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Purchase Order Guidance for Center Cooks


NOCAC Staff will follow the Purchase Order (PO) process to manage all requests for goods and services.


  1. NOCAC Staff will separate/label food, non food, educational, janitorial and parent expenses.
  2. You do not need to separate by site.
  3. If you are highlighting milk, please only use GREEN.
  4. Total at the end of each coded section and grand total at the end of the Purchase Order must be accurate with the receipt.
  5. Milk needs to say 1%, if not, write it on the receipt.
  6. Use neat and organized legible writing.
  7. The PO in order of the receipt (unless keeping non food/food in separate sections.
  8. Add the columns on the PO to make sure everything is the same.
    1. The PO grand total and receipt total must match.
    2. The Center Cook must sign each receipt
  9. Sysco Bill.
    1. Do not subtotal for each food group (i.e. frozen, canned, dry, dairy, etc).
    2. If an item is shipped separate from the regular delivery truck and is on the invoice and states “Remote Stock”, attach the packing slip when it is delivered and the Health/Nutrition Assistant will attach to the invoice from online billing. Place a separate note stating the item is coming.
    3. Make sure your total is correct for the PO, not copy the total from the receipt.
  10. Center Cooks will send the completed PO to the HN Assistant by the end of the same week purchases were made.

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:    
ODJFS Child Care Manual:    
CACFP Regulation:    
Caring for Our Children:    
Other Sources:    


Effective Date:   8/7/17 Reviewed Date:   5/5/20, 6/8/22
Approved By Policy Council:   8/7/17 Revision Approved By Policy Council:    
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