Budgeting, Purchasing & Accounts Payable

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Budgeting and Financial Planning 

The Finance Department plays the central role in the compilation and publication of the budget that the City Manager’s proposes for adoption by the City Council. The budgeting process generally spans a five-month timeframe beginning in January, and involves extensive coordination with all City departments. It is common for the City Council to hold budgetary review meetings in June each year in order to adopt the budget before the July 1st start of the fiscal year.

Each February/March, the Department prepares a midyear budget for the City Council. The midyear review summarizes estimated financial position for the current year and seeks to identify issues of financial importance on a go-forward basis.

The Department provides a monthly financial report to the departments and the City Council.

The Quarterly reports are also prepared for the City Council and public.  The intention is to satisfy Chapter 2.20.030 of the Municipal Code, wherein it is stipulated that the Director of Finance shall prepare and present to the City Council, a quarterly (or more frequently) financial report in sufficient detail to show the exact financial condition of the City.

Purchasing

The City of Glendora’s Purchasing Ordinance establishes an informal purchasing policy for the acquisition of supplies, equipment and services with an estimated value of less than $25,000, and a formal purchasing policy for acquisitions valued at or above $25,000.

Each department is responsible for purchasing the supplies and services necessary for their functions.

The informal purchasing procedure requires the solicitation of informal bids. The lowest responsible bid is accepted. If the purchase has a value of less than $1,000, the purchase can be made without the issuance of a purchase order.

For purchases exceeding $1,000, but less than $25,000, the department is responsible for processing a requisition. The requisition is approved by authorized personnel within each department then forwarded to the Finance Department. In the Finance Department, each requisition is reviewed for proper use of budget codes and availability of budgeted funds. Upon Finance Department approval, a Purchase Order is issued and sent to the originating department for handling.

The formal purchasing procedure requires formal bidding for goods or services when the amount of each is $25,000 or above. This process involves inviting (by public notice) and obtaining formal, sealed written bids from vendors. These bids are handled by the City Clerk's Office, and all bids submitted by the deadline are opened at the time and place stated in the public notice. Awards of these contracts are made by the City Council at a public meeting to the lowest responsible bidder.

Accounts Payable

Accounts Payable is responsible for the processing of payments to all the City’s vendors for goods and services. This process is cyclical and in constant motion. The process involves the collection and sorting of incoming US mail, invoice distribution to responsible department for approval, computer processing of each payment request, weekly issuance of checks for vendor payment, bi-weekly publication of the “warrant register” within the City Council agenda as a 'Receive and File' item, and the distribution of payments.

All new vendors must submit a completed W-9 form prior to sending their invoices to ensure proper processing, otherwise payments cannot be made.

Completed W-9 forms can be submitted to one of the following:
     By Mail:  Accounts Payable, 116 East Foothill Blvd., Glendora, CA 91741
     Fax:  (626) 852-9650
     E-Mail:  accountspayable@cityofglendora.org

Please contact Accounts Payable at (626) 852-4811 for any inquiries. 

Blank W-9 form and Instructions

Click here to view Finance Reports