standard operating procedure college station fire department

DEPARTMENTAL POLICY
COLLEGE STATION FIRE DEPARTMENT
SUBJECT: Purchasing Procedures POLICY: 100.8.20
CATEGORY: Budgetary PAGE: 1 of 2
APPROVED BY:
Chief, Fire Department DATE: 4/01
All purchases must follow the City of College Station Purchasing Manual’s procedures. Each time
an item or service is purchased for the Fire Department, a receipt must be submitted in a timely
manner to fire administration. Purchases can be made in 3 ways: FPO, Procurement Card and
Purchase Order.
If a purchase is done by FPO method, the receipt, invoice, packing slip, i. e. must be attached to
the FPO, with the appropriate charge-out account number and dollar amount of the purchase, then
must be promptly submitted to fire administration. The account number used will be
determined by the supervisor signing-off on the purchase.
If a purchase is done by procurement card method, the receipt will be held by the purchaser or
their supervisor until the spreadsheet showing the transactions purchased for that specific
procurement card is reviewed and signed-off as correct by the holder of the procurement card
and their supervisor. The receipt attached to the spreadsheet with the appropriate purchasing
account number listed will then be forwarded to fire administration for proper submittal to
accounting.
Purchases over $1,000 will go through the division supervisor.
Purchases up to $2,999.99
Purchases less than $3,000 will be conducted with the use of a Field Purchase Order (FPO) or
with a procurement card. The supervisor will be responsible for issuing FPO’s for purchases not
done by procurement card method. The Battalion Chief will be considered the supervisor for
operational shift level. The Division Head will be considered the supervisor for Administration
and Prevention areas, or their designated procurement person. The receipt of purchase and the
FPO shall be returned to the supervisor for review, assignment of account number and initialing
the FPO by the supervisor.
The receipt and completed FPO and/or procurement card spreadsheet will be forwarded to fire
administration for proper submittal to accounting.
rev:4/94;3/99;re#’d 11/02