Claim Check List PMMD-175.pdf

The document outlines the process for submitting requests for approval of claims resulting from a failure to encumber funds under the Procurement Regulations. It specifies that certain claims outside a contract no longer require County Attorney/CAO approval if they meet specific criteria. To seek approval, the Using Department Head must submit a memorandum to the Director of Procurement explaining the claim, why funds were not encumbered, steps taken to prevent future claims, and verifying the invoice amount. The document also includes a checklist of required information such as contract details, problem explanation, prevention plan, and a posted requisition. Additionally, it mentions the need for specific language on requisitions and purchase orders to comply with the regulations.