CORPORATE POLICY AND PROCEDURE
|
|
- Dwain Griffin
- 7 years ago
- Views:
Transcription
1 CORPORATE POLICY AND PROCEDURE POLICY CATEGORY Accounts Payable Policy and Procedure Finance AUTHORITY RELATED POLICIES APPROVED BY Finance Purchasing Policy Purchase Order Policy & Procedure Human Resources Policy Manual Treasurer EFFECTIVE DATE 1 September 2012 REVISION DATE On review of Purchasing Policy 1. POLICY STATEMENT In order to aid the Municipal staff and Council in understanding Accounts Payable policies and in the prompt and effective processing of invoices and other payment requests, the following policies and procedures should be followed. 2. CONTACT INFORMATION Questions and Comments If you have questions dealing with Accounts Payable issues, please contact one of the individuals listed below, either by phone or . Accounts Payable Clerk, Ext.1109 Sharron Knox sknox@meaford.ca Deputy Treasurer, Ext.1111 Michael Humble mhumble@meaford.ca Forms and related documents may be found in the Shared S Drive under Forms. 3. PROCEDURE FOR SUBMITTING INVOICES AND EXPENDITURE REIMBURSEMENT REQUESTS The Accounts Payable Department wants to provide the best service possible to our customers. Your compliance with the procedures below will ensure that all invoices and reimbursement requests are processed in a timely and efficient manner and that requests for payment are all paid within 30 days of invoice date. Material Requisition/Purchase Orders Purchasing is to take place in accordance with the Municipality of Meaford Purchasing Policy. Unless exempted by the Municipality of Meaford Purchasing Policy any purchase or commitment over $2,500 will require a Purchase Order. This procedure should be in accordance with the Municipal Purchase Order Policy & Procedure. 1 MUNICIPALITY OF MEAFORD CORPORATE POLICY AND PROCEDURE MANUAL
2 Delivery of Invoices to Accounts Payable Invoices should be sent directly to the accounts payable department by the vendor. The Customer Service Clerk stamps the invoices with the date of receipt and an approval stamp. The Accounts Payable Clerk sorts the invoices into department folders/mailboxes on a daily basis. These are to be picked up by departments at least once a week, by Tuesday at the latest. Approvals Required At the department level, each invoice is verified by the person who placed the initial order. They are to acknowledge that the work was done, the price charged was correct, and the goods were received or the service was performed as invoiced. The Director of the Department then approves the invoice and is ultimately responsible to ensure that invoices are appropriate, accurate and charged to the correct budget line. Directors can only approve invoices / requests for payment that are coded to their own budget lines. Invoices originating from a Director s purchasing activity will be approved by the Treasurer or Deputy Treasurer. If expenses are shared between departments, written approval, including authorizations, must be obtained from both budget managers. The Director is responsible for approving the invoices in a timely manner, and returning to the Accounts Payable Clerk within one week. Should an invoice be received in error, please let Accounts Payable know immediately so that it can be forwarded to the appropriate department. Frequency of Cheque Runs The Accounts Payable Clerk processes cheques one time each week on Fridays. Approved invoices with complete supporting documentation must be received by close of business on the prior Tuesday. Processing Time/Cheque Distribution for Invoices Properly authorized and coded invoices will be paid 30 days from the invoice date. All cheques will be mailed unless otherwise stated. Processing Time/Cheque Distribution for Reimbursements Properly authorized and coded requests for reimbursement will be issued within 14 days of receipt in the Accounts Payable Department. All cheques will be held for employee pickup unless otherwise stated. Original Invoice Required Payment should not be made from anything but an original invoice in order to prevent duplicate payments. Packing slips, quotes, sales orders and statements will not be accepted for payment. It is the responsibility of each department to provide an original invoice wherever possible. If for any reason a copy must be submitted, the top of the invoice should be marked "Copy". Please avoid placing approval signatures and account coding on the remittance portion of any invoice, as this part of the invoice must be returned to the vendor. 2 MUNICIPALITY OF MEAFORD CORPORATE POLICY AND PROCEDURE MANUAL
