Purchasing
Last updated
Last updated
The Luddy debit card!
With great power comes great responsibility
Karen hates it when people she doesn’t know comes to get the p-card
This is another reason why I said to become friends with her
Remember, we are tax-exempt; it is such a nightmare to undo it when people pay taxes using the P-card
Sometimes you have to harass people into taking the tax-exempt code, but it is necessary that you do this Requesting the Card
Luddy is changed up how to get the p-card this year
This system sucks and is inefficient, so I don’t know if they’ll keep it next year, but I’ll document it for you all the same
Start by filling out the excel sheet which can be found in → “Bill of Materials Template”
I suggest just duplicating this file every time you want to use it
Fill out whatever information it wants (I have plenty of examples in this same folder for you to reference)
Fill out the qualtrics form that is linked to the original, blank, template file
You’re done! If you don’t hear back from Karen in 1.5 weeks, then you can email to follow up with her. However, we were told to wait that long first.
I’m sure you can see how this is not efficient or speedy, so like all other things TED-finance related, plan ahead!
Note: In the past, you would just email Karen when you wanted it and she’d tell you whether or not you could have it
This approach still works, but only reserve it for emergency type things because this is not preferred
It’s natural to think that you can purchase things from Amazon using the p-card
This is partially true and partially not true
If you need to buy something from Amazon, I suggest putting together a large list and making the purchase all at once
Follow the steps to request the p-card as you normally would (excel spreadsheet + form), but provide the link to every project in the spreadsheet
Then when you go to submit the form, in the comments section AND “when you’ll come to get the p-card" section, state something like “Please order these items from Amazon”
Like any other time you request the p-card, submit all this information well in advance Informal (but good) Rules
In my personal opinion, the only person who should ever pick up the p-card are you (Director of Finance), Director of Operations, and President
That's what we did this year and it worked brilliantly
Inevitably the Director of Operations will spend a lot of time with Karen, so it’s important Karen knows them as well
Purva was Director of Operations 2 years ago so she should already have a good relationship with Karen, and Amanda, Reece, and Karen already knew each other from other Luddy stuff
Do NOT ever hand the p-card to anybody that is not Exec or the operations team
It is IMPERATIVE, that receipts are kept, and the money is handled well
The 1, singular time, I let someone not the people mentioned above have the card, they did not save the receipt (even though I explicitly said it multiple times and wrote it on instructions for them) and I got in trouble for it