For the purpose of this subchapter, the following definitions shall apply unless the context clearly indicates or requires a different meaning.
BLANKET PURCHASE ORDER. A purchase order which has been issued to a vendor against which multiple purchases may be made for a specified period of time.
EMERGENCY PURCHASE. An immediate need of a good or service that was unable to be anticipated, which time is a crucial factor and would be a disservice to the citizens of the village if the item is not purchased.
PURCHASE (DOLLAR VALUE). The amount paid to a vendor on a single warrant for a service(s) and/or product(s) listed on one invoice. Vendors should not split invoices in order to keep dollar amounts below the established thresholds. Invoices that are generated on the same day for similar services and/or products will be treated as one purchase.
PURCHASE ORDER. A certificate issued by the Finance Director that guarantees the amount required for the order or contract has been lawfully appropriated and is in the treasury or in the process of collection to the credit of an appropriate fund free from any previous encumbrances. Per R.C. § 5705.41(D), no orders or contracts involving the expenditure of money are to be made unless there is a certificate issued by the Finance Director under the terms described above. Every such contract made without such a certificate shall be void, and no warrant shall be issued in payment of any amount due thereon.
REQUISITION. A formal purchase request form to be utilized to obtain the required approvals and certified purchase order.
SUPER BLANKET PURCHASE ORDER. A purchase which has been issued for the services of an accountant, architect, attorney at law, physician, professional engineer, construction project manager, consultant, surveyor, appraiser, fuel, oil, gasoline, food, roadway materials, utilities, or any other purchases that are exempt from competitive bidding under R.C. § 125.04 and are a recurring and reasonably predictable operating expense. They have no dollar limitation and are authorized to be outstanding for any period up to the end of the fiscal year.
THEN AND NOW CERTIFICATE. (Exception to the basic requirement of obtaining a purchase order as provided by the statute, R.C. § 5705.41 (D).) A certificate issued by the Finance Director guaranteeing that both at the time that the contract or order was made and at the time that he or she is completing his or her certification, sufficient funds were available or in the process of collection, to the credit of a proper fund, properly appropriated and free from any previous encumbrance. This CERTIFICATE permits the taxing authority to authorize the drawing of a warrant. If the contract or order is greater than $3,000, the taxing authority must approve by resolution or ordinance within 30 days.
(Res. 2013-65, passed 1-6-2014)