This policy outlines guidelines for the proper use, allocation, and management of supplies and purchasing. This covers office supplies, equipment, parts, software, and any expense great than $25. By adhering to these guidelines, we aim to ensure efficient resource utilization, cost-effectiveness, and a well-organized workspace.
Responsible Use: Supplies should be used solely for work-related purposes and tasks. Avoid excessive or wasteful use of supplies to promote efficient resource management.
Requesting Supplies or Purchasing:
Employees requiring office supplies should submit requests through the process listed below.
Identifying the Need for Purchases: If a staff member identifies a need for equipment, supplies, machinery, or other items, they should follow these steps:
• Notify: Inform your immediate supervisor about the need, via written assignment in Basecamp.
• Provide Options: Suggest 2-3 potential products or solutions, including estimated costs, while considering reliability, warranty, after-sales support, and total cost of ownership.
• Approval: Wait for approval from the supervisor or ranch owners before proceeding. Once the need has been communicated and approved, the purchasing director (currently VP, Administration or Receptionist) will handle the purchase. The purchasing director will ensure that the chosen option aligns with the business budget and requirements.
Centralized Supply Management:
- Office supplies will be housed in a central supply location, managed by a designated admin assistant to ensure proper inventory control.
- All supplies will be stored in a designated area accessible to authorized personnel.
Inventory Control: VP of Administration, along with administrative assistants, will regularly monitor office supply inventory levels to prevent shortages or excesses. They will also maintain a well-organized storage system to easily locate and access supplies.
Prioritization and Justification:
- Requests for supplies should be prioritized based on need, relevance, and work requirements.
- Larger or non-standard requests may require additional justification to ensure cost-effectiveness.
Shared Supplies: Collaborate with colleagues to share supplies that are not allocated on an individual basis, promoting efficient use.
Proper Storage: Store office supplies in designated storage areas to prevent clutter and maintain a clean workspace. Avoid storing supplies in common areas, walkways, or fire exits.
Reporting Deficiencies: Report damaged or malfunctioning office supplies to the designated supply manager for timely repair or replacement.
Responsible Disposal: Dispose of used or obsolete supplies in an environmentally responsible manner, following waste disposal guidelines.
Pre-Authorized Purchases
Certain items can be purchased without prior approval:
• Gasoline: Staff may purchase gasoline for company owned vehicles. They must evaluate the gas prices at the 3 nearest gas stations and choose the most affordable option.
• Small Items: Designed admin assistants are authorized to purchase small items such as drinks, paper supplies, parts or tools that cost less than $25. No pre-approval is needed for these purchases. Any purchase above $25 requires approval from CEO or VP, Administration.
Receipts – All receipts should be returned to the VP, Administration weekly. Any purchase that does not have a receipt provided within 5 business days will be deducted from the employee’s next payroll. On the receipt, write the name of the purchasing official who authorized the purchase.