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<br />Section 5: Payment <br /> <br />The City of Ramsey uses various processes in making payments for goods and services. <br /> <br />5.1 Standard Purchase Orders <br /> <br />Purchase orders are used when required by the vendor to acknowledge the City's request for goods and services. <br />A copy of the purchase order will be sent to the vendor when requested. <br /> <br />· Obtain purchase order numbers from Finance Department. <br />· The completed purchase order will be attached when invoice is received and submitted to respective <br />department to authorize payment. <br /> <br />5.2 Check RequestslImmediate Pay <br /> <br />The Finance Department policy is for bills to be paid from the accounts payable bills list submitted bi-weekly to <br />City Council for approval. For certain exceptions, check requests/immediate pay may be used under the <br />following guidelines: <br />· Immediate pay is for payments that need to be made prior to Council meeting approval date. Such items <br />include taking advantage of discounts, avoiding late charges, purchases requiring payment with order, <br />etc. <br />.. Immediate pay checks will be issued upon one day notice. Exceptions to the one day notice is for <br />investments and emergency purchases. <br />· Checks will be issued, mailed, or returned to appropriate department. <br /> <br />5.3 Blanket Purchase Orders and Charge Accounts <br /> <br />The city uses blanket purchase orders and charge accounts for frequently used vendors. This process requires <br />submission of receipt with an account code and department approval. All new open accounts must be <br />authorized by the requesting Department Head and Finance Department. <br /> <br />5.4 Invoices <br /> <br />· Invoices, purchase order, or expense reimbursement forms must be returned to the Finance Department <br />with proper authorization and account coding to be processed on the bills list for City Council approval. <br /> <br />5.5 Account Coding <br /> <br />All requests for payment including invoices, check request, purchase order, or expense reimbursement forms <br />must have an eight digit code to process payment. Responsible Department Head will indicate the <br />fund/department and object number from which payment will be expensed. Reference should be made to <br />departmental budget(s) for department and object numbers. <br /> <br />5.6 Petty Cash <br /> <br />· Receptionist shall be the custodian of the petty cash. <br />· Petty Cash shall not exceed $100.00. <br /> <br />5 <br />