Ordinance 3262-12 - Laserfiche WebLink

PURCHASING GUIDELINES 6.7 — Small Purchases 6.7.1 — Open Supply Purchase Orders The open supply purchase order system was established to facilitate small purchases from local suppliers. Open supply purchase orders are meant to provide small, varied, and unpredictable items needed for the day-to-day operations of City work crews. Purchases over two thousand dollars ($2,000) may not be made with open supply purchase orders. An open supply purchase order should not be used to acquire items that should otherwise be formally or informally bid. Inappropriate purchases appearing on open supply purchase orders will be referred to the department director for review and appropriate action. Establishing an Open Supply Purchase Order Open supply purchase orders may be established when there are a sufficient number of small purchases from a local supplier. City employees should contact Purchasing to inquire about establishing open purchase orders. Procedures Only permanent employees or 9-month seasonal laborers may use the open supply purchase orders. When using open supply purchase orders, the City employee must show employee identification to the supplier and sign and print his/her name on the packing list. The City employee's supervisor must also sign and write the account code on the packing list. Prior to payment, the packing lists will be matched to the supplier's invoices. Returns Upon return of an item purchased with an open supply purchase order the vendor must generate credit paperwork for processing by Accounts Payable. Returns for cash are not allowed. Exchanges must be documented on invoice and credit paperwork. Returns and exchanges are subject to the signature requirements outlined above. Credit Cards Some open supply purchase order vendors accommodate the City by providing the use of a supplier-specific credit card. All such credit cards are held in Purchasing. Purchasing will release the card to an eligible employee, as defined above, upon receipt of a purchase requisition which includes a description and estimated cost of the goods or materials to be purchased. Both the card and a signed receipt must be returned to Purchasing immediately following the purchase. Supervisors will be notified if there are any discrepancies between the pre-authorization and the store receipt. 6.7.2 — Petty Cash The purchase of small incidental items, under two hundred dollars ($200), may be made using petty cash in accordance with the City's current Petty Cash Policy (currently 400-96-02). Page 17 of 25