Accounting Procedures Handbook

18 PROCUREMENT F. Snack Vending Contract Management Direct commissions to the appropriate recipients: Upon receipt of checks from vendor(s), Buyer ensures disbursement of commission checks to the schools and central office as 1. Vending machine problem management: Upon receipt of email or phone call from school/ central office personnel reporting a vending machine problem, Buyer contacts vendor to address problem. Follow up as necessary with the vendor to ensure timely vending machine problem resolution. 2. Track commissions: Upon receipt of statements from the vendors, Buyer records commissions on the appropriate spreadsheet for tracking purposes. Ensure statement commissions data ultimately agrees with vendor commission checks received. H. Copier Program 1. Develop and maintain a comprehensive copier program for the Board. Such program will encompass sufficient hardware to provide each school with the capacity to provide 1600 copies per student. 2. Purchasing Associate will maintain meter reads (via Excel spreadsheet) for the schools and central office. 3. Purchasing Associate will follow up on copier problems communicated by schools/ central office, to ensure adequate and timely resolution. 4. Purchasing Associate will complete payment requests for all outstanding invoices to vendor. J. Miscellaneous Central Office Support (performed by Purchasing Associate) Office Supplies: • Coordinate purchases and distribution of office supplies for the central office. • Maintain office supplies inventories for the central office. K. Print Shop The Print Shop functionally reports directly through to the Purchasing Department (Procurement Manager) within the overall Finance Department organizational structure. The following procedures are the general responsibility of Print Shop personnel unless otherwise noted. Purchasing staff assists with entry of Print Shop billing into the billing software. 1. Requests/ Submissions: • All copy/ press work is submitted to the Print Shop through the internal mail service (Pony express), scan to file, or e-mail. • Each job request received by the Print Shop should consist of the following: 1. A completed Printing Services Request Form (PS-1); and 2) Either a complete hard copy or a digital original of the job to be run. • The PS-1 form includes (but is not necessarily limited to) the following key information, which is necessary to run the job: quantity; paper stock; account number to be charged; date requested; date due; bindery options; and delivery instructions. 2. Processing: • The job is put into production via the Print Shop Accounting Software (Microsoft