Laserfiche WebLink
Section 5: Payment <br />The City of Ramsey uses various processes in making payments for goods and services. <br />5.1 Standard Purchase Orders • <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 />• 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 />5.2 Check Requests/lmmediate 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 niay be used under the <br />following guidelines: <br />• Immediate pay isfor 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 />5.3 • BlanketPurchase Orders and Charge Accounts <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 Departient Head and Finance Department. <br />5.4 Invoices <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 />5.5 Account Coding <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 Dead 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 />5.6 Petty Cash , <br />• Receptionist shall be the custodian of the petty cash, <br />• Petty Cash shall not exceed $100.00. <br />5 <br />