Purchase Order Variance – A variance of 5% of the approved purchase order amount will be considered acceptable without additional approval. If the variance will be greater than 5%, the Department Manager must approve the variance and notify the General Manager. Exceptions to the Purchase Order Process – The following items will be treated as an exception to the purchase order procedure: • Food and beverage purchases do not require purchase orders. • Maintenance contracts (recurring weekly or monthly) will not be included on individual purchase orders. There will be a separate annual listing developed by the applicable Department Manager and provided to Accounts Payable. • There will be some purchases that are routine and repetitive. (examples: cleaning supplies, paper supplies) These types of expenses can be set up on a “blanket purchase order”. These blanket purchase orders will be set up by the Department Manager and/or Purchasing Agent based on the current year’s budget for the expense category. These purchase orders will include all purchase information and estimate the dates for interval purchases. Non-Compliance The Controller is responsible to ensure this policy is followed and report to the Board President, Board Treasurer and General Manager when not in compliance. Ordering PO Books When ordering PO Books, rotate the PO #’s every 10,000. Once the PO#10,000 is used, re-order new books starting at PO #00001. (The Printing Place)
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