La Quinta Municipal Code Ch. 3.15 Demands for Payment

It is the purpose of this chapter to describe procedures for the processing and payment of demands, bills, and other claims against the city arising out of purchase orders and contracts, including bills for labor, materials and supplies furnished; but not including payroll or claims for money or damages covered by Chapter 3.16.

(Ord. 529 § 4, 2015)

No payment shall be made from the city treasury or out of the funds of the city unless the demand which is to be paid is duly audited as prescribed in Sections 3.15.040 and 3.15.050 of this chapter or by other provisions of law.

(Ord. 529 § 4, 2015)

Except for tort claims, every demand received against the city shall first be presented to and approved in writing by the receiving department or office, which shall certify to the actual delivery or rendition of the supplies, materials, property or service for which payment is demanded; that the quality and prices correspond with the original specifications and contracts, if any, upon which the demand is based; that the demand in all other respects is proper and valid, and which shall further indicate the budgetary account to which the demand is to be charged.

(Ord. 529 § 4, 2015)

Each demand approved by the receiving department or office shall be presented to the director of finance who shall satisfy him or herself whether:

A. The demand is legally due and owing by the city;

B. There are budgeted or otherwise appropriated funds available to pay the demand;

C. The demand conforms to a valid requisition or order;

D. The prices and computations shown on the demand are verified;

E. The demand contains the approval of other departments and officials as required.

(Ord. 529 § 4, 2015)

A. As provided by Section 37208 of the California Government Code: (1) payroll warrants or checks need not be audited by the city council prior to payment. Payrolls shall be presented to the city council for ratification and approval at the first meeting after delivery of the payroll warrants or checks; (2) warrants or checks drawn in payment of demands certified or approved by the director of finance as conforming to a budget approved by resolution of the city council need not be audited by the city council prior to payment; and (3) notwithstanding items (1) and (2), budgeted payrolls and demands paid by warrants or checks may be presented to the city council for ratification and approval in the form of an audited comprehensive annual financial report.

B. Whenever the director of finance determines that a refund is due of fees, taxes or other receipts collected in error or in advance of being earned, or of money the refund of which is otherwise due pursuant to specific provisions of this code or of any other ordinance of this city, then any such refund shall be deemed as conforming to the currently approved budget, and may be prepaid in the same fashion as other demands encompassed within the terms of subsection A of this section.

(Ord. 529 § 4, 2015)

Following audit of demands, the director of finance shall prepare a register of audited demands showing the claimant's name, amount of demand, the warrant number and date thereof, and transmit the register to the city manager for his or her review and approval. The register of demands shall be presented to the city council to receive, review and file at the next regular meeting thereof.

(Ord. 529 § 4, 2015)