FAQ

The Houston Durgabari Puja Purchase Request & Approvals System centralizes all Puja expenditures. Submissions trigger automated team lead notifications, budget validation, and route directly to the Chairman and Secretary for final executive sign-off. 

Any volunteer, committee lead, or requester involved in Puja operations who needs to submit a cost estimate or reimbursement/payment request. 

• Estimate (Provisional Request): Use this to submit a cost quote or provisional budget before making a purchase. It allows team leads and executives to review and approve planned spending.

• Actual (Final Receipt / Payment Request): Use this to submit a final invoice or receipt after a purchase is made, or to request a direct payment to a supplier. Supporting documentation is mandatory for this option.

While submitting an Estimate beforehand is encouraged for initial budget approval, an Actual request can be submitted directly with mandatory proof of purchase/invoice attached.

1. Submission: You fill out and submit the online form.

2. Notification: The optional Team Lead is copied on verification messages.

3. Review & Validation: The request undergoes budget validation.

4. Approval: The request routes directly to the Chairman for acceptance of an Estimate or approval for payment for an Actual expense reimbursement.

5. Payment: Once an actual expense is Approved for payment, the HDBS Treasurer makes the payment as per payment instructions.

All mandatory fields are marked with an asterisk (*):

• Requester Name

• Requester Email Address

• Requester Phone No.

• Associated Puja Event

• Category

• Estimated / Actual Cost (USD)

• Purchaser Method

• Recipient (Pay To)

• Description / Purpose of Items

• Supporting Document (Mandatory for Actual requests; optional for Estimates)

• Team Lead Information: Lead Name and Lead Email (used to copy your lead on verification updates).

• Expense Sub-Category: Further details like Bhog sweets, fruits, etc.

• Supporting Document for Estimates: Optional for provisional budget submissions.

Supporting documents are receipts, invoices, quotes, or proof of payment. 

No. They are mandatory for all Actual requests.

• All-3, Durga, Kali, Saraswati, or Other. 

• Anandamela

• Kids & Youth

• Program and Entertainment

• Decoration

• Facilities

• Food

• Magazine

• Misc.

• Parking & Transportation

• Registration

• Resources

• Security

• Light and sound

• Temple

• Tent / Table / Chair / Tower

• Treasury

• Volunteer Appreciation

• Puja Haat / Bazaar

• Uncategorized

• Requester: You are purchasing/purchased the item yourself.

• PujaComm: The Puja Committee is purchasing the item directly.

• Supplier: Select this if the Puja Committee needs to pay a vendor or contractor directly.

• Requester: Select this if you paid out-of-pocket and need personal reimbursement.

1. Select Request Type: Choose either Estimate (Provisional Request) or Actual (Final Receipt / Payment Request).

2. Fill Requester Profile: Enter your Full Name, Email, and Phone Number.

3. Add Team Lead (Optional): Enter your lead's name and email if you want them notified.

4. Fill Request Details:

• Select the Puja Event and Category.

• Select a related sub-category if applicable.

• Enter the Amount (USD).

• Select the Purchaser Method and Recipient.

• Write a clear Description / Purpose, including purpose, quantity, store name, and exact event association details.

5. For Actual payment requests:

• Select the number of payment requests (upto 5), in this submission.

• To retrieve previous Estimated payment requests that are linked to the Actual payment request, specify the requester email that the Estimated expenses were made under.

• Link the appropriate Estimated payment request to the associated Actual payment request.

6. Attach Supporting Documents:

• Drag and drop or browse to attach files.

• Accepted Formats: PDF, JPG, PNG, DOC (Multiple files allowed, up to 5MB total).

• Note: Supporting documents are mandatory for Actual requests.

Submit: Click Submit Purchase Request. Click Clear Form if you need to start over.