[Amended 12-23-2008]
It shall be the duty of the City Auditor to
set up a reserve system in the books of the Auditor's Department,
and he shall set up encumbered balances, as follows:
A.
Immediately upon the passage of this article a certified
list of all permanent employees shall be furnished the City Auditor
by the executive and administrative heads of the several departments.
Such list shall contain whatever information may be deemed essential
for the proper maintenance of the Auditor's records. The Auditor shall,
at least once a year, prove his records by a checkup with the various
departments.
B.
A standard form of payroll shall be made up by the
City Auditor, subject to the approval of the chief executive officer
of the City. The City Auditor shall have these payrolls printed from
time to time in such quantities as he may deem advisable and shall
furnish the same to the several departments, charging them to the
various departmental appropriations (in the usual manner) at cost.
C.
Nothing in Subsection B pertaining to the use of a standard form of payroll shall prohibit the City Auditor, with the approval of the chief executive officer of the City, from using, in lieu of the standard form of payroll, a system and format of data processing or computerized automation for the preparation and maintenance of payrolls and payroll records for such departments of the City as the Auditor shall determine.
D.
For expenditures of any and all kinds which may be
contemplated by the executive and administrative heads of the several
departments to be paid for out of the appropriations or receipts allotted
to the several departments of the City, no obligation shall be incurred
against appropriations until the City Auditor verifies the availability
of an appropriation for such expenditures.
E.
No contract for construction work or for the purchase
of apparatus, supplies or materials, whether for repairs or original
construction, shall be deemed to have been made or awarded unless
and until the City Auditor has certified in writing that there is
a sufficient balance in the appropriations or receipts with which
to pay the amount required by the terms of the contract. Upon the
execution of the contract the City Auditor shall be notified, then
the City Auditor shall set aside in reserve an amount from the appropriations
or receipts sufficient to meet the obligation incurred by the contract.
F.
A standard form of purchase order shall be made up
by the City Auditor, subject to the approval of the chief executive
officer of the City. The City Auditor shall have these purchase orders
printed from time to time in such quantities as he may deem advisable
and shall furnish the same to the several departments, charging them
to the various departmental appropriations (in the usual manner) at
cost.
G.
Any outstanding contracts or obligations that have
been previously entered into by the executive or administrative heads
of any and all departments, on which full payment has not been made,
shall, upon the passage of this article, be immediately submitted
to the City Auditor for his approval, in order that a reserve may
be set aside from the appropriation or receipts of the department
to take care of the amount required by the contract, in accordance
with the provisions contained in this article.
No department shall expend during any given
month an amount equal to more than 1/12 of that department's annual
appropriation without the prior written consent of the City Manager.
A.
The provisions of this article shall not apply to
obligations, expenditures and disbursements made and to be made by
or under the direction of the Veterans Department of the City for
medicines and medical supplies, including appliances, furnished by
drugstores or apothecaries or other like places of business, or to
services rendered by hospitals, doctors, dentists or other medical
personnel, to or for recipients of assistance from the Veterans Department,
which obligations the Veterans Department incurs and which expenditures
and disbursements the Veterans Department pays, in the usual course
of the administration of its Department, out of an appropriation or
appropriations made for the use of the Department for such purposes.
B.
All expenditures or disbursements to be made by the Veterans Department to or for the benefit of the recipients of assistance as enumerated in Subsection A shall be under the exclusive and direct supervision of the Veterans Department, and the Department shall set up its own accounting system and shall monthly and annually account for all money expended and for all unexpended balances of appropriations.
Any violation of this article shall be deemed
sufficient cause for removal.
