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

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The requisition form, along with all bid information, shall be distributed as follows: Original, along wth bid information, to the Finance Office. Duplicate copy is retained in departmental files. The Finance Office will be responsible for processing Standard Purchase Orders, obtaining necessary approvals, and distributing of purchase order copies. Approval authority of the Standard Purchase Order is established by City Council resolution "Purchasing Authority." 5. Copies of the Standard Purchase Order will be distributed as follows: Original will be mailed to the Vendor. Second copy will be forwarded to the appropriate department. Third copy will be retained in a numerical file. Fourth copy will be retained in the accounts payable files. 10.13.6 ORDERING For purchases requiring a Standard Purchase Order, the department head shall submit the purchase requisition to the Finance Office in ample time to allow for non-emergency processing at the City. 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 - provided the purchase will not cause a budget line item to be exceeded. In such instances, the Finance Officer will assign a purchase order number to the department head and the purchase requisition must be forwarded to the Finance Office the same day of the order. o In the event a purchase would cause a budget line item to be exceeded, the department head will request a budget amendment, by notifying the finance office of the desired increase and will provide an expenditure account to be decreased to cover the amendment. No purchase will be made until the amendment has been approved. Approval of a budget amendment is established in the City Council Resolution Purchasing Authority." 10.13.7 RECEIVING The department receiving goods ordered will: 1. Sign and date the packing list provided by the Vendor. 2. Check the items received against the packing list. 3. Indicate any items not received or not acceptable on the packing list. 4. Submit the packing list to the Finance Office. 5. If no packing list is provided by the vendor, the receiving party will obtain a photocopy of the purchase order, mark the rems received, sign and date the copy and submit to the Finance Office.