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City of Pequot Lakes <br /> Purchase Order Policy <br /> Adopted: <br /> If a purchase order is used to make a City purchase, the following policy <br /> guidelines apply. <br /> 1. Department head authorization is required prior to making the <br /> purchase. Each department head is responsible for implementing <br /> purchasing procedures for the department to ensure that employees <br /> do not make purchases in excess of the budgeted amount. <br /> 2. The following procedures must be followed prior to the purchase. <br /> a. The Purchase Order must be completed with the following <br /> information. <br /> 1. the quantity <br /> 2. a description of the item(s) to be purchased <br /> 3. the cost including tax and shipping (if applicable) <br /> 4. the budget code to be charged <br /> b. The Purchase Order must be signed by the department head. <br /> c. A copy of the Purchase Order must be given to the Deputy City <br /> Clerk. <br /> d. The department head is responsible for ensuring that adequate <br /> funds are available in the budget for the item(s) requested as <br /> outline in Minnesota Statute 412.721. <br /> e. After the above steps have been completed, the item(s) may be <br /> purchased. <br />