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.
What corrective steps have taken to avoid repetition of future ATF's? Any corrective action with the responsible managing supervisor?
Vendor Name:
Amount of Purchase: $
Purchase Date:
I understand that all City purchases require pre-approval and need to be purchased utilizing City policies and procedures.
Supervisor Name Signature Title
Department Director authorizing After-The-Fact Purchase
Name Signature Date
The Streets Department had a sweeper that had become completely non-operational and was not repairable. The City is obligated to sweep the streets on a set schedule. Owen Equipment had the only sweeper in the state that was available for rent. The Fleet Superintendent managed to procure the sweeper so the City could continue to stay on schedule.
The City is working with Owen Equipment (sole provider of sweepers) to order new sweepers to replace the old, worn-out sweepers within the next 1-3 years. In the meantime, the City will procure a lease agreement with Owen Equipment to lease the sweeper for 2 years with a one-year option to renew should the current sweepers become non-operational.
This situation could not be avoided. The sweepers are on back-order for 12 - 18 months.
Owen Equipment
$
Mary Phelps Project Manager 1
04/04/2022