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Purchasing Policy <br /> _ Page Three <br /> PURCHASE ORDERS <br /> 3.01 PURPOSE • <br /> A purchase order authorizes the vendor to ship and bill for <br /> materials or services specified in the purchase order. <br /> 3.02 ISSUANCE OF PURCHASE ORDER FORMS TO DEPARTMENT HEADS <br /> It shall be the responsibility of the Finance Department to <br /> maintain an inventory of purchase order forms. The Finance <br /> Department will issue purchase order forms to department <br /> heads for their use in purchasing needed goods and services <br /> for their departments. It shall be the responsibility of <br /> the department heads to maintain a record of purchase <br /> orders issued by their departments. At a minimum this <br /> record shall include : purchase order number, date issued , <br /> name of supplier issued to, and the amount of the order. <br /> Department heads shall, upon request of the Clerk <br /> Administrator or Finance Director, make available for <br /> inspection said record of purchase orders issued . <br /> 3. 03 ISSUANCE - GENERAL <br /> Purchase orders must be issued and sent to suppliers prior <br /> to the order of goods and services which are estimated to <br /> exceed $500. • <br /> a) For orders of goods or services which are estimated to <br /> exceed $500 but not to exceed $1,000 a purchase order <br /> may be issued upon the signature of a department head. <br /> b) For orders of goods or services which are estimated to <br /> exceed $1 ,000 a purchase order may only be issued after <br /> provisions of this policy pertaining to bidding and <br /> quotations has been complied with, the purchase order <br /> has been properly issued pursuant to provisions of this <br /> policy, signed by a department head, and counter signed <br /> by the Clerk-Administrator or Finance Director_ <br /> 3. 04 PROCEDURES REGARDING THE ISSUANCE OF PURCHASE ORDERS <br /> Copies of the issued purchase order shall be distributed as <br /> follows: <br /> a) Original to supplier as evidence of the order of goods <br /> or services. The supplier should be instructed to <br /> include the purchase order number on the statement or <br /> invoice sent for the goods or services purchased. <br /> b) First copy (yellow) to the Finance Department. <br />