Agenda - Council - 10/10/1989 - Laserfiche WebLink

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10.13.4 MINOR PURCHASE ORDER PROCEDURE AND APPROVAL 1. Minor Purchase Order forms are designed by the City's Finance Office and shall require as a minimum the following information: Item(s) to be purchased. Vendor name and phone number. Unit and total cost. Account number to be charged. Date of purchase. Authorizing signature of Department head and signature of the employee requisitioning the purchase if not the same° A book of Minor Purchase Orders will be assigned to each Department Head by the Finance Officer; the Finance Office will maintain a log of all purchase order numbers so assigned. The individual Minor Purchase Orders are completed in hand-written form and copies are distributed as follows: Original signed copy to Finance Office. Duplicate copy is retained in the Minor Purchase Order book which is retained in departmental files. When all individual Minor Purchase Orders within the book have been issued, the book will be returned to the Finance Office for numerical control purposes. A new Minor Purchase Order book will then be issued to the appropriate department. Provided the planned expenditure does not cause a budgeted line item to be exceeded, approval of the Minor Purchase order rests with the Department Head or City Administrator. If the planned expenditure would cause a budgeted line item to be exceeded, a Minor Purchase Order may not be used. 10.13.5 STANDARD PURCHASE ORDER PROCEDURE AND APPROVAL To initiate a Standard Purchase Order, a Purchase Order Requisition form must be completed and this form shall require as a minimum the following information: h i Item(s) to be purchased. Vendor name, address and phone number. Unit and total cost. Account number to be charged. Required delivery date. Delivery address. Signature of requisitioning employee. Authorizing signature of Department Head. Date of authorization by Department head. Date and resolution number of council approval, if required.