[Amended 11-8-2023 by L.L. No. 7-2023]
A.
With the exception of purchases made under blanket purchase orders
and/or confirming orders (those requiring immediate action), only
the person(s) designated by the Town Board may commit the Town of
Wallkill for a purchase.
B.
It is the responsibility of the designated person(s) to make alternative
suggestions to the requisitioner if, in the judgment of the designated
person(s), the specifications would restrict competition or otherwise
preclude the most economical purchase of the required items. In case
of disagreement as to the contents of the specifications, the Town
Supervisor, after reviewing all available data, should make the final
determination.
C.
Each department head is responsible for compliance with the purchasing
procedures adopted.
D.
A requisition form must be submitted electronically through the Town's
computerized purchasing system and approved by the Town Supervisor
before a purchase order will be issued. Absolutely no purchasing will
be done without an electronically approved purchase order.
E.
In accordance with General Municipal Law § 104-B(f), the
Town is including the titles of the municipal officials responsible
for purchasing decisions, subject to final approval by the Town Board,
as follows:
A.
Only electronic requisition forms available on the Town's computerized
purchasing system shall be used.
B.
The requisition form will be prepared by the ordering department
and authorized for submission by the department head.
C.
The requisition form will be sent electronically to the designated
person(s) and will be certified that moneys are available and the
appropriation has been encumbered.
A.
After the requisition is certified, a purchase order will be prepared
by the Accounting Department.
B.
Verification that the purchase order has been approved/denied will
be returned to the originating department.
C.
When canceling an order, attach a copy of correspondence with the
company to the purchase order confirmation and electronically send
to the designated person(s).
D.
When making a partial cancellation of an order, electronically send
a copy of the correspondence with the company to the designated person(s)
and Town Supervisor.
In the event that an appropriation balance is insufficient,
the designated person(s) will send the requisition to the Town Comptroller,
who will notify the original department to discuss alternatives.
A.
Written notice will be given to each supplier/vendor explaining the
purchase format. Vendors deviating from the purchasing procedure will
be notified immediately and informed of the measures necessary to
correct any errors.
B.
Consideration will be given to the inclusion of the following statement
in both the procedure adopted and notice to vendors: "The Town of
Wallkill will not be responsible for purchases made without prior
authorization from the designated person(s) and the Town Supervisor,
except as otherwise stated herein."
A.
Blanket purchase orders may be issued to various vendors for purchase
of items considered to be of immediate need or for the purchase of
consolidated (bulk) purchases.
B.
Blanket purchase orders may be used for the following reasons:
(1)
To eliminate the necessity for the issuance of separate orders for
groups of items which are purchased frequently from the same vendor.
An example of this would be competitively priced automotive supplies.
(2)
To permit the department to purchase items of this nature on an as-needed
basis when there is no provision to maintain an inventory.
C.
The vendor's billing cycle (usually monthly) will be considered
in determining the period of time covered by a blanket purchase order.
D.
The amount of the purchase order shall be determined by the designated
person(s) as approved by the Town Supervisor. It should be based on
information available in the records covering previous fiscal years
and data obtained from the department head involved.
A.
Placing orders.
(1)
A verbal order, subject to subsequent confirmation by a written purchase
order, may be given in cases where necessity for immediate action
exists. Naturally, such a deviation from the norm should have a very
limited use and be authorized in advance by the Town Supervisor only
after confirmation that there are budgeted and available funds.
(2)
The individual placing such an order shall justify the need for this
action in writing. Lack of proper planning should not be considered
a valid reason for this process.
B.
Confirming orders. A confirming electronic purchase order should
be issued immediately after availability of funds is determined and
certified. This order shall follow the same procedures but shall have
priority so that the vendor will receive the order without delay.
The order shall be marked "confirmation."
C.
The Town of Wallkill will notify all department heads and employees
that it will not be responsible for orders placed in this manner unless
a confirming order has been cleared through the purchasing office.
If a confirming order is disapproved, the materials or supplies shall
be returned, if possible. The Town Board, department head and vendor
shall be notified immediately and appropriate steps taken.
A.
When a delivery is made, the receiving employee (one other than the
person who prepared the requisition form) must fill in the information
as to the quantity, which can only be obtained by counting or weighing
the goods delivered.
B.
The completed and receipted receiving copy should immediately be
forwarded to the Accounting Department. Any invoices and/or shipping
reports received from the vendor should also be forwarded to the Accounting
Department.
C.
Failure of vendors to make promised deliveries should be reported
to the designated person(s) for follow-up by telephone to local vendors
or by telephone and/or mail to out-of-town vendors.
A.
Refer to Town Board Resolution No. 151 of 2021 governing the auditing
of warrants and Town Board approval procedure. No items shall be included
on the warrant submitted to the Town Board for approval unless the
Accounting Department certifies to the Town Board that the following
conditions are met:
(1)
Itemization is in sufficient detail for audit (any allowable discounts
should be noted).
(2)
The purchase order has been verified and it has been confirmed that
the item has been received or the service rendered.
(3)
All invoices are accurate.
(4)
There is proper certification or verification by the claimant.
(5)
The claim is approved for payment by the official whose action gave
rise or origin to the claim.
B.
If a claim is presented to the Town Board for materials and supplies
for which no purchase order was issued, the matter should be brought
to the attention of the designated person(s) and Town Comptroller
so he/she will be aware of deviations in order to take corrective
action.
There are certain expenditures for which the processing of a
purchase order is unnecessary. The following should be made without
purchase orders:
A.
Contracts for personal services.
B.
Employee expenses such as conference expenses, mileage, membership
or organizational dues and other reimbursable expenses in the performance
of day-to-day duties.
C.
Reimbursement of petty cash funds.
D.
Utility bills.
E.
Service contracts for a fixed monthly or annual amount.
F.
Interdepartmental charges; for instance, gasoline billing.
G.
Medical examinations.
H.
Legal notices.
I.
Jury fees.
J.
Postage costs.
