Valley Center Chamber of Commerce
Standard Operating Procedures For Purchases

Click here to print Purchase Order Form

Purpose: To establish a clear procedure for members to make necessary purchases on behalf of the Chamber.

Scope: Purchases that exceed $100 must have an approved Purchase Order prior to contracting for services or purchasing merchandise. The Chamber will not be liable for any purchases that exceed that amount without written consent of the Board of Directors.

Procedure:
- Obtain blank Purchase Order (PO) form from Office Manager [Purchase Order Form]
- Completely fill out PO and attach any supporting documents.
- Return the completed PO to the Office Manager.
- Office Manager will forward the PO to the Treasurer.
- Treasurer will review completed PO form and supporting documents and confirm
   availability of funds.
- If everything is complete, Treasurer will forward the request to the Board of Directors for approval.
- Once approved, Treasurer will issue a PO #, keeping a current running log of PO #'s issued.
- Treasurer will return the approved PO to Office Manager.
- Office Manager will contact member requesting the PO and give them the PO # that was issued.
- Member then can purchase item requested in Chambers name, instructing vendors to
  add PO #'s to all invoices applicable.
- When invoice is received for payment, Office Manager will attach the PO to the invoice
  and issue a check to the vendor.
- The two Board Officers signing the check will verify that the above procedures have been
  completed prior to signing.