3 Account Coding Invoices and reimbursement requests must be coded with the correct company, business unit and object code. Any request over $1,000 must also include a PO number (see Purchase Orders Policy and Procedure for directions). Invoices and reimbursement requests submitted with invalid account coding will be returned. Remittances Requiring Enclosures with Cheques Any forms to be included with the cheque when mailed should be sent with the invoice along with a note to include the documents with the cheque when mailing. The Accounts Payable Clerk will be responsible for enclosing the document with the cheque. Accounts Payable Clerk Voucher Processing Once invoices are returned from the departments each week, the Accounts Payable Clerk reviews: the G/L account recorded on the invoice to make sure it s valid and appropriate, that verifying and approving signatures are in place, The appropriateness and reasonableness of the expenditure, and questions anything that looks unusual before recording the invoices in the accounts payable module of the financial system. The financial system (Keystone) will not allow the posting of an invoice if it will put the account over the allotted budget. If this happens, the department head contacts the Deputy Treasurer for corrective action. After entering the invoice, an Invoice Edit List is printed and the individual invoice details are confirmed back to the invoice. The invoice is then posted, and a Posting Summary Trace is printed. At this point the invoice has been recorded in Keystone as an account payable. The cheque run to pay outstanding invoices (according to vendor payment terms) is usually done weekly, by Friday afternoon. The Accounts Payable Clerk confirms that the next cheque number to be issued by the computer agrees to the cheque number on the next cheque. If a cheque has to be voided, it is filed in a void cheque file.. All cheques are accounted for. The cheques and invoices are matched up and the cheque stub is attached to the invoice and forwarded for signature. Authorized cheque signers are any one of Mayor or Deputy Mayor, combined with any one of Treasurer or Deputy Treasurer. The invoices are provided with the cheques to the signers for their ongoing diligent review prior to signature. No signature stamps are used. All cheques are signed by hand. The Accounts Payable Clerk reviews all statements to ensure that the invoices have either been paid or are waiting for payment. Suppliers are requested to supply copies of missing invoices so that all invoices are recorded in the financial system. Once all entries have been accounted for on the supplier statements, they are filed alphabetically. 4. ELECTRONIC FUNDS TRANSFER PAYMENTS Due to the short time frame from receipt to payment date for utilities, these accounts are set up for automatic payment. The Accounts Payable Clerk posts these automatic payments from spreadsheets that are verified when the Finance Clerk performs the bank account reconciliation at month end. 3 MUNICIPALITY OF MEAFORD CORPORATE POLICY AND PROCEDURE MANUAL
4 At the time of posting the Accounts Payable Clerk compares usage of current month to prior month and to the same month in the prior year. If anything appears out of the ordinary the Accounts Payable Clerk contacts the department. Due to the large volume, utility invoices are no longer sent out to the departments. Department heads can request to review their utility accounts or request printouts. 5. PETTY CASH Petty cash funds are intended to be used for small, incidental purchases. Petty Cash is not to be used to pay for personal expenses or normal operating expenses within your department. For all other requests a cheque request must be submitted. 6. CREDIT CARD Credit cards may be issued to employees if the operational need can be substantiated based on need and convenience. Credit cards are not intended to replace purchase orders and cheque payments to vendors for goods and services purchased. Invoices billed to the Municipality of Meaford are not to be paid by credit card. Staff wishing to use the general corporate credit card (issued in the name of the Treasurer) will need to complete the Visa Purchase Request form and have the use approved by the Treasurer or Deputy Treasurer prior to using the card. This process is necessary to facilitate invoice matching to the credit card statement. At the end of each billing cycle, the Cardholder will receive a monthly statement of account from the bank listing the Cardholder s transactions for that period. Each purchase on the credit card statement is considered a separate request for payment and needs to be supported by properly authorized and coded receipts when submitted to Accounts Payable. The cardholder will attach the original sales documents (packing slip, invoice, cash register tape and credit card slips, etc) for all items listed on the monthly statement. This data attachment is CRITICAL to enable audit substantiation. The careful matching of complete support documents, including receipts, to the statement is vital to the integrity of our financial controls. It is the Cardholder s responsibility to submit the signed and reconciled statement, along with the original receipts to Accounts Payable by the 24th of each month to ensure processing before month-end. The approving authority will check the Cardholder s monthly statement and confirm with the Cardholder the following items: Receipts and shipping documents exist for each purchase. The goods were received or the services performed. Detailed explanations for purchases are included. The approving supervisor s signature on a Cardholder s monthly statement indicates that the Cardholder s purchases are authorized, and that those purchases were made in accordance with applicable procedures. Misuse of credit cards will be cause for immediate revocation and may also be reason for disciplinary action up to termination. 