LEHIGH UNIVERSITY EQUIPMENT AND LAUNDRY OPERATIONS

Purchase Order Policy And Procedures

1. Prior to placement of any equipment orders, a purchase order will be issued and sent to vendor.

2. All orders will receive signature approval from supervisor(Jack Foley).

3. Business will be conducted through equipment manager(Tyler Osler) and accounts coordinator in athletics(Pam Gescek)

4. Limited Purchase Order(under $2000): Copy will be mailed directly to vendor from accounts coordinator in athletics(Pam Gescek).

5. Regular Purchase Order(over $2000): Copy will be mailed directly to vendor by Lehigh University Purchasing Department.

6. All orders will be placed in writing. No verbal orders will be placed regardless of value, including those under $2000, by anyone including coaches. An order will be faxed only with direct notification and approval from supervisor(Jack Foley) to accounts coordinator in athletics(Pam Gescek).

7. Purchase orders will be copied and distributed into four categories: Monthly-Order Placed, Monthly-Order In, Weekly, and Sport-Specific.

8. When an order is written and has received approval, a copy will be placed in the Weekly slot located on the wall. This copy will be used to review purchases made during the current week.

9. A copy will also be placed in one of twelve Monthly-Order Placed slots. This copy will be used to reference purchases made during each of the twelve current fiscal months.

10. A copy will also be placed in one of twelve Monthly-Order In slots. This copy will be used to reference orders received, by date, during each of the twelve current fiscal months.

11. A phone call will be placed with vendor approximately two months prior to required delivery date. This call will be made to confirm delivery date. Upon vendors confirmation, a note will be placed in the appropriate Monthly-Order In slot documenting the date the call was placed, the confirmed date and any pertinent order information.

12. Finally, when an order is completed, a copy will be placed into file folders designated by individual sports. This copy will be used to reference purchases made and orders received during the current fiscal year by sport. This copy will also be used during post-season reviews with individual coaches. At this time, accounts coordinator in athletics(Pam Gescek) will receive confirmation of completed purchase order.
    
    
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    This site was last updated 09/25/00
    Site created and maintained by Tyler E. Osler