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§ 32.450  EXPENDITURE AUTHORIZATION.
   (A)   The township shall not be responsible for any obligations incurred by an official or employee that is contrary to the provisions of these administrative policies and procedures or any other financial administration policies adopted by the Township Board.
   (B)   Department heads shall not consider appropriations contained in the budget as a mandate to expend township funds. No obligations shall be incurred against, and no payment shall be made from, any appropriation account unless there is a sufficient unencumbered balance in the appropriation and sufficient funds are or will be available to meet the obligation.
   (C)   The Township Board shall exercise supervision and control to ensure that expenditures are within appropriations, and shall not issue any purchase order for expenditures that exceed appropriations.
   (D)   Expenditures must follow the procedures set forth in the township’s expenditure control, purchasing or bidding policies.
   (E)   Department heads shall obtain authorization from the Supervisor or the Township Board before obligating the township for expenditures of the following nature:
      (1)   All goods or services in excess of $50;
      (2)   Travel beyond 75 miles from the township office;
      (3)   All out-of-state travel; and
      (4)   Professional services.
(Board and Administrative Policies Manual, § 4.84)
§ 32.451  EXPENDITURE CONTROL.
   (A)   The purchase requisition and purchase order system is designed to provide a method to screen purchase requests, to account for the disbursement of funds and keep track of purchases to be delivered.
   (B)   Purchase requisitions and purchase orders are to be used for all purchases, except petty cash purchases and emergency needs as authorized.
(Board and Administrative Policies Manual, § 4.85)
BIDS AND QUOTES
§ 32.465  DOLLAR THRESHOLD REQUIRING WRITTEN QUOTATIONS.
   (A)   Any purchase for goods or services exceeding a cost of $1,000 shall require the department head to obtain at least three written quotes prior to issuing a purchase order.
   (B)   Separating the work of vendors into smaller invoices is a violation of this policy.
(Board and Administrative Policies Manual, § 4.86)
§ 32.466  DOLLAR THRESHOLD REQUIRING SEALED BIDS OR REQUEST FOR PROPOSALS.
   (A)   Any purchase for goods or services exceeding an estimated cost of $5,000 shall require the solicitation of sealed bids. The Supervisor, in consultation with the department head, shall develop bid specifications. Bid specifications for purchases that will exceed $10,000 shall be approved by the Township Board. A department head may request permission from the Township Board to waive the bidding requirements when there is only one known supplier or there is some other compelling reason to waive the bid procedures.
   (B)   Separating the work of vendors into smaller invoices is a violation of this policy.
(Board and Administrative Policies Manual, § 4.87)
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