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SOUTH ORANGE RESCUE SQUAD,INC. <br /> North Carolina <br /> Standard Operations Manual <br /> Subject: Purchase Orders SOP No.: FIN-005 <br /> Effective Date: September 8,2005 <br /> Revision Date: Authorization Signature: <br /> 1. PURPOSE <br /> 1.1. To establish guidelines and procedures for requesting,generating and approving Purchase Orders. <br /> 1.2. In general,a Purchase Order is a document generated before a purchase is made and acts as an <br /> authorization to a vendor to provide the described good or service and represents a promise that <br /> SORS will pay up to the amount indicated. <br /> 2. OSHA REQUIRMENTS <br /> 2.1. N/A <br /> 3. CERTIFICATION LEVELS <br /> 3.1. All <br /> 4. POLICIES <br /> 4.1. The purchase amount above which a Purchase Order is required is defined in FIN-002. <br /> 4.2. Purchases below the amount specified in FIN-002 do not require a Purchase Order. <br /> 4.3. Any authorized officer should request a Purchase Order prior to any purchase. <br /> 4.4. Purchases for which a Purchase Order is required, and for which no Purchase Order is requested, <br /> may,at the option of the Chief and Treasurer,be repudiated and returned to the appropriate <br /> vendor without payment. <br /> 5. PROCEDURES <br /> 5.1. Any officer or authorized agent of SORS may request a purchase order to be generated by the <br /> Treasurer. The request may be in writing,by email or other permanent record. Purchase <br /> Information as specified in FIN-002 shall be provided with the request. <br /> 5.2. The Treasurer shall review the Purchase Order request to determine that all required information <br /> is provided and that appropriate authorizations have been made. The determination of <br /> authorization shall include: <br /> 5.2.1. Officer authorization to expend affected portions of the budget <br /> 5.2.2. Adequate available funds in the affected budget category <br /> 5.2.3. All required Purchase Information <br /> 5.2.4. Appropriate authorization by the squad and/or BoD as necessary <br /> 5.3. The Treasurer shall generate the Purchase Order document. The document shall provide <br /> adequate information to describe the authorized purchase and vendor as follows: <br /> 5.3.1. Authorization shall be obtained as required by FIN-002. <br /> 5.3.2. A paper copy of the Purchase Order is retained by the Treasurer. <br /> FIN-005 Purchase Orders.doc <br /> -Page 1 of 2- <br />