4 MUNICIPALITY OF MEAFORD CORPORATE POLICY AND PROCEDURE MANUAL
5 7. TRAVEL REIMBURSEMENT / EXPENSE REPORTS The Municipality of Meaford will reimburse its employees for authorized expenses incurred while fulfilling their responsibilities as employees of the Municipality in accordance with the Human Resources Policy Manual. Expense reimbursements should be requested using the Expense Claim form. Attach appropriate original expenditure receipts to the Expense Claim form. Expenditures will not be reimbursed without appropriate receipts. Expense Reports are to be submitted no later than five days after each trip ends or monthly if expenditures are incurred on an ongoing basis. Individuals with budgetary responsibility cannot approve their own expense reimbursements. Your supervisor must sign and approve the Expense Report before reimbursement will be made. Hospitality Expenses Hospitality charges include entertaining visitors for business purposes. The following detail must be documented in order to be a viable business expense. Amount Date Place and description of entertainment Purpose and nature of discussion Names, titles and business relationships of all persons attending Receipts are required for reimbursement and details must be written on each receipt or described in the appropriate area of the Expense Report if reimbursement is needed Miscellaneous Reimbursable Expenses Miscellaneous reimbursable expenses include tolls, postage, faxes, baggage handling fees, valet expenses, tips for porters, bellhops, taxi drivers, etc. Non-Reimbursable Expenses Incidental expenses such as personal recreation, movies, snacks, alcoholic beverages or any other personal expense will not be reimbursed. This includes personal travel while on Municipal business, and travel expenses for family members. 8. REVIEW This policy will be reviewed in conjunction with the Municipality of Meaford Purchasing Policy. 5 MUNICIPALITY OF MEAFORD CORPORATE POLICY AND PROCEDURE MANUAL
Accounts Payable Policies and Procedures
Accounts Payable Policies and Procedures In order to aid the campus community in understanding Accounts Payable policies and in the prompt and effective processing of forms/requests, the following policies
More informationAccounts Payable and Payments Policy
REV. 07/07/15 Accounts Payable and Payments Policy Accounts Payable and Payments Policy Purpose 1. The purpose of this policy is to establish the responsibilities, controls, authorizations and procedures
More informationPurchasing Card (P-Card) Policy and Procedure Frequently Asked Questions
Purchasing Card (P-Card) Policy and Procedure Frequently Asked Questions 1. Q: What is a Purchasing Card and why would I want a card? A: A Purchasing Card is basically a credit card that can be used to
More informationThe policy and procedural guidelines contained in this handbook are designed to:
BASIC POLICY STATEMENT The Mikva Challenge is committed to responsible financial management. The entire organization including the board of directors, administrators, and staff will work together to make
More informationPurchasing Card Program
Purchasing Card Program User Guidelines University of North Alabama Procurement Department Created: March 2008 / Updated 7/16/2015 University of North Alabama Purchasing Card Program 1 Table of Contents
More informationTOWN OF BANFF POLICY. Corporate Credit Card Policy ==========================================================================
TOWN OF BANFF POLICY POLICY # POLICY TITLE AUTHORITY AUTHOR C092 Corporate Credit Card Policy COU02-280 Maier/CORP ========================================================================== 1. POLICY STATEMENT
More informationCardholder Guide. Applying for a Card
Cardholder Guide Applying for a Card Corporate Purchasing Card Cardholder New Account Form needs to be filled out for every candidate with the appropriate department manager as well as the Comptroller's
More informationPurchasing Card Procedures
Purchasing Card Procedures City of Clermont, Florida Table of Content A. Purpose... 3 B. Scope... 3 C. Responsibility... 3 D. Card Issuance... 3 E. Card Training... 4 F. Card Usage... 4 G. Spending Limits...
