HomeMy WebLinkAboutB 13.0 Invoice Payment 1999-06-01 I/
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CITY OF GRAPE�INE SECTION B
� ADMI1vISTRATIVE POLICY N�MBER 13.0
sue�ecr: INVOICE PAYMENT PACE 1 of 1
PREPARED BY: ACIRIIIIIStI'atIVG' S@CVICES EFFECTIVE DATE 6/01/99
PURPOSE
The purpose of this policy is to clarify the documentation requirements for invoice
payment by the Finance Division.
PROCEDURE
Payments will only be made pursuant to receipt by the Finance Division of an
original invoice. Payment wilt not be made utilizing p�hoto copies. Facsimile
invoices may be utilized if: -
1 . The company wishing to utilize fax billing procedures exclusive.ly sends the
City a letter on company letterhead specifying the policy and identifying how
� the company provides authentication of faxs and security to prevent
duplication; and,
2. The original authorizer must sign and date the faxed invoice and identify it as
an "original fax" before submitting it to Administrative Services.
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.
Exceptions to the above are by written approval of the City Manager or his
designee.
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