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PurchasI ng 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 he 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 he the responsibility of <br />the department heads to mainrain 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 order of goods and services which are estimated to <br />exceed $100. <br />a) For orders of goods or services which are estimated to <br />exceed $100 but not to exceed $500 a purchase order may <br />be issued upon the signature of a department head. <br />b) For orders of goods or services which are estimated to <br />exceed $500 a purchase order may only be issued afcer <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 />N <br />