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authority. When paperwork originates in the Resident Engineer's Office, it is submitted to the State Construction Engineer through the District Engineer.

(a) Supply Catalogue. Supplies which are listed in the "Stationery and Supply Catalogue" are obtained by the preparation of a Transfer Request (Form 19-152) in accordance with Section 35-26 of the Accounting Manual.

(b) Blank Forms from the Construction Office. The forms which are obtained from the Construction Office are forms which require special handling in their preparation. The authorized forms from the Construction Office at this time are found in Appendix II. A listing of forms available on the LAN is shown in Appendix IIA. These blank forms may be requested on an Inter Office Memorandum or may be listed on the Transfer Request (Form 19-152) as the last item(s) with the note "from Construction Office."

(c) Blank Forms from the Materials Division. All blank forms which are used to report the sampling and/or testing of materials are stocked by the Materials Division. Requests for these forms should be made by Inter Office Memorandum directly to the Engineer of Materials and should not be included on the request for other forms.

123.05 Acquisition Procedures.

Under certain conditions purchases may be

made from outside the Department. Section 30 of the Accounting procedure for requisitioning and payment of outside purchases.

Manual

explains

the

123.06 Payment for Office Utilities.

Section

30

of

the

Accounting

Manual

explains the procedure for payment for utility services.

month

123.07 Fiscal Year. following that in which

Bills for incurred.

purchases must be submitted not later than the The Department's fiscal year extends from July

1 through June 30, inclusive. Where incurred in June and July must not be

invoices included

are to be paid from State funds, expenses on the same invoice. This does not apply,

however, to utility bills as they will be paid from the fiscal year the greater part of the charges were incurred. Expenses incurred

appropriation in which in one fiscal year must

be paid not later than July 20 following presented and paid within that period, it Claims Commission for final disposition.

the

close of that

will

be necessary

year. If invoices are not to refer them to the State

123.08 Correspondence. The following individuals shall normally be furnished a copy of all correspondence which originates in the Resident Engineer's office:

Original

copy

copy

to addressee State Construction Engineer District Engineer

Copies to others as indicated by the nature of the document. The routine issuance of any internal correspondence relating to construction activities (diaries, memos, reports, etc.) to persons or organizations outside the Department must be cleared through the Construction Office. As always, these are public documents and can be viewed at the Resident, District and Construction Offices. A Resident Engineer will not routinely submit internal documents for review, approval, or information to non-AHTD personnel. The Resident Engineer shall contact the Construction Office for instructions regarding

7-01-03

Page 100-190

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