Page 278 - 2021-2022 New Hire Benefits

• Make check payable to
• Address
• Purpose of expense
• Account number
• Requested by
• Approved by
• Check disposition
(Note: Division/Department Heads are responsible for approving faculty/staff purchases; The
Chief Financial Officer or Head of School is responsible for approving Department/Division
Head purchases)

Attach the original receipt, renewal form, registration form or confirmation to the Check Request,
and forward the approved Check Request, with attachments to the Business Office.

All purchases must be shipped and invoiced to Renbrook School.

If shipment purchase is for preview or trial only, please follow the Purchase Order procedures.
Notify the Business Office when the order is received and make a note on the receiver to hold
payment until a decision has been made. Note on the original invoice the items that will be
returned.

For field trips, send bus and/or van requests to the Director of Operations. For all purchases of
$100 or more, please follow the Purchase Order procedures. Complete the Check Request Form as
above. In addition, fill out the date of the trip, the means of transportation, and attach a class list.
For billing purposes; after the trip, forward an updated class list to the Business Office with the
names of the students who did attend.

4. Petty cash
To be used for miscellaneous purchases under $25.00. Please contact the Business Office if petty cash is
required. The Business Office will need an original receipt and account number to which the amount will
be charged.
5. Receivers, packing lists, etc.
When you receive a shipment or an order, please inspect it carefully and send the packing list to the
Business Office as soon as possible. Remember to sign and date the receiver and note any
discrepancies.

6. Returns
Check with the company from which you purchased the materials. Some companies will not accept a
return unless it is made according to their procedure, or if you have obtained their approval to return.
To return an item:
• Make a copy of the invoice or packing slip, noting which items are being kept and which are
being returned. Forward a copy to the Business Office and enclose the original in the package
• Properly wrap the package for shipping
• Affix a mailing label
• Complete a FedEx Delivery Instruction Form and contact the Front Desk

7. Contracts
For vendors that require a contract, the Chief Financial Officer or Head of School are the
only employees designated by the Board of Trustees to commit the School's resources. All
contracts can only be signed by the Chief Financial Officer and/or Head of School.

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