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17 | Page <br /> <br />Directors or their designee are responsible to follow purchasing regulations and procedures such <br />as, but not limited to obtaining bids or quotes, maintain records of bids or quotes in accordance <br />with records retention requirements, place actual orders, receive and verify deliveries, and <br />approve invoices for payment. The responsibility lies with each department to keep the City <br />Manager and Finance Director informed of purchases. <br /> <br />Approvals <br /> <br />Approved Signers <br />The staff designated as authorized approvers must be communicated to the Finance Department. <br />Final approval of all purchases must be evidenced by the authorized purchaser’s signature on the <br />invoice and/or receipt. Each invoice must have two level of approval and the second level approval <br />must be a supervisor who is responsible for the budget. In the case where purchase orders are <br />required, they must be completed prior to acquisition to insure accountability, provide amount <br />verification and avoid any misunderstanding with respect to cost between the vendor and the City. <br /> <br />Signature Methods <br />The City of Brooklyn Park will also accept e-signatures that have been authenticated by a digital <br />software, such as DocuSign and Adobe Sign, when it includes the date and time of the signature, <br />an authentication code, and is attributable to the person intending to sign the document. <br /> <br />The City of Brooklyn Park accepts handwritten signatures on faxed or scanned documents and <br />considers them to be e-signatures and are acceptable for procurement purposes. <br /> <br />1099 Information <br />The City is obligated to report to the Internal Revenue Service payments to an individual or a <br />partnership for services rendered. The City requires a W-9 form, and their tax identification number <br />or social security number. <br /> <br />Petty Cash Vouchers <br />The petty cash fund is used for expenditures made on behalf of the city for goods up to $20.00. <br />Petty cash purchases shall be kept to a minimum. A Petty Cash form must include an explanation, <br />account code and authorized signature. The person receiving the cash also needs to sign the petty <br />cash form. The petty cash funds need to be balanced and/or replenished, at a minimum, on a <br />monthly basis. <br />• Petty Cash must be requested in the same year as the expenses. <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br />Internal Payments <br />A payment from one department to another. <br />A completed Internal Payment Request form for these payments is required. <br /> <br />Examples of internal payments: <br />• Water and sewer services