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For all expenditures, authorized departmental signatures indicate that the signer acknowledges the purchase was made in compliance with County policy and that the expenditure has been reviewed for the following:
| 1. | A clear and reasonable explanation of the public purpose of the purchase. Is this a legal expenditure? |
| a. | A valid, original invoice detailing what has been purchased and the cost of those items is required for all goods and services. |
| b. | A clear explanation and/or supporting documentation, including receipts for items paid and/or cancelled checks, are required for all expenditures when an invoice may not be available, regardless of source of funds. Quotes or estimated amounts are not acceptable. |
| c. | In certain routine cases there may be no supporting documentation; however, Finance staff and departmental staff will agree on these exceptions and document them appropriately on a case-by-case basis. |
| d. | All accounts payable supporting documentation will be maintained for the appropriate number of years required by the state record retention requirements, which vary depending upon the type of disbursement being made. The Finance Department will maintain all records or will specifically authorize certain departments to maintain their own records. |
| 2. | Purchases have been made within established spending limits. |
| a. | Purchase of goods equal to/greater than $1000 – purchase order required. |
| i. | From individuals-equal to/greater than $1000 – contract required. |
ii. From companies-equal to/greater than $5000 – contract required.
| 3. | The limits referred to in #2 apply to all County expenditures, regardless of the source of funds. Expenditures that are funded with federal and state grants must meet all grant requirements as well as County requirements. Expenditures made on behalf of trust clients using client funds are subject to the same requirements except the need for public purpose. |
4. Goods and services have been received prior to payment request. Please note that advance payments are strictly prohibited.
| 5. | Wake County is not exempt from paying state sales tax. All purchases should be charged the relevant sales tax according to state statute. The amount of sales tax paid will be refunded to Wake County by the state and the amount of sales tax paid on purchases is not charged to your department. |
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