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2 <br />3.1 If a cooperative purchasing agreement is in place, quotations are not needed. All <br />purchases must be approved as part of the annual budget or within the CIP. <br /> <br />3.2 The level of budgetary control is established at the department level. Expenditures for <br />departments that exceed appropriations are not authorized unless additional revenue <br />sources, unspent appropriations, or fund balances are identified and available. <br /> <br />3.3 Departments are responsible for collection and retention of all bids, quotes and <br />cooperative purchasing agreements used in the purchasing process. <br /> <br />4.0 Public Purpose Expenditures <br />4.1 All expenditures made by City employees using City funds must be for a public purpose. An <br />expenditure is made for a public purpose if it meets all of the following criteria: <br />a. It will benefit the community as a whole; <br />b. It is directly related to functions of government; and <br />c. It does not have as its primary objective the benefit of a private interest. <br /> <br />5.0 Guidelines Regarding Certain Employee Expenditures <br /> <br />5.1 To ensure City funds are only used for public purposes in regard to certain employee <br />expenditures, City employees must observe the following guidelines. <br />5.2 Expenses Related to Work Assignments <br />5.2.1 The City may pay reasonable expenses directly related to the performance of an <br />official City activity including expenses for travel, lodging, meals, and appropriate <br />incidental expenses that are directly related to the performance of an employee’s <br />official job duties for the City. See Policy PE-014 for further details. <br />5.3 Employee Safety Programs <br />5.3.1 The City may pay reasonable expenses directly related to the operation of an <br />employee safety program when the program is required by law or the benefit of the <br />program is clearly demonstrated and a written outline of the program is approved <br />by the City Council. <br />5.4 Employee Training and Development Programs <br />5.4.1 The City may pay reasonable registration, tuition, and travel expenses for a <br />conference, seminar, workshop or similar employee training (internal or external) or <br />development opportunity when it is directly related to the performance of the <br />employee’s official job duties for the City. See Policy PE-014 for further details. <br />5.5 Employee Wellness and Recognition Programs <br />5.5.1 The City may pay reasonable expenses related to employee wellness and <br />recognition programs, including non‐monetary service awards to recognize <br />employee performance and length of service. Any such program shall be outlined in <br />writing and approved by the City Council. Further, the City shall not pay for spouses <br />or third parties to attend any wellness or recognition event. <br />