This policy outlines guidelines for the proper use, allocation, and management of supplies and purchasing.
Purchasing Decision Tool: A spreadsheet exists in Basecamp named Purchasing Decision Tool. This should be used to compare and shop prices to find the most affordable price.
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: Use the “Purchasing Decision Tool” spreadsheet to compare prices and suggest 1-2 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 admin assistants, there is one admin assistant RHD and TRD and another who is for BRC and Brahman Country Genetics 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: Unbox all supplies as they arrive. 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 within the pre-set budget allocation for the year. 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 approved small items such as drinks, paper supplies, as long as they are within the pre-approved company budget for the quarter. Any purchase above $25 requires approval from CEO.
Receipts, Documentation, and Purchase Review
All purchases made on behalf of the company are subject to a checks and balances system to ensure accountability, accuracy, and proper use of company funds.
Three-Person Review:
All purchases require a two-person accountability structure:
- One individual authorizes the purchase
- Additional individual (VP of Administration or designated admin) reviews the receipt and documentation
- Final review / approval by CEO
No employee should be the sole party responsible for both purchasing and approving without oversight.
Receipt Requirements:
- All purchases must have a valid, itemized receipt
- Itemized receipts must clearly show each item purchased—not just a total amount
- This applies to all purchases, including in-store and online transactions
Submission Timeline: Purchase receipts must be submitted daily to one of the purchasing admin assistants.
Documentation Standards:
• Each receipt must include the name of the person who authorized the purchase
• If applicable, include the project, department, or purpose of the purchase
• Screenshots alone are not sufficient—final invoices or order confirmations must be included for online orders
Non-Compliance:
Failure to provide proper documentation within 5 business days will result in the cost of the purchase being deducted from the employee’s next payroll.
Repeated failure to follow receipt and documentation procedures may result in further disciplinary action.
Rewards Programs, Rebates, and Vendor Incentives
All rewards points, rebates, discounts, credits, promotional items, or incentives earned through company purchases are the sole property of the company.
This includes, but is not limited to:
- Vendor reward programs (e.g., points, gift cards, merchandise)
- Credit card rewards or cashback earned on company purchases
- Volume discounts, rebates, or loyalty incentives
- Promotional items or perks received as a result of company spending
Employees are strictly prohibited from using, redeeming, transferring, or personally benefiting from any rewards or incentives generated through company purchases unless explicitly authorized in writing by ownership.
All rewards must be used for the benefit of the business and should be tracked and managed by the one of the purchasing team members..
Any misuse, unauthorized redemption, or personal use of company-earned rewards will be considered a violation of company policy and may result in disciplinary action, including repayment of value and further corrective action. Failure to disclose or surrender rewards earned through company purchases may be treated as misappropriation of company assets.