Purchasing Procedures
All purchases that LCS is expected to be responsible to pay must first be approved in writing by either a principal, superintendent or the Director of Business and Finance.
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LCS will not be responsible to pay vendors that a purchase requisition (preapproval) was not completed first. Vendors should not agree to provide merchandise and bill LCS without a PO number. The responsibility for payment will be with the individual placing the order and not LCS if a purchase requisition (documented preapproval) is not completed first.
Purchase requistions
Purchase Requisition Form – Use this form to receive and document preapproval of an upcoming purchase and to receive a purchase order number. This form is available in the business office and must be turned into the business office when completed.
Check requests
Check Request Form – Use this form to request a check. Checks can be requested for:
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reimbursement of a preapproved expense that was paid for personally or
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to receive a check to pay a vendor for a preapproved expense .
Amazon purchases
Amazon purchases must be made through the main office. Please fill out an amazon account purchase form, have it approved by your principal, and email the link of items you would like to purchase to businessoffice@lansingchristianschool.org
Credit card purchases
OVERVIEW
The Credit Card Program is intended to streamline and simplify the Purchasing and Accounts Payable functions. The Credit Card is a tool that reduces transaction costs, facilitates timely acquisition of materials and supplies, automates data flow for accounting purposes and offers flexible controls to help ensure proper usage. The Credit Card Program is designed as an alternative to a variety of processes including petty cash, check requests, and low dollar purchase orders. The Credit Card Program is not intended to avoid or bypass current payment procedures. Rather, the Program complements the existing processes. Some minimal record keeping is essential to ensure the successful use of the Credit Card. This is not an extraordinary requirement; standard payment policies require retention of receipts, etc.
PLEASE REMEMBER THAT YOU ARE COMMITTING SCHOOL FUNDS EACH TIME YOU USE THE CREDIT CARD. You are the person responsible for all charges made to the card, which has been issued to you. Intentional misuse or fraudulent abuse may result in disciplinary action up to and including dismissal.
The card will have no impact on your personal credit. Although the card lists an individual’s name, the card is actually issued to the School.
OBTAINING A CARD
Only employees of LCS are eligible to receive a credit card. Contractors or temporary employees are not eligible. You are responsible for the security of the card and all transactions made against the card. You will be required to sign a Credit Card Cardholder Agreement as part of the credit card application.
When you receive your credit card, IMMEDIATELY SIGN the back of the card and always keep it in a secure place. Although the card is issued in your name, it is the property of the School and is only to be used for school purchases as defined in this guide.
CREDIT CARD RESTRICTIONS
The credit card IS NOT to be used for personal purchases, cash transactions such as money orders, ATM, travelers checks and wire transfers. Prior approval is required for any business travel and entertainment expenses such as airline tickets, hotel accommodations, car rentals or meals.
USING THE CARD:
YOU MUST HAVE A RECEIPT FOR ALL ITEMS YOU PURCHASE.
Purchases, with necessary approval, are initiated using your assigned card. Be sure your purchases are within your budget. You may use the credit card wherever it is accepted. It is required at the time of purchase that you receive a receipt. You may also order by phone or mail using your credit card. When you place your order, ask that a receipt be included with the goods when the product is shipped to you. This receipt is the only original documentation. Your name and credit card must appear on the packing slip and external shipping label. You may also purchase on-line. After you send the order, print off the e-mail confirmation as proof of purchase for reconciliation purposes. You may also use Expensify to record credit card receipts.
SALES TAX
Sales tax SHOULD NOT be paid on any purchases made with the credit card. The School is tax-exempt. The tax-exempt identification number appears on the face of your card. A blanket tax-exempt certificate, issued by the Michigan Department of Treasury, is issued to you at the time you receive training. While we do not have reciprocal agreements with other states, it is always good to ask for the tax-exempt status. Many times your request will be honored.
SUBMITTING YOUR RECEIPTS AN ACTIVITY
Receipts for use of your credit card should be submitted within a week of use. By either the paper credit card use form or if your card is set up with the electronic receipt submission, through that system. If a receipt is not submitted you may be held personally liable for the purchase.
RESOLVING ERRORS AND DISPUTES
In case of an error, contact the supplier to reach an agreement. Most disputes can be resolved between you and the supplier directly. If you are unable to reach an agreement with the supplier, call Mary. You will be asked to complete a Statement of Questioned Item Form. The bank will flag your account pending an investigation. ALL DISPUTES MUST BE SUBMITTED IN WRITING TO THE BANK WITHIN 60 DAYS OF THE STATEMENT DATE.
PAYING THE BILL
The credit card is a corporate pay arrangement. Account balances will be paid in full every month by wire transfer. Your purchases will be charged directly to your general ledger account. DO NOT send your Statement to Accounts payable with a check request!
LOST OR STOLEN CARDS
Your credit card must be secured, just as you would secure your personal credit cards. If your card is lost or stolen, immediately contact the bank via their toll free number. Also notify the School Credit Card Program Administrator.