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DRAFT Director of Finance and up to $ 5,000 up to $ 2,500 Administrative Services Public Works Director up to $ 2,500 up to $ 1,000 Community Development Director up to $ 2,500 up to $ 1,000 Note: All payments in excess of $7,500 must be approved by the City Council, unless the project, in aggregate, was previously approved by the City Council. The department director, along with the concurrence of the Director of Finance and Administrative Services, may delegate signature authority to another individual in their department for a set dollar amount, which should be significantly lower than their own signing authority. This authority must be in writing and be kept in the Finance Department. Items not requiring Council authorization prior to payment, but is part of the approved budget and over the authorization limits as described above: Payroll and payroll related payments Employee Expense reimbursements Insurance Premiums Routine Operations (utilities, supplies, cleaning services, etc.) Items that were previously approved by the Council. Emergency payments or other payments to avoid late fees or interest charges. 1.Finance will process payments on a weekly basis. Payments that do not require Council authorization will be issued on Fridays. 2.Payments that require Council action will be issued after the approval. 3.A complete list of all paid and unpaid claims will be presented at the regular Council meeting under the consent agenda items. PURCHASE ORDERS & CODING INVOICES It is a prudent business practice to issue purchase orders prior to the purchase of goods and services. As a practical matter, no purchase orders are required for purchases under $1,000. Purchase orders can only be signed by the authorized individuals as outlined above with their respective signing authority. The City Administrator or the Director of Finance and Administrative Services may co-sign a purchaser order if the order exceeds Purchase orders are issued by the individual departments and retained by them until the goods and services are received. Upon the receipt of the invoice, the department head will approve the invoice for payment and forward the invoice, along with the purchase order to the Director of Finance and Administrative Services for processing. All invoices are required to be coded and signed by the department head, or authorized delegate, before forwarding them to the Finance Department for processing. Purchasing Policy 3 03/31/14