More informationTHE SCHOOL DISTRICT OF CHESTER COUNTY 109 HINTON STREET CHESTER, SOUTH CAROLINA 29706
THE SCHOOL DISTRICT OF CHESTER COUNTY 109 HINTON STREET CHESTER, SOUTH CAROLINA 29706 Credit Card Guidelines and Rules Introduction Chester County School District has entered into an agreement with First
More informationFINANCIAL POLICIES INDEX
FINANCIAL POLICIES INDEX Page Accounts Payable 2 Cash Receipts 6 Credit Cards 9 General Ledger Adjustments 10 Fixed Asset 11 Payroll Tax Reporting 13 Travel Reimbursement 14 Handling Mail 15 1 Accounts
More informationMANUAL OF PROCEDURE. Miami Dade College Purchasing Card Program. VI-2 Bidding for Commodities and Services VI-3A Minority Business Enterprises
MANUAL OF PROCEDURE PROCEDURE NUMBER: 6520 PAGE 1 of 12 PROCEDURE TITLE: Miami Dade College Purchasing Card Program STATUTORY REFERENCE: FLORIDA STATUTES 1001.65(1) AND 1010.04(2) BASED ON POLICY: VI-2
More informationPurchasing Card General Policy and User s Manual
Purchasing Card General Policy and User s Manual Welcome to the Valley City State University Purchasing Card Program. The purchasing card is meant to replace the current purchase order or voucher (request
More informationFINRA Dispute Resolution Arbitrator Training. Completing Your Arbitrator Expense Report Training Module Release Date: March 2011
FINRA Dispute Resolution Arbitrator Training Completing Your Arbitrator Expense Report Training Module Release Date: March 2011 Introduction To ensure IRS reporting compliance, FINRA has strict guidelines
More informationTOWN OF CARLYLE POLICY MANUAL
TOWN OF CARLYLE POLICY MANUAL POLICY DESCRIPTION: POLICY NUMBER: IAC 0010 Internal Accounting Controls DATE APPROVED: March 26, 2008 DATE REVISED: October 12, 2011 Purpose of Policy: To promote and protect
More information1.0 Purpose. 2.0 Applicability. 3.0 References. 4.0 Attachments. 5.0 General. 5.1 Abbreviations. 5.2 Definitions. 5.3 Responsibilities. 6.
Procurement Card Procedures (Amended June 13, 2006) Questions or comments? Call the County Manager's Office at (910)798-7185 or contact Susan Wynn at swynn@nhcgov.com 1.0 Purpose 2.0 Applicability 3.0
More informationXavier University. Policy and Procedure Purchasing Card Program. Purchasing Card Program Policy and Procedure
Xavier University Policy and Procedure Purchasing Card Program Table of Contents 1.0 Introduction 1.1 Purpose of this Policy and Procedure 1.2 Program Vision 1.3 University Credit Card Partner 1.4 Constituents
More informationLIVINGSTON COUNTY CREDIT CARD PROCEDURES
LIVINGSTON COUNTY CREDIT CARD PROCEDURES INTRODUCTION Livingston County is introducing an alternative approach to purchasing products and services through the use of credit cards. A credit card purchase
More informationPROCEDURE. Accounts Payable
THE RICHARD STOCKTON COLLEGE OF NEW JERSEY PROCEDURE Accounts Payable Procedure Administrator: Associate Vice President for Administration and Finance Authority: N.J.S.A. 18A:64-6 Effective Date: January
More informationFiscal Procedure Sequence page number
Table of Contents Fiscal Procedure Sequence page number Treasurer Responsibilities Maintenance of General Ledger Financial Statements Financial Signature/Review Policy Insurance Protection Payroll Procedures
More informationGRANITE SCHOOL DISTRICT PURCHASING CARD PROGRAM POLICIES AND PROCEDURES MANUAL
GRANITE SCHOOL DISTRICT PURCHASING CARD PROGRAM POLICIES AND PROCEDURES MANUAL Revised 11/11/2014 Overview The purpose of the Purchasing Card is to establish a more efficient, cost-effective method of
More informationMEMORIAL UNIVERSITY PURCHASING CARD REFERENCE GUIDE
MEMORIAL UNIVERSITY PURCHASING CARD REFERENCE GUIDE April, 2005 TABLE OF CONTENTS Introduction... 3 Your Visa Purchasing Team... 4 Summary Contact/Information... 6 Overview... 7 To Obtain A Card... 8 Supervisor
More information2.1. This policy ensures that the Town is pursuing the following objectives in terms of its bank accounts:
POLICY INDEX Policy: BANK ACCOUNTS Policy No.: FINAN-AC-POL08 Department: Financial Services By-Law No: N/A Division: Accounting Draft Completed: September 14, 2015 Prepared By: Justin Rousseau Approval
