Non-Urgent Needs
Employee Elizabeth asks Program Manager Bob for more batteries. It’s not urgent, but Elizabeth just used the last pack and she wants to be sure we replenish our stock.
What should Program Manager Bob do to ensure more batteries are ordered for restock?
Sally Supervisor is a company card holder and also has Green Ticket Authority. She has been tasked with prototyping a new kit. She has an idea on how she can make this work, but she needs rubber bands and we are out of stock. The prototype needs to be completed immediately.
What should Supervisor Sally do?
Since the rubberbands are needed immediately, Purchase Desk isn't an option.
Obviously this is not an expense that an invoice may be requested for.
Therefore, Sally can either A) use her company credit card or B) designate a subordinate to go make the purchase with a green Purchase Approval Ticket.
Supervisor Sammy is a card holder and also has Green Ticket Authority. He has been entrusted with booking 2 booths for an upcoming tradeshow – One booth for Enchanted Education and one booth for Step by Step. The tradeshow is in 2 weeks.
How should Sammy Supervisor go about getting this obligation paid for?
First, Supervisor Sammy needs to book each booth separately. One booth billable to Enchanted Education and one booth billable to Step by Step. He should NOT book both booths under one order.
Since this is not a purchase that can be fulfilled through Zoho Purchase Desk, Supervisor Sammy should ask the vendor if 2 invoices can be generated for payment through the Accounting Dept. - One invoice billable to Enchanted Education, and one invoice billable to Step by Step.
If invoices cannot be generated and the vendor requires immediate payment upon booking, Supervisor Sammy may use his company credit card, however, he needs to book Enchanted Education's booth using his Enchanted Education credit card and Step by Step's booth using his Step by Step credit card.
Employee Rebecca is fueling up the UHAUL after an event and the Arco fuel pump is out of receipt paper!
What should Rebecca do since she can’t obtain a receipt?
Edward Employee lets Supervisor Betty know that he needs a wagon to make supply transportation easier for his class. It’s not urgent, but it would definitely make Edward’s life easier if he had a wagon.
How should Supervisor Betty proceed with obtaining this resource for Edward?
Supervisor Betty should submit a purchase request via Purchase Desk
Program Manager Paul is not a card holder, but he does have Green Ticket Authority. Paul’s department needs last minute supplies to complete a kit for a program. He needs these supplies immediately or it’s going to delay his department’s timeline, but he doesn’t have time to go to Hobby Lobby himself right now.
What should Program Manager Paul do?
Requesting an invoice from Hobby Lobby obviously isn't an option.
Therefore, Program Manager Paul should issue one of his subordinates a green Purchase Approval Ticket (within his authority limit) so that his employee can check out the company check-out card.
We have an upcoming trade show this weekend. Supervisor Danny needs to ensure Electrical Services are set up at each booth. Booths have already been booked - one booth for Enchanted Education and a second booth for Step by Step. Both booths need Electrical Services set up. The cost is $250/ booth.
How should Supervisor Danny proceed?
Purchase Desk is not an option.
Therefore, the next step would be to ask the vendor for 2 invoices. One invoice billable to Enchanted Education and a second invoice billable to Step by Step for electrical service set-up.
If the vendor is unable to provide invoices for payment via the Accounting Dept. and requires immediate payment over the phone, Supervisor Danny may proceed with using his company credit cards. However, he MUST use his credit cards in accordance with the company benefiting from the service. IE - Enchanted credit card pays for Enchanted's electrical services, and Step by Step credit card pays for Step by Step's electrical services. Supervisor Danny may NOT charge both electrical services fees on one card only. He must split the payment appropriately with the company benefiting from the service.
Supervisor Sawyer is not a card holder, but he does have Green Ticket Authority. Sawyer is going to hold a company-wide meeting that will be attended by both Enchanted Education and Step-by-Step employees. Ryan has given Supervisor Sawyer permission to provide snacks at this meeting. Supervisor Sawyer doesn’t have time to go to the store himself.
What should Supervisor Sawyer do?
Purchase Desk and Invoicing are not optional as perishable items are being purchased.
Since Supervisor Sawyer has Green Ticket Authority, he can designate a subordinate to go to the store for snacks. Since both Enchanted Education AND Step-by-Step employees will be attending his meeting, the cost of the snacks need to be split among both companies. Supervisor Sawyer needs to issue his designee 2 green tickets - one for each company - and direct the employee making the purchase to split the transaction on 2 credit cards.
