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When purchasing goods or services on behalf of the School, staff should make every effort to use trusted suppliers who will invoice the School. Some suppliers may ask for a purchase order number.
For making a purchase where a supplier invoice option is not available, please complete the 'Request for Online Purchases ' form - using the button below.
Any purchase order over £2,000 is always internally referred and checked by the Chief Operating Officer.
Deliveries - Parcels are delivered to the Lodge and they are usually brought to the Staff Room for collection by the Estates Team, or to your Department. You may wish to go directly to the Lodge/Garage to check yourself if your items are required urgently.
Outside of term time, processes will be slower so please allow extra time.
See below for claiming expenses or requesting petty cash.
1) Invoices
1) Invoices
Invoices should be sent directly to Finance Department via purchaseledger@chschool.co.uk
You should order as much as you can yourself as a HoD. Members of your Department should check with yourself before they make any purchases. Please use your Department number when you make your orders as this will make authorising invoices and payment a lot easier and quicker. You can find your Department number on your budget report.
Purchase order numbers
Some suppliers may ask for a purchase order number which they put on your order and invoice. Purchase order numbers are available from this register. The Finance Team will contact you when the invoice arrives so you can confirm you are happy paying it. If you receive a parcel and there is an invoice enclosed, you must pass this over the Finance Team without delay.
2) Online Ordering and Payments
2) Online Ordering and Payments
All credit card payment requests need to be authorised by the budget holder in advance. For purchases made by yourself , you will need to fill out an expenses form which may be more appropriate. Members of your department who make claims will need to complete one of these forms and have them signed by yourself if they are to be reimbursed.
3) Claiming Expenses
3) Claiming Expenses
This section is being updated in line with the revised Financial Procedures.
4) Petty Cash
4) Petty Cash
Petty cash can be claimed up to the value of £30. Request must be submitted wherever possible with a petty cash slip and full receipts. This will need to be counter signed by your head of department. Any request over £30 will need to be submitted to the purchase ledger department for a bank transfer.
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