Chapter 3-2
EXPENSE CLAIMS AND DEMANDS
Sections:
3-2-01 Tort claims: Authorized Signing Official.
3-2-02 Contract claims: Requisitions.
3-2-03 Contract claims: Filing: Purchase orders.
3-2-04 Contract claims: Filing: Time limit: Expense claims and demands.
3-2-05 Contract claims: Form: Check Register.
3-2-06 Contract claims: Council action: Checks.
3-2-07 Requisitions: Ratification by City Council.
3-2-01 Tort claims: Authorized Signing Official.
The City Manager shall cause the issuance of a list of “Authorized Signing Officials.” This list shall include the name and signature of the official, the types of documents they are authorized to approve, and the fund or department numbers for which they are authorized to approve expenditures. The list shall be updated by the City Manager as necessary.
(Ord. 962-CS, Repealed and Replaced, 02/22/2001; 824-CS, Amended, 08/26/1993)
3-2-02 Contract claims: Requisitions.
Whenever any officer or department requires the purchase or acquisition of materials or supplies for the proper functioning of his or its official duties, such officer or department personnel shall submit a requisition to the Purchasing Agent, setting forth the quantity, nature, and description of the materials or supplies required. Such requisitions shall be signed by an Authorized Signing Official, and the original shall be delivered to the Purchasing Agent.
(Ord. 962-CS, Repealed and Replaced, 02/22/2001)
3-2-03 Contract claims: Filing: Purchase orders.
Upon the receipt of any requisition, the Purchasing Agent shall forward a purchase order to the manufacturer, seller, or vendor for the material or supplies so requisitioned. Purchase orders shall be numbered consecutively.
(Ord. 962-CS, Repealed and Replaced, 02/22/2001)
3-2-04 Contract claims: Filing: Time limit: Expense claims and demands.
Whenever any officer or employee of the City has incurred or paid any expenses in the course of his official duties for the benefit of the City, or for which provision has been made in the current City budget, he shall prepare and present a claim for such expenses, which claim shall set forth the nature and amount of such expenses and the date when the same was paid or incurred.
Upon the receipt of such claim, the Authorized Signing Official, if he shall deem the same a proper charge against the City, shall endorse his approval thereon and file it with Accounts Payable.
Expenses not covered by contracts or purchase orders shall be paid by demand. A demand is to be prepared by the department incurring the expenses, approved by an Authorized Signing Official, and submitted to Accounts Payable for review and payment.
(Ord. 962-CS, Repealed and Replaced, 02/22/2001)
3-2-05 Contract claims: Form: Check Register.
At the time of the preparation of checks, the Finance Director shall enter into a Check Register each check number, the date of issue, the amount, and the name of the payee. The Finance Director shall certify that each check entered into the Check Register conforms to the current City budget and shall submit the Check Register to the City Manager for approval.
(Ord. 962-CS, Repealed and Replaced, 02/22/2001)
3-2-06 Contract claims: Council action: Checks.
After approval of the Check Register by the City Manager, the checks shall be signed by the Mayor and may be issued for payment. Checks over Ten Thousand and no/100ths ($10,000.00) Dollars shall require a second signature as specified by City Council resolution. A list of all checks certified, approved, signed and issued shall be furnished to the City Treasurer.
(Ord. 962-CS, Repealed and Replaced, 02/22/2001)
3-2-07 Requisitions: Ratification by City Council.
After certification by the Finance Director and approval by the City Manager, the Check Register shall be placed on a City Council agenda, in accordance with agenda scheduling procedures, for ratification and approval by the City Council.
(Ord. 962-CS, Repealed and Replaced, 02/22/2001)