Wyo. Code R. 006-0006-4
Effective Date: 05/26/1983 to 08/31/2011
Rule Type: Repealed Rules & Regulations
Reference Number: 006.0006.4.05261983
Section 1. Purchase Order Voucher (WUAS-100). A Purchase Order-Voucher (WUAS-110) is authorization to vendor to supply goods or services to the State of Wyoming. The Division issues Purchase Order-Voucher (WUAS-100) to vendors subsequent to processing Requisitions (WUAS-110) submitted by the various state agencies. The Purchase Order-Voucher (WUAS-100) is the vendor's authorization to deliver goods or services and is his assurance that he will paid. The Division is the only agency authorized to issue Purchase Order-Vouchers. Orders issued by an agency to a vendor without processing through Purchasing are not authorized.
(a) The Field Purchase Order (DAFC-60) is the official document and means to procure items locally within prescribed limits. It is a document authorizing the supplier to furnish goods and insures him of payment. To the State it confirms precisely what was obtained and the amount to be paid.
(b) Use of the Field Purchase Order (DAFC-60) is to be considered similar to a petty cash fund for use only in obtaining the necessary items for day to day operations and for emergency expenditures within the monetary limitation. The monetary limitation is $500.00 for each purchase transaction. The minimum amount of each order must be at least $1.00 unless the billing will be for an extended period time (weekly, monthly, etc.) and will exceed the $1.00 limitation.
(c) All purchases must be completely itemized, showing firm name, address invoice numbers, date of purchasing, funding, description, unit price and amount. Each order must be issued at the time of purchase and be signed by an authorized representative.
(d) The issuance of a Field Purchase Order to out-of-state firms is not encouraged.
(e) The purchase of any furniture or equipment (inventory items) is not permitted. Requests of this nature are to be submitted on a Requisition (WUAS-110) to the appropriate agency base and if approved then to the Division.
(f) Purchase of contracted items such as merchandise on State contracts or-for items for equipment that must be inventoried, subscriptions, membership fees, moving expenses and where federal funds are used is not allowed. Such contracted items are to be ordered on Requisition (WUAS-110) indicating the assigned Purchase Order Contract Number. (W.S. 9-2-1016 (b)(vii).
Section 3. Vouchers. The Voucher (WUAS-101) is the means for recording and submitting for payment any obligation incurred by the State for selected items. In accordance with the Wyoming Constitution (Article 16, Section 7), all Vouchers and certified under penalty of perjury. Authorized expenditures by issuing Vouchers (WUAS-101) that may be submitted directly to the State Auditor without prior approval of the Purchasing division include:
(a) Salary and wage compensation for State officers and employees (b) Utility Services, Natural Gas, Electricity, Water and Telephone (c) Freight Charges (d) Postage (e) Expenditures where the total bill is less than $500.00, including Field Purchase Orders (f) Travel Vouchers (g) Contract payments (h) Assessments, Subpoena/Summons Fees (i) Interest payments, Filing/Recording Fees (j) Restrictive costs, i.e., Cost Allocation payments, charges by Data Services for processing, state Owned/State Lease rental payments (k) Grants and Aid Payments to local governments, private organizations and individuals of grants and benefits of State/Federal Aid distribution of monies earmarked for specific purposes and programs.
Section 4. Change Orders. When changes occur on original Purchase Orders, the corrections are made by means of a Change Order (WUAS-106). Requests for changes to original Purchase Orders must be submitted on a Requisition (WUAS-110) to the Division of Purchasing and Property Control for review and approval. Upon approval, a Change Order (WUAS-106) shall be issued by the Division of Purchasing and Property Control. When price changes occur on Purchase Orders that were not competitively bid, a change order is required when the monetary change exceeds ten percent (10%) of the total to pay or $500.00, whichever is less. The Division of Purchasing and Property Control automatically encumbers all Change Orders amounting to five hundred dollars or greater. If the change Order requires encumbering, a new sequence number will be needed. The sequence number used on the original transaction will not be used for the new change order transaction. It will be the agency's responsibility to process payment under the applicable sequence number.