Company Policies and Procedures

Cash Controls:
At the end of each day, two people need to count the cash, and a third
person takes the cash to the Kimball. One of which needs to be in the finance
department.
All cash NEEDS to be deposited each day to the Kimball before class and/or
5pm whichever comes first.
ALL transactions must be recorded at time of sale and a separate person
collects payment.
Credit card machines and the cash should not be left unattended.
A receipt should always be written in the receipt book and be offered/given
to the customer for cash and card payments. If customer denies receipt, just
keep it in the book, but still write the receipt.
All checks should be made out to Brigham Young University - Idaho.

The deposit slip must be turned in on a weekly basis to Brother Andrews TA in Smith 324.

Inventory Controls:
Ordering and purchasing:
Whenever inventory is purchased, the purchaser needs to go to one of the
two people that have access to the credit cards at that time. They will then
be able to order the inventory. Inventory purchases must be approved by the
operations department head.
When inventory is purchased on Amazon, the credit card information must be
IMMEDIATELY deleted from the Amazon account it was purchased on.
Every purchase order done by the company NEEDS to have a receipt. No
excuses. The receipts will then be delivered to the finance department, the
SAME day it was purchased, with the correct corresponding form. There are
two different forms for purchasing. One that you will need to fill out if you
use the credit card, and the other will need to be filled out if it was a
purchase made on campus (do not purchase anything on campus with
the company cards). The finance department will then make 2 additional
copies. Two will be turned in to the school, and the third will be kept for
accounting records.
Purchases on campus are to NOT be done with the company card. Give them
the company ID number, and if they dont know what youre talking about,
ask for someone else. If you purchase something on campus with the card,
there will be punishments.
Receiving inventory:
Inventory that is ordered must be shipped to someone else in the company
that was not involved with purchasing. When the shipment comes, they will
count the inventory and report that number to the purchasers. If the

numbers dont match up, then the purchasers need to contact the supplier
immediately to see what went wrong.
(Stealing inventory is not okay! Thats a big no no. If you steal
inventory, we will all hunt you down! :) )
Liquidating inventory:
At the end of the 9 weeks, if we have excess inventory, then we will sell
those items at a discount (determined when that time comes). If after giving
discounts, and there is still excess inventory, then Operations will contact the
distributor to see if they will purchase back the inventory.
Credit Card Controls:
Two people (it can be changed throughout the semester) are given access to
the credit cards at a time. Each purchase needs to go through these two
people. The billing information for each purchase is provided in the company
binder and needs to be the same for each purchase.
Customer Transactions:
Step 1- Receive payment from the customer (cash or card) use training that
we received from the i-pad meeting
Step 2- Obtain receipt and record transaction
Step 3- Organize records so it can easily be understood by co-workers (they
could come in mid-shift)
When selling inventory at the booth, there needs to be a record of everything
that is being sold. For each transaction there needs to be an entry in the
receipt book, saying what items were sold, how many and for how much.
Whenever an item is sold, tally it on the inventory sold sheet.
We will have to have a refund policy. We don't want students going to the
faculty of BYU-Idaho and complaining. So unfortunately we will have to allow
refunds. The policy will be that we will try to give them store credit first. If
they do not accept after much conversation then we will have to reimburse
These policies will be enforced by the financial department. They will be
responsible for keeping up with the books. It is essential that these
customer transaction are recorded and filed in a orderly fashion. We want the
whole company to be aware of this because we don't want to feel like we are
policing you. Please pay attention to these policies and make sure you follow
the steps with customer transactions.
Equipment Controls:
General:

Everyone should know that handling of equipment is a privilege and not a

right. It is property of the IBC program and so any violation of the following
conditions can lead to punishment by the faculty in charge. If any of the
equipment goes missing, all students working that day may be susceptible to
a replacement charge.
Setup:
1. Equipment needs to be retrieved at least 10 minutes prior to start.
2. Have at least two employees moving all supplies. This means two employees
having both hands on the stand while its moving.
3. Only employees of LGFG may handle the equipment.
4. Setup may only happen up to half an hour before opening.
Storage:
At the end of working hours, those employees not handling financial deposits
are responsible for storing of all equipment. This includes mirrors, stand, and
sign.
Check for maintenance prior to storage.
A minimum of two employees are required to move the stand. It will be
stored in the storage closet immediately upon finishing and reported to the
CEO.
Repairs:
Any repairs will need to be discussed with the COO and CEO immediately
after the notice of any damages. The repair of any part of the stand will need
to be handled by professional means.
Liquidation:
At the end of the 9 weeks, equipment such as the stand and poster, will be
brought to Bro. Crawford and checked about a resale value. Items will be
resold if possible, but if not then the dismantling will be handled by
operations.
Purchase:
Purchase of the stand, including materials and/or labor, will come from one of
those who have access to the credit card. The operations department will be
primarily responsible for the consistent maintenance and purchases of all
equipment.