
Purchasing Policy
POLICY:
An approved Purchase Order (PO) is mandatory before all purchases.
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DEFINITIONS:
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Completed Staff Work (CSW): Completed Staff Work (CSF) is an assembled package of information on any given situation, plan or emergency forwarded to a senior sufficiently to require from that senior only an approval or denial.
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Estimated Purchase Order (EPO): An EPO is not a purchase order and gives no authority to purchase. An EPO is submitted to the Financial Planning Committee (FPC) in place of a purchase order when the item or service being requested is new and/or the cost is unknown. An EPO would also be used when an item/service cost is too much for one financial planning allocation and requires several weeks or months of set aside funds in order to accumulate a sufficient amount to make the purchase. An approved EPO will have purchase order(s) raised against it once item is approved and cost is known.
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Purchase Order (PO): a written request, when approved, giving authorization to make purchase or expenditures for services. Only a PO exactly priced and signed before purchase authorizes purchase and no purchase or commitment to expense may occur without one. A PO will be used for routinely purchased items, with known cost and funds previously allocated for purchase.
PROCEDURE:
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When an item or service is identified as needed to be purchased, the originator will complete an EPO or PO form and submit it to their division manager.
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Division managers will approve or deny all EPOs and POs. Denied EPOs and POs will be returned to the originator.
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Division managers will submit all approved EPOs and POs to administrators by Wednesday at noon of each week.
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Administrators will present all EPOs and POs to the executive board during the weekly financial planning meeting.
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Approval or denial decision will be made of each EPO and PO during the financial planning meeting.
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The controller will notify all managers of approved and denied EPOs and POs for each week.
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All items on approved POs will be purchased by purchaser within 2 business days. Purchaser will send purchase receipt and expected date of arrival to the appropriate division manager.
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After items are received or services performed, the division manager will send delivery confirmation to the controller.
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The controller will close the PO in the PO log and ensure all charges made by purchaser are approved POs.
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CREATED: 10-01-2021
REVISED: 01-01-2022
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Believe Therapies
521 I-45 Suite 4,
Huntsville, TX 77340
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phone: 936.293.8800
email: info@believetherapies.com
fax: 936.715.3721
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Hours
Monday - Friday
8:00AM - 7:00PM
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Believe Therapies
2305 Longmire Dr Suite 300
College Station, TX 77845
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phone: 936.293.8800
email: info@believetherapies.com
fax: 936.715.3721
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Hours
Monday - Friday
8:00AM - 7:00PM
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