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6 | P a g e <br />City of Victoria Purchasing Policy <br />Adopted by the City Council 2015-04-13 <br />INVOICES <br />Department heads should submit invoices with an account code and department approval. If provided, <br />packing lists should also be submitted with the invoice. Documentation must be returned to the Finance <br />Department to be processed on the claims list. <br /> <br />STATEMENTS <br />The Finance Department tracks all statements – reviewing for old invoices or credits. All statements are <br />to be mailed directly to the Finance Department. <br /> <br />CREDIT CARDS <br />The City will issue credit cards to certain individuals to allow for more efficient purchasing and to make <br />purchases at businesses that no longer allow open accounts. The City has a separate Credit Card <br />Policy for these transactions. <br /> <br />ELECTRONIC FUNDS TRANSFER <br />Electronic Funds Transfer may be required in some cases to complete a business transaction and is <br />often used for recurring items such as tax withholding, PERA remittances, and utility bills. <br /> <br />EXPENSE REIMBURSEMENT <br />A completed and property authorized form is required for reimbursement to employees for City-related <br />expenses. Mileage will be paid at the current IRS rate. All requests must contain proper account c odes, <br />department approval, and original receipts must be attached where applicable. Expenses will be <br />reimbursed by check on the next claims roster. <br /> <br />VII. Disposal of Surplus Property <br /> <br />The City generally disposes of surplus equipment through public sale after City Council approval. <br />Throughout the year the City collects items to be sold at public auction and sends them to an auctioneer <br />with a description and number of items to be sold, and makes arrangements for those items to be <br />transported. Staff may also use alternative sale methods, such as eBay when warranted. <br />The auction house will forward a tabulation of the bids received along with payment. The information is <br />reviewed by the equipment manager and then the payment is forwarded to the Finance Department. <br />When computer equipment has reached the end of its useful life, hard drives are destroyed, and <br />remaining pieces are recycled through a computer recycling vendor or disposed of as waste. <br /> <br />VIII. Environmental Concerns <br /> <br />Environmentally preferable products are goods and services that have a lesser or reduced effect on <br />human health and the environment when compared with other goods and services that serve the same <br />purpose. The following is an overview of items that should be considered prior to making a purchase. <br />Details relating to the items can be found at the Solid Waste Management Coordinating Board website at <br />www.swmcb.org. <br /> <br />OFFICE PRODUCTS – GENERAL <br /> Erasable boards – alternative to paper flip charts <br /> Solar powered calculators and other devices – eliminate the need for batteries <br /> Refillable pens, pencils, and tape dispensers – eliminate waste <br /> Reuse file folders and binders – applying new labels extends usefulness