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C-1i. Paying the Right Vendor <br />Accounts Payable must pay the vendor that is listed on the invoice submitted for payment. The <br />vendor named on the invoice must match the vendor listed in the PeopleSoft order. If you place <br />an order with a company you suspect will have a third party, please issue the order to that third <br />party. (This situation arises when we place an order with a sales representative who deals with <br />several companies and the bill comes straight from the manufacturer or wholesaler). A good <br />audit trail is imperative not only for financial records, but also to contact the manufacturer on a <br />warranty or maintenance issue in the future. <br />C-1j. Department Order Limits <br />Dollar limits are set by Purchasing for the purchase of various supplies, services or equipment. <br />DO NOT exceed the limits by splitting orders. For example, if the dollar limit is $5,000 and <br />you want to buy $5,200 of office furniture, do not issue two different orders for $2,600 each. <br />Contact Purchasing before placing any order over $5,000. They will advise you on the <br />appropriate method for making that purchase. Failure to adhere to these limits is a violation of <br />City policy and possibly a violation of State or Federal procurement laws! You and your <br />supervisor or Executive Manager can be held personally liable for the unlawful expenditures of <br />public funds. <br />C-1k. Moving Expenses <br />See the paragraph on this topic in the "Payroll" Section of this manual. <br />C-1l. Record Retention in the Department <br />Department users must retain copies of all invoice document detail for four years. Examples <br />include utility billing detail, procurement card log and receipts and petty cash. When the <br />invoice is for services expensed to grant funding, the retention period is extended four years <br />beyond the closing of the grant. <br />Financial Policies and Procedures Manual 9/05 <br />Page C.3 C_AcctsPayable.docx <br /> <br />