(A) The Clerk-Treasurer may make advanced payment of meal expenses to a city employee who will be traveling on official city business as follows:
(1) The maximum amount of an advanced payment for meal expenses may not exceed $50 per meal;
(2) The employee must submit documentation following the advance payment including detailed receipts and other documentation;
(3) The employee must acknowledge in writing that, if he or she does not submit the required documentation within seven days after the travel for which the advanced payment was requested, the employee’s wages will be withheld in an amount equal to the amount of the advance payment;
(4) If the employee does not submit supporting documentation as described in division (A)(2) above, the employee will be required to reimburse the city as described in division (A)(3).
(B) (1) The Clerk-Treasurer of the city is authorized to make an advance payment to a contractor performing work under a contract for a public works project under IC 36-1-12 to enable the contractor to purchase materials needed for the public works project.
(2) An advance payment may be made only if the solicitation for the public works project includes all of the following information:
(a) The city will make advance payments to a contractor to enable the contractor to purchase materials to be used in construction of the public works project.
(b) No advance payment will be made in an amount that exceeds the amount specified in the contractor’s bid for the purchase of materials. If a change order requires the purchase of additional materials, no advance payment will be made for materials if the change order changes the scope of the public works project.
(c) Each request for an advance payment must include:
1. Documentation containing the amount specified in the contractor’s bid for the purchase of materials;
2. Any purchase contract or purchase order executed by the contractor for the purchase of materials;
3. All invoices or receipts for materials purchased for which the contractor seeks advance payment;
4. A certified statement that the request for advance payment is true and accurate, is not for materials not specified in the contractor’s bid and not for an amount exceeding the amount specified in the contractor’s bid for the purchase of materials.
5. The certified statement must be signed by:
A. The contractor for the public works project;
B. Any subcontractor completing work related to the materials that are purchased;
C. The architect or engineer the city has retained with respect to the public works project, if any; and
D. An employee of the city, including any consultants, responsible for the completion of the public works project.
(C) (1) The Clerk-Treasurer of the city is authorized to make an advance payment for goods or services before the goods are delivered or the services are received.
(2) The Clerk-Treasurer must do all of the following when advance payments are made under this section:
(a) Track prepayments by defining the prepayment on a purchase order.
(b) Create a prepayment invoice that is associated with the purchase order.
(c) Require insurance or a surety bond in the amount of the prepayment if the amount of the prepayment is more than $150,000.
(3) An advance payment will not be made for the purchase of goods or services for which a purchase order has not been issued.
(D) Advance payments under divisions (B) or (C) may not exceed the lesser of the following:
(1) Fifty percent of the entire cost of the contract.
(2) Two million dollars.
(E) The Clerk-Treasurer of the city shall issue checks or warrants for claims by the city that meet all of the requirements of this section. The Clerk-Treasurer does not incur personal liability for disbursement+s processed in accordance with this section, and for which funds are appropriated and available.
(Ord. 1785, passed 11-6-23)