PURCHASING POLICY
Approved by the Board of Trustees on 2/10/14
Effective immediately, any person authorized to spend money on behalf of Sinai Temple or the Sinai Temple Religious School, including but not limited to Sinai Temple employees such as the Administrator and Director of Education, committee chairs and volunteers, must follow this purchasing policy. This policy applies regardless whether the money involved is being paid (or reimbursed) from a Temple or Religious School bank account, an obligated or endowed fund.
POLICY: Prior to any purchase for a commodity or a service (other than personnel) on behalf of Sinai Temple or the Sinai Temple Religious School:
A) If the purchase is $1501 or more, a person must receive approval from the Sinai Temple Board of Trustees.
B) If the purchase is $401-1500, a person must receive approval from the Sinai Temple Finance Committee.
C) If the purchase is $200-400, a person must receive approval from the Sinai Temple Treasurer.
D) If the purchase is under $200 and does not fall within a budgeted line item, a person must receive approval from the Sinai Temple Treasurer (if Temple expense) or the Religious School Treasurer (if Religious School expense).
E) If the purchase is under $200 and falls within a budgeted line item, a person need not receive advance approval.
Notification and approval may be by writing or email. All requests for reimbursements, bills/invoices to pay, etc., whether advance approval is required or not, must be accompanied with a payment voucher and must be submitted within 60 days of purchase/service. The payment voucher will include the date, the person or company who should be paid, and the budget account number from which they should be paid. These vouchers must be accompanied by documentation of the purchase, such as a receipt or invoice. In addition, the vouchers must be signed by the authorized person affiliated with the purchase.
EXCEPTIONS TO FOREGOING PURCHASING POLICY:
A) A person need not receive advance approval for purchases which are separately itemized in the Sinai Temple budget and approved by the Sinai Temple Board and the congregation. E.g. a line item for “office supplies” is not sufficient to purchase a computer because it is not separately itemized. Further, the Board or appropriate committee may require approval of a specific item to ensure that the item is appropriate and finances continue to permit it. (e.g. if a line item is for a new office computer at $1500, the board may require the specifics of the computer, if unknown at the time the budget is passed, to be approved prior to the purchase).
B) The Gift Shop Committee/Chair does not need to follow this policy when purchasing inventory for resale.
C)The Board may allow other exceptions to the purchasing policy if unique circumstances exist.
VIOLATIONS: If a person violates this purchasing policy, the Board retains the right to not reimburse the person for that expense and/or to cancel the transaction. If the person is a Sinai Temple employee or a committee chair, they may be disciplined or removed as chair of that committee.
