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Date Posted: 14:40:22 03/08/00 Wed
Author: Margaret
Subject: Proofread

Please proofread-Thanks

3-7-00- Minutes from meeting

Procedure: To make a purchase, fill out an invoice for items. Steve has a template, we have to use a Sears qualified form to submit an invoice. The invoice is submitted to Austin, made into a PO, purchase order, and assigned a number in Austin. This must contain the vendors name, address, phone, item description, cost, tax, and total. Fred will confirm the receipt of the invoice in two days if he is in the office.There is a three week turnaround from submission of the PO to payment. A CAR, capital aquistion request form, is used for all expenditures over $500.00. If it is for an amount over $500.00 Fred will transfer info to a CAR. This CAR number can be tracked. No purchases will be approved over $500.00 for now. Please divide all amounts over $500.00 into smaller portions.Use the department #49007 for Austin, 49008 for Tucson, 49031 for Mobile.The fund division breakdown will be decided by Fred based on population per site and other critera, he can not commit to a firm number at this time.

Each month Fred needs a breakdown of how many winners from each catagory from each site. A three week lead time is needed for funding. We will use the matrix we agreed on. We are setting up a program for a prize for the most improved,perfect attendance, completing probation, receiving a kudos from a customer. This would be a trinket catagory gift.

Correct procedure for getting things to Fred=use inter-office mail. If we have to fax Fred, use Linnaeas' fax machine (512)248-4995.

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