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
SSD Alarm Contract #4010 expired 11/15/22 they continued to provide services for intrusion & fire alarm system monitoring for City buildings there are 33 invoices for a total amount of $6,314.70 billed between 7/1/23-9/30/23.
PW management going to implement a centralized payment system for admin staff to check payments are processed by Finance.
Management will ensure admin staff complete PO Receiving invoices on time.
SSD/Security Signal Devices, Inc.
6,314.70 7/1/2023-9/30/23
Tawfic Halaby Deputy Director - Operations & Main
Daniel Chavarria 05/24/2024
SSD Alarm
Aging Report
Acct# Invoice # Due Date Amount
357973 R-00467780 9/1/2023 2,679.06$
R-00455718 7/1/2023 174.46 $
R-00466236 9/1/2023 174.46 $
S-01108677 8/23/2023 213.18$
339960 R-00464171 9/1/2023 531.87 $
R-00456687 7/1/2023 218.18 $
R-00465054 9/1/2023 218.18 $
R-00458244 7/1/2023 175.04 $
R-00468026 9/1/2023 175.04 $
356113 R-00467492 9/1/2023 341.64 $
339954 R-00465666 9/1/2023 198.33 $
R-00455300 7/1/2023 98.66 $
R-00468136 9/1/2023 98.66 $
R-00457992 7/1/2023 82.32 $
R-00464209 9/1/2023 82.32 $
340065 R-00453977 7/1/2023 155.97 $
339938 R-00456660 7/1/2023 131.46 $
355549 R-00454648 7/1/2023 131.43 $
348354 R-00456700 7/1/2023 65.73 $
339008 R-00468442 9/1/2023 64.16 $
R-00454832 7/1/2023 21.91 $
R-00468404 9/1/2023 21.91 $
R-00457350 7/1/2023 21.91 $
R-00464449 9/1/2023 21.91 $
R-00453047 7/1/2023 21.91 $
R-00465504 9/1/2023 21.91 $
R-00450841 7/1/2023 21.91 $
R-00466413 9/1/2023 21.91 $
R-00457138 7/1/2023 21.91 $
R-00467861 9/1/2023 21.91 $
339809 R-00465262 9/1/2023 39.90 $
339940 R-00466156 9/1/2023 23.64 $
355548 R-00466638 9/1/2023 21.91 $
TOTAL 6,314.70$
339931
339004
339816
349827
339806
339808
355552
339009
339007
339949