Champagne Logistics

Employee Handbook

A Handbook for Champagne Logistics Employees

Purchase Requisition Procedure

  1. Required Use of Purchase Requisitions

    An electronic Purchase Requisition must be submitted to Finance for approval prior to the issuance of a numbered Purchase Order and before a commitment is made to a vendor. Once the electronic Purchase Requisition is received by Finance via ExpenseWatch.com, Finance will review the Purchase Requisition and either approve or deny the request. Once the Requisitioner receives the e-mail alert indicating that the Purchase Requisition has been approved he or she will then issue a Purchase Order via ExpenseWatch.com. The Requisitioner will then supply the vendor with a copy of the Purchase Order.

    Any purchase requiring a Purchase Requisition may not be placed on the American Express Corporate Card or any other Corporate Credit Card without prior approval from Finance.

    Purchase Requisitions are required for the following purchases:

    • Any purchase which exceeds the spending limit of the Requisitioner.
    • All purchases of equipment or machinery regardless of description or amount.
    • All purchases of furniture, fixtures, or furnishings regardless of description or amount.
    • All contracted services, leases, or maintenance agreements regardless of amount or term.
    • All purchases of computers, peripherals, software, office machines and telecom equipment.

    In those unusual circumstances in which use of a Purchase Requisition is not feasible in the procurement of goods or services, a separately negotiated contract properly authorized by Finance must be used. In such cases, Finance should be contacted to assist in making the decision whether a Purchase Order or separate contract should be used.

  2. Exceptions to the Use of Purchase Requisitions

    Purchase Requisitions are not required for the following purchases:

    • Transportation orders booked via STI (see Credit & Collections Policy, Section III))
    • Third-party transportation services related to a customer order in OES)
    • Third-party rigging services related to a customer order in OES)
    • Business related travel expenses (see Section L)
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Vendor Orders

All routine Purchase Requisitions will be processed within one (1) working day. If a special circumstance precludes processing within one (1) working day, the originating Requisitioner will be notified. All completed Purchase Orders must be e-mailed or faxed to the vendor by the Requisitioner.

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Receiving

Upon receipt of merchandise, please be aware of the following:

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Vendor Payments

  1. Vendors must be made aware that all invoices submitted directly to Finance must indicate the Purchase Order number on the vendor invoice or be accompanied by a copy of the corresponding Purchase Order.
  2. If the Requisitioner submits the vendor invoice to Finance for payment the following procedure should be followed:
    • Verify that the invoice amount does not exceed the Purchase Order amount
    • Create and reconcile a packing list in ExpenseWatch, if applicable
    • Attach a copy of the Purchase Order to the vendor invoice
    • Submit the invoice to Finance for processing
  3. Any vendor invoice which exceeds the Purchase Order amount must be re-submitted by Accounts Payable for re-approval by Finance. It is the responsibility of the Requisitioner to notify Finance of any issues related to the Purchase Order prior to submitting it for payment.
    • Vendor payment will be made only when Finance can verify that all items have been received in good order and the Purchase Order has been closed.
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Blanket Purchase Orders

  1. When purchases are made from a single vendor on a regular basis, a Blanket Purchase Order may be established. A Blanket Purchase Order is effective for the current budget year only. Blanket Purchase Orders must include a not-to-exceed dollar-limit per purchase and an authorizing signer for purchases charged against the Blanket Purchase Order.
  2. All Blanket Purchase Orders will be reviewed annually by Finance and depending on frequency of use, will be renewed or canceled.
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Agreements, Contracts, Leases, Consulting Agreements and Maintenance Agreements

  1. All Agreements, Contracts, Leases, Consulting Agreements and Maintenance Agreements require the submission of a Purchase Requisition. Such Purchase Requisitions must be approved in advance by the VP of Finance or the CFO regardless of term or amount. Agreements, Contracts, Leases, Consulting Agreements and Maintenance Agreements can only be executed by a duly authorized Officer of the company.
  2. No Agreements, Contracts, Leases, Consulting Agreements and Maintenance Agreements may be signed or submitted to a vendor without an accompanying Contract Purchase Order stating the relevant terms. Items and parts purchased outside of an original Contract Purchase Order require the submission of a separate Purchase Requisition to Finance.
  3. All Contract Purchase Orders will be reviewed annually by Finance and depending on frequency of use, will be renewed or canceled.
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Furniture, Fixtures and Equipment

All Furniture, Fixtures or Equipment acquisitions must be reviewed and approved in advance by Finance. This policy should be followed whether such Furniture, Fixtures or Equipment is leased or purchased. A Purchase Requisition must be completed by an authorized Requisitioner on behalf of the requesting department. Office Supplies may not be purchased with the Corporate Credit Card without advance written approval by Finance.

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Office Supplies and Printing Needs

  1. All acquisitions of Office Supplies must be reviewed and approved in advance by Finance. All Office Supplies must be ordered through ExpenseWatch.com from an approved vendor. Office Supplies may not be purchased with the Corporate Credit Card without advance written approval by Finance. In the event that advanced approval has been granted for usage of the Corporate Credit Card a Purchase Requisition is still required.
  2. Company assets shall be utilized whenever possible for Printing Needs. Any printing jobs which require the use of a printing vendor must be submitted for approval by means of a Purchase Requisition. Printing Needs may not be purchased with the Corporate Credit Card without advance written approval by Finance. In the event that advanced approval has been granted for usage of the Corporate Credit Card, a Purchase Requisition is still required.
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Computers, Peripherals, Software, Office Machines and Telecom Equipment

Purchase Requisitions are required for all IT purchases regardless of item or amount. All Computers, Peripherals, Software, Office Machines and Telecom Equipment acquisitions will be routed electronically for approval by the IT Department via ExpenseWatch.com once the Purchase Requisition has been generated. All Purchase Requisitions for IT related items must first be approved by the IT Department and then submitted to Finance for financial approval. Computers, Peripherals, Software, Office Machines and Telecom Equipment may not be purchased with the Corporate Credit Card without advance written approval by Finance. In the event that advanced approval has been granted for usage of the Corporate Credit Card, a Purchase Requisition is still required.

