Purchasing Policy Induction 
 

Purpose
 
This policy is to assist in the management of sustainable purchasing and procurement practices, and outline staff responsibilities.
Standard
 
Managers, Supervisors and Coordinators have authority to authorise or make purchases and payments via a Divipay account within their budget allocation. Divipay app is to be used to ensure ease of accounts reconcilliation.
Divipay Procedure
 
Payment for work related expenses is to be made using Divipay mobile app connected to Google pay or Apple pay. Proof of purchase and payment invoices or receipts must be uploaded to each expense. Completion of this process is required in a timely manner to insure up to date business accounts. Please allow 24 hours where possible when requesting additional funding to your account as at times funds can take several hours to clear.  
Purchasing and Cost Management Responsibilities 
  • Ensure competitive pricing 
  • Value for money in goods
  • Minimising waste 
  • Contribute to the local community
  • Asses environmental, safety and health risks and impacts prior to purchasing and goods
  • Always request a tax invoice to upload to Divipay
 
Assets Register 
  • Assets purchased that have a market value of $100 or greater must be placed on the Assets Register for record keeping purposes 
 
Charity Discounts
  • Enquire about reduced rates of goods/services for registered charities 
Non-compliance may result in not being reimbursed if processes aren't followed correctly, and/or disciplinary action, up to and including dismissal for misappropriation of organisational funds.
Any staff member has the authority to make purchases with organisational funds
True. As long as purchases made are not for personal gain
False. Only Managers, Supervisors abnd Coordinators have authority
What should you do with invoices or receipts obtained from purchases using the organisation's funds?
Keep all receipts safely hidden in a folder in the office somewhere
Invoices or receipts must be uploaded to each expense on the Divipay app
View the Purchasing Policy here:
 
I acknowledge that I have read, understood and will abide by the above named policy
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