Requiring purchase orders to register for conferences, and for other purposes.

Whereas, A purchase order is an official document issued by a buyer to a seller in order to communicate the specific products or services they are agreeing to purchase; and

Whereas, It is in the best interest of the organization’s financial position to require purchase orders from chapters when registering for conferences; and

Whereas, The State Staff has identified a way to automatically generate quotes on-demand for advisers to aid in the requisition process; now, therefore be it

Resolved, That the Policies & Procedures be revised by inserting the following section after Article 4, Section 2 Spending Limits:

Section 3. Purchase Orders

Any chapter wishing to register for a conference must provide proof of a valid purchase order (PO) issued by their district. During the registration process, advisers will be required to provide the PO number, which shall appear on the invoice for the conference, along with a PDF version of the PO. Any chapter failing to provide a PO number and a corresponding PDF version of the PO will have their registration deleted. Any registration with a PO number and PDF version that do not match will have up to 24 hours to provide an accurate PO number or PDF version of the correct PO. Failure to remedy the situation within 24 hours will result in their registration being deleted. To aid advisers in obtaining POs, an automated quote generator shall be available no later than August 1 of the current year.

Resolved, That the State Adviser be authorized to correct article and section designations, punctuation, and cross-references and to make such other technical and conforming changes as may be necessary to reflect the intent of the Board of Directors in connection with this resolution.