Standard Operating Procedure for GME Purchasing

Applies to: Program Administrators, Coordinators, Institutional Manager 

Key Words: Purchasing 

Responsible: GME Director, GME Administrative Assistant 

Purpose: Outline process for making and requesting purchases within GME. 

Procedure

1. Program Administrators/Coordinators submit a purchasing request via Asana form.
   • Include as much detail as possible and attach any PDF documents related to the request. 
   • Administrative Assistant will update task in Asana project as it moves through the process. Program Administrators/Coordinators can track progress there or by contacting the Administrative Assistant. 
2. Administrative Assistant will submit Business/Finance Office form(s) as appropriate. 
3. Administrative Assistant will purchase item(s) and upload receipt(s) to appropriate GME Receipts folder and verify purchase in Workday.
   • If Program Administrator/Coordinator receives a receipt, invoice, etc., they will promptly upload it to the correct folder, in accordance with the GME Office Procurement Card Process SOP.
4. All purchases will be verified in Workday no later than 30 days post purchase.
   • Administrative Assistant will run reports in Workday to ensure all purchases are verified within that timeframe, in accordance with the Business/Finance Office’s monthly “soft close” procedure. 
   • Administrative Assistant reserves the right to withhold future purchases to programs if receipts received by Program Administrators/Coordinators are not uploaded to ensure verification within this timeframe. 

Date Created: August 16, 2024