HomeMy WebLinkAboutAdmin Order 21-05-01ADMINISTRATIVE ORDER NO. 21-05-01
of the
City Manager
ESTABLISHING POLICIES AND PROCEDURES FOR PAYMENT OF
CITY BILLS AND CLAIMS, AND DELEGATING PAYMENT
AUTHORITY TO THE FINANCE OFFICER.
The City Manager of the City of Eugene finds that:
A. Under provisions of the Eugene Charter of 2002 the City Manager is authorized to
make all purchases, act as business agent for the Council, and to perform such other duties as the
Council directs. In addition, Section 2.525 of the Eugene Code, 1971 requires that checks and
electronic or other types of payments or transfers shall be signed or authorized by the City
Manager or the City Manager's designee.
B. Under the same provision of the Eugene Code, 1971, the Finance Officer is given
authority to issue checks and cause payments to be made to pay city bills and claims, including
salaries of city officers and employees.
C. I find that it would be more efficient and avoid potential confusion to delegate
authority to the Finance Officer to sign and authorize payments in accordance with the policies
and procedures contained in this Order.
D. In establishing these policies and procedures and making this partial delegation of
payment authority, it is my intent to:
(1) Provide uniform and consistent proCedur~ with regard to how individuals
are authorized to make payments on behalf 0fthe City;
(2) Clearly defihe(the.areas oLresponsibility with regard to the initiation,
execution and administration of payments; and
(3) Minimize the time and attention required to be expended by me with
respect to payment of routine city expenses.
Based on the above findings, the City Manager of the City of Eugene orders that:
1. All checks issued from the City payroll and accounts payable checking accounts
shall bear the signatures of both the City Manager and the Finance Officer.
2. I hereby delegate to the Finance Officer, and such other personnel as the Finance
Officer shall designate, the authority to authorize payments in the form of checks and electronic
Administrative Order 21-05-01 - Page 1
or other types of payments or transfers, subject to the requirements and limitations contained in
this Order.
3. Any sub-delegation of payment authority by the Finance Officer for signature on
City checking accounts shall be made by Administrative Order which shall be filed with the City
Recorder and the City Treasury Officer.
4. The Finance Officer may also delegate authority to other personnel for making
payments from petty cash accounts.
5. Department personnel who are sub-delegated payment authority shall submit such
documentation as required by the Finance Officer and Treasury Officer, including signature
cards for the City's depository bank, prior to performing any of the delegated duties.
6. Prior to making or authorizing any payment, department personnel who have sub-
delegation authority shall be responsible for complying with all applicable federal, state and local
statutes, policies and administrative rules, and this Order, for making or authorizing payments of
expenditures in their respective departments.
7. Any check in excess of $15,000 (excluding checks written on one City bank
account for payment to another City bank account) must bear the signatures of two authorized
signers, one of whom has authorization that meets or exceeds the amount of the check.
8. The Finance Officer may authorize certain individuals outside of the City
organization to initiate electronic payments from the. City's bank accounts. Such authorization
must be made in writing, with a copy provided to the Treasury Officer.
9. The Finance Officer may develop other policies and procedures with regard to
making payments by check and through electronic or other types of payments or transfers,
providing such policies and procedur_es~e consistent with the provisions of this Order.
Dated and effective thi~,~day o~b~, 2005~ .e~~~
~-en--~s ~.. Tayltr
City Manager
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