HomeMy WebLinkAboutB 3.0 Purchasing Requisitions 1998-04-21 CITY OF GRAPEVINE SECTION B
-� ADMI1vISTRATIVE POLICY NUMBER 3.0
I� � SUBJECT: PAGE
PURCHASE REQUISITIONS 1 OF 2
PREPARED BY: A(�(p1171Str8tIVE Sel'VIC@S EFFECTIVE DATE 4/21/98
PURPOSE .
The purpose of a purchase requisition policy is to ensure the availability of funds
and to provide for proper accounting of the City's monies and compliance with all
relevant laws, regulations and policies.
PROCEDURE
A. Purchase request forms must be submitted to the Administrative Services
Department as the first step in the purchase request process. (Exception: See �
� C and D below). Forms must be left with the Administrative Services
depar.tmental secretary and she will forward them on through the approval
process.
' . If there is an apparent error in account coding or if funds are not available, the
appropriate Administrative Services staff person will coordinate with the
requesting department to correct the problem.
Administrative Services approvals will take no longer than 24 hours.
Emergency situations will be dealt with on a priority basis.
B. Requisitions for all capital items and any item of $5,000 or more must be
submitted to the Budget Manager for approval. The Budget Manager will verify
that the item was budgeted in the current fiscal year and that funds are
available. ;
i
C. Purchase requests for Information Technology related items (computer
hardware, software and supplies) may be submitted only by the Information
Technology Division. Departments needing such items must coordinate with
the IT Manager for such submittals.
D. Purchase requests for vehicles and equipment items may be submitted only by
the Fleet Services Department. Departments needing such items must
coordinate with the Fleet Services Manager for such submittals.
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CITY OF GRAPEVINE SE�T'°" B
- ADMIlvISTRATIVE POLICY NUMBER 3.0
SUBJECT: PURCHASE REQUISITIONS PAGE 2 OF 2
PREPARED BY: qdministrative Services EFFECTIVE DATE 4/21/98
E. Requisitions in excess of $10,000 must be approved by the City Manager or
his designee. The Finance Division will forward the Requisitions to the City
Managers Office.
F. All approvals listed in A-E above must be accomplished prior to the purchase
request being sent to the Purchasing Division. Requisitions will not be acted
upon by the Purchasing Division until all required approvals as delineated above
are completed. Purchases shall not be made nor orders placed prior to all
approvals being completed.
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