The Detroit times., 1911-06-07
ORDINANCE NO. s2e.

AN ORDINANCE to prevent duplica-
ton and errors in the payment OF
accounts and TO facilitate the audit
ing thereof by providing for trtph-
cate order system.
II Is hereby ordained by the People
OF the City OF Detroit:
section l. That each Department OF
the City OF Detroit in making out or
ders on contracts or for market pur-
chases shall make out the same IN
triplicate, one copy TO be retained by
the Department. one TO be furnlsheu
TO the party supplying the order anu
This shall not apply, however. 10 POOR
Commission or Health Board orders
for provisions and supplies Tor poor
persons. to Police acquisitions for
meals and for such items as are com
monty included under Petty Cash Ac-
counts and Expenditures and such
other orders or classes OF ORDERS as
may be exempted by agreement OF any
OF the Departments and the Controller.
Sec 2. Each such order shall bear
number uniform on all three copies
and any voucher OF vouchers sent later
to the office of the Controller Tor audit
and approval shall bear the same
number as the order given. No vouch-
ers shall be sent TO the Controller TOT
audit containing items representing
partial deliveries on more than one
order Ii shall be permissible now
ever to send TO the Controller Youch-
one order In case such vouchers show
complete delivery OF each OF satu
orders, but In such case all OF the
order numbers shall be properly
shown upon such voucher for the pur-
pose of reference and comparison with
the original order numbers,
Sec. .. On all contracts Tor mater :
ials, supplies. etc. the , SHh'r copies
of orders calling for a partial or com
plete delivery as specified In the CON
tract and all vouchers issued IN pay
ment OF supplies, materials etc.
piled under contract shall bear such
order number for purposes OF com
parison.
Sec. 1. whenever any such order
shall be for supplies. materials etc.'
wise than by contract. such order shan
show the number, quantity and class
OF goods ordered. Whenever the party
supplying said goods shall be unaole
to make conpiete deliveay Oh me then
be delivered shall be cancelled on the
order and notification be given 10 the
Controller, by a debit order slip OF
such Cancelled items together WIN the
reasons In brief for such cancellation.
III all OF part OF such Cancelled items
are TO be delivered later, new tripil-
cate order shall be made out In the
manner hereinbefore provided
Sec. S. On all orders made unuer
contract the contract cost OF goods or
supplies shall be noted. On all open
market orders the copy retained py
the Department and the copy TUT
nished the Controller shall state the
price quoted and the price estimated,
but these prices shall not be inserted
In the copy OF the order furnished the
party supplying the same. In all cases
where the Department has secured
price quotation the total amount OF
the entire 'der as well as the unit
cost shall shown under the head OF
"price quo. ID, and In all cases where
a definite price has not been secured,
IL shall be the duty OF the Department
to secure an apr oximate price which
shall be note Ms aforesaid under the
head OF "pric. estimated, so that the
Controller may be enabled TO estimate
the total amount OF demands accru-
ing on open market orders and guard
against orders accommodating against
any sub funds I'm excess OF the amount
available In such sub funds.
Sec 9. Il shall be the duty Of tho nc
with his copy of the order Issued for
the delivery OF the goods for the pay
ment Of which such vouchers are Is
sued. and to keep seeh- orders -upea
nIe In his records after such coInpari-
son and audit OF the vouchers.
sec 4. All copies OF orders shall be
mailed or delivered to- the Controller
on the same day on which they are
issued.
See 8. In case OF the entire or par
tiaI cancellation OF any order II shall
be the duty OF the originating depart
IN emit to at once notify the Controller
OF such cancellation.
Sec. .. All forms OF orders and
vouchers 10 be used by the various
city departments In compliance with
this ordinance shall be uniform and II
shall bp the duty OF the Chief Ac-
countant to prepare such blanks and
forms and TO instruct ~the bookkeuD-
ers OF said departments as to the
methods to be followed.
Sec 10. Ali vouchers presented TO
the Controller for audit shall bear
upon the proper space provided or
upon a slip attached the certificate OF
the department empioye receiving and
receiotIng for said materials or sup
niles and I'm case goods shall have
been received by several such en-
ployes the receipt slips bearing the
signatures OF each OF said employees,
certifying for their respective por-
tions thereof, shall be attached TO the
voucher. said receipt slip shall be
made ~ duplicate, one copy TO De
retained BY the department receiving
the goods and the other attached TO
the voucher.
sec. IL. This ordinance shall take
effect July list. 1911.
Approved May 81, 1911.
wM h. THOMPSON.
Mayor.