Town of Albion, NY
Orleans County
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[HISTORY: Adopted by the Town Board of the Town of Albion 5-12-2008. Amendments noted where applicable.]
Purchasing policy — See Ch. 29.
The cash disbursement procedure applies to reimbursement for all types of expenses incurred for or on the behalf of the Town of Albion (e.g. equipment, materials, maintenance services, office supplies, travel, training, professional membership, and consumables).
The purpose of this policy is to provide a narrative of the cash disbursement procedures and to complement the Voucher and Claims Process Flow Chart.[1]
Editor's Note: The Voucher and Claims Process Flow Chart is included at the end of this chapter.
Department heads shall ensure that the procedure set forth in this policy is followed by their department staff.
The Town of Albion Policy Committee shall maintain this policy.
This procedure supports Purchasing Policy, Town of Albion No. 65.01.00.
Editor's Note: See Ch. 29, Purchasing Policy.
Invoices go to the department head.
The Highway Department is in charge of its own purchases. They get slips and bring them back to the Highway Superintendent. All purchases are made in accordance with that purchasing policy. Slips for purchases under $500 are taken to the Superintendent who authorizes the voucher for payment. The Board liaison coordinates all larger expenditures.
The appointed Bookkeeper verifies that purchasing procedures have been followed, verifies receipt of goods and services, and verifies the mathematical accuracy of the invoices.
The Clerk or Deputy Clerk prepares claim vouchers, numbers the claim vouchers, enters the claim vouchers on an Excel spreadsheet for the Town Board (the abstract), and submits claim vouchers and listing to the Town Board for approval.
Authorized prepays include utilities, medical insurance, and postage. These invoices are forwarded on a claim voucher to St. John Baldwin (SJB), who processes the check for the Supervisor's approval before Town Board approval. These claim vouchers are included on the following month's abstract.
Three Town Board members review and approve claim vouchers.
Approved claim vouchers are sent to SJB for check preparation and recording.
SJB mails the checks and vouchers to the Supervisor, who aligns the checks with the abstract, signs the checks, and returns them to the Clerk or Deputy Clerk, who then stamps and mails the checks. The list returned by SJB is called "Disbursements by Account" and the total equals the amount on the list sent to SJB.
Bank statements are mailed directly to the Town. SJB prepares bank reconciliations using on-line services. The Supervisor verifies the bank reconciliations prepared by SJB by comparing monthly reports to the bank statements and the reconciliation prepared by SJB.