2.1.2.060 General Policy

Requests for Expenditures of Funds. Any request for expenditures of funds shall be by Purchase Order. Each Purchase Order shall, unless otherwise provided herein, include signatures obtained in the following order:

(a) Signature of Department Employee. The signature of a classified employee within any Department or Authority on any purchase order shall mean that the requisitioning Department needs the item being requisitioned. Because the head of a Department or Authority may directly requisition goods or services, the Department Employee signature line may, in those instances, remain blank.

(b) Signature of Department Head. The signature of a Department Director or Manager shall mean that the requisitioning Department or Authority is legally authorized to make the expenditure and that the signatory believes the funding is budgeted. Legal authorization for expenditures may be found in:

(1) a law or resolution as enacted by the Council; or

(2) a contract between the Pueblo and the U.S. federal or state government; or

(3) by the terms of the grant from which the funding shall be spent.

Authorization can not come from the Annual Budget by itself, but must come from the authorizing laws, contracts, or grants. The Department Head signature line may remain blank only if the Purchase Order is submitted directly by the Office of the Governor for a purchase directly for one of those Offices.

(c) Signature of Comptroller/Assistant Controller. The signature of the Comptroller shall mean that actual money is available to complete the purchase and in compliance with the Annual Budget. Additionally, the signature of the Controller shall mean that the Purchase Order complies with all applicable procurement requirements, such as any requirements for sealed bids, a competitive price checks, or Indian preference.

(d) Signature of Governor. The signature of the Governor on a Purchase Order originating from any Department shall mean that all other required signatures have been obtained and the Purchase Order is ready for processing. The signature of the Governor on a Purchase Order is required if the Purchase Order is over $500.00.