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3 <br />LA515\1\1093668.v1 <br />City of Lake Elmo Purchasing Procedures <br />Effective ______, 2026 <br />These purchasing procedures are intended to provide a consistent manner of purchasing goods and services <br />Citywide.Employees should secure the best balance between quantity,quality,and price when purchasing <br />for the City. <br />General Purchasing Procedures <br />The City of Lake Elmo has a “decentralized”purchasing program;purchasing is the responsibility of <br />each Department Director or designated individual. <br />The Finance Department processes payments twice per month,which is the week preceding the City <br />Council meeting and invoices are paid by due date.Fully completed Payment Voucher forms must be <br />submitted by 4:30 pm on the Tuesday before the City Council packet is due.This will ensure inclusion <br />in the packet for which the City Council will consider at the subsequent meeting. <br />Payments will be made only from invoices or expense reimbursement forms. <br />Persons authorizing payments are responsible for verifying that goods are received,services <br />provided,that they are necessary,and that no duplicate payments occurred.Signature(s)are <br />required by authorized individual(s) in order to be processed for payment. <br />Persons authorizing payments are responsible for coding invoices and ensuring that correct account <br />codes are used.If there are questions regarding coding,contact the Finance Department for <br />assistance. <br />Contracts to which the City is a party shall be brought to the City Council for consideration and if <br />approved, will be signed by the Mayor and the City Clerk on behalf of the City. <br />Generally accepted accounting principles will be followed.For the end of each year,invoices that are <br />received early the next year which are for goods or services received the previous year will usually be <br />charged against the previous year.The year to which an invoice will be charged is based on the <br />financial statement/audit cut-off date and the materiality of the item.If you have any questions about <br />this, please contact a member of the Finance Department. <br />Employees will not make any purchases for personal use through the City. <br />Minnesota Statutes Sections 471.87 and 471.88 prohibit the purchase of goods and services <br />wherever a conflict of interest may exist.The City of Lake Elmo requires employees to disclose to <br />their immediate supervisor any personal financial interest in the selling or buying of goods or <br />services for the City.No purchase orders,contracts or service agreements shall be given to an <br />employee of the City or to a partnership or corporation of which an employee is a major