[Adopted 8-19-2015 by Ord. No. 158]
The purpose of this article is to provide a procedure for processing
payroll and claims against the Town of Algoma and a procedure for
processing refunds of tax payments in excess of the tax bill.
As used in this article, the following terms shall have the
meanings indicated:
Program used for tracking payroll, claims, payments and budgeting
information.
Invoice, bill or statement issued to the Town of Algoma for
purchases made on behalf of the Town.
Compensation paid to an individual, including salaries, wages
and bonuses, in exchange for the performance of services in and/or
for the Town of Algoma.
Every federal or state credit union, state bank, federal
or state savings and loan association, savings and trust company and
federal or state savings bank and every national bank that has a branch
or main office located in this state and complies with state laws.
A.
Claims are processed and paid on the 1st and the 15th of each month.
B.
The Town Clerk receives all claims against the Town of Algoma, verifies
the accuracy and validity of the claims and codes the claims to the
proper budget accounts.
C.
The Town Administrator reviews all claims.
D.
The Town Clerk inputs the claims into the accounting software and
prints the checks.
E.
The Town Treasurer confirms that each claim is valid, accurate and
correctly coded.
F.
Checks are completed with the signatures of the Town Chair, Town
Clerk and Town Treasurer.
G.
The Town Treasurer disburses the completed checks to the appropriate
parties.
H.
The Administrative Assistant or Town Clerk files the backup information
for the claims into the accounts payable system.
I.
Throughout this process, the Town Clerk and Town Treasurer shall
work together to insure that all claims against the Town of Algoma
are properly verified and paid.
J.
The Town Clerk shall prepare a written list of claims that includes
the date paid, name of claimant, purpose and amount and distribute
it to the Town Board at each monthly meeting.
A.
Payroll is processed and paid on the first and 15th of each month.
B.
New employees will not be paid until they have filed the necessary
and proper forms with the Town Clerk.
C.
The Town Clerk will pay salaried employees on the first of the month.
D.
The Town Clerk will review and verify time sheets from the Fire Department,
First Responders and hourly employees who will be paid the 15th of
each month.
E.
Payroll checks will be direct deposited to each employee's selected
financial institution account. Check stubs will be e-mailed and will
be available on or before the check date.
F.
The Town Treasurer will review and verify that the correct amount
was paid to each employee.
G.
The Town Clerk shall prepare a written list of wages paid to each
employee and distribute it to the Town Board at each monthly meeting.
A.
The Town Treasurer shall, as soon as practicable, deposit all tax
payments in to the public depository designated by the Town of Algoma
Board.
B.
No refund shall be considered until the payment as deposited has
cleared and has not been returned as nonsufficient funds (NSF).
C.
No later than 30 days after deposit, the Town Treasurer shall review
and verify the taxpayer's name, address and amount of the refund
paid in excess of the property tax bill.
D.
No refund check shall be prepared if the amount of the refund paid
in excess of the property tax bill is $3 or less.
E.
The Town Treasurer shall prepare the checks using the public depository
account designated by the Town of Algoma Board.
F.
The Town Clerk shall review and verify that the correct amount was
paid to each taxpayer.
G.
The refund checks shall be signed by the Town Treasurer and Town
Clerk.
