Financial Policy Handbook 2017

f. Capital improvement projects for services or public improvements in excess of $50,000 (informal, semi-formal, or formal bid) - require the use of the contractor payment form and must be signed by the contractor and City employee and contract engineer overseeing the contract verifying quantities and level of completion. Final payments and retainage releases for public improvement contracts also require a Certificate of Completion from the responsible engineer. g. Packing slips are a useful tool for departments to keep to assure that all items purchased are received. However, they are not considered an invoice and will not be used to process payment. Step 2 - Preparing and authorizing payment a. The manager receiving the documents described in Step 1 must review the documents to ensure that the documentation requirements have been met and that the goods and services meet the required specifications, contract terms, or purchase order. At this step, any deficiencies to the original purchase or contract, including vendor information, quantity, price, sales tax, etc. should be noted and appropriately documented on a copy of the receiving documents. b. The finance assistant processing accounts payable in the Finance Department will stamp and date invoices received in the mail. The invoices will then be sent to the department making the purchase for coding and approval. If there is a not a vendor invoice for the payment, the department must contact the business for a duplicate invoice. Vendor statements or letters are not sufficient documentation for payment and will not be paid from. Employee reimbursements must use the employee reimbursement claim form or the training and conference request (TCR) form, whichever is applicable. All receipts must be attached or submitted electronically with the reimbursement form. A one time exception per year for one missing receipt may be allowed, with approval from the Finance Director. In the case of a missing receipt, the missing receipt form must be completed. If receipts are submitted electronically, the employee must keep the original receipts for a period of one month and be able to produce them upon request of the Finance Department. c. The invoice, disbursement claim form, employee reimbursement claim form, of the training and conference request (TCR) form must be reviewed by the appropriate manager (Section 1(B)) within the department for correct quantities, rates, product numbers, etc. and compared to the receiving documents and purchase order or contract.