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26. Reimbursement to County employees for the purchase of items intended for County use, when pre -approved prior to purchase by Division or Department Director in writing 24-27. Payments for Contracts (send directly to Finance without Payment Request) 2.10 ONLINE PURCHASES Prior to placing an order from an online vendor, whether by purchasing card or by purchase order, departments shall confirm with the Purchasing Division whether a County account has already been established. The Purchasing Division currently oversees online accounts providing tax- exempt and contract -based purchases from vendors such as Office Depot, Staples, Amazon, Lowes, Grainger, Fastenal, and Home Depot. Departments should not enroll the County with online accounts without first discussing with the Purchasing Division to prevent duplication of accounts, work with vendors convicted or suspended by the State or Federal government, and to ensure tax exemption and any available discounts are utilized. 2.11 ACCEPTANCE OF GOODS When physical goods are received, the packing slip must be signed by the person accepting or receiving the goods. This documentation must be submitted with the invoice for processing, or with the purchasing card receipt as documentation. If no packing slip is received, the order confirmation may be printed and signed in the same manner as indication of receipt. In cases where a packing slip or order confirmation cannot be provided because the vendor requires the delivery to be confirmed on the invoice itself, the employee receiving the goods must sign the invoice to confirm delivery and then forward to a supervisor for approval of payment. The person signing for receipt of the goods may not be the same person approving the invoice for payment. In cases where the person with signatory authorization is the same as the person accepting the goods, that person's supervisor must also approve the invoice. 2.12 INVENTORY AND CONTROLS Any goods held as "inventory" or "stock" must be controlled by an inventory management system. This does not apply to rapidly consumed items, such as office supplies. 2.13 INVOICES Payment can only be made to a vendor from a valid invoice (not a statement, quote, or email). Departments are responsible for ensuring vendor invoices include the following information: ✓ Purchase Order Number (if applicable) ✓ Description of the items provided ✓ For equipment parts, indicate a specific fleet or unit number, if applicable 62