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Purchasing Policy <br />Page Four <br />c) Second copy (green) to be retained by the department <br />originating the order. After the goods or services .� <br />have been delivered and an invoice or statement <br />received the department head shall submit a request for <br />payment to the Finance Department. This request shall <br />include the following: <br />�1) Request for payment form signed by department <br />head. <br />,2) The second copy of the purchase order. <br />(3) Invoice or statement for goods and services <br />ordered. <br />(4) Copies of bids or quotations required pursuant to <br />City purchasing policy. <br />EMERGENCY PURCHASES <br />4.01 DEFINITION. <br />Emergency purchases are those made.by departments only when <br />normal operations of the department would be hampered by <br />th- delay resulting from purchasing in the normal manner, <br />or where property, equipment or life are endang..red through <br />unexpected and unforeseen circumstances. <br />4.02 AUTHORITY <br />In case of an emergency a department head may, with the <br />approval of the Clerk -Administrator, purchase directly any <br />supplies, materials, or services necessary to alleviate the <br />emergency. Upon the next working day such emergency shall <br />be explained in writing and such explanation submitted to <br />the Clerk -Administrator. every effort shall be made to <br />contact the Clerk -Administrator whether the emergency <br />occurs during normal working hours or after normal working <br />hours. <br />GENERAL PROVISIONS <br />5.01 Department heads are not to split orders to attempt to <br />circumvent any provisions of the City Charter, State Law, <br />or any policy established by the City regarding purchasing. <br />5.02 Any willful violation of this policy will be reported <br />pfu@ptiy and City Council. <br />