PROCUREMENT PROCEDURE

improvement process, nor is an employee eligible for a salary increase or promotion during this period.

Pay Raises & Bonuses: Employee pay raises may be based on performance, development partners’ requirements and/or the assumption of a new position or functions, as determined by the company’s management. Bonuses are discretionary and may be paid when the Company’s profits and the employee’s performance are exceptional.

EMPLOYEE PROFESSIONAL DEVELOPMENT

[COMPANY NAME] will consider requests to reimburse fees paid by employees for educational courses and exams, association fees, course dues, and other professional development costs directly associated with the employee's role, on a case-by-case basis. To be considered, an employee must be in good standing, must have been employed with the company for at least [number of months], and must articulate the benefit such education or professional fees will have on their performance with [COMPANY NAME]. Employees who leave within [number of months] of receiving reimbursement for such fees will be required to pay back to the company.

PROCUREMENT PROCEDURE

Procurement of Goods and Services: All [COMPANY NAME] employees must abide by the authorization levels and guidelines set forth by the company. If any limits are unclear, employees are expected to consult with senior staff or managers prior to initiating the purchase or procurement of goods or services or management of [COMPANY NAME] cash or bank accounts.

Procurement of all goods or services shall favor a competitive process that enhances access, transparency, competition and fairness and results in Best Value (“Best value” defined as the optimal combination of quality, service, time and cost considerations, over the useful life of the good, service or asset). A reasonable number of suppliers (at least 3) should be reviewed for consideration and/or given an opportunity to bid in order to avoid situations where there may be a bias toward procuring and/or awarding a contract for goods, services or assets for the company.

Locally Owned, Minority-Owned, Female-Owned and Small Businesses: In addition to seeking Best Value for all purchases, [COMPANY NAME] employees shall take necessary steps to solicit participation of locally owned, minority-owned, female-owned and small businesses whenever possible. These steps include soliciting proposals from minority- or women-owned businesses that provide the goods or services that are being sought. Where possible and feasible, delivery schedules will be established, and work will be subdivided to maximize participation by small businesses or minority- or women-owned businesses. Where feasible, evaluation criteria will include a factor with an appropriate weight for these firms.

Documentation: In addition to documenting the procurement process as described above in the Procurement of Goods and Services section, invoices, quotes, receipts, emails and other documents supporting all procurements are to be retained and sent to the operations manager for proper filing. The documentation should, at a minimum, contain a description of goods or services provided, the amount paid, and the date of the transaction, recognizing that receipts for smaller transactions (e.g., those under [deemed threshold/limit]) are likely to contain less information. Transaction documents should contain adequate information to show compliance