Created: March 3, 2008

Purchase Orders

All purchases made by members of the department will be authorized by an administrator or Chief and accompanied by a purchase order issued by the Logistics Deputy Chief.

To ensure the authorization of department purchases, while accurately tracking the purchase of, receipt of, and payment for goods and services from department vendors.

All department personnel.

Members needing to purchase items for the department shall bring their request for authorization to the appropriate administrator or Chief who will then issue a purchase order for the approved purchase. The completed purchase order will be signed by the requesting administrator or Chief who will then give the purchase order to the Member. After the purchase a copy of the purchase order shall be forwarded to the Finance Manager.

Purchase orders will be pre-printed, three-part NCR forms numbered sequentially for tracking purposes. The top copy will be given to the vendor at the time the purchase is made. The bottom copy will be retained by the administrator or Chief issuing the purchase order. The Finance Manager will keep the middle copy for accounting purposes.

Verbal orders, authorized by an administrator or Chief, must have a purchase order written up before placing the order. Verbal reference shall be made with the correct purchase order number. Notation regarding the details of the verbal order shall be written on the purchase order. The top two copies of the purchase order shall be kept together and returned to the Finance Manager. The bottom copy will be retained by the administrator or Chief issuing the purchase order.

Purchase orders may be faxed or scanned and emailed by an administrator or Chief at the main station to the purchasing Member at a different station. The faxed purchase order should be given to the vendor and notations to that effect should be made on the original purchase order. Copies of the original purchase order should be kept together and forwarded to the Finance Manager.

Purchase orders may also be faxed to vendors with the appropriate notes documented. Again, copies of the purchase order should be stapled together and returned to the Finance Manager.