Hilltop’s Purchasing Department

1. A member of Senior Leadership must approve all new P-Cards
2. Submit completed form, with appropriate signature approval, to the Purchasing Department
3. The P-Card is property of Hilltop and should be used for work-related purchases only

1. Must meet two of the 5 criteria below to be eligible:

• Employee is regularly scheduled to work away from their desk
• Employee is required to be available by phone while they are not at their desk
• Employee is needing phone access for safety due to the nature of their job/position
• Employee is required to read and respond to e-mails while away from their desk
• Access to e-mail is deemed to be time sensitive

2. Supervisor must sign

3. Operational Director (Ops Leader) must sign

1. This is a compiled list of key vendors that Hilltop/GVA has contracts, agreements, or partnerships with and should be the first consideration when choosing vendors for purchasing needs.

1. The order for goods, service or repairs totals $2,000 or more.
2. You need a record of details such as, part number, cost, vendor name or date purchased for warrantied goods or services (regardless of dollar amount).
3. The vendor requests or requires a PO number (e.g., Patton’s Printing).
4. The product you want is online and you do not have a Hilltop credit card.

Guidelines to follow:

1. Select whether a Hilltop (Tax-Exempt) purchase or a GVA (Taxable) purchase.
2. Please enter a valid delivery date. Noting “ASAP” as a delivery date is not appropriate and could result in unnecessary expedited charges or a later than needed delivery. Please consider things such as Mfr. Lead Times, Shipping Time, etc., when noting a delivery date.
3. The appropriate signature authority is required for processing (please refer to Hilltop Signature Authority List).
4. Forward the fully completed and approved/signed form to the Purchasing Department.

1. The physical change to a facility is over $5,000.
2. The project requires multiple vendors and is over $5,000.
3. The expenditures will be capitalized.

1. You possess a card in your name or have rights to a program card. Purchases over $5,000 require a Purchase Order prior to the purchase. Individual credit card limits will apply.

1. Funds are needed in advance for product, registrations, subscriptions, service, dues, travel, etc. Form is available in the Fiscal Department.

1. You do not have a Hilltop credit card.
2. The purchase is small and needed immediately. Each facility has its own allowable balance.

1. Complete employee information
2. Enter date, purpose, mileage, and coding information (including grant number if applicable).
3. Total miles driven will automatically calculate.
4. Total reimbursement will automatically calculate.
5. Supervisor signature required. Attach the form to a MySparkRock expense claim or scan and email to Myah Lugo at myahl@htop.org.

1. Use this form to request Hilltop sponsorship for community events or worthy causes
2. Requests of $250 or less will be reviewed/approved by your Ops Leader
3. Requests between $251 – $2,500 will go to your senior leader
4. Requests over $2,500 will be reviewed by the CEO & President
5. There is a limited budget for the year, so get your requests in early!

Use this packet for vendors you expect to use on a regular basis or large corporations

Use this packet for infrequently used vendors

A DR-5002 form may be required by vendors/companies that Hilltop does not have accounts with (e.g. hotel accommodations, Hobby Lobby, Michael’s, etc.) and would not have our tax-exempt details on file.

• Form is to be completed at time of purchase
• Complete the following fields:
  1. Select “Purchase by religious or charitable organization (exemptions may vary by jurisdiction” (2^nd box down)
  2. Select “Paid by purchasing card bearing information of the exempt organization”
  3. Legal Name of Company “Hilltop Health Services Corp.”
  4. Purchaser Name (Your Name)
  5. Address “1331 Hermosa Ave, Grand Junction, CO 81506”
  6. Phone “970-242-4400”
  7. State/Driver License (Enter your ID info)
  8. Description of Normal Course of Business “Not For Profit”
  9. Sign and Date