This policy provides practical guidance to ensure that purchases made by the Hopscotch Group are necessary, support our educational and operational goals, and follow sound financial practices.
Scope
This policy applies to all staff who procure goods and services on behalf of Hopscotch.
Guidelines for Ordering
Vendor Selection
Where possible, items should be ordered from approved suppliers to ensure quality and value for money.
Any use of non-preferred suppliers should be approved and documented with clear reasons for deviation.
Approval Process and Limits
Asda/Gompels weekly shop
The Nursery Manager or Deputy Manager may place weekly orders within the allocated budget for the following categories, without additional approval:
Food supplies.
Cleaning and hygiene supplies.
Basic kitchen supplies e.g. children’s cutlery, crockery etc.
First-aid supplies.
Purchases outside these categories should follow the ‘Resources Order’ process.
Resources order
The Nursery Manager or Deputy Manager may place orders within the allocated resources budget for these categories without additional approval:
Art Supplies
Stationery
Toys/Learning
Books
Health & Safety (excl. first aid)
Housekeeping items (e.g. kitchen equipment other than children’s cutlery/crockery, bedding, blankets, lamps, laundry baskets, and soft furnishings)
Purchases outside these categories or a single item taking you over budget should follow the ‘One-Off Items’ process.
One Off Items (per item)
Orders up to £150: the Nursery Manager or Deputy Manager can place these with no further approval required (when sending the invoice to Accounts, let them know the One Off Items category should be used)
Orders up to £800: please email Jordan Stanley with your request which should include justification for the order.
Orders up to £1,500: please email Nicole Coulson with your request which should include justification for the order.
Orders over £1,500: please email Philip Ford with your request which should include justification for the order, along with two comparative quotes to ensure value for money.
All categories are monitored and audited to identify any unusual spending and will be regularly reviewed during finance meetings.
Additional Guidelines
Emergency Purchases
We trust your judgement to place emergency orders as necessary, but do speak to Jordan or Nicole if you’re unsure.
Budget Monitoring
All purchases must align with the nursery’s annual budget.
The Senior Finance Manager will monitor spending and provide regular reports
Record Keeping
Records of all orders, including receipts, invoices, and approvals, must be maintained.