2012/03/14 Council Agenda Packet

I PURCHASING AND SURPLUS PROPERTY GUIDELINES 6 not be made with open supply purchase orders.-An open supply purchase order should not be used to acquire items that should otherwise be put Gut fafformally or informally bid or competitive pricing._ Inappropriate purchases appearing on open supply purchase orders will be referred to the department director for review and appropriate action. 3.72 Establishing an Open Supply Purchase Order Open supply purchase orders may be established when there are a sufficient number of Ismall purchases from a local supplier.- City employees should contact the Purchasing Division to inquire about establishing open purchase orders. 13.73 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 hislher 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. 3-7'i Returns and Back Orders '— - • ..Se. e. - -- - - e .- -• ---• -- . - -- - - -- . - _ - 3.75 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 suppliersvendors accommodate the City by providing the use of a supplier-specific credit card. -All such credit cards are held in Purchasing. Before Purchasing will release the card to an eligible employee, as defined above can use , upon receipt of a - =, -- ---- - -- --• - - obtainpurchase requisition which includes a --e e •• a•• . _ •- -e- s.. e r - _ -: ' _ -- - -description and estimated cost of the goods or materials to be purchased. Both the card. - e •• e- -. -- •.. e- et-e• - •e - - e e - -- and a signed receipt must be returned to Purchasing cannot release a credit card without this pre authorization. immediately following the purchase. Supervisors will be notified if there are any discrepancies between the pre-authorization and the store receipt. 3 63.2— Petty Cash The purchase of small incidental items-Lunder two hundred dollars ($200)}), may be made using petty cash in accordance with the City's current Petty Cash Policy 01105 63/1 2 Page 22 of 39 89