Amberley O.S.H.C.

Children are our future, We are dedicated to their success!

10.13 Purchasing

Amberley OSHC management seeks to implement measures which provide financial protection and minimize the risk of fraudulent, inappropriate or negligent financial practices.  Such policy seeks to protect the financial reputation of the organization and its ongoing viability.

Relevant Laws and other Provisions

The laws and other provisions affecting this policy include:

  • P&C Accounting Manual
  • P&C Operations Manual
  • NQS Area: 2.2.1; 3.1.1; 3.2.2; 6.1.2; 7.1.1; 7.3.1, 7.3.2, 7.3.5.
  • Policies: 2 – Provision of Resources and Equipment, 10.3 – Budgeting and Planning, 10.9 – Risk Management and Compliance, 10.15 – Asset Management.

 Procedures

When purchasing is carried out within Amberley OSHC, the conduct of purchases will be in line with the following five principles:

  • Open and effective communication;
  • Value for money;
  • Enhancing the capabilities of local business and industry;
  • Environmental protection;
  • Ethical behaviour and fair dealing.

All requests for purchases must be in writing to the Management Committee of Amberley OSHC.  The responsibility for ordering shall be with Amberley OSHC Nominated Supervisor or management representative.

The responsibility for ordering shall fall upon that person who has made request for the purchase.

Ordering and purchasing authority for staff is restricted to the Nominated Supervisor or an allocated educator nominated by management or the Nominated Supervisor. Such authority may be transferred should other employees be required to act up in this position, but shall be limited to amounts of no greater than $150.  This may include purchasing through petty cash or the appropriate use of service accounts e.g. grocery account.

Purchase limits extend to goods over $500 for one single item and goods over and above 3 month budget forecast.

Exceptions may apply when a government grant (or other grant) requires that goods be purchased within a given timeframe and that this timeframe is earlier than an approved management meeting.

Management does not condone ‘order splitting’ so that purchases above the maximum limit are able to be made.  Where the total cost of the intended purchase exceeds $500 for a single item or is over and above the budgeted expense for such items within a 3 month time frame, then further appropriate authority is to be obtained.

All purchases over $1000 shall require two written quotes or research evidence and purchases over $3000 shall require three written quotes or research evidence depending on the scope of purchase.

Management shall ensure that the purchasing policy does not negatively impact on the efficient operations of Amberley OSHC and that all purchase requests are followed up in a timely manner.

Authorisation for purchases over $500 may be approved in events of emergency where two approved members of management have been contacted and agreed to the expense.  Documentation of such discussion shall be made and presented at the next approved management committee meeting.

All purchases and payments shall be accompanied by a purchase requisition which shall include the following information:

  • Date of purchase;
  • Supplier;
  • Persons requesting purchase;
  • Authorisation by two approved members of management;
  • Purchase total.
Reviewed 27 April 2015


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