Purchases and reimbursements

Inventory, Purchases, Reimbursements

TL;DR

Want us to buy something? Make it happen:

< $50

Do one of the following:

• buy it yourself then fill out our online reimbursement form ... or
• write the request on our white board at the space ... or
• request it on our online inventory request form

> $50

• request it on our online inventory request form

MakeICT Purchasing and Reimbursement Policy

You want the complete story? Here's how our purchasing and reimbursement policy works:

White Board

A white board complete with markers and eraser is in a very conspicuous place. The board might be playful and doesn't have to be overly structured or have only 1 specific purpose. However, for the purposes of inventory and purchasing, it should include the following headings:

• Buy Me: As members see a need for a particular item of piece of equipment, they can write it on the board
• Fix Me: Something broken? Members can make a note of it here
• Change Me: If something is missing or isn't working in the space, the logistics, the organization, etc., members can list it here.

It's best if members identify themselves with contact information on the board so if there are questions from the executive committee about the needs, they can be addressed directly.

Online Forms

Two online forms exist for inventory and purchasing:

1. Members can request items
2. Members can purchase items then request refunds or donation acknowledgement letters

Purchases

Up to $50

If a member sees a need for a particular item that is missing from the space, they can do one of:

• Buy it themselves then request a refund/acknowledgement from the online refund request form
• Fill out online form requesting the item
• Write the need for the item on the white board

On weeks coinciding with executive committee meetings, the treasurer will review requests, online form submissions, etc. and order items and give reimbursements as needed.

A few guidelines for members purchasing materials then asking for refunds:

• Members are expected to order only items that could be of reasonable use to at least some small fraction of the community.
• When ordering one-time use materials, members should order "enough for everyone" and not just enough for themselves. For example, if needing a couple of $1 ICs, order 20 so we can have 18 in stock.

This purchasing system is intentionally vague and considered reasonably flexible. For example, if a member orders $55 worth of materials, this is OK. In exchange members are expected to exercise reasonable judgement in their ordering.

$50 to $250

• Members can request the items via the white board or online form. The request should include a justification for the request of the item if this is not immediately obvious.
• The treasurer will review the requests before each executive committee meeting. If the treasure feels confident on the justification of the request, the treasure may place the order.
• At executive committee meetings the treasurer can optionally review these requests with the executive committee, if they feel the need.

$250 to $500

• Members can request the items via the white board or online form. The request should include a justification for the request of the item if this is not immediately obvious.
• At executive committee meetings the treasurer will review requests with the executive committee
• If the members present in the committee meeting come to a unanimous decision supporting the purchase, the purchase is made. Otherwise, the treasurer reports to the requesting member reasons for the decline in the purchase request.

over $500

• Members can request the items via the white board or online form. The request should include a justification for the request of the item if this is not immediately obvious.
• At executive committee meetings the treasurer will review requests with the executive committee
• If the members present in the committee meeting come to a unanimous decision supporting the purchase, the item is brought to vote for all active members of MakeICT. If members vote majority for the purchase, the purchase is made.

Inventory

No active database will be kept of all inventory at MakeICT. Instead, it is expected that all members of the MakeICT will help in maintaining organization and stock of necessary items. Specifically, as members see needs for items, they can request them via the white board or online form or order them and ask for reimbursement as explained above. (FIXME: somebody in the executive committee at) MakeICT will ensure that there is always an ample supply of empty bins and drawers for new inventory as it arrives. When new inventory arrives, members are expected to add them to the draws/bins as they see fit and label accordingly.