Policy Text
SACRAMENTO POLICE DEPARTMENT
GENERAL ORDERS
G.O. 410.07
410.07
PURCHASES
03-23-95
PURPOSE
To provide fiscal accountability and uniform procedures for the purc hase of services, supplies, and
equipment.
POLICY
To ensure fiscal accountability and uniform pur chasing procedures are followed when obtaining
services, supplies, and equipment.
PROCEDURE
A. PURCHASE APPROVAL
A Request for Supplies and Services (SPD 125) s hall be completed prior to all purchases. The
SPD 125 shall be:
1. approved by the respective office chief, or designee.2. routed to the Fiscal Section who shall deter mine the most efficient means to acquire the
items in accordance with City procurement policies.
B. PETTY CASH
1. A Petty Cash Fund shall be maintained by the Fiscal Section to provide an expedient
method of reimbursing and advancing funds for:
a. purchases under $100.00.b. other expenses as approved by an office chief, or designee.
2. Petty Cash Purchases
a. Prior to purchase, an SPD 125 shall be completed and approved by:
(1) an office chief, or designee.(2) the Fiscal Section.
b. Appropriate receipts, along with a si gned SPD 125, shall be turned in to the
Fiscal Section for reimbursement.
c. If original receipt(s) is lost, duplic ate(s) or a written explanation shall be
submitted.
3. Petty Cash Disbursements
a. The Fiscal Section shall make all petty cash disbursements.
(1) The hours of disbursement shall be Monday through Friday from 0800 to
1630.
(2) Employees may authorize another employee to receive the cash for them.
b. Employees who receive advance funds for purchases shall submit the receipt(s)
to the Fiscal Section the following wo rk day. (If this creates a conflict, an
agreement must be worked out with t he Fiscal Section when the money is
advanced.)
C. EMERGENCY PURCHASE APPROVAL
In emergency situations during normal business hours, purchase approval may be received from
the Fiscal Section via telephone, subject to a written request follow-up. During non-business
hours, purchase approval may be received from an office chief via telephone, subject to a
written request follow-up.
1 OF 1