More informationKENORA CATHOLIC DISTRICT SCHOOL BOARD
KENORA CATHOLIC DISTRICT SCHOOL BOARD 500 Business Administration Procedures AP 509: Board Credit Cards The Kenora Catholic District School Board is committed to an organizational culture that operates
More informationAccounts Payable Workshop. Boston University Office of the Comptroller
Accounts Payable Workshop Boston University Office of the Comptroller Accounts Payable Workshop Topics of Discussion Accounts Payable Organization Purchases Covered by University Purchasing Policy Receipt
More informationSt. Edward s University Purchasing Card Manual. July 1, 2013
St. Edward s University Purchasing Card Manual July 1, 2013 Table of Contents Contents GENERAL INFORMATION... 4 INTRODUCTION... 4 OVERVIEW... 5 CARD ISSUANCE... 5 CARD CONTROLS... 5 CARD TYPE... 5 TRANSACTION/CREDIT
More informationVictorian Allied Health Professionals Association. Finance Policy and Procedures. Annexure D: Corporate Credit Card Policy and Procedures
Rule 90 Policy Victorian Allied Health Professionals Association Finance Policy and Procedures Annexure D: Corporate Credit Card Policy and Procedures This is the Corporate Credit Card Policy adopted on
More informationFAYETTEVILLE STATE UNIVERSITY ACCOUNTS PAYABLE AND TRAVEL POLICY
FAYETTEVILLE STATE UNIVERSITY ACCOUNTS PAYABLE AND TRAVEL POLICY Authority: Category: Issued by the Chancellor. Changes or exceptions to administrative policies issued by the Chancellor may only be made
More informationTEXAS CHRISTIAN UNIVERSITY. Purchasing Card Program Policies and Procedures
TEXAS CHRISTIAN UNIVERSITY Purchasing Card Program Policies and Procedures This Policies and Procedures Guide provides the general guidelines for using your Purchasing Card. Please read it carefully. Your
More informationFinancial Policies & Procedures Manual and Guidelines
Financial Policies & Procedures Manual and Guidelines POLICY STATEMENT: The Metrocrest Chamber of Commerce (the Chamber) is committed to responsible financial management. The entire organization including
More informationSUDBURY CATHOLIC DISTRICT SCHOOL BOARD
SUDBURY CATHOLIC DISTRICT SCHOOL BOARD 165A D YOUVILLE STREET, SUDBURY, ONTARIO P3C 5E7 tel. (705) 673-5620 fax (705) 673-6670 http://www.scdsb.edu.on.ca ADMINISTRATIVE PROCEDURE AND GUIDELINE APG #CS21
More informationPERALTA COMMUNITY COLLEGE DISTRICT CAL CARD VISA PROGRAM ADMINISTRATIVE GUIDELINES
PERALTA COMMUNITY COLLEGE DISTRICT CAL CARD VISA PROGRAM ADMINISTRATIVE GUIDELINES WHAT IS CAL CARD? The Department of General Services, Procurement Division (DGS PD) entered into a Participating Addendum
More informationAPPENDIX A DRAFT Policy DIE-1 School Funds: Audit & Financial Monitoring Procedures
APPENDIX A DRAFT Policy DIE-1 School Funds: Audit & Financial Monitoring Procedures Administrative Guidelines Financial Monitoring Procedures The following Administrative Guidelines support the Principal
More informationPOLICY MANUAL. Credit Card Policy (July 2015)
1. POLICY This policy is to ensure effective controls, policies and procedures are in place with respect to the use of corporate credit cards. 2. PRINCIPLES Ensure transparency in Council s operations
More informationThis document outlines the travel and reimbursement policy for Adrian College employees.
TRAVEL POLICY This document outlines the travel and reimbursement policy for Adrian College employees. Travel Expenses Institutional related travel expenses will be reimbursed to Adrian College employees
More informationFINANCIAL CONTROLS POLICIES AND PROCEDURES FOR SMALL NONPROFIT ORGANIZATIONS
By Cindy Cumfer NOTE: These policies and procedures are designed for small nonprofits that do not have an administrator with financial expertise. They are set up to divide the fiscal control roles between
More informationTulane Purchasing Card Policies and Procedures
Tulane Purchasing Card Policies and Procedures I. Purpose The Purchasing Card program was established to provide a more efficient and cost-effective method for purchasing and paying for small dollar transactions,
More informationOverview A. What is the Visa Purchasing card?
