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1' E A S
CITY OF GRAPEVINE ADMINISTRATIVE POLICY
SUBJECT- INVOICE PAYMENT SECTION. B NUMBER: 8.0
PREPARED BY- Administrative Services REVISED DATE: 02/01/2014
PAGE: 1 of 1
PURPOSE
8.1 The purpose of the Invoice Payment policy is to clarify the documentation requirements
for invoice payment by the Finance Division.
POLICY
8.2 Payments will only be made pursuant to receipt by the Finance Division of an original
invoice. Payment will not be made utilizing photo copies. Facsimile invoices may be
utilized if:
8.2.1 The company wishing to utilize fax billing procedures exclusively sends the
City a letter on company letterhead specifying the policy and identifying how
the company provides authentication security to prevent duplication; and,
8.2.2 The original authorizer must sign and date the faxed invoice and identify it as
an "original fax" before submitting it to Administrative Services.
8.3 Should an original invoice be lost, it will be necessary to obtain a replacement original
which has noted on it that it is to replace the previous invoice and identifying the
invoice number and date of issuance. The originating department must verify by
signature that the replacement invoice is legitimate.
8.4 Exceptions to the above are by written approval of the City Manager or his designee.