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<br />Items not requiring Council authorization prior to payment, but is part of the approved <br />budget and over the authorization limits as described above: <br /> <br /> <br />Payroll and payroll related payments <br /> <br />Employee Expense reimbursements <br /> <br />Insurance Premiums <br /> <br />Routine Operations (utilities, supplies, cleaning services, etc.) <br /> <br />Items that were previously approved by the Council. <br /> <br />Emergency payments or other payments to avoid late fees or interest charges. <br /> <br /> <br />1.Finance will process payments on a weekly basis. Payments that do not <br />require Council authorization will be issued on Fridays. <br /> <br />2.Payments that require Council action will be issued after the approval. <br /> <br />3.A complete list of all paid and unpaid claims will be presented at the <br />regular Council meeting under the consent agenda items. <br /> <br /> <br />PURCHASE ORDERS & CODING INVOICES <br /> <br />It is a prudent business practice to issue purchase orders prior to the purchase of goods <br />and services. As a practical matter, no purchase orders are required for purchases under <br />$1,000. Purchase orders can only be signed by the authorized individuals as outlined <br />above with their respective signing authority. The City Administrator or the Finance <br />Director may co-sign a purchaser order if the order exceeds t <br />level. <br /> <br />Purchase orders are issued by the individual departments and retained by them until the <br />goods and services are received. Upon the receipt of the invoice, the department head <br />will approve the invoice for payment and forward the invoice, along with the purchase <br />order to the Finance Department for processing. <br /> <br />All invoices are required to be coded and signed by the department head, or authorized <br />delegate, before forwarding them to the Finance Department for processing. <br /> <br /> <br />NEW VENDORS <br /> <br />Selecting new vendors is at the discretion of the department head. When selecting a new <br />vendor the department head or authorized delegate is required to also obtain an IRS Form <br />W-9 from the vendor. The City requires the IRS Form W-9 before payment can be <br />processed for the vendor. <br />Revised 4/28/14 3 <br />