Business Procedures: Setting Clear Expectations

Having strong, consistent business procedures and internal controls is always important, but they can be especially critical in a small business office. One effective way to establish clear expectations is to create a business procedure manual that employees can read and reference. It is also a good idea to reference or link your Board policies within the manual so they are easily accessible to staff.

Purchasing is one of the most important topics to address in your manual. Requiring purchase orders prior to placing an order or making a purchase is typically standard practice. Your manual should clearly explain how to request a purchase order. This process can vary by district—some districts allow teachers to enter requests directly into the system, while others require requests to be initiated by a secretary. Regardless of your process, Vista can be configured to accommodate your district’s needs.

“P-Card” (Purchasing Card) or credit card purchases are another common area covered in a business procedure manual. Many districts maintain a separate manual specifically for P-Card procedures. Topics commonly addressed include allowable uses, tax-exempt requirements, consequences of misuse, and documentation expectations. Itemized receipts are especially important for P-Card transactions and reimbursements, and this expectation should be clearly stated in your manual. Best practice is to require employees to acknowledge that they have read and understand these procedures before being issued or allowed to use a card. Vista allows you to distribute documents such as these to employees and track their acknowledgment electronically.

Reimbursement policies are another key component of a business procedure manual. Your policies should clearly define when reimbursements are allowed for items such as meals, mileage, and supplies, as well as reimbursement limits and timelines for submitting requests. Each district has its own requirements, so it is important to communicate these expectations to employees upfront. If you would like employees to submit reimbursement requests through Vista, the Claims & Reimbursement module provides a quick and easy solution for both staff and the business office. If you are not currently using this feature and would like more information, please contact a consultant for assistance.

There are many additional topics you may wish to include in your business procedure manual. Common examples include check-writing procedures, grant application processes, fundraising approvals, and vendor-specific guidelines (such as Amazon purchasing). Including a list of key staff members and their responsibilities can also be helpful. The content of your manual should reflect your district’s specific needs. If you are unsure where to begin, many districts post their manuals on their websites and are often willing to share examples. There is no need to start from scratch. It is important to enforce the procedures consistently within the district. Finally, your business procedure manual should be reviewed annually to ensure all information remains current and accurate.