PAP.2.5.060 Personnel Duties and Responsibilities

(a) Chief Procurement Officer Responsibilities

(1) Review all Purchase Orders greater than $3,000 for completeness;

(2) Ensure that the bids acquired are properly documented;

(3) Review account code, coding and/or Project Number recorded by the requestor or, as applicable, indicate the account code which should be charged for the purchase;

(4) When applicable, ensure that the Tribe's Legal Department has reviewed the document;

(5) When applicable, ensure that the TGB has signed the documents to signify approval and that the document has been reviewed;

(6) Return to the CPO Designee to finalize the purchase;

(7) Ensure the document is properly filed; and

(8) Debarment. The Tribe shall not hire, contract with, or otherwise do business, either directly or indirectly, with contractors or individuals, which have been debarred, suspended, or subjected to a Limited Denial of Participation (LPD) by the U.S. Government. Prior to contract award (i.e. the preparation of the Notice to Proceed), the Chief Procurement Officer or designee shall verify that the contractor has not been debarred, suspended or (LPD) by reviewing the company listing on the sam.gov website. This list can be obtained at: http://www.sam.gov. The CPO or designee must document the review and place in the manual or electronic vendor file.

(b) Finance Department Responsibilities

(1) Purchases over $3,000

(A) If the purchase is for non-expendable, capitalized equipment, the Finance clerk shall identify the capital equipment on both the original and the copy of the receiving document using a highlighter. The Finance clerk or shall ensure a pre-numbered Tribal decal or barcode label is issued to the recipient of the item.

(B) It shall be the responsibility of the recipient/Program Director to ensure the decal is affixed to the piece of equipment in such a manner as to prohibit removal by unauthorized personnel.

(C) Upon receipt of the Finance copy of the Purchase Order and the vendor's Packing Slip / Bill of Lading , the Finance office shall ensure that the items are correctly charged against the specific account or Project Number for which they were purchased. Items purchased for re-stocking the inventory at the warehouse shall be charged to the general ledger account for such purchases.

(D) Upon receipt of the invoice, the Accounts Payable clerk (or designee) will attach the invoice to the copy of the purchase order. The A/P clerk will then match the invoice to the purchase order and the vendor's delivery receipt. If the purchase order, invoice, and vendor's delivery receipt match, the A/P clerk shall prepare a check in accordance with current vendor terms. An invoice should not be paid without a matching vendor's delivery receipt and purchase order.

(1) Check the Departmental budget and year-to-date expenditures to verify that funds are available to pay for the purchase by reviewing all outstanding Requisition Requests and expenditures and comparing the purchase amount to the remaining budgeted funds;

(2) Verify or assign program and general ledger code;

(3) Once reviewed, return the Requisition Request to the CPO or designee for processing and authorization;

(4) If the purchase price exceeds the available budget, return the Requisition Request to the Program Director. Note on the Requisition Request that funds are not available in the budget to process a Purchase Order. Inform the Cash Management Director of the action taken.

(5) If the purchase is for non-expendable, capitalized equipment, the Finance clerk (or designee) shall identify the capital equipment on both the original and the copy of the receiving document using a highlighter. The Finance clerk (or designee) shall ensure a pre-numbered Tribal decal or barcode label is issued to the recipient of the item.

(6) It shall be the responsibility of the recipient to ensure the decal is affixed to the piece of equipment in such a manner as to prohibit removal by unauthorized personnel.

(7) Upon receipt of the Finance copy of the Purchase Order and the vendor's original invoice, the Finance office shall ensure that the items are correctly charged against the specific account or Project Number for which they were purchased. Purchases shall be expensed against the proper account(s). Items purchased for re-stocking inventory shall be charged to the general ledger account for such purchases.

(d) The Receiver's Responsibilities

(1) Upon receipt of the goods, the receiver shall sign and date the vendor's delivery receipt only after verifying quantity and condition of goods received. Upon preparation, the receiver should forward the original and the signed copy of the vendor's delivery receipt (if applicable) to the Finance office. A duplicate copy of the vendor's delivery receipt should be attached to the Purchase Order and filed by the requester in the filled order's file.

(2) Over Order Quantity. If the shipment contains more products than was specified in the Purchase Order, the over shipment will be returned to the vendor at the vendor's expense.

(3) Partial Shipments. In the event of a partial shipment, the Purchase Order will be marked with the received quantity and the date by line item. A copy of the Purchase Order will be made, marked as a "Partial Shipment," and forwarded to the Finance office. The vendor's delivery receipt will then be re-filed with the Purchase Order. This process will continue until all goods are received or the order is canceled. If the order is canceled, the original request should be forwarded to the Finance office.