12-10-13 Agenda - Laserfiche WebLink

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i • 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 • the director's authorization level. 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. NEW VENDORS Selecting new vendors is at the discretion of the department head. When selecting a new vendor the department head is required to also obtain a w9 from the vendor. The city requires a w9 before payment can be processed for the vendor. • Purchasing Policy 3 03/06/14