Page 277 - 2021-2022 New Hire Benefits

issued from the Business Office on a weekly basis. Check requests should be submitted to the Business Office
at least one week in advance. Expense reimbursements must be submitted within 60 days of the date of
purchase to be eligible for payment.

The following details the purchasing process. Please read the directions below carefully, keep a copy for
reference, and please feel free to call anyone in the Business Office if you need assistance.

1. To place an order:
A. For all purchases of $100 or more, call the Business Office to obtain a Purchase Order number.
B. Complete a purchase order/receiving form in its entirety, including the following:
(See Exhibit A Purchase Order Form as an example.) A fillable form is available in FirstClass
under the Business Office Forms Folder or by contacting the Business Office:
a. Vendor name and address
b. Date – Order date
c. P.O. number – obtained from Business Office prior to placing order
d. Ship Attn. – individual to whom item should be shipped
e. Quantity ordered
f. Description
g. Unit price
h. Total amount
i. Shipping and handling costs (if any)
j. Total Order – calculate the grand total
k. Sign your name on the line "Requested by"
l. Have the Division Head, Chief Financial Officer or Head of School sign on the line
“Approved by.”
(Note: Division/Department Heads are responsible for approving faculty/staff purchase
orders; The Chief Financial Officer or Head of School is responsible for approving
Department/Division Head purchase orders)

m. Method of payment – select either credit card or check
n.Complete the "Expense Distribution" portion with the account number(s) to which the
order
will be charged.
o. Complete the "Expense Distribution" portion with the allocation of the amount if more than
one account will be charged.

Once all approvals have been obtained, send the completed Purchase Order to the vendor to
initiate your purchase. Forward one copy of the approved Purchase Order to the Business Office
and keep a copy for your records.

2. Charges
Renbrook has established accounts with several local retailers including Staples, Big Y and Home
Depot. If you plan to purchase an item from a store at which Renbrook has a charge account, please
check with the Business Office for account information or store discount card. Once you make your
purchase, complete a receipt form in its entirety, including account numbers, obtain appropriate
approvals and forward the receipt form, with original receipts attached, to the Business Office.

3. Check request forms
A. These forms are used for reimbursements in excess of $25.00
B. On the top portion of the form, please complete the following fields:

• Date
• Amount

63