Chapter 3.55
INTERNAL PURCHASING PROCEDURES

Sections:

3.55.010    Internal purchasing procedures.

3.55.010 Internal purchasing procedures.

The city council hereby adopts the following system for the issuance, use and control of credit cards and purchase orders by city officials and employees:

Purchase orders are required for all purchases including use of credit cards. Purchase orders over $500.00 require approval from city clerk/treasurer and mayor or mayor’s designee.

All expenses, including travel, shall be accompanied by a signed detailed receipt. Reimbursement will not be paid if a receipt is not submitted within 10 working days of the month following the expenses.

(1) The city clerk/treasurer shall implement the following system for the distribution, authorization and control, credit limits and payment of bills or purchases related to the use of credit cards and purchase orders by city officials and employees:

(a) Issuance. Credit cards are not to be issued to city officials and employees on a permanent basis. Credit card issuance is based on temporary issuance.

(b) Distribution. Credit cards shall be temporarily checked out to those city officials and employees who, in the opinion of the city clerk/treasurer and mayor or mayor designee, have job responsibilities which would be facilitated by the use of a credit card and the credit card use would benefit the city.

(c) Authorization and Control. The city clerk/treasurer shall develop the implementation guidelines and accounting controls to ensure the proper usage of credit cards, credit card funds and card checkout.

(d) Credit Limits. The city clerk/treasurer shall set credit purchase limits on each credit card issued. The credit purchase limit shall not exceed $500.00 without written approval of the city clerk/treasurer and mayor or mayor designee.

(e) Unauthorized Charges. No employee shall use the city-issued credit card for non-city business. Any employee using a city-issued credit card for non-city business shall be billed for all unauthorized charges on the credit card, and the city clerk/treasurer, mayor or mayor designee is directed and authorized to make payroll deductions to recover any unauthorized charges. Unauthorized purchases may result in disciplinary actions up to and including termination.

(f) Returns. The city clerk/treasurer shall authorize any applicable returns of items purchased by credit card.

(g) Cash Advances. Cash advances on credit cards are prohibited.

(2) The city clerk/treasurer shall implement the following system for the distribution, authorization and control of purchase orders by city officials and employees:

(a) City-approved purchase orders shall be used for the procurement of goods, supplies, equipment, materials, professional and nonprofessional services over $500.00.

(b) Purchase orders shall be issued for goods, supplies, equipment, materials, professional and nonprofessional services when the vendor has submitted a price quotation to hold pricing for a specified length of time (30 days minimum required).

(c) Purchase order forms, indexing and purchases shall be issued and approved by the city clerk/treasurer and mayor or mayor designee.

(d) Purchaser shall comply with applicable provisions identified within Chapter 2.70 EMC, Small Works Roster.

(e) Frequent purchases from unique suppliers should be combined to save on shipping and/or travel costs.

(3) Emergency Purchases. In cases of emergencies, the city mayor or mayor designee may purchase directly from any vendor the supplies or services whose immediate procurement is essential to prevent delays in work, which may affect the life, health, safety or convenience of city of Entiat employees or citizens.

The city mayor or mayor designee shall exercise good judgment and use established vendors when making emergency purchases. Always obtain the best possible price and limit purchases to those items emergency related.

The following procedures should be used for emergency purchases:

After each emergency purchase, the mayor, mayor’s designee and department manager shall obtain a purchase order from city clerk/treasurer. The information needed will include vendor name, item(s) to be purchased with quantities, expenditure account to which the item(s) will be charged and the reason for the emergency purchase. After verifying available funds, a purchase order will be issued for the expenditure and a confirming purchase order will be submitted to the vendor. Should the purchase order encumber the account balance, a request for a budget amendment should be routed to the city council at the next available council meeting.

(4) The city clerk/treasurer, mayor or mayor designee is authorized to adopt any additional procedures or policies as necessary to implement the provisions of this section. (Ord. 813 § 1, 2020)