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  § 3.08.090. Workflow documentation.  


Latest version.
  • A.

    Purchase Requisitions. Purchase Requisitions communicate to the Finance Department, in clear and explicit terms, the needs of the requestor. The requisitioning process determines if budgeted funds are available. Also, the requisitioning process provides a mechanism for obtaining the approvals necessary to authorize a Purchasing Agent to proceed with the creation of the Purchase Order.

    A completed Purchase Requisition will be routed electronically for authorization by the requestor and submitted to the Finance Department prior to attempting to obtain any goods, services, materials or equipment. This electronic system facilitates documentation of approvals and expedites the creation of Purchase Orders.

    The use of the electronic requisition system is encouraged for purchases less than five thousand dollars ($5,000.00) and required for all purchases of five thousand dollars ($5,000.00), or more, that are not directly approved by the Board of Directors. The Bid Requirements must be met before the electronic requisition is approved.

    B.

    Purchase Orders. A Purchase Order is issued to authorize the purchaser to proceed with the transaction. A Purchasing Agent will deliver the Purchase Order to the staff who requisitioned it and/or to the vendor.

    Purchase order values are encumbered at the time of creation. Balances left on the purchase orders at the end of the fiscal year do not automatically carry over and must be considered in the future year budget process.

    Purchase orders for multiple year contracts will remain open until projects are completed and the Procurement Department is notified to close the purchase order.

    Procurement costs are expensed from the fiscal year budget in which the goods or services were received, not from the fiscal year in which the purchase order was issued.

    Procurements that require approval by the Board of Directors do not require electronic requisitions. A Purchasing Agent will create the Purchase Order after the Board of Directors has approved and signed the contract. The Purchase Order will then be delivered to the related Department.

    C.

    Progress Payments for CIP. When a Purchase Order for CIP has been approved by the Board of Directors, the release of progress payments may be approved by the GM/CEO with no limit. The GM/CEO may delegate this authority to an AGM.

( Res. No. 2015-11-6, § 1, 11-24-2015 ; Res. No. 2017-10-2 , 10-24-2017; Res. No. 2018-7-2 , § 1(Exh. A), 7-24-2018)