Terms and Conditions for Purchase Request
The Purchase Request procedure operates in the following manner:
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Any expense or purchase that exceeds the Club's predefined threshold (above $100) necessitates the initiation of a purchase request.
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This request should include specific details such as the vendor's identity, a comprehensive description of the items or services, quantity, and pricing, which is to include any transportation costs, any surcharges or international money conversion rates.
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For substantial purchases exceeding $300, a minimum of THREE QUOTES from distinct vendors, inclusive of transportation costs or international currency conversion, must be provided to the Executive Committee for approval before submitting the purchase request.
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Prior to making the purchase, two Executive Management Committee Members must grant approval for the Purchase Request.
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If the final payment amount exceeds the initially requested amount, the person making the request will be responsible for covering the balance.
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Implementation of the purchase request procedure is aimed at preventing unauthorised or unforeseen expenses and ensures that all expenses are anticipated and approved in advance.
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Through the enforcement of these protocols, our Club can maintain heightened financial oversight, transparency, and accountability, which are essential for any formally incorporated organisation.
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Prior to submission, the individual initiating this purchase request must thoroughly read and acknowledge understanding of the terms and conditions outlined in this form. By affixing their signature below, the requester confirms their comprehension and agreement to abide by the specified protocols and requirements.
By submitting a Purchase Request Form, you acknowledge and agree to abide by these terms and conditions. Failure to comply may result in potential disciplinary action.