Overview A. What is the Visa Purchasing card? The Purchasing Card is a Visa Card used by The University of Winnipeg employees to purchase materials and services up to $999.99 per item (excluding sales
More informationCOUNTY EMPLOYEE TRAVEL EXPENSE POLICY TABLE OF CONTENTS. Statutory Authority... 1. Applicability... 1. General Policy... 1
COUNTY EMPLOYEE TRAVEL EXPENSE POLICY TABLE OF CONTENTS Statutory Authority... 1 Applicability... 1 General Policy... 1 Use of County Credit Cards... 1 Direct Billing of Expenses... 1 Transportation Expenses...
More informationCENTENARY COLLEGE OF LOUISIANA Credit Card Policy and Cardholder Agreement
CENTENARY COLLEGE OF LOUISIANA Credit Card Policy and Cardholder Agreement Introduction: Centenary College of Louisiana ( College ) has entered into an agreement with Capital One ( Bank ) that provides
More informationSamford University Purchasing Card (PCARD) Program Policy and Procedures May 1, 2016
Samford University Purchasing Card (PCARD) Program Policy and Procedures May 1, 2016 1 Table of Contents I. Overview A. Introduction..3 B. Definitions.... 3 II. Card Issuance A. Cardholder Eligibility...4
More informationNEW YORK CITY HOUSING DEVELOPMENT CORPORATION PURCHASING PROCEDURES. Updated as of December 23, 2014
NEW YORK CITY HOUSING DEVELOPMENT CORPORATION I. ORDERING ITEMS PURCHASING PROCEDURES Updated as of December 23, 2014 All requests for purchases are to be coordinated through the Department of Office Services.
More informationStated below are the SCIRE activity level control objectives for purchasing and accounts payable.
SCIRE PURCHASING AND ACCOUNTS PAYABLE AND SUMMARY The goals of the purchasing function at SCIRE are to achieve open, competitive and costeffective buying, while adhering to external funding sources for
More information2. The provisions of this chapter do not apply to payroll cheques, which shall be processed as outlined in Chapter 20.
ACCOUNTS PAYABLE AND DISBURSEMENTS INTRODUCTION 1. This chapter contains the policy and procedures relating to accounting and control for Accounts Payable and Disbursements. For ABACIS procedures, see
More informationDepartment of Human Services Client Trust Fund 7290 Trust Accounting System Procedures
Human Services Client Trust Fund 7290 Trust Accounting System Procedures 03.004.00 Effective Date: September 12, 1997 Revised: December 28, 2015 Department of Human Services Client Trust Fund 7290 Trust
More informationCorporate Credit Card Procedures October, 2015
Corporate Credit Card Procedures October, 2015 SECTION 1: APPLICATION FOR A CORPORATE CREDIT CARD 1.1 University administrators and academic departments may apply for a Corporate Credit Card by Completing
More informationHOWARD UNIVERSITY POLICY
HOWARD UNIVERSITY POLICY Policy Number: 300-001 Policy Title: ACCOUNTS PAYABLE: PAYMENTS TO VENDORS Responsible Officer: Chief Financial Officer Responsible Office: Office of the Chief Financial Officer
More informationAll questions or concerns should be addressed to the Program Administrator: Lisa Landry at ldlandry@louisiana.edu.
Corporate Liability Travel Card Cardholder s Policy and Procedures The University of Louisiana at Lafayette will adhere to the Statewide State Liability Travel Card and CBA Policy which is located at:
More informationPURCHASING CARD PROGRAM
PURCHASING CARD PROGRAM CARDHOLDER PROCEDURES MANUAL TABLE OF CONTENTS Revised July 6, 2012-1 1 OVERVIEW & INTRODUCTION SECTION 1.0 CARD MANAGEMENT 1.01 Card Use 1.02 Restrictions & Control 1.03 Application
More informationTITLE C193 BUSINESS CREDIT CARDS POLICY AND PROCEDURES DEPARTMENT POLICY
TITLE C193 BUSINESS CREDIT CARDS POLICY AND PROCEDURES DEPARTMENT Corporate Services POLICY DIRECTIVE To provide internal control procedures to ensure proper use and authorisation of Credit Card transactions.