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Vendor Deposits and Advance Payments

Purchase Requisition procedures outlined in Section A of this policy apply to all transactions requiring deposits. When a Vendor Deposit or Advance Payment is required, a Purchase Requisition should be submitted at least seven (7) working days before the deposit or advance is due. Same day requests will not be approved. Vendor Deposits and Advance Payments may not be paid with the Corporate Credit Card without advance written approval by Finance. In the event that advanced approval has been granted for usage of the Corporate Credit Card, a Purchase Requisition is still required.

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Reimbursement to Employees

  1. Purchase Orders are not required for business related expenses under $100 when doing so could encumber normal business activities.

    Such expenses could include, but are not necessarily limited to:

    • Vehicle fuel
    • Emergency jobsite supplies
    • Emergency office supply items
  2. Any purchases above $100 must be approved in advance by a department manager.
  3. Expenses under $100 accompanied by an itemized receipt will be reimbursed via petty cash or check.
  4. Employees requesting reimbursement above $100 must submit an expense report via ExpenseWatch.com
  5. Petty cash advances must be signed for by the employee who is receiving such advance. Usage of petty cash is the responsibility of the employee who signs for the cash advance. Upon reconciliation of the cash advance against the itemized receipts, any shortages or discrepancies are the responsibility of the employee who signed for the cash advance.
  6. Requests for reimbursement without an itemized receipt must be approved by the VP of Finance
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Postage & Delivery

  1. Currently the two (2) approved postal and parcel vendors are US Postal Service and FedEx. The US Postal Service is the preferred vendor for mail, expedited mail service and most parcels. It is the responsibility of each business unit to determine the most cost effective method for items which require expedited delivery. Each business units should establish one designated point of contact for all postal and parcel shipping needs for their individual business office. In addition, each business unit should establish online account access with USPS.com and Fedex.com for quoting, shipment preparation, label printing and supply orders. Both vendors supply packaging materials at no cost. In addition USPS Priority Mail Click-n-Ship labels can be purchased online at www.labeluniverse.com for a nominal fee. All FedEx shipments are automatically insured for $100 at no additional cost. Items which require additional insurance coverage must be approved by Finance prior to shipping.
  2. USPS Priority Mail is the preferred method for most expedited letter packages and small parcels. The most common use of this service is the Flat-Rate envelope with Delivery Confirmation. This service offers one flat rate for the Priority Mail Flat-Rate Envelope and Flat-Rate Box; both options offer free delivery confirmation if the USPS.com website is used in conjunction with the Click-N-Ship label.
  3. FedEx Ground and FedEx Home are the preferred methods for most medium to large packages or parcels. This method is generally a 5-day service. Home Delivery is only available to residential addresses.
  4. FedEx Express Saver is the preferred option for letter packages and small parcels when USPS Priority Mail does not offer the most cost effective solution. This method is generally a 3-day service
  5. FedEx 2-Day is the preferred method for most small to medium parcels when USPS Priority Mail does not offer the most cost effective solution. This option should not be utilized for letter packages.
  6. FedEx Standard Overnight is the preferred method for letter packages and small parcels which must be guaranteed for delivery by 3:00 p.m. the following business day.
  7. FedEx Priority Overnight is the preferred method for letter packages and small parcels which must be guaranteed for delivery by 10:30 a.m. the following business day.
  8. FedEx First Overnight should not be used unless approved in advance by Finance. This method guarantees delivery to most zip codes by 9:00 a.m. the following business day.
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Business Travel Vouchers

  1. Required Use of Travel Vouchers

    An electronic Travel Voucher must be submitted to Finance via ExpenseWatch.com for approval prior to booking any travel arrangements. Once the electronic Travel Voucher is received by Finance via ExpenseWatch.com, Finance will review the Travel Voucher and either approve or deny the request. Once the Requisitioner receives the e-mail alert indicating that the Travel Voucher has been approved he or she can then make appropriate travel arrangements.

    Travel Vouchers are required for the following:

    Travel which requires any two of the following:

    • Airfare
    • Car Rental
    • Lodging
  2. Exceptions to the Use of Travel Vouchers

    Travel Vouchers are not required for the following:

    • Travel which requires expenses totaling under $250

    Expense Report Procedures

    1. Required use of Expense Reports

      An electronic Expense Reports must be submitted via ExpenseWatch.com within 48 hours of the corporate credit card statement ending date. Employees who submit monthly expenses, but do not use a corporate credit card, must submit an electronic Expense Report within 48 hours following the last day of each month.

      Expense Reports are required for the following:

      • Anyone who uses a company credit card
      • Anyone who submits expenses over $100
    2. Exceptions to the Use of Expense Reports

      Expense Reports are not required for:

      • Any purchase associated with an approved Purchase Order Number
      • Any purchase associated with an approved OES Order Number
      • Any employee who does not have a T&E license for ExpenseWatch.com