The following procurement methods all require initiation through the issuance of one of two types or purchase requisition forms, which are available from internal inventories through the on-line requisition system as indicated previously.
The first is the Requisition and Disbursement Request Form (P100430), which is used when submitting a request for purchase of non-capital goods, construction and services. When submitting this document to Purchasing for processing it must contain the signature approval of the respective Department Director or his/her designee such as a Division Manager or Fiscal Manager.
This form is also used as a request to pay certain items by "cash disbursement." These are transactions required by the City's internal procedures, dictated by a legal judgement, financial commitment, or for which the City Purchasing Officer has determined that other purchasing procedures do not apply. The transactions are paid by cash disbursement. Examples of transactions for which cash disbursements may be made are: Postage; Subscriptions for magazines, newspapers, periodicals, reports, etc.; Training - films, books, registrations, membership dues, etc. (not professional services); Advertising of City programs (radio, TV, newspapers, etc.); Interfund transfers; Interest on bonds or coupons; Payment for purchase of easements, rights-of -way, water rights; Payment of debt service; Payment for expert witness; Refunds; Reimbursement of petty cash; Settlements of insurance claims or judgments; Utility payments; Payment for transportation fees; Clothing allowances; Payment for real property (with proper documentation); and as otherwise determined appropriate by the Purchasing Officer. Cash disbursement requests with back-up (invoices, etc.) are required to be submitted to the Purchasing Officer for approval. Upon approval the document is then sent to Accounting for processing of payment as indicated on the disbursement request.
The second is the Property Item Requisition Form (P100432), which is used when submitting a request for purchase of property items/capital items and/or items being purchased utilizing a capital account number. Property items and capital items are synonymous terms for items purchased at a price of $1000.00 or more with a life expectancy of 2 years or more. These items are inventoried as property or capital items by City Property Accounting. A capital account number is a City account number beginning with "053xxxx" such as 0533000 or 0533500. In addition to approval by the Dept. Director or other designated individual, this form must also reflect the signature approval of either the respective Department's Budget Analyst in the City Budget Office or from CIP, depending on the fund source.