More informationPAYMENT FOR WORKS, GOODS AND SERVICES FINANCIAL PROCEDURE 11
CHIEF FINANCE OFFICER PAYMENT FOR WORKS, GOODS AND SERVICES FINANCIAL PROCEDURE 11 OWNER: HEAD OF FINANCIAL CONTROL Version 2.0 September 2014 FINANCIAL PROCEDURE PAYING FOR WORKS, GOODS AND SERVICES CONTENTS
More informationTravel and Business Card Procedures Frequently Asked Questions
Q: What is the purpose of the Howard Travel and Business Card (the Card )? A: The Card is a convenient means for charging travel-related expenses while conducting official Howard business. The Card may
More informationMUNICIPALITY of COLCHESTER PURCHASING CARD POLICY. January 2006
MUNICIPALITY of COLCHESTER PURCHASING CARD POLICY January 2006 Purpose: Purchasing card programs are designed to provide an efficient and lowcost method of purchasing and paying for small dollar and high
More informationUM PURCHASING CARD. University of Maryland Department of Procurement & Supply 2113R Chesapeake Building College Park, MD 20742
UM PURCHASING CARD user s guide University of Maryland Department of Procurement & Supply 2113R Chesapeake Building College Park, MD 20742 Revised August 2014 UM PURCHASING CARD PROGRAM USER S GUIDE PREFACE
More informationDIXIE STATE UNIVERSITY PURCHASING CARD GUIDE
DIXIE STATE UNIVERSITY PURCHASING CARD GUIDE Introduction U.S. Bank VISA Welcome to the Dixie State University Purchasing Card Program. This program has been designed to allow for the direct procurement
More informationACCOUNTS PAYABLE POLICIES AND PROCEDURES
ACCOUNTS PAYABLE POLICIES AND PROCEDURES...... Accounts Payable Payment Processing General Information Overview of the Disbursement Voucher Disbursement Voucher Approval Payments Against Purchase Orders
More informationManagement, Budget & Accounting Department Accounting & Control Bureau Section 412.3
412.3 SUBJECT: PROCUREMENT CARD :1 OBJECTIVE: To ensure that the purchasing of goods and services with a procurement card is accomplished in accordance with the City's ordinances and policies, establishing
More informationEarlham College - JPMorgan Chase MasterCard Policies and Procedures
1. Program Objective 2. Using the Card 3. Roles & Responsibilities 4. Spending Limits 5. Card Security 6. Lost or Stolen Cards 7. Travel Policy Statement 8. Purchase Ordering Procedures 9. Documentation
More informationChapter 8. Internal Control. Chapter 8-1
8 Internal Control and Cash 8-1 Internal Control and Cash Internal Control Cash Controls Use of a Bank Reporting Cash The Sarbanes- Oxley Act Principles Limitations Control over cash receipts Control over
More informationPayment Processing. Training
Payment Processing Training Department Responsibilities Timely processing/submission of vendor invoices and travel reimbursements Maintaining proper documentation for all expenditures Reconciliation of
More informationFREQUENTLY ASKED QUESTIONS ABOUT ACCOUNTS PAYABLE WHEN DOES THE STATE OF MARYLAND PAY MY VENDORS?
FREQUENTLY ASKED QUESTIONS ABOUT ACCOUNTS PAYABLE WHEN DOES THE STATE OF MARYLAND PAY MY VENDORS? The state attempts to pay all vendors within 30 days of the Service Date. This is defined as the later
More informationExpense Reimbursement Policy (FIN-0033) - Revised April 1, 2011
Expense Reimbursement Policy (FIN-0033) - Revised April 1, 2011 POLICY STATEMENT: Sunnybrook Health Sciences Centre (Sunnybrook) aims to minimize costs and maximize benefits for work related expenses.
