UA-R-GC-1914-01-01-1957-03-08_Page-057

- 9 w (Note 2) If the actual purchase amount is not the same as the estimated cost stated on the requisition, but is within reason in the judgement of the Purchasing Agent and the staff member placing the order, the Purchasing Agent will authorize the payment of the actual amount. G. In his other capacity as Comptroller, the Purchasing Agent will chock the balance remaining in the particular account in the budget, and if the balance is sufficient, will cause a check to be drawn*. or cash payment to be made in the amount finally authorized on the Requisition, which check or cash will be sent; along with the statement or bill, to the sup-plier of the goods or materials. He will then change the temporary estimated charge in the appropriate account in his Budget Control Ledger to the actual, authenticated amount paid. He will stamp "Paid," with the date of the transaction, on the two copies of the Requisition. If, however, the balance in the particular account is insuf-ficient to permit payment of the authorized amount as indicated in the Requisition , the Comptroller will stamp "Insufficient Funds for Pa-'ment" on the two copies of the Requisition. H. In either case (whether the funds are sufficient or insuf-ficient for payment) the Comptroller, now acting in his capsa.city as Purchasing Agent, will send the remaining copy of the Order Form to the Unit 12dget Officer. If payment is made by the Comptroller, he, as Purchasing Agent, will at the same time send the goods to the Unit Budget Officer. I. The Unit rudget Officer, upon receipt of the goods or ma=-- terials, with the copy of the Requisition stamped "Paid," will make whatever alteration is required in the original temporary purchase entry in his Unit Budget Control Ledger and will retain the requisition for his files. J. The Unit Budget Officer will then deliver the goods or materials to the staff member making the original request for purchase. The transaction is completed. K. In case the Comptroller (step D in the control procedure) finds that the allocation of an anticipated purchase to a given account or sub'-account is not allowable, 1. he returns the two copies of the Requisition Form, stamped "Inappropriate Account" to the Unit Budget Officer. * No attempt is made in this statement to separate the functions of the Comptroller from those of the Cashier and the Bookkeeper, for whom he is responsible to the President