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Procurement Costco Policy


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Policy Number:  200-8                                                                   Last Revised:  7/1/2012
                                                                                                                                                            

Policy Title:  Procurement – Costco Policy                              

Administrative Contact & Phone:   Athletic Business Office x83829 or x82367

JMU Contact & Phone:  Accounts Payable x86539

Websites:  JMU Accounts Payable (Link)
                
Costco Purchasing is under “Vendor Payments”
                                                                                                                                                             

POLICY: 

Athletics has a membership with Costco so that pre-approved purchases can be made within the parameters set forth by JMU Accounts Payable. 

PURPOSE: 

To specify procedures that will be used in Athletics for Costco purchases. 

DOCUMENTS:

  • DO
  • Costco Log 

PROCEDURES:

Responsibility

Action

AA

1. Purchaser communicates with AA who prepares DO in eVA making sure to ADHOC the Costco with the Harrisonburg, VA address.  Also state on the DO that the item being purchased is “not to exceed” a specified dollar amount.

2. Print hard copy of DO for purchaser.

Purchaser

3. Bring DO to the ABO Financial Services Manager.

ABO

4. Make a copy of the DO and enter DO#, Costco Card Number, Sport Program Name, Staff name, Description of Purchase and Estimated Amount into the Costco Log.  Give Costco card to the purchaser.

Purchaser

5. Give the DO to Costco clerk when purchasing item(s).

6. Bring original invoice and the Costco card back to the ABO immediately.

ABO

7. Enter invoice number and actual amount of purchase into the Costco Log.  Send one copy of DO to AP for payment processing and one copy to budget reconciler.