Purchase Request Form

To ensure responsible spending, proper authorization, and transparency, all purchases made on behalf of Ontario Fire Service Pipes & Drums must follow the steps outlined in this process.

No purchases made be made using organizational funds without prior approval according to the thresholds below:

$0 - $99………………..1 Executive Team Member
$100 - $499………..2 Executive Team Members
$500 - $999 ……….Majority of Executive Team
$1,000+ …………………Full Executive Team Approval + Notification to members

In urgent cases the Band Manager or Pipe Major ay approve up to $200 without prior consultation but must report the decision within 48 hours to the Executive.

Step-by-Step Purchasing Process

1. Request Submission

   • Submit a purchase request (via form or email) with:

     • Item/service description

     • Estimated cost

     • Purpose/justification

     • Urgency or timing considerations

2. Approval Process

   • Routed to the appropriate number of Executive Team members based on cost

   • All approvals must be documented (email, shared form, or meeting minutes)

3. Authorization

   • Once approved, either:

     • The requester may make the purchase, or

     • An authorized purchaser may be assigned

   • Receipts must be collected and submitted

4. Reimbursement or Payment

   • Submit receipt and reimbursement request to the Treasurer

   • Treasurer processes payment or reimbursement within 10 business days

5. Recording

   • Treasurer logs all purchases in the financial tracking system for monthly reporting

Non-Compliance

Purchases made without prior approval may not be reimbursed.