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.
The Department was not able to execute the sole-source agreement in time prior to the start of the services. The original contract was approved by Council on 02/18/26, but upon contract signing vendor added additional conditions which warrants for the contract to go back to Council for approval.
What corrective steps have taken to avoid repetition of future ATF's? Staff were informed of the proper purchasing procedures and is working on executing a three-year contract.
Any corrective action with the responsible managing supervisor? Ongoing training is being made available.
Target Solutions (Vendor # 10791)
Vendor Name:
10,000/year 1/01/26
Amount of Purchase: $ Purchase Date:
I understand that all City purchases require pre-approval and need to be purchased utilizing City policies and procedures.
Den Mark Marcelo Admin Svcs Coordinator
Supervisor Name Signature Title
Department Director authorizing After-The-Fact Purchase RICO RINCON Dio Pain 8/20/26
Name signature Date