INTEGRATED SOLUTIONS

Purchasing Process

 

 

Prepared By:

 

_______________________________________________________________________

                        Lead Author, Integrated Solutions                                           Date

 

 

 

 

 

 

 

Approved By & Effective on date of Signature Below:

 

________________________________________________________________________

                        Yufen Chang Yu, Integrated Solutions                         Date

 

 

 

 

 

THIS DOCUMENT IS TO BE REGARDED AS THE OFFICIAL PURCHASING PROCESS  WITHIN INTEGRATED SOLUTIONS.  IT IS TO BE MAINTAINED UNDER CHANGE CONTROL BY THE DOCUMENT CONTROL COORDINATOR.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

CHANGE SHEET

 

 

TITLE:  Purchasing Process

DESCRIPTION OF CHANGE

ISSUE

DATE

SECTION

DESCRIPTION

1.0

7/31/97

ALL

·        Draft Issue

2.0

9/29/97

3.2

 

Appendix A

·        Updated Major Purchase Process

·        Added Request For Purchase (RFP) Form

3.0

3/9/05

3.1

·        Updated minor purchase threshold amount

 

 

3.2

·        Updated major purchase threshold amount

 

 

4.2

·        Updated meal allowance

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

1.0       POLICY

 

            The Integrated Solutions, Inc. Purchasing Process governs any and all purchasing by Integrated Solutions, Inc. employees.  The Integrated Solutions, Inc. Purchasing  Process applies to all employees of the company.  All employees of Integrated Solutions, Inc. must adhere to the provisions set forth in this policy when they are making a purchase for Integrated Solutions, Inc. or using company funds.

 

 

2.0       PURPOSE

 

            The purpose of this policy is to:

 

·        Establish a uniform and consistent method for purchasing throughout the company

·        Ensure that any major purchases are cleared by the President / CEO of Integrated Solutions, Inc.

·        Specify who has authorization for reimbursement of personal funds that were used for a purchase towards the company

·        Identify how to get reimbursed for company related expenses

 

 

3.0       PURCHASING PROCEDURE

 

3.1       Minor Purchases

 

            Integrated Solutions, Inc. considers any purchases $300 or less to be minor purchases

 

            Any minor purchase made by an employee for Integrated Solutions, Inc. is to bring the receipt for the item purchased to the in - house accountant to be reimbursed must be made by one of two designated aurthorized employees who do the purchasing for the company.

 

3.2       Major Purchases

 

            Integrated Solutions, Inc. considers any purchase in excess of $300 to be a major purchase

 

            Any major purchases must FIRST be cleared preapproved by the President / CEO of Integrated Solutions, Inc.  The Integrated Solutions, Inc. employee must fill out a Request for Purchase (RFP) and have it signed off by the President / CEO  (See example form in Appendix A of this procedure) e-mail a request to the accounting department and the President/CEO

 

            Upon approval of the purchase, one of two designated authorized employees who do the purchasing for the company will make the purchase.  The e-mail will be attached to the invoice of the purchase or to the credit card statement if purchased by credit card the employee may make the purchase and bring the receipt to the in-house accountant for reimbursement

 

The in–house accountant keeps the RFP’s archived with the financial information concerning Integrated Solutions, Inc.

 

4.0       BUSINESS TRIP EXPENDITURES

 

4.1       Accommodations

 

            Any airfare, hotel / motel room, car rental, and other necessary accommodations will be covered by Integrated Solutions, Inc.  The arrangements for such necessities will be made by Integrated Solutions, Inc. before any business trip is to take place

 

4.2       Meals

 

            Integrated Solutions, Inc. will pay for up to $50 per day for meals for any employee on an Integrated Solutions, Inc. related business trip.  Any meal costs over this amount will be the personal responsibility of the employee

 

4.3       Miscellaneous Expenses

 

            Miscellaneous expenses incurred on an Integrated Solution, Inc. related trip may include, but are not limited to:

 

·        Gas for rented car

·        Tolls

·        Business - related phone calls made on personal phone card

 

            Miscellaneous expenses may be submitted to the Integrated Solutions in-house accountant for reimbursement via receipts, but reimbursement is at the discretion of the President / CEO

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

APPENDIX A

REQUISTION FOR PURCHASE

Originator’s Name:

 

Date:

NO:                     Page              of

Address:

 

$

Ship To:

City / State / Zip:

 

Expenditure Purpose:

Attention:

 

 

 

Address:

 

Vendor:

Purchase Number:

 

Contact Name:

 

 

Phone Number:

Fax Number

 

                                                                          

Item

Quantity

Description

Unit Cost

Total Cost

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Approved By:                                                              SS#:                                                                             Date:

 

Signature of Above:                             Title:                                                    Account Number Charged