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.
CVS has been a contractor for numerous years and our contract with them was set to expire 12/31/22; however, their operational agreement is set up to mirror their fiscal years) Oct 1, 2022-Sept. 30, 2025. Although we do not currently have any open invoices for them, we do want to set our contract to mirror their operational agreement.
What corrective steps have taken to avoid repetition of future ATF's? Request better communication from the vendor: set up a quarterly check-in schedule, approve requests for emergency shelter coordination, meals, and other misc. expenses, timely.
Any corrective action with the responsible managing supervisor? Request quarterly logs/reports and check-ins.
Vendor Name: Community Violence Solutions (CVS)
$180k over contract term 10/1/2022-09/30/2025
Amount of Purchase: $ Purchase Date:
I understand that all City purchases require pre-approval and need to be purchased utilizing City policies and procedures.
Kristopher Tong 3P1544 Sergeant
Supervisor Name Signature Title
Department Director authorizing After-The-Fact Purchase Timoth / Simmoo. 6-1-23
Name Date