Please use the new Purchase Request Forms (see links below) to help us complete purchases in the most efficient way. Since LWVDC is exempt from paying sales tax and has existing relationships with several local vendors and in accordance with our Vendor Selection Policy, it is usually best to allow the office staff to complete the order.
QUICK LINKS
Purchase Request Form - Small Purchases ($1-99)
Purchase Request Form ($100+)
Note: you will need to log in using a Google account in order to fill out these forms. Google Accounts don't have to use a gmail.com address. You can associate any existing email address with a Google Account. If you have trouble accessing the form, please contact office@lwvdanecounty.org for technical support.
Starting August 1, 2022, all purchases require prior approval by the Board Director whose budget is impacted, no matter the amount. Purchase requests over $1,000 must be made by the Domain director and must be approved by the Executive Committee or the full Board.
Note: Some exceptions may be approved for purchases made within an existing partnership or for a member with a history of making purchases outside this new purchase procedure. Please see office@lwvdanecounty.org if you have questions.
For orders between $1-$99:
Get approval from the Domain chair whose budget is affected.
Fill out the Purchase Request Form - Small Purchases to:
Ask the office to make the purchase for you, or
Request reimbursement for a purchase you already made (Save your receipt! You’ll be asked to scan/upload this for reimbursement.)
For orders $100-$999:
Get approval from the Domain chair whose budget is affected.
Fill out the Purchase Request Form.
Office staff will complete the purchase for you.
For orders $1,000+
Domain director must first seek approval from either:
The Executive Committee (if spending is accounted for in approved budget and/or is grant funded) OR
The full Board (if spending is extraneous to approved budget). Depending on timing and circumstances, approval may be requested from Board via email, rather than waiting until future meeting.
Fill out the Purchase Request Form.
Office staff will complete the purchase for you.
When office staff makes a purchase, the order will be delivered to either the office or another address (e.g., a volunteer’s home or office) on a case-by-case basis.
If mailed to the office, staff will notify the requester that purchase is ready for pick-up. Please do so in a timely manner to ensure purchase is correct and make arrangements for an exchange or return if needed.
If sent to an alternate address, the requester must verify in writing (via email) that the order is correct. Recommendation: even if you’re not using it for a few weeks, open the box and check it right away.
As a Domain chair, how do I approve or reject a request?
You'll be notified by email when there is a purchase request for you to review. Check out this help article for instructions on how to approve or reject the request in Google Drive (scroll down to the section titled “Approve or reject a file”).
How do I request a price quote?
Do not fill out the Purchase Request! Email office@lwvdanecounty.org with the subject line “QUOTE” and describe what you need research help with. Staff will reply with a price quote and options. If you decide to move forward with the purchase, then fill out the Purchase Request form.
How do I request approval for vendors and contractors?
Follow the above process(es) and fill out a Purchase Request when project kicks off (e.g., when both parties sign a contract or approval for work begins); then follow up with invoice when vendor submits for payment.
How do I track purchase requests and spending related to Grant Funding?
See this "How To" Guide: Procedure for Tracking Grants (For Project Leads)
After a purchase request has been submitted, office staff will manage the request as it works its way through to completion.