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.
It was believed that our resolution for County services included the Children's Interview Center; however, it did not. When we received the invoice for the year of services, we had already entered FY23.
What corrective steps have taken to avoid repetition of future ATF's? Created a contract matrix that highlights contracts expiring, or nearing depletion of funds, and adds a contract manager to the contract for easy reference.
Any corrective action with the responsible managing supervisor? Review the contract listing on a regular basis.
Vendor Name: CCC Employment and Human Services
Amount of Purchase: $ 14,877.47 Purchase Date: For fiscal year 21-22 expenses I understand that all City purchases require pre-approval and need to be purchased utilizing City policies and procedures.
Kristopher Tong Simlemed on behalf of pt. Tong Sergeant Supervisor Name Signature Title
Department Director authorizing After-The-Fact Purchase BIsA French Bre 8117/2022
Name Signature Date