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City of Centerville <br /> Internal Control Procedures <br /> The City of Centerville seeks to balance its internal accounting control in such a way as <br /> to ensure public confidence and maintain the integrity of its financial systems and assets, <br /> without unduly inhibiting the ability to efficiently carry out its mission. <br /> The goals and objectives of the City Council are to establish an internal control system <br /> pertaining to Cash Disbursements, Cash Receipts, Payroll and Petty Cash. This system <br /> will safeguard these activities by ensuring proper management which includes disbursing, <br /> recording, reconciliation, and reporting to outside agencies while ensuring appropriate <br /> levels of fiduciary responsibility. <br /> I. Cash Disbursements <br /> Procedures <br /> 1. Segregation of Duties <br /> No financial transaction shall be handled by only one person from beginning to end. <br /> a. Payment of all claims shall be authorized by the appropriate department <br /> supervisor, the City Administrator, and the City Council. <br /> b. Checks shall be signed by the City Administrator and the Mayor. In the <br /> absence of the Mayor or Administrator, another council member shall be <br /> designated to sign checks. In the absence of both the Mayor and <br /> Administrator, two council members shall be designated to sign checks. All <br /> checks shall require two signatures with the exception of payroll checks. <br /> c. Payments shall be coded and recorded by the Account Clerk. In the absence <br /> of the Account Clerk, the Finance Director may code and record payments. <br /> d. Financial reports and bank reconciliations shall be prepared by the Finance <br /> Director and submitted to the council on a monthly basis. <br /> e. Supplies shall be ordered on a monthly basis, or sooner if needed, through the <br /> purchase order process by the City Clerk or City Administrator. Supplies for <br /> the Public Works Department may be ordered by the Public Works Director: <br /> however, purchase orders shall be issued for purchases and copies supplied to <br /> the Account Clerk. <br /> f. Supply orders shall be inventoried upon receipt by the Account Clerk. In the <br /> absence of the Account Clerk, the Finance Director or City Clerk may <br /> inventory supply orders. Supplies for the Public Works Department shall be <br /> inventoried by a designated Public Works employee. <br /> g. Properly signed and approved checks shall be mailed by the Account Clerk or <br /> the City Clerk. Except for routine payments for utilities and similar recurring <br /> 1 <br />