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Okaloosa County BOCC — August 6, 2013 — Direct Payment — reading text
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(1)
The Finance Department shall review the purchase order an
determine that the expenditure serves a public purpose, that th
necessary approvals and procedures for the expenditure have bee
complied with and certify that funds are available for the purchase
The funds are encumbered and obligated at this point in th
purchasing process. The Finance Department shall forward th
certified purchase order to the Purchasing Department.
Note: With the exception of Purchasing Card purchases, no County
employee is allowed to obligate County funds for purchases or
contracts until the above process is completed.
c. The Purchasing Department shall distribute copies of the certified purchase
order as follows:
(1) Original Copy (White).
a. Send to vendor, then send to requesting department to be
used as a “Receiving Report.”
b. When all materials are received, the Department Director or
designee shall sign and return the Receiving Report to the
Finance Department to authorize paymeni.
(2) 2nd Copy (Yellow) shall be retained by the Purchasing Department as a
file copy. ;
(3) 3° Copy (Pink) shall be sent to the requesting department as a
reference/file copy.
10. Direct Payments
All departments shall submit payment requests directly to the Finance
Department for the following items:
(1)
(2)
(3)
(4)
(9)
(6)
(7)
(8)
(9)
(10)
(11)
(12)
(13)
(14)
(15)
(16)
(17)
Postage/Shipping:
Subscriptions, Publications, Legal Advertisements
Memberships
Travel (Hotel, Registration, Employee, Transportation of Discharged
Inmates per section 951.04, Florida Statutes)
Training (Tuition, Lab Fees, Books, Required Course Material for
Approved Schooling)
Permits
Utilities (Electric, Water & Sewer, Phone, Garbage, Internet, etc.)
Court Orders
Recurring Budgetary Appropriations (with County Administrator's
annual approval)
Notary Services
Risk Management Claim Settlements
Refunds (deposits and overpayments)
Employee reimbursements
Banking Finance Fees
Recording Fees
Value Adjustment Board Fees
Insurance Policy Payments
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