(A) (1) Fill out the requisition form and submit to the Finance Director. If using a new vendor, he or she must also include the vendor’s W-9 form. Purchase orders cannot be processed without this information (see 8/9/07 AOS Fiscal Emergency Termination report, pg. 10 and § 6109 of the IRC).
(2) If the purchase is $25,000 or greater, he or she must also include the print out from the AOS Findings for Recovery Database verifying the vendor is eligible to be awarded a contract.
(3) Each request should include documentation (all vendor quotes received, memo from department head, and the like).
(B) (1) The Finance Director will verify availability of funds in accounts requested to be charged and will notify the department head if funds are not available. Department head should submit a budget transfer request to the Finance Department if budget funds are available to transfer.
(2) After the budget transfer has been processed, the Finance Director will continue processing. If budget funds are unavailable to be transferred, purchase order will not be processed due to lack of funds available.
(C) The Finance Director will obtain necessary authorization by the Village Manager.
(D) (1) The Finance Director will process the request and provide the certified purchase order to the requesting department.
(2) The requisition and documentation will be retained in the Finance Department vendor files.
Departments shall allow two full business days to process purchase order requests.
(E) Goods or services may be ordered only after the department has received a signed purchase order.
(F) Upon receipt of the invoice, the department head or their designee must initial the invoice to indicate that the goods and/or services have been satisfactorily received.
(G) (1) The department must check for compliance; that the date on the purchase order is either the same date or prior to the service/order date on the invoice (not the date the invoice was printed).
(2) If compliant, proceed to division (H) of this section.
(3) If not compliant, the Finance Director will be notified and will determine if funds were available for purchase. A then and now will be done if the Finance Director determines funds were available. If funds were not available (unless emergency) it may be determined that the purchase was unallowable and not an approved payment by the village.
(4) A then and now form must be filled out and attached to documents submitted in division (H) of this section.
(H) (1) If the entire purchase order is to be closed upon payment of the invoice, attach the original purchase order with the submitted invoice to the Finance Director.
(2) If the invoice is a partial payment and the purchase order should remain open for payment of future invoices, write the purchase order number on the invoice and submit it to the Finance Director, the original copy should be retained by the Department.
(I) If the invoice is greater than the purchase order amount, the following guidelines will be followed.
(1) A purchase order increase request form documenting the reason for the overage must be submitted to the Finance Director with the invoice and purchase order.
(2) The Finance Director will obtain the required authorizations.
(a) If the invoiced amount for goods or services is more than 10% over the purchase order, approval of the increase must be obtained from the original source of approval. If the original purchase order was approved by Council, the increase of the purchase order must also be approved by Council.
(b) If the increase causes the total purchase to exceed the original level of approval, the increase must be approved by the level that corresponds with the total purchase price. (If the original purchase order was $24,900, originally approved by the Village Manager, and the increase is $100, the total purchase equals $25,000 and therefore the increase must be approved by Council).
(Res. 2013-65, passed 1-6-2014)