(a) Checks to be Issued. The Clerk-Treasurer or Fiscal Officer shall issue checks or other negotiable instruments to pay the bills. (S)he shall retain a copy, other than the original, for record purposes.
(b) Documents to be Assembled. The Clerk-Treasurer or Fiscal Officer shall assemble all of the documents related to each individual purchase, which shall consist of:
(1) The requisition for purchase, with written quotes (if any)
(2) The purchase order with certificate (if any)
(3) A copy of the waybill (if any)
(4) The invoice
(5) A copy of the check issued by the Village to pay the bill
(6) Correspondence or any other supporting document (if any)
(S)he shall gather into one place the documents so assembled for all of the purchases listed in each individual Form to Pay the Bills and retain those documents for record purposes.
(Ord. 2014-12. Passed 10-14-14.)