After-The-Fact Purchase Authorization Form
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.
Emergency work was done to a pipeline at the port. A contract followed with WR Forde in 2020, approved by CC 5/19/2020. The contract was never routed despite its' approval. As such, the majority of the work was not completed nor invoiced - however, the emergency work in the amount of $16,209.08 was completed and invoiced. This invoice has remain unpaid and needs to be paid.
What corrective steps have taken to avoid repetition of future ATF's? We have provided instruction to WR Forde to always include AP in future billing/invoicing and provided updated contacts for Port staff as this invoice and others have been sitting with staff no longer working for the Port.
Any corrective action with the responsible managing supervisor? N/A
Vendor Name: WR FORDE
16,290.08 3/5/2020
Amount of Purchase: $ Purchase Date:
I understand that all City purchases require pre-approval and need to be purchased utilizing City policies and procedures.
Nannette J. Beacham Director of Economic Development
Supervisor Name Signature/ Title
Department Director authorizing After-The-Fact Purchase Nannette Beacham rente sachan 09/13/2024
Name Signature Date REV 061611