Agenda - Council - 09/12/1989 - Closed Executive Session and Regular Meeting

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5. Account number. 6, Autr~orizln¢ s~gnalure of the Cit)"s Oesignatec purg.h,2, sin.6 officer. 10.3.3. REQUIREMENT Of FIELD PURCHASE ORDERS OR PURCHASE ORDERS A. Field Purchase Orders or Purchase Orders are required in order 1o purchase the following: 1. Routine services such as hauling, excavating and miscellaneous building maintenance. 2. Equipment, pads or supply purchases. 3.- As a confirming order for all goods and services ordered by telephone. 4. A Purchase Order is not required for the following purchases: 5. Professional contracted services such as legal, engineering, auditing and fire contracts. 6. Public Improvement projects ordered by City Council such as street paving, seal coating, sewer, water and storm sewer. 7. Utility expenditures such as electricity, natural gas and telephone service. 8.Payroll and related expenses such as employee hospitalization insurance payments, pension payments and mandatory state and federal employee withholding. 9. Routine expenditures such as easement payments, SAC reimbursement, surcharge reimbursement, insurance premiums, fuel for city vehicles, bond payments and gopher bounty payments. 10. Employee reimbursement for miscellaneous out of pocket expenses such as reimburseable meals and parking. However, receipts and/or documentation must be attached to a claim form prior to payment. B. The City Administrator shall authorize and sign purchase orders except for "Field Purchase Orders." In the absence of the City Administrator, the Deputy Clerk will need to authorize and sign Purchase Orders. C. The copies of the purchase order shall be distributed as follows: D. Original signed copy for vendor. E. Second copy shall be attached to the City's copy of vendor's invoice. F. Third copy returned to the department head. - 10.4. ORDERING 10.4.1. For all purchases requiring a purchase order, the department head shall submit the purchase requisition to the purchasing'-officer'in- ample time tO allow sufficient time to negotiate cost and delivery date of item ...................... 10.4.2. In emergency situations, or when time is of the essence, the department head may order supplies or services without the prior preparation of the purchase requisition or purchase order. In such instances, the purchase requisition and order will be prepared immediately the next working day. 10.4.3. In the event a purchase will cause a budget line item to be exceeded, the department head will request a budget amendment, by notifying the accounting department of the increase, and will suggest an expenditure account to be decreased to cover the amendment. RECEIVING 1. The department receiving goods ordered will: A. Sign and date the packing list provided by the vendor. B. Check the items received against the packing list. C. Indicate any items not received on the packing list. D. Submit the packing list to the Accounting Department.