7-23-18 Regular Meeting - Laserfiche WebLink

Home Browse Search

Petty Cash Purpose:To reimburse an employee for small incidental purchases. Appropriate use of Petty Cash:Petty cash funds may be used for small incidental nonrecurring cash purchases that do not exceed $50. Cash purchases should be avoided, but in the event that it is not feasible to be billed for very small purchases, the employee may, with department head approval,buy the item and be reimbursed out of petty cash. The employee must submit an invoice or receipt for reimbursement. If petty cash is not available in the department,an invoice or receipt must be submitted to Finance with an explanation or purpose for the expenditure for reimbursement. Request for Payment Purpose:To request a check for payment when an invoice is not issued. Appropriate use of Request for Payment: Occasionally,a check is needed when there is no invoice. These incidents include, but are not limited to: 1. An employee's request for reimbursement for out of pocket expenses. 2. Vendors requiring payment in advance. 3. Mail in catalog orders requiring pre-payment. When the Request for Payment form is used, a detailed receipt, a written quote, or a copy of the catalog order must be submitted as support documentation. Procurement Card The procurement card program is available to all departments. This method of purchase is for obtaining low cost supply and service items. The department head must request and authorize an employee's participation. All procurement cards are issued in the participating employee's name. Procurement cards are only for official County business. Employees are responsible for the reconciliation of the monthly statement and submittal of detailed receipts. Please refer to the Lee County Procurement Card Policy for the full details of the program. Purchase Orders Purpose: To provide a legal document that places an obligation on both the County and the vendor. When properly endorsed by the Finance Officer, the purchase order obligates the County to purchase the items listed at the prices stated. The vendor is obligated according to the terms and prices stated on the purchase order to deliver the goods or services. The purchase order provides specifications for goods and services ordered,shipping and billing information. Appropriate Use of the Purchase Order: A purchase order must be used for purchasing any item or service in excess of$500. Open Purchase Orders Open purchase orders will be used for repetitive purchases from certain vendors. Rather than issuing a purchase order for each purchase, one purchase order with a dollar limit is issued for a period of time. Departments should follow standard purchase order procedures. It is highly recommended that departments issue open purchase orders to vendors that they routinely make purchases from that fall below the purchase order threshold. This will help the department to ensure that there is an appropriation authorizing the obligation and to ensure that sufficient funds will remain in the appropriation to pay the amounts that are expected to come due in the fiscal year in which the obligation is incurred. Lee County Purchasing and Contracting Policy Page 7 Amended July 23,2018