Check Requests (BF-12, Rev. 3)CITY OF DELRAY BEACH
ADMINISTRATIVE POLICIES AND PROCEDURES
DEPARTMENT:
SUBJECT:
REVISION:
APPROVED BY:
PURPOSE
Finance
Check Requests
POLICY NUMBER:BF-12
SUPERSEDES:BF-12,Rev.2
EFFECTIVE DATE:)ol27/702/
Terrence R.Moore,ICMA-C ,City Manager
The purpose of this directive is to establish a procedure for check requests.
POLICY
All acquisitions of personal property,supplies,or contractual services by the City will be implemented by
the Purchasing Officer via the Purchase Order System.
Under certain circumstances,check requests may be appropriate:
1.Travel and Training Advances/Reimbursements
2.Tuition Reimbursement
3.Subscriptions/Publications/Memberships
4.Bequests/Refunds/Donations
5.Postage (i.e.,Federal Express,mail machines,etc,)
6.Witness and Recording Fees
7.Refunds (i.e.,water,taxes,overpayments,etc.)
8.Advertising
9.Parks and Recreation Activities (i.e.,non-commodity items only such as theme park admission,
etc.)
10.Motor Vehicle Registration
11.Medical Examinations
12.Professional Services (i.e.,legal fees,audit fees,debt issuance/bond fees,etc.)
13.Utility Payments
14.Room Rental for sessions/meetings
The following guidelines are to be adhered to when initiating a check request:
1.All check requests must be reviewed and approved by the Department Head or designee.
2.All check requests must be accompanied by the original invoices and supporting documentation
(i.e.,Commission approved expenditures should be supported by a copy of Commission minutes
or agenda)
3.All new vendors must complete a vendor application prior to check request for payment.