AG 2001 05 21 - Laserfiche WebLink

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The Contract Administrator will record the encumbrance into the accounts. This will be noted on the Contract Control Sheet. Future payments resulting from this contract must have the Contract Number referenced (same as Purchase Order 'numbers) when processing invoices in order to liquidate the contract encumbrances. MAINTENANCE AGREEMENTS Maintenance Agreements that are evidenced by a formal written agreement shall be handled in the same manner as any other contract according to the procedures described in this manual. In the case of a maintenance agreement that only has an invoice or other similar documentation, each individual department shall be responsible to anticipate and budget for these funds as they do any other routine expense. 'At any time, a department may request that a maintenance agi'eement be encumbered. If there is no formal contract, the department should complete a Contract Control Sheet and forward it to the Finance Office along with supporting documentation (i.e., copy of prior year invoice or letter from vendor). These agreements will use the same procedures as all other contracts as described in this manual. CONTRACT ADDENDUMS If a contract needs an addendum to the original, the department should complete a NEW Contract Control Sheet with all the current information. The original Contract Number must be included on the new Contract Control Sheet in order to identify which contract is being amended. TERMINATED CONTRACTS If a contract is terminated prematurely, the department should forward the addendum or other documents indicating termination to the Contract Administrator. A copy of the Contract Control Sheet should be attached. The Finance Office cannot liquidate valid contracts according to the Local Government Budget and Fiscal Control Act. Proper documentation must be received. Terminated contracts will be removed from the contract ledger and any remaining encumbrances canceled.