MRSG Procurement and Expense policy as of July 2019

 

Purpose

Macedon Ranges Sustainability Group (MRSG) is a growing Non for Profit (NFP) organisation. Many new members join each year. MRSG financial position and organisation is in good shape. A shape that, can be undermined by lack of knowledge or intentional misuse of funds. A leakage of process and or funds is to the detriment of the good work MRSG has done and the great potential that lie ahead.

 

This Procurement and Expense policy aim to bring transparency and control to spend management of MRSG.

The policy is effectively immediately and must be used for any purchases or expenses where an external vendor receives funds from MRSG and the purchase is initiated by:

·       MRSG committee members – (CM);

·       Action Group Leaders – (AGL);

·       Action Group members (AGM);

·       MRSG members (M);

·       Contractors and – (C);

·       Any non-members that act on behalf of MRSG – (OTHER).

Definitions

Goods - tangible items and things that are produced, bought and sold resulting in an expense to MRSG.

Services - action of helping or doing work for someone resulting in an expense to MRSG.

Process

Any procurement requirement starts with someone, no matter what role they may have within the organisations, has a need to purchase an item or a service. It is not always there is agreement on the need specifics or the cost to benefit, so please follow the process to gain agreement on the purchase.

See process and responsibilities in the insert process below.

 

System

When you have gained approval from your Action Group Leader or if necessary from MRSG committee use the form on this page. A notification will be sent to the treasurer for information.  

Appendix A - limits

As of 1 July 2019, the following conditions and instructions are effective.

  1. MRSG committee members – (CM);

    • Budget for 2019 - Discretionary

    • $ Limit per purchase - Discretionary

    • Conditions and instruction - Carried resolution at a MRSG committee meeting.

  2. Action Group Leaders – (AGL);

    • Budget for 2019 - $600

    • $ Limit per purchase - $50

    • Conditions and instruction - Discretionary, any amount exceeding either limit must be approved by MRSG Committee prior to purchasing.

  3. Contractors – (C);

    • Budget for 2019 - $600

    • $ Limit per purchase - $100

    • Conditions and instruction - Discretionary, any amount exceeding either limit must be approved by MRSG Committee prior to purchasing.

  4. ·       Action Group members (AGM); MRSG members (M); Any non-members that act on behalf of MRSG – (OTHER).

    • Budget for 2019 - $0

    • $ Limit per purchase - $0

    • Conditions and instruction - Gain approval from Action Group Leader and if required from MRSG Committee before buying.

Appendix B - Q and A

Q1) - Do I always have to use the form regardless of amount spend?

A1) - Yes. The treasurer uses your input to forecast and estimate for cash flow and to avoid getting surprise invoices.

Q2) - Who to contact if I have questions on the process and where my request is at the moment?

A2) - Your Action Group Leader is your point of contact.

Q3) - Who to contact if I have questions on the policy?

A3) - The treasurer is accountable for the policy.

Q4) - Can I buy before using the form and get my money back?

A4) - Yes. Provided you have permission to buy. Indicate on the form that you have already paid.


Procurement and expense form!

Requestor's Name *
Requestor's Name
Related Action Group *
Please be specific and add as much information as possible. Add information for all goods and services, not least what, how many and unit of measure.
At what vendor/company will you buy these goods or services?
When do you need the goods or services?
When do you need the goods or services?
$
Is there and invoice coming? *

 

Procurement process for MRSG

Procurement process for MRSG