CHARTIABLE VENTURES OF ORANGE COUNTY (DBA PROJECT KINSHIP)

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Chat ltableVentums Policies and Procedures I ETHICS Ethical business standards shall govern all procurement transactions. Disciplinary action for those violating ethical business standards will be taken in accordance with applicable CVOC policy, up to and including the termination of employment. CVOC personnel shall not solicit a gift or accept a significant gift from any supplier or prospective supplier. A'significant gift' is defined as any item, service, favor, monies, credits, or discounts not available to others which could influence purchasing decisions. CVOC personnel may accept trivial items as a matter of courtesy, but may not solicit them. Acceptance of social invitations to occasional business meals, entertainment, and hospitality will be subject to prudent judgment as to whether the invitation places or appears to place the recipient under any obligation,.the appropriateness of the occasion, frequency, and choice of facilities. Questions about the value of a gift or the appropriateness of an invitation should be referred to your supervisor to ensure compliance with CVOC's conflict of interest policy. CVOC values its suppliers and assumes that vendors, in turn, value CVOC's business. No token or display of appreciation is necessary or encouraged. All vendors are asked to comply with CVOC's standards by not offering incentives, gifts, or services to individual personnel. SIGNATURE AUTHORITY End users within projects typically do NOT have the authority to sign ANY contracts or agreements with outside parties in the name of CVOC or one of its projects. Contracts and agreements need to be signed by CVOC. Once the contract/agreement is reviewed and approved, it will be forwarded to the appropriate officer of CVOC for signature. PURCHASING PROCESS The purchase of goods and services from outside vendors is to begin with the initiation of a purchase order through CVOC's financial system or a paper form requesting a purchase order submitted to CVOC office (allow three working days for paper form). This shall occur at the time the product or service needs to be ordered, not when it is time to pay for the product or service. A fully approved and budget checked Requisition (quote/price comparison form) is then automatically sourced into a Purchase Order. The official Purchase Order is ready to be sent to the vendor. The system provides an appropriate audit trail since all transactions are captured in the system specific to each individual purchase, putting CVOC in the best position to pay for purchases in a timely manner. Starting with a Requisition ensures that an approved and official Purchase Order is issued. An official Purchase Order is the legal document that governs the transaction and properly protects the project and CVOC. Verbal purchases (without an approved purchase order) (i.e. phone orders) are not considered valid by CVOC, nor are purchase orders generated through internal project systems or means other than CVOC's accounting system. Projects that use these means to initiate purchases with outside vendors assume responsibility for such purchases at their own risk.