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<br />d. Financial reports and bank reconciliations shall be prepared by the Finance <br />Director and presented to the council on a monthly basis. <br /> <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 /> <br />f. Supply orders shall be inventoried upon receipt by the Receptionist! Account <br />Clerk. In the absence of the Receptionist! Account Clerk, the Finance Director <br />or Account Clerk may inventory supply orders. Supplies for the Public Works <br />Department shall be inventoried by a designated maintenance employee. <br /> <br />g. Properly signed and approved checks shall be mailed by the Account Clerk or <br />the Receptionist. <br /> <br />2. Accountin2 Controls <br /> <br />The following common internal controls relate to paying bills: <br /> <br />a. All disbursements, except those from petty cash, will be made by pre- <br />numbered checks. <br /> <br />b. It is not permissible to draw checks payable to Cash. <br /> <br />c. Under no circumstances will blank checks be signed in advance. <br /> <br />d. A disbursement voucher shall be prepared for each invoice or request for <br />reimbursement that details the date of check, check number, payee, amount of <br />check, description of expense account to be charged, authorization signature, <br />and be accompanied with related source documents. In accordance with <br />M.S. 471.38, subd. 1, et. seq., the voucher must contain the following <br />declaration: "I declare under the penalties of law that this account, claim or <br />demand is just and correct and that no part of it has been paid," and must <br />contain the signature of the claimant. <br /> <br />e. Expenditures must be approved in advance by authorized persons. <br /> <br />f. All signed checks will be mailed promptly by the Account Clerk or <br />Receptionist. <br /> <br />g. The individuals authorized to sign the checks shall review each cash <br />disbursement voucher for the proper approved authorization and supporting <br />documentation of expense. <br /> <br />h. Invoices will be marked "Paid" and include the date paid and the amount of <br />the check. <br /> <br />2 <br />