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.—' • <br />� <br />Pola.cy Tit1e: Approval �and Review of Invoices <br />Back�round Statement: Al1 invoices are processed for payment in the Finance <br />Department. Invoices that are received in each day's mazl are checked �oith <br />the open purchase order file. The invoices are then sent to each aepartnent <br />£or an approval signatuXe and returned to Finance. The approval signature <br />indicates the service has been pez�ozmed, the goods have been received, and the <br />cost, eYtension and footing are correct, and the invaice is ready for payr_ient. <br />AI�. prope�ly authorized invoices are Iisted for paymenr for each Counci� meeting. <br />Only cash discoun�s, bond principal and interest, petty cash, payroll deductions, <br />contractual amount's previously authoriaed by Council, and invoices that have <br />special �ldministratxon okaq can be paid before the Council meeting. Invoices <br />due fo� payment at each Council meeting are reviewed by Fznance pexsonnel <br />befpre the list is far�aarded to Adminis�ration. A11 invoices are given to Admin- <br />istration tiie morning of each Council meeting for their revie�.a. The Finance <br />Department has the most diffiCU��y in these following areas when processing <br />invoices: <br />1. Invoices received in the raail and given to eaCh department, not FinanCe. <br />2. The prompt approval signature of all invoices by authorized personnel. <br />3. Requests tor payments ahead of Caunc�l meet�ng for invoices that are not <br />properly authorized. <br />� Policy Statement: All invoices are received by �'inance and d�.stributed to each <br />C depa�tment for an approval signature fox �aynzs'_I1�. The approval signature indicates <br />the service has been performed, the goods have been received, the cost, extension <br />and footing are correct, and the invozce is r�ac�y for payment. Lists of bills <br />for gaymenr are prepared and reviewed in rinance and Administration be�ore <br />Council approva�. No invoices a�� to be pai.d before a Council r�eeting, except <br />cash discount, bond principal and interest, petty cash, payroll deduction, <br />contractual amounts previousZy autharized by Council, and emergency paytnents <br />that have approval from '�dr..inis''ration. <br />AlZ invoices must have a si.o-�at:�re authoriz-�ng payment before they will be <br />processed for payment. After Council appraval the heginning and endino check <br />numbers and �he total amount of paym�nis for all invoices wil�. be incZuded in <br />the Council minutes. <br />Procedure Statemene: Each day's mail wzll be careful�.y checked for all invoices. <br />These invoices wi�l be tarwarded �o Finance and will. be matched �aith �he open <br />Puzcha� Order File. All invoices �•rill then be senC to each departr�ent for an <br />approval si;nature authorizing payments. The approval signature indicates the <br />service has been performed, the goods have been received, the cost, estension <br />and �ooting are cozrect, and the invoice is ready for payment. Finance will <br />verify the estension and footin� on a1I. invoices over $500. <br />