CHAPTER 7
PROCEDURE FOR APPROVAL AND PAYMENT OF INVOICES AND DEMANDS
ARTICLE 1. INVOICES AND REQUESTS FOR PAYMENT
SECTION:
§1600: Invoices And Requests For Payment
§1601: Approval By Department Head
§1604: Approval Of Disbursements By The City Council
§1600 INVOICES AND REQUESTS FOR PAYMENT
Invoices and requests for payment shall be submitted to the City Finance Department and shall make reference to the contract or purchase order or salary schedule under which payment is requested. Such invoices or requests for payment shall show in detail the services or things purchased. (Ord. 517, §1, adopted 1956)
§1601 APPROVAL BY DEPARTMENT HEAD
All supporting invoices and all receiving copies of purchase orders in such cases where purchase orders are required, must be approved by the receiving department head or in his absence by his authorized assistant, if the item or service is acceptable. Such department head shall certify above his signature that the services or items covered by said invoice or purchase order have been received as billed. (Ord. 517, §1.1, adopted 1956)
§1602 AUDIT OF DEMANDS
The finance department shall prepare a written schedule of bills representing each demand for payment. Supporting documents such as the purchase order, invoice and request for payment shall be attached thereto. Such demands shall be audited by the director of finance and approved by the city manager prior to payment pursuant to section 1603 of this article. (Ord. 517, §1.2, adopted 1956; Ord. 937, §1, adopted 1993)
§1603 ISSUANCE OF CHECKS
The finance department shall prepare and issue checks in accordance with procedures provided in this section when the director of finance certifies that the payment conforms to a city budget approved by ordinance or resolution of the city council. The city manager shall sign and the city treasurer shall countersign each such check. If either the city manager or city treasurer are unavailable, the director of finance or the accounting supervisor may sign the checks. The finance department shall then cause the checks to be delivered to the payee(s). (Ord. 517, §1.3, adopted 1956; Ord. 937, §1, adopted 1993)
§1604 APPROVAL OF DISBURSEMENTS BY THE CITY COUNCIL
Each month the finance department shall prepare a list of disbursements in the prior month for city council review and approval. In addition, the finance department shall prepare and present for city council approval a list of bills conforming to the requirements of section 1602 of this article which bills do not conform to a city budget approved by ordinance or resolution of the city council. Upon city council approval of such unbudgeted demands, the finance department shall issue checks in accordance with section 1603 of this article. (Ord. 517, §2, adopted 1956; Ord. 937, §1, adopted 1993)
§1605 ENTRY INTO MINUTES
The city clerk shall enter into the minutes of the council meeting the serial numbers of the checks approved and shall maintain a copy of the check register with the official records of the city. (Ord. 517, §3, adopted 1956; Ord. 937, §1, adopted 1993)
§1606 ISSUANCE OF CHECKS
The city clerk or in his absence his deputy shall sign any check authorized by the warrants and deliver said warrants and checks to the city treasurer for payment. The city treasurer or in his absence his deputy shall countersign the checks. The city treasurer shall then cause the checks to be delivered to the party or parties making demands upon the city for payment. (Ord. 517, §4, adopted 1956)