The Admin Team handles a wide variety of purchase categories, including shipping, office supplies, travel and office furniture. All purchases above 3,000 USD must be approved by Jennifer Toole, the Chief Operating Officer, or the Executive Vice President. The following are general guidelines for purchase categories.
However, as a best practice all shipping, staff, project, or office infrastructure purchase requests should be confirmed before purchasing and all office supplies purchases above 500 USD should be confirmed with the Office Director.
Category | Credit Card | Policy |
Office Supplies | Office Director | All purchases above 500 USD should be confirmed with Office Director. |
Shipping | Office Director | Ask if there is a deadline for package arrival; if no urgency is indicated, send via the most cost-effective method (usually ground). |
Travel | Office Director | Travel for projects -- confirm approval and per diem limit with PM. Travel for national conferences – confirm that the requestor has confirmed the budget with the Director of Strategy. Travel for local conferences or Toole Design – confirm that the requestor has confirmed with Office Director. Executive travel for firm – send 2-3 sample itineraries for approval. |
Office Expenses | Office Director | All office expenses within an office budget (including morale events) should be tracked and approved by the Office Director. |
Office Furniture | Office Director/ Owner | Build-out purchases must be approved by an Owner. Supplemental purchases (e.g. additional workstation for new staff) should be approved by the Office Director. Any purchase above 3,000 USD must be approved by Jennifer, Chief Operating Officer, or the Executive Vice President. |