Purchasing
Purchasing Procedures
All purchases require prior written approval from a Principal, Head of School, or Director of Business and Finance. LCS is not responsible for payment of purchases made without a completed purchase requisition form (documented preapproval) and valid PO number. Vendors should not provide goods or services without a valid PO number. Any individual who places an unauthorized order is personally responsible for payment.
Purchase Requisition Form
Use the form below to request and document preapproval for an upcoming purchase and to obtain a purchase order (PO) number. The completed form must be submitted to the Business Office before the purchase is made.
Check Requests
Use this form to request a check for:
- Reimbursement of a personally paid, preapproved expense; or
- Payment to a vendor for a preapproved expense.
Amazon Purchases
All Amazon purchases must be made through the Main Office or your Principal. Complete an Amazon Account Purchase Form and obtain your Principal’s approval. The approved purchase will then be placed on your behalf. You may also email your Principal a link to the requested item.
Credit Card Purchases
The LCS Credit Card Program provides a convenient alternative to petty cash, check requests, and low-dollar purchase orders. It does not replace or bypass existing purchasing procedures. All required approvals and documentation remain in effect.
Cardholder Responsibility
- Credit cards are issued to LCS employees only and remain LCS property.
- Cardholders are responsible for all charges and must use the card only for authorized school purchases. Intentional misuse or fraudulent use may result in disciplinary action, up to and including dismissal.
- Cardholders must sign the Cardholder Agreement, secure the card, and sign it immediately upon receipt.
Restrictions
- Personal purchases and cash transactions (including ATM withdrawals, money orders, traveler’s checks, and wire transfers) are prohibited.
- Prior approval is required for business travel and entertainment expenses, including airfare, lodging, rental cars, and meals.
- Purchases must be within the approved budget and comply with LCS purchasing procedures.
Receipts & Documentation A receipt is required for every purchase and must be submitted within one week through the designated paper or electronic system. Online order confirmations may serve as receipts. Failure to provide required documentation may result in personal liability.
Sales Tax LCS is tax-exempt. Cardholders should not pay sales tax and should provide the school’s tax-exempt information when requested.
Errors & Disputes Contact the vendor first to resolve errors. If unresolved, contact the Business Office. Disputes must be submitted to the bank in writing within 60 days of the statement date.
Payment & Lost Cards LCS pays the full credit card balance monthly; charges are posted directly to the appropriate general ledger account. Do not submit credit card statements with a check request. Report lost or stolen cards immediately to the bank and the Business Office.