Committee presses for purchase requisitions and clearer invoice controls
Summary
Staff recommended stricter purchase-requisition procedures and budget-change (amendment) rules to prevent payments without invoices and improve internal controls; the committee discussed requisition content and thresholds for approvals.
A staff member explained how purchase requisitions and budget-change requests (budget amendments) should work to strengthen internal controls: each requisition should state what it's for, the budget account and amount, and be itemized so checks and invoices can be matched. He said the requisition process "would help with their internal control, which we don't have" and recommended routine requisitions for recurring annual expenses.
Committee members discussed using blanket requisitions (for example, $5,000 for office supplies) and said budget amendments must be approved by the whole council. The staff member advised that purchase requisitions streamline tracking and that an explicit budget-change process is necessary when an account is overspent.
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