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Purchase Request A Purchase Request is utilized for a variety of reasons, including, but not limited to: ◦ ◦ ◦ Items not able to be purchased through Office Max Conference fees, job fairs and other events Postage These items or events are paid for directly from EDSI’s corporate office and will be sent to the local office who made the request. Staff members should check with their Manager before purchasing any item(s). Approval from corporate must also be given. If an invoice is available from the vendor you need to purchase from, it must be submitted along with the Purchase request to corporate. If there is no invoice provided, the vendor information , along with a contact person, must be added so corporate can send payment to the appropriate site. Include backup documentation if available such as: Completed registration form Printout regarding the event Printout regarding the specific item All Purchase Requests (EDSI_07) must be signed by a Manager and faxed to corporate, 313 -271 -2698, in a timely fashion to ensure proper payment. At least 2 weeks notice is advised. Once the order is received, original receipts/packaging slips/invoices accompanying the order must be mailed to corporate for processing. Be sure to fill in as much of the PO as possible electronically; Excel will automatically populate the total along with the tax (if applicable). If you are unsure about purchasing a specific item/event, please contact your Manager or Linda Breuer for clarification.
Travel Request When a staff member is asked to travel to another office, he or she must fax a travel request (EDSI_05) to Stacey Ortiz in corporate, 313 -271 -2698. ◦ Keep in mind that any member of the Administrative team can assist with this. ◦ Sufficient notice must be given in order for corporate to book appropriately. Staff should communicate with their manager and/or the manager of the office they are visiting on logistics (i. e. hotel, flight times, etc. ) and enter them onto the request. A travel itinerary will be emailed to the staff member. Upon receipt of the itinerary, he or she must ensure all information is accurate. ◦ If changes need to be made, notification must be sent to whoever emailed the itinerary ASAP.
Expense Report Expense reports (EDSI_03) are used when a staff member uses his or her own funds to purchase an item for work (top section only). The most common use for this form is for long-distance travel. Take note of the per diem amounts for meals. Receipts are not required for meals. Original receipts must accompany the expense report and all documents must be mailed to Corporate, Attn: Glenn Dahill, 15300 Commerce Drive North, Suite 200, Dearborn, MI 48120. Copies of receipts should be made for the staff member’s records. The bottom section is used for items EDSI paid for directly, such as airfare and hotel stays. These should be recorded on the expense form and can usually be found on the trip itinerary. Receipts for these items should also be included. Managers should sign off on these forms.