Leases

AvidCo has lease agreements for transmitters on 85 sites. Legal initiates and renews leases. Tech Ops files the lease, tracks the notice of expiration date, the expiration date, and payment due dates. Tech Ops processes a purchase order for the lease payment.

Steps to File and Calendar Leases

  1. Upon receipt of a lease from Legal, save it in the lessor’s folder in Leases.

  2. Add lease details to Site Leases.

  3. Make notice and expiration date entries on the Engineering Contracts Calendar.

  4. During the first Chief Engineer meeting of the month, Tech Ops reports the upcoming notice of expiration and expiration dates.

Steps to Process Lease Purchase Orders

Many (but not all) leases are annual. Lease payments are due more often in January and July.

At the beginning of the month, Tech Ops reviews Site Leases and notes lease payments for the month.

Upon notice of lease expiration, confer with Legal before creating a PO. They will determine if AvidCo needs to make a payment. 

Some lessors send an invoice. For these, create a standard PO. If the lessor doesn’t send an invoice, create a check request purchase order.

  1. In Zorio, search for the most recent PO for the lessor. Use Save as new to create a new purchase order.

  2. Generate a standard PO or a check request PO.

  3. Obtain a signature from the Director of Engineering.

  4. Attach the signed PO to Zorio and change the Status to Received.

  5. Submit the invoice (if any) and purchase order to Accounts Payable via DocuSign.

  6. Add the PO # and PO date to Site Leases.