Staff resources
Request supplies, get purchase approval, and submit receipts—all in one place.
Submitting a form does not approve a purchase or guarantee reimbursement.
Everyday operational supplies
Request soap, paper towels, cleaning supplies, diaper pail refills, and other everyday essentials.
Directors and Leads manage these requests. Other staff should let their Director or Lead know when supplies are running low.
Up to 5 optional photo or screenshot attachments.
Request operational suppliesActivity supplies & equipment
Request approval for art materials, classroom projects, sensory activities, outdoor play and building materials, toys, or equipment.
Wait for the completed management decision. Follow the approved items, spending limit, and instructions about who will buy them.
Up to 3 optional quote, photo, or screenshot attachments.
Request purchase approvalStaff reimbursement
Use this after you have been authorized to buy approved items with your own money.
Enter one row per receipt and copy the final receipt total, including tax. Attach clear, itemized receipts; the form adds the totals automatically.
Up to 8 receipt files. Use one upload button per file.
Request reimbursementMake the most of what we have
Check your classroom and shared storage before requesting more supplies. Plan projects and activities around suitable materials already in stock so we use what we have and avoid duplicate purchases.
Reach out to the other Cherubs locations to see whether they have items to share. Coordinate transfers with your Director or Lead—we are one team.
Use supplies thoughtfully and avoid waste. This helps us put more resources toward meaningful experiences for children, staff needs, and Cherubs’ continued growth.
Purchasing reminders
Keep personal purchases on a separate receipt
Receipts must contain only items purchased for Cherubs. Receipts with personal items mixed in will not be accepted. Personal purchases and any tax charged on them increase the receipt total and could cause Cherubs to reimburse more than the cost of its own supplies.
If an item is only available by delivery
Cherubs does not reimburse delivery or shipping fees for school supplies. If delivery is the only way to order the product, submit a purchase approval request and Cherubs will order it. Approval of an item does not automatically approve service fees or tips; disclose these separately for review.
What to include with a reimbursement request
Provide a clear photo or PDF of every full, itemized receipt. Bank or card transaction screenshots alone are not enough. Include proof of payment if it is not shown on the receipt, and keep a copy of the completed purchase approval.
Copy each final receipt total exactly as shown. Tax is already included in that total—do not add it again.