PURCHASING - Approval Process
Once your project/fundraiser is approved by the ASB, then you may use the purchasing process to acquire product/inventory or items approved (in minutes) by the club’s members.
Complete a “Purchase Order Request” form, get student officer signature & advisor signature. Submit it to the ASB “IN” box (located in the ASB/Athletic office). ASB executive counsel will review the request and make sure that the purchase:
- Fits the CARS criteria
- Has documented minutes references (may audit club at any time for minutes)
- Has the project title referenced
Once the ASB approves the purchase, it is delivered to the supervising principal for signature. The ASB Secretary will then process the Purchase Order and order the product/items from the specified vendor.
PURCHASING - Receiving Process
The product/items that you order will be delivered to the advisor. It is the advisor’s responsibility to open the boxes and use the packing slips to verify that all order materials are present. Make notes of anything that was not delivered as ordered. Sign the packing slip and deliver it to the ASB Secretary immediately.
PURCHASING - Payment Process
Once the ASB Secretary receives the signed packing slip, she will place a “payment” order to pay the vendor. If the signed packing slip is not received by the ASB Secretary it will not be paid and you may have an upset vendor on your hands.