After-The-Fact Purchase Authorization Form (as of June 15, 2011) Please attach this form to the requisition
If you previously initiated a transaction that created an after-the-fact supplier invoice, it must be processed via the "After-the-Fact (ATF) Purchase Authorization' Form.
An After-The-Fact purchase occurs when a department makes a purchase before a purchase order number is issued. For example, authorizing a vendor to begin work before the Purchasing Division issues a purchase order.
Similarly, obtaining goods or services on credit and subsequently submitting the invoice to accounts payable is an AFT. All ATFs, regardless of the dollar amount, present problems for the Purchasing Division, Accounts Payable, vendors, and end-users.
In many cases, these transactions:
* Place the City at financial and credit risk and result in higher than necessary cost paid for products and services. * Create unnecessary administrative efforts
* Bypass City encumbrance requirements
* Violate procurement polices and procedures
When an ATF purchase has been identified, the managing supervisor that made the unauthorized purchase shall complete this form.
Please provide detailed statement explaining the circumstances surrounding this ATF purchase.
The contract manager for T2 Systems has been changed several times since the start of the contract term. The belief was that our revenue would cover the expenses. When payable invoices were brought to light, the contract manager at the time contested the charges and asked for a review. The findings resulted in confirmation of amount owed, but not until after the contract had expired.
What corrective steps have taken to avoid repetition of future ATF's? Thoroughly review all contract provisions to ensure understanding of payment terms and responsibilities.
Any corrective action with the responsible managing supervisor? Not at this time - the terms are unique to the vendor.
Vendor Name: T2 Systems Inc.
16,176.00 01/01/2021
Amount of Purchase: $ Purchase Date:
I understand that all City purchases require pre-approval and need to be purchased utilizing City policies and procedures.
Lt. John Lopez Lieutenant
John Loper [Jan 25, 2072 11:30 PST)
Supervisor Name Signature Title
Department Director authorizing After-The-Fact Purchase Louie Tirona elen 23, 2022 13:48 PST) Jan 25, 2022
Name Signature Date