(A) Each department head, as defined in this code, or management level designee, shall certify each check or warrant request prior to submission to the Finance Department. Such certification shall include the following language:
I hereby certify under penalty of perjury that to the best of my knowledge, the goods and services ordered or reflected herein have been duly received or rendered satisfactory; or that payment is authorized in advance of receipt of goods or services; accordingly I hereby certify that payment may be made to vendor names hereon and that the expenditure/disbursement hereby requested is authorized with appropriate and available budgetary authority. (To be placed onto city purchasing requisitions and/or purchase orders)
(B) The Finance Director shall establish a schedule for the issuance of checks/warrants. In general terms, checks shall be issued on a weekly basis, and reported to the City Council as an information item on at the next regular meeting.
(C) Recognizing the “pre-issue” checks/warrants represent a departure from the established internal control system, and that such requests are more costly to process than check/warrants on the normal demand warrant register, “pre-issued” checks/warrants shall be approved only on an urgency basis or as otherwise determined by the City Finance Director. Approval for “pre-issue” checks/warrants shall require the approval of the department head or designee, the Director of Finance and the City Manager.
(D) “Pre-issued” checks/warrants may be issued for the following purposes:
(1) Travel advances;
(2) Payroll related trust benefit premiums;
(3) Insurance payments;
(4) Purchases that otherwise adversely impact the health/safety of the community if otherwise not paid at the next scheduled weekly check run; and
(5) Purchases as determined on a case-by- case basis by the City Manager.
(Ord. 1294, passed 3-7-01; Am. Ord. 1303, passed 11-7-01)