business Office will match the purchase order, packing slip and invoice and mail payment. Invoices will not be paid without a packing slip. Purchase orders should not be dated after the order date. EXPENSE REIMBURSEMENT FORM: Expense Reimbursement Forms should be used to reconcile cash advances and to obtain reimbursement for expenses paid directly by an employee or charged on the Cathedral Prep credit card. Please make sure that detailed receipts are submitted. Expense Reimbursement Forms must be submitted to the Business Office by Thursday at 2:00 PM for inclusion in Friday’s check. Any requisition received after 2:00 PM will be paid the following Friday. All expense reimbursement forms must have 2 levels of authorization. School administrators must have approval from the Headmaster or Principal. All others require administrative approval. Dawn Slokan - Director of Finance - Cathedral Prep - Erie, PA 9-12 Boys