Purchasing via ASB

Order Procedure

For ALL ASB purchases, the following steps need to be completed in the correct order. Allow 3 business days for each purchase order to be processed. NO EXCEPTIONS

DO NOT order any items until you have completed the following steps:

  1. Sign-out purchase order in ASB Office.
  2. Return completed purchase order within 24 hours back to the ASB Office to complete the approval process. ASB will obtain remaining signatures necessary for an ASB purchase order to be complete. After all signatures have been obtained, the ASB office can fax to your vendor if needed to begin your order or you will be notified that your copy is ready for pickup.
  3. If you are picking your items up from a local vendor you MUST return the original ITEMIZED sales invoice/receipt to the ASB office within 24 hours so that prompt payment can be processed. Invoices are paid two times each month at the OSD School Board meetings. Purchases made and no invoice is returned will delay a vendor being paid. Please make sure that you have this before you leave the store.
  4. Coaches and advisors who do not follow the correct procedure will be barred from making ASB purchases.

Check Processing Procedure

Checks will be processed once each week. Plan accordingly. Allow 5 business days for processing this includes the required ASB purchase order required before a check can be processed.

  1. Checks in an amount greater than $1000 will be processed at an OSD Board meeting.
  2. Complete steps 1-2 in the ASB Purchase Order procedure above.
  3. If you are requesting a check for reimbursement of expenses, you cannot sign the purchase order. For athletics, you must have the Athletic Director or an Administrator sign in the Advisor’s section. For clubs and activities, you must have the ASB Secretary or an Administrator sign in the Advisor’s place.
  4. Return all ITEMIZED receipts/invoices with your check request so that they can be attached to the purchase order for verification and processing. Failure to return receipts will delay the processing of a check.
  5. If a per diem check for student meals has been issued during Post Season play, return any cash left AND all receipts either the day you return or the day immediately following your return.