The department head or a person in the department designated
by the department head and approved by the Town Board will be the
only employee(s) allowed to order merchandise for the department.
An updated list of authorized persons must be submitted and approved
by the Town Board annually at its reorganizational meeting.
A purchase order must be issued for every purchase of $1,000
or more for any one department.
If materials or supplies will be purchased on a regular basis during
a month, a blanket purchase order may be used. The blanket purchase
order will be issued for a set period of time (normally one month)
for the estimated amount of materials needed. It must include the
estimated amount of materials, unit price based on current bid prices
and estimated total dollars to be incurred.
If the amount of the blanket purchase order is used up before the
end of the month, a new purchase order has to be issued for any additional
purchases.
Purchase orders must be signed (no stamped signatures) by the department
head only authorizing the purchase and must be signed (no stamped
signatures) by the Supervisor, the Director of Finance or the Budget/Accounting
Coordinator approving that there are funds available for the purchase.
For the issuance of a purchase order, the department head or person
so designated will send a written document to the Finance Office giving
the following information:
If written or verbal proposals are required, it must be included
on the purchase order. If only one price is received, a reason as
to why must be included on the purchase order.
If possible, no purchase order will be estimated. If a price cannot
be obtained from a vendor, the merchandise shall be purchased from
a different vendor. If the merchandise is an item that can only be
purchased from one vendor and this item has been purchased previously
by the Town, then the department head will check previous vouchers
for prices and will issue the purchase order for those prices. If
the item can only be purchased from one vendor, then the purchase
order can be estimated.
The Finance Office, after signature, will give to the department
head, or person so designated, the yellow and pink copies of the issued
purchase order. The yellow copy will be attached to the voucher that
will liquidate that purchase order in total.
If partial payment is being made on purchases that have a purchase
order drawn on them, do not attach the yellow copy of the purchase
order to the voucher until the purchase order is complete.
All vouchers must be done on a standard computerized form, which
will be supplied by the D.P. Department. The original invoice must
be attached; in the same order they are listed on the front of the
voucher. When a voucher is completed, two copies will be printed by
the department requesting payment and sent to the Town Clerk's
office.
The second copy of the voucher should not be signed and will be mailed
with the check. Attach any material that is to be returned to the
vendor with this copy.
In order for a voucher to be processed, all written and verbal quotes
required by the Procurement Policy must be documented and attached
to the voucher. If not complete, payment will not be made until documented.
All vouchers must have original invoices or a signed certification
on the bottom of the voucher. If the original invoice is not available,
payment will only be made if documentation is attached stating the
original invoice has been misplaced and verification that payment
has not been made.
If original vendor invoices are not attached to the voucher, the
vendor must sign a certification. This certification form will be
available from the D.P. Department.