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Purchase Orders: A purchase order (PO) is a document created by a buyer (like a <br />company) to a seller (vendor or supplier) indicating their intent to purchase specific goods <br />or services at a specified price. It serves as an offer to purchase, which becomes a binding <br />agreement upon acceptance by the seller. Purchase Orders are required for all purchases <br />over $5,000. Purchase Orders under $25,000 are typically reviewed by a manager and <br />the department director, while those over $25,000 require an additional review by <br />Purchasing staff in Finance. Rare exceptions without a Purchase Order require additional <br />approval by an Assistant City Manager. <br />Petty Cash: Petty Cash accounts in departments are documented, access is limited to <br />specific staff, and reimbursements are limited to purchases under $50. Receipts are <br />required in order for the department to request petty cash funds to be replenished. All <br />petty cash accounts are audited annually by a contract accountant. <br />Employee Reimbursements: These require receipts, department head approval, then <br />approval by purchasing staff in Finance. <br />Payroll <br />Timecard approval is two-step process in every department: supervisor and administrative <br />timekeeper. After Finance staff have processed the biweekly payroll, they run a payroll <br />activity report and review the report to look for anomalies as a quality control check. <br />Payroll staff do not have authority to set up pay rates; Human Resources (HR) staff set all <br />pay rates. <br />Any element change (merit increases, position change, etc.) is requested by the <br />employee’s department, approved by HR, then processed by Payroll. <br />No special checks can be issued by Payroll. All employee payments must go through the <br />Accounts Payable process. <br />Revenue Services Division <br />All payments are subject to a two-step process. The Revenue Services Manager cannot <br />initiate or process a payment. All payments are processed by Account Technicians or <br />Account Clerk, then approved by the Revenue Services Manager. <br />Revenue collection activities are reconciled daily. At the end of the shift, each employee <br />reconciles their cash, check, and credit card payments against what is in the system. <br />Cash, checks, etc. are locked in a lockbox at end of day, and kept behind a locked door. <br />Parking meter cash/coin collection is placed in a safe, and a Brinks truck comes regularly <br />to receive the cash with documentation. <br />Any deposit of more than $1 million must be hand-delivered directly to the bank by the <br />Revenue Services staff. <br />6.C. - Page 8 of 9 <br />78