Program Manager Mark is a company credit card holder and also has Green Ticket Authority. Mark has been entrusted with sourcing new uniforms for our cheer program. He already identified a vendor he wants to work with and ran the design past Ryan who gave him the green light to proceed with the order. This request cannot be made via Purchase Desk because the vendor is in Mexico and doesn’t have online ordering capability.
What method should Program Manager Mark go through to ensure this vendor paid?
Purchase Desk is not an option because online ordering is unavailable with this vendor.
Therefore, Program Manager Mark needs to request an invoice from the vendor to be paid by the Accounting Dept.
Director Maverick is a credit card holder and has Green Ticket Authority. Director Maverick is responsible for keeping the company insurance policies up to date. He receives an email that an auto insurance invoice/bill is past due.
What should Director Maverick do?
This is not an item that can be resolved via Purchase Desk.
Since invoices are always created for insurance policies, he is not allowed to use his company credit card per the Card Holder Agreement.Therefore, Director Maverick should engage the Accounting Dept. for immediate payment of past due invoice
It's Saturday! The Accounting Department is closed.
Supervisor David is at a trade show event and is overseeing the staff in his department. Supervisor David is a cardholder. Ryan asked David to purchase dinner for the team tonight! YUM!
Both Enchanted Education AND Step-by-Step staff will attend the dinner. When the bill comes to the table, how should Supervisor Danny pay for the bill?
Obviously Purchase Desk and Invoices are not an option here.
Since Supervisor Danny already has Ryan's permission for the purchase, he may use his company credit cards. However since this meal is benefiting BOTH Enchanted Education AND Step by Step, he needs to give the waiter BOTH company credit cards and ask the waiter to split the payment 50/50.
HR Coordinator John is a card holder, but does NOT have Green Ticket Authority. John needs to mail certified mail for several employees. Some of those employees work for Enchanted Education while others work for Step by Step.
It is okay for HR Coordinator John to use his Enchanted Education credit card to mail all of the items.
True or False?
False.
HR Coordinator John should pay for the mailing costs associated with Enchanted Education employees with his Enchanted Education credit card and pay for the mailing costs associated with Step by Step employees with his Step by Step credit card.
Employee Josh is a credit card holder but does NOT have Green Ticket Authority. Josh has been given direction by Ryan to purchase marketing materials for both Enchanted Education and Step by Step. He's selected a vendor he wants to work with a ran the design past Ryan who gave him the green light to proceed with the order.
Josh has already checked with the vendor, and they do have the ability to invoice our Accounting Department.
How should Josh proceed?
Since Josh already received confirmation that he may request an invoice, Josh should request 2 invoices. One for Enchanted Education's marketing materials and a separate invoice for Step by Step's marketing materials. Submit invoices to Accounting Dept. for payment
Employee Ellie is currently out in the field purchasing an item for Step by Step at a local retailer. Enchanted Education Program Manager, Mark remembers he needs more adhesive spray for murals. To save time, Program Manager Mark may call Employee Ellie and have her purchase adhesive spray for Enchanted Education while she’s out running errands.
True or False?
False.
Employee Ellie is in the field making purchases for Step by Step and therefore has the Step by Step check-out card in her possession.
She may NOT use Step by Step's card to make an Enchanted Education purchase.
Program Manager Mark needs to ask Ellie to return to the office, issue her a new green Purchase Approval Ticket for Enchanted Education so that Ellie can check out the Enchanted Education card for the Enchanted Education expense.
Director Brittney is a company card holder and is supervising company employees at a tradeshow event this weekend.
We have booked several hotel rooms, some of which are for Enchanted Education staff members and some for Step by Step staff members. Ryan asked Director Brittney to present her credit card at the hotel for incidentals.
Director Brittney may present her Enchanted Education credit card for all hotel rooms.
True or False?
False.
Director Brittney should present her Enchanted Education credit card for hotel rooms with Enchanted employees, and present her Step by Step credit card for hotel rooms with Step by Step employees.
Supervisor Sebastian is a credit card holder. He has a Folklorico performance coming up and needs some last minute resources - Costume materials, and some packs of water. Ryan also asked him to pick up a ream of printer paper while he's at the store.
This is an urgent need, so Purchase Desk and Invoicing aren't an option. Approval has already been given for Supervisor Sebastian to make this purchase so he has the green light to use his credit card.
How should Supervisor Sebastian make these purchases?
Hint - Expense Categories
Supervisor Sebastian needs to purchase items that fall into 3 different expense categories.
Costume Materials
Water
Office Supplies
The receipt header states "one expense category per purchase." This means that Supervisor Sebastian will need to split this purchase into 3 separate transactions to ensure proper record keeping.