Requestor identifies vendor (supplier) willing to provide the required goods/services under the provisions of the County Various Vendor Purchase Order System.
 

Requestor completes a Special Request Form, MH269 (Attachment I [10/99 revision]) and forwards it to the requestor’s Supervisor. After approval, the request is forwarded to the appropriate Bureau Director/District Chief for second-level signature approval and is then forwarded (3 copies) to the Administrative Support Bureau (ASB).
 

The Procurement Officer is responsible for verifying the authorizing signature as valid for the designated cost code. (Improperly signedrequests will be returned to the requestor unprocessed.)
 

The Procurement Officer will submit correctly prepared Special Requests to the Chief, ASB, for funds approval and authorization to issue a various vendor purchase order number.
 

The Chief, ASB is responsible to coordinate with the DMH Expenditure Control Officer for funds encumbrance prior to authorizing the issuance of a purchase order.
 

The Chief, ASB will authorize the Procurement Officer to process the approved request or to return denied requests with explanation as provided by the Chief.
 

The Procurement Officer will issue a Purchase Order for approved requests and will provide same to the requestor.
 

The requestor will present the Purchase Order to the vendor (supplier) as billing authorization for goods/services received.
 

The requestor will ensure that sales receipt and/or other identifying purchase documentation is mailed promptly to DMH Accounting Division, Accounts Payable Unit.
 

The Chief, Accounting Division, will be responsible to process the billing for payment by the Auditor-Controller upon verification that all paperwork is in order and appropriation is available.