CHECKLIST 8-C

Purchasing

Name: ______________________ Date: _____________ Time: _____________

Reports to:

Finance and Administration Team Leader

Location:

Grossmont Campus Emergency Operations Center (EOC)

Primary
Responsibilities:
  • Sets up and manages the emergency purchasing and invoicing system, including contracted services and material

Support
Responsibilities:
  • Supports Accounting
  • Supports Procurement
  • Supports the insurance claim process and status reporting on the total expenditure and project costs of the emergency
  • Supports the FEMA/OES Documentation
  • Supports Budget Analysis with financial data

Supplies:

 Purchasing system information and materials

 

PROCEDURES TIME/DATE
EMERGENCY RESPONSE:  

Report to the EOC. Sign in with Situation Status (Log Keeper). Immediately get a report on emergency conditions and situations.

  
Set up the emergency purchasing numbers and invoice systems. Establish an emergency Purchase Order process.  
Receive requests for invoices and purchase orders from procurement. Process the orders.  Get accounting numbers from accounting.  
Provide copies of invoices and purchase orders to procurement, accounting, insurance and FEMA/OES  
Support the insurance claim process with source documents for documentation.  
RECOVERY:  
Transfer all reports, files, claims and investigations to normal operations for continued management.  
Assist with preparing a summary report of the damage and incidents that occurred at the campuses.