Approval Process for Expenditures

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Personal Expense Report. This must be approved by the person traveling and the supervisor or Department Chair of that individual. The Direct Report to the Cabinet is also required to approve this expenditure. If the personal expense report is greater than $1,000, the Cabinet member for that department must also approve the personal expense report.


Procurement Card Transaction Log. This must be approved by the card holder and the supervisor or Department Chair of that individual. The Direct Report to the Cabinet is also required to approve this expenditure. If the transaction log total is greater than $1,000, the Cabinet member for that department must also approve the transaction log.


PO/Check Request Form. Purchase Orders or Check Requests must be approved by the supervisor or Department Chair for the department. The Direct Report to the Cabinet is also required to approve this expenditure. If the requisition form is greater than $1,000, the Cabinet member for that department must also approve the PO/Check Request Form.


Request for Increase to Existing PO. Requests for increasing existing POs must be approved by the supervisor or Department Chair for the department. The Direct Report to the Cabinet is also required to approve this request. If the increase requested is greater than $1,000, the Cabinet member for that department must also approve the request.


Computer Purchases. All computer purchases require the approval of the Information Technology Department.


Marketing-Publications/Promotional. This requires the approval of the Marketing Coordinator or the Executive Director of Development. This would include printed documents or promotional items that have the STC logo and advertise for STC.


Internet Purchases. Purchase Orders are required for internet purchases. An approved purchase order should be received prior to making all internet purchase. Internet purchases must be approved by the supervisor or Department Chair for the department. The Direct Report to the Cabinet is also required to approve this request. If the internet purchase is greater than $1,000, the Cabinet member for that department must also approve the purchase


Enhancement Grant and Trade and Industry. Requisition forms must be approved by the Department Chair/Lead Instructor, and Associate Dean of Instruction prior to processing.


Other Grant Expenditures. Any new or existing PO or check requests for other grant expenditures, regardless of amount, must be approved by the grant administrator (who will be specified as grants are approved). If the expenditure is greater than $1,000, a Cabinet member must also approve the expenditure.


Budget Transfer Form. This may be completed and approved by the department supervisor or Department Chair.