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16 | Page <br />•Vehicles: Authorized purchases must consult with the Fleet Manager prior to acquiring <br />vehicles and appurtenant equipment to ensure it is consistent with the Equipment Plan. <br />•Building Maintenance: All building repairs and maintenance will be coordinated with the facility <br />maintenance divisions. <br />•Other. <br />o To be consistent and to save time and money, some purchases are coordinated by <br />Administration, such as: <br />o Business Cards <br />•City Letterhead <br />•Envelopes <br />•Paper <br />•Stationery Products <br />Purchasing Payment Procedures <br />•The Finance Division processes payments to vendors based on the Minnesota State Statute <br />471.425. – which states “For municipalities who have governing boards which have regularly <br />scheduled meetings at least once a month, the standard payment period is defined as within <br />35 days of the date of receipt.” <br />•The Finance Division processes payments once a week. All steps of the invoice approval <br />process, including the final procedure of “process for payment,” must be completed before the <br />invoice can be processed. <br />•Payments will be made from vendor invoices, and official City Payment/Reimbursement <br />Forms. <br />•Persons authorizing payments are responsible for verifying that goods and services have been <br />received, that they are necessary, and there are no duplicate payments. <br />•Persons authorizing payments are responsible for coding invoices and ensuring that correct <br />account codes are used. Reference Account code definitions. <br />•Generally accepted accounting principles will be followed. Invoices that are received after <br />December 31, for good or services will be expensed in the year the goods or services were <br />received. Invoices turned in after the second Wednesday in February of the following year, will <br />be considered expenses in the following year. <br />•Employees will not make the following purchases for personal use through the City, unless <br />approved by the department head. <br />•Aspirin, acetaminophen, ibuprofen etc. <br />•Sunscreen, <br />•Coffee <br />•Alcoholic beverages of any kind. <br />Governing/ Purchasing Authority <br />The City Manager is the chief purchasing agent of the City and has the authority to make or <br />execute purchases up to $50,000. Such purchases would include routine services, equipment, <br />supplies or commodities up to the City Managers threshold. The City Manager may delegate the <br />authority to make purchases and execute documents up to $25,000 to the Department Heads.