A. In order to ensure that city funds are both available for a purchase, that the purchase is essential to the department's function, and to set aside funds from the budget while payment is pending, an internal process exists which requires items to be requisitioned. This procedure allows city departments to obtain necessary equipment, materials, supplies and services, and for the rental and leasing of equipment, when the anticipated cost is above $1,000.
B. Requisitions must be entered into the financial management system and approved by the City Manager, the Administrative Services Director, or the purchasing agent depending upon level of approval prior to making purchases see Subarticle II, § 3-5-21. An exception exists for emergency situations as set out below.
C. Requisitions convey to the vendor and the Administrative Services Department exactly what the requesting department's needs are and provides a method to check the availability of budgeted funds. Requesting departments should make certain the requisition contains a description of the product or service description in clear, concise and sufficient terms for the buyer to make the proper purchase.
D. Requisitions that are properly created increase the efficiency of the procurement process and reduce the time needed to process the requisition. The requisition will be completed per the most recent approved procedure.
E. Purchases that are exempt from requisition submission are:
1. Salaries and related costs; FICA, federal and state withholding tax, workers' comp, employee retirement, and the like;
2. Visiting judges, and city court reporters;
3. Jury and witness fees (does not include expert witness);
4. Travel (utilize per diem request and receipts for reimbursement);
5. Utilities: telephone, gas, electric, water, and the like;
6. Uniform allowances for Public Safety;
7. Intergovernmental service department charges; photocopier, mechanical;
8. Expenditures from petty cash (when replenishing the Petty Cash Fund utilize a check request);
9. Purchases of $1,000 or less (utilize a purchase order, do not create a requisition) except for credit card purchases of $1,000 or less accompanied by receipts;
10. Emergency purchases of low-cost items. These may, in certain circumstances, be purchased directly by user departments;
11. Insurance settlements/payments (utilize a check request);
12. Contracts approved for formal processing (process progress payments utilizing a check request);
13. State sales tax (utilize a check request);
14. Postage machine replenishment;
15. Bulk fuel deliveries for gasoline and diesel;
16. Employee cell phone reimbursement (use check request);
17. Employee reimbursement for safety boots (use check request); and
18. Others, as approved by the City Council.
(Res. 2008-011, passed 2-19-2008)