Business operations

Finance & Purchasing

Access finance systems, expense forms, approved purchasing vendors, and the platform used to reserve buses.

Finance systems

Requests, cards, and audits

Use the correct system for each financial action and attach all required documentation.

NetSuiteAccess the YMCA finance system for purchasing, purchase orders, and financial records.Open NetSuite TravelBank Credit Card PortalManage City National credit card activity, receipts, and expense documentation.Open TravelBank YDM Expense Request FormSubmit a Youth Development expense request using the standard department form.Start expense request Afterschool Financial AuditComplete the afterschool financial audit and required documentation review.Open audit form

Credit card & Amazon policy

Plan, approve, document

Follow this authorization path before making corporate card, Amazon, purchase-order, or related program purchases.

Purchase Authorization Protocol

A second authorization is required for every purchase.

Use the total purchase amount to identify the correct approval level before placing an order.

Purchase totalUp to $999.99

Supervisor

Direct supervisor approval

Purchase total$1,000-$2,999.99

Senior Leadership Team - VPs

Vice President authorization

Purchase total$3,000-$4,999

Designated business office staff member

Business office authorization

Purchase total$5,000-$9,999.99

Designated business office staff member or CFO

Business office or CFO authorization

Purchase total$10,000-$19,999.99

CFO

Chief Financial Officer authorization

Purchase total$20,000 and over

CEO

Chief Executive Officer authorization

Required for every purchase

Keep the approval trail together

Attach both the receipt and a copy of the preauthorization email. Reconcile the expense to the correct department or program budget each month.

Ordering schedule

Second and fourth Tuesday

Submit Amazon orders and purchase-order check requests by 12:00 p.m. Finance approvals tied to an available budget are generally completed within 48 hours. Payment terms are net 30.

Cardholder guardrails

Protect the account

Never share a card or Amazon account, make personal purchases, or purchase gift cards, fuel, cash advances, alcohol, or delivery and rideshare services. Route technology needs through IT and use approved vendors for office supplies.

Purchasing vendors

Approved shopping resources

YMCA credentials or approved purchasing access may be required.

AmazonSign in with the YMCA's Amazon credentials for approved purchases.Open Amazon America's Office SourceOrder approved office, paper, cleaning, and workplace supplies.Open vendor Best Buy BusinessShop approved technology and business equipment through the Best Buy business portal.Open business portal Discount School SupplyShop classroom, learning, arts, and early-childhood supplies.Open vendor Extra Space StorageSign in to manage the department's storage account.Open storage account FedEx BusinessSign in to manage approved business shipping and deliveries.Open FedEx YMCA Store & PrintingOrder approved YMCA-branded materials through the NationsPrint catalog.Open YMCA store S&S WorldwideShop program, recreation, arts, and activity supplies.Open vendor Radar PromotionsOrder promotional products and approved branded items.Open vendor Movement ShopShop YMCA apparel and merchandise through Radar Promotions.Open shop Hasty AwardsOrder trophies, medals, plaques, and recognition products.Open vendor Fun ExpressShop activity, event, incentive, and program supplies.Open vendor Pirate ShipCreate and manage approved shipping labels and package deliveries.Open Pirate Ship

Operational logistics

Transportation & Facility Reservations

Reserve transportation through Beacon Connect and manage school-facility access through Facilitron.

TransportationBeacon ConnectReserve buses and manage transportation requests through the bus company platform.Reserve a bus FacilitiesFacilitronManage school facility access and reservation requests.Open Facilitron

Procurement portals

Bids and vendor opportunities

Use these portals to review solicitations, vendor records, and procurement opportunities.

DemandStarAccess public-sector bid opportunities, solicitations, and procurement documents.Open DemandStar Vendor RegistrySign in to review vendor registrations, bids, and procurement opportunities.Open Vendor Registry