Financial Administration

Section 1 - ADMINISTRATIVE

PURPOSE:

The purpose of this guideline is to establish the procedure for Fire Rescue personnel to make expenditures throughout a given fiscal year.

PROCEDURE:

• All purchases made by Fire Rescue personnel are to be approved or pre-approved by Fire Administration prior to any actual purchase.
• Shift members are to first contact the Department’s Administrative Assistant with the purchase request. The Administrative Assistant will subsequently gain approval for the requested item(s) or services from a Deputy Fire Chief or Fire Chief as needed.
• Once authorization has been given, the Administrative Assistant, utilizing the City Purchasing Policy as a guideline, will determine the best method of procurement and will inform the person making the request when all paperwork is complete and the purchase may be made.
• All City purchases must be made utilizing the City’s tax exempt status and all vendors will be provided a copy of the tax exempt card as needed.
• Employees who inadvertently neglect to exclude taxes when making a purchase will need to rectify the situation with the vendor.
• All receipts for purchases must given to the Department’s Administrative Assistant in a manner (i.e. envelope, taped to a full sheet of paper) that does not lead to possible loss or misplacement and will keep a copy for no less than 90 days.
• Department members are not authorized to accept offers of demonstration equipment from any vendor without the prior approval of Administration.
• No purchases of Department or City equipment, parts or supplies are to be made utilizing an employee’s personal funds with a reimbursement expectation unless prior approval is obtained from the Fire Chief.