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 the Fire Chief, Deputy Fire Chief or Assistant 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 be 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.