Purchase and Reimbursement Forms and Instructions

Shortcuts (please keep reading for full instructions):

online PCO Purchase Order Form
online PCO Reimbursement Request

When incurring ECS PCO related expenses, please follow these guidelines:

–Coordinate all purchases in advance with the Committee Chair and, if applicable, with the appropriate School Principal, Facilities Director, and/or Technology Director.
–Exercise discretion and good judgment with respect to those expenses.
–Be cost conscious and spend money as carefully and judiciously as you would spend your own funds.
–When giving tips (cash or credit), please be sensible with the amount. Ensure that you get a receipt. Tips will not be reimbursed without a receipt.
–Report expenses, supported by required documentation, as they were actually spent.

When you are ready to purchase, there are three different ways to accomplish this:

1) You can personally pay for the approved expenses and be reimbursed by the PCO.

(Remember, we are a tax-exempt organization, so NO sales tax should be charged. The Treasurer can supply the tax-exempt certificate.)

a) First, ensure your Vendor is on the ECS Approved Vendor List, then determine (based on the guidelines below) whether you have to submit a Purchase Order.

–All items over $100 should be purchased, whenever possible, from the ECS Approved Vendor list.
–Please contact PCO Treasurer for the ECS Approved Vendor list if needed (treasurer@ecspco.org)
–If your purchase is not from an ECS Approved Vendor, and you are exceeding $500, you need to submit bids from 3 different vendors before purchasing your item(s), in order for the PCO to see that the chosen vendor has a competitive price.
–If a purchase or invoice is expected to exceed $500, either from an approved or new vendor, you need to fill out a Purchase Order one week ahead of the purchase and submit it to the PCO Treasurer (treasurer@ecspco.org). You can complete the online PCO Purchase Order Form. The online form can be completed via a smart phone, tablet, or computer. The electronic form will automatically route to the PCO Treasurer.

b) When you are ready to submit expenses, please follow the Expenses and Reimbursement Guidelines below. Expenses will not be reimbursed unless the individual requesting reimbursement submits a completed Reimbursement Form. The online form (online PCO Reimbursement Request) can be completed via a smart phone, tablet or computer. It will automatically route to the PCO Treasurer.

c) The form should be submitted within 30 days of completion of the event/activity, and must include:

–Your name, address, email, and phone number
–The date and purpose of purchase, including a short description
–An itemized list of all expenses for which reimbursement is requested
–Receipts for all expenditures to be reimbursed by the PCO. Copies are acceptable. Receipts are required.
–When a receipt also includes personal items, please highlight or circle PCO expenses that require reimbursement. PCO expenses must be clearly identified.

d) The online Reimbursement Form and all receipts will automatically forward to the Treasurer once the “Submit” button on the form is pressed.

e) All reimbursements will be paid by check and sent to the address listed on the form within 14 days.

2. You can submit a Purchase Order and Vendor Invoice for the approved expenses to the PCO Treasurer for payment directly to the Vendor.

(Remember, we are a tax-exempt organization, so NO sales tax should be charged. The Treasurer can supply the tax-exempt certificate.)

a) First, ensure your Vendor is on the ECS Approved Vendor List, and then submit a Purchase Order.
–All items over $100 should be purchased, whenever possible, from the ECS Approved Vendor list.
–Please contact PCO Treasurer for the ECS Approved Vendor list if needed (treasurer@ecspco.org)
–If your purchase is not from an ECS Approved Vendor, and you are exceeding $500, you need to submit bids from 3 different vendors, before purchasing your item(s), in order for the PCO to see that the chosen vendor has a competitive price.

b) You must fill out a Purchase Order one week ahead of the purchase and submit it to the Treasurer at treasurer@ecspco.org. You can complete the online PCO Purchase Order Form. The online form can be completed via a smart phone, tablet, or computer. It will automatically route to the PCO Treasurer.

c) When you are ready to submit the vendor invoice and purchase order, please follow the Vendor Payment Guidelines below:

–All Vendor invoices must be forwarded to the PCO Treasurer for payment, as soon as possible.
–Please adhere to the Vendor and Purchase Order guidelines listed above.
–Please denote on the invoice the appropriate event and/or budget category.
–All invoices will be paid and sent to the address listed on the vendor invoice within 7 days.

3) You can submit a Purchase Order and Order Details for the approved expenses to the PCO Treasurer for ordering and payment by the PCO.

a) First, ensure your Vendor is on the ECS Approved Vendor List, then submit a Purchase Order:
–All items over $100 should be purchased, whenever possible, from the ECS Approved Vendor list.
–Please contact PCO Treasurer for the ECS Approved Vendor list if needed (treasurer@ecspco.org)
–If your purchase is not from an ECS Approved Vendor, and you are exceeding $500, you will need to submit bids from 3 different vendors, before purchasing your item(s), in order for the PCO to see that the chosen vendor has a competitive price.
–You will need to fill out a Purchase Order one week ahead of the purchase and submit it to the Treasurer at treasurer@ecspco.org. You can complete the online PCO Purchase Order Form. The online form can be completed via a smart phone, tablet, or computer. It will automatically route to the PCO Treasurer.

b) When you are ready to submit the Purchase Order and order details, please follow these Order Details Guidelines:
–All order details (vendor information, items to be ordered, quantity, price and school location for delivery) must be forwarded to the PCO Treasurer for ordering and payment as soon as possible. A change is prices and quantities available cannot be guaranteed.
–Please adhere to the Vendor and Purchase Order guidelines listed above.
–Please denote in the order details the appropriate event and/or budget category.
–All orders will be made within 7 days.