More informationProcurement Card. Procedures Manual
Procurement Card Procedures Manual By: Cindy Lambeth, Purchasing Agent Purchasing Department Santa Rosa County School District (850)983-5130 Updated 09/28/15 1 General Guidelines.....................................3
More informationAccounting Policies and Procedures Manual (Sample)
Accounting Policies and Procedures Manual (Sample) Table of Contents Introduction General Business Office Staff Revenues and Cash Receipts Sources of Revenues Collecting Offerings Posting Revenues Cash
More informationInterim Date: July 31, 2015 Revised: July 1, 2015
Page 1 of 14 Interim Date: July 31, 2015 Revised: July 1, 2015 Approved by: James E. K. Hildreth, Ph.D., M.D. President and Chief Executive Officer PURPOSE: The purpose of this policy is to provide guidelines
More informationArkansas Tech University Procurement Card (P-Card) Program Policies and Guidelines Manual
Arkansas Tech University Procurement Card (P-Card) Program Policies and Guidelines Manual March 5, 2013 (revised) Policies and guidelines will be changed to meet the needs of the Procurement Card (P-Card)
More informationLiberty County School District Purchasing Card Procedures
PURCHASING CARD POLICY All purchases made using the Purchasing Card must be for official school business and in accordance with the District procurement code. The card must not be used for personal expenditures
More informationGreat Aycliffe Town Council. Purchase Ordering and Payment for Goods and Services Policy
Great Aycliffe Town Council Purchase Ordering and Payment for Goods and Services Policy Finance Section April 2013 1.0 Introduction 1.1 This policy sets out the Council s arrangements for ordering, receiving,
More informationCOAL CITY PUBLIC LIBRARY DISTRICT CORPORATE CREDIT CARD POLICY APPROVED BY THE BOARD OF TRUSTEES ADOPTED MARCH 8, 2005 REVISED OCTOBER 14, 2014
COAL CITY PUBLIC LIBRARY DISTRICT CORPORATE CREDIT CARD POLICY APPROVED BY THE BOARD OF TRUSTEES ADOPTED MARCH 8, 2005 REVISED OCTOBER 14, 2014 COAL CITY PUBLIC LIBRARY DISTRICT CORPORATE CREDIT CARD POLICY
More informationNAPERVILLE CENTRAL HIGH SCHOOL ATHLETIC BOOSTER CLUB FINANCIAL GUIDELINES
The following list of guidelines is meant to be a blueprint for good financial reporting for the Naperville Central High School Athletic Booster Club (the Club). It is not meant to be an all-inclusive
More informationMiami University Purchasing Card Policy & Procedure
Miami University Purchasing Card Policy & Procedure MAY 22, 2015 1 Table of Contents Program Purpose... 3 Overview... 3 Advantages... 4 Getting Started- Card Application & Activation... 4 Capabilities,
More informationWINONA STATE UNIVERSITY TRAVEL CREDIT CARD PROGRAM USERS GUIDE
WINONA STATE UNIVERSITY TRAVEL CREDIT CARD PROGRAM USERS GUIDE 1 WSU TRAVEL CARD PROGRAM Part 1. Authority MnSCU System Procedure 7.3.3 Credit Cards, provides authority for a college, university or office
More informationTable of Contents: Chapter 12 PCard
Table of Contents: Chapter 12 12.1 Program Summary... 2 12.1.1 Services of the Travel Card... 3 12.2 Internal Controls... 3 12.2.1 Detailing Segregation of Duties... 3 12.2.2 Tracking Cardholders... 4
More informationImportant Disclaimer. Copyright Information
Important Disclaimer This checklist is provided to assist churches in fulfilling the requirement of Book of Order provision G-10.0400, 4, d. The Book of Order does not require that the annual review of
More informationQld Association for Healthy Communities Inc. Credit Card Policy
1.0 Introduction The Queensland Association for Healthy Communities Inc (QAHC) provides credit card facilities to support the work of staff, especially those in regional areas. The use of QAHC s credit
More informationCollege Policy SUBJECT: NUMBER: 6.11. Travel and Business Related Expenses Policy ORIGINAL DATE OF ISSUE: 5/19/71 REVISED: 3/21/79 1998 9/16/15
College Policy SUBJECT: Travel and Business Related Expenses Policy NUMBER: ORIGINAL DATE OF ISSUE: REVISED: 6.11 5/19/71 3/21/79 1998 9/16/15 Purpose The purpose of the Travel and Business Related Expenses
More informationFS-06-SF3 School Funds Receipt Log; FS-04-SF2 Schools Funds Payment Request; FS-04-SF1 School Funds: Advance of Funds
Administrative SCHOOL FUNDS Responsibility: Legal References: Related References: Executive Superintendent of Business Services Nil FS-04-SF4 School Funds: Receipts; FS-06-SF3 School Funds Receipt Log;
More informationOtsego Northern Catskills BOCES Payment Card Program
Otsego Northern Catskills BOCES Payment Card Program (p-card Program) Cardholder Procedure Manual Table of Contents Page A. Introduction 1 B. p-card Overview 1 C. Personal Liability and Your Credit Rating
More informationDIOCESE OF PENSACOLA-TALLAHASSEE
DIOCESE OF PENSACOLA-TALLAHASSEE Wells Fargