Agenda - Council Work Session - 10/11/2016

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Clothinw and other Sundry Items: 1. Employees may receive T-shirts, and other sundry items of nominal value ($5.00) when these items are made available to the general public or if these items are determined by the City Administrator to be important to the successful involvement of employees in special city -sponsored or city -supported sponsored events (i.e. National Nite Out, Happy Days, etc.). Employees may be supplied with uniforms, clothing, boots and other gear necessary for the performance of their job as per the City of Ramsey Personnel Policy or applicable labor agreements. Section 5: Payment The City of Ramsey uses various processes in making payments for goods and services. 5.1 Standard Purchase Orders Purchase orders are used when required by the vendor to acknowledge the City's request for goods and services. A copy of the purchase order will be sent to the vendor when requested. • Obtain purchase order numbers from Finance Department. • The completed purchase order will be attached when invoice is received and submitted to respective department to authorize payment. 5.2 Check Requests/Immediate Pay The Finance Department policy is for bills to be paid from the accounts payable bills list submitted bi-weekly to City Council for approval. For certain exceptions, check requests/immediate pay may be used under the following guidelines: • Immediate pay is for payments that need to be made prior to Council meeting approval date. Such items include taking advantage of discounts, avoiding late charges, purchases requiring payment with order, etc. • Immediate pay checks will be issued upon one day notice. Exceptions to the one day notice is for investments and emergency purchases. • Checks will be issued, mailed, or returned to appropriate depaitinent. £.3 Bizar- The city usoo bknnket purchase orders and charge accounts for frequently used vendoro. Thin pr •yakax,z'on of receipt with an account code and department approval. All now open accounts must be authorized by the requesting Department Head and Finance Department. 5.3 Invoices • Invoices, purchase order, or expense reimbursement forms must be returned to the Finance Depaitinent with proper authorization and account coding to be processed on the bills list for City Council approval. 5.4 Account Coding All requests for payment including invoices, check request, purchase order, or expense reimbursement forms must have an eight digit code to process payment. Responsible Department Head will indicate the 8