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Here is what our school had agreed to do for our team.
1.) blanket po with our primary suppliers. (Andy mark , vex, robot space,MCMASTER carr...). Try to do this as much as possible. It is the easiest way and has the greatest amount of " checks and balances" in place. They should also be familiar with this process and it will shouldn't make them uncomfortable.
2.) For generic purchases on the internet I submit a request for the school to place the order. This process needs 2 week lead time, so I obviously don't do this for critical items.
3.) For expenses at local stores ( hd, lowes, harbor freight), I request to spend "up to" a certain amount. Then I submit a check request for reimbursement. This process for #3 is an absolute pain. Most other schools just have a check reimbursement process. I have to gain approval in advance, and then also submit for reimbursement.
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