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CITY OF LOUISVILLE <br />PURCHASING POLICIES <br />SECTION III - PURCHASE REQUISITIONS <br />A purchase requisition serves to inform the Finance Department of the needs of the <br />departments, correctly identifies a material or service requested for the department's <br />operations, and identifies the expenditure account number to which the purchase is to <br />be charged. <br />TYPES OF PURCHASE REQUISITIONS <br />PETTY CASH REQUISITIONS <br />The petty cash fund shall be used to pay for small obligations which do not exceed <br />$50.00. Petty cash requisitions (Appendix A) are submitted to the City's cashier and <br />will be honored only if the requisition is properly completed and bears the <br />appropriate departmental manager approval. Petty cash requisitions will be granted <br />under the following circumstances: <br />• An employee is requesting a cash advance for expenditures relating to City <br />business (sales receipt must be returned to cashier within one business day); <br />• An employee is requesting a reimbursement for expenditures relating to City <br />business (sales receipts must be attached to the requisition). <br />It is the responsibility of the employee using the petty cash fund to obtain the <br />City's tax - exempt number and present it at the time of purchase. Sales tax on <br />purchases will not be reimbursed. <br />Purchases for less than $2,500, which are not paid out of petty cash, are processed <br />using a check request form that has been approved by the Department Director <br />(or his designee). <br />PURCHASE REQUISITIONS <br />Purchase requisitions shall be used to initiate the purchase of materials or services <br />of $2,500 or more and for which a purchase order will be issued. Purchase <br />requisitions will be granted under the following circumstances: <br />• The requesting department shall be responsible for ensuring budget <br />availability, obtaining prices, designating vendors, and preparing purchase <br />requisition far enough in advance of the required date; <br />• All requisitions must be approved by the Department Director and the <br />Finance Director and, if over $10,000, approved by the City Manager; <br />• A purchase order number must be obtained prior to placing orders with <br />vendors. <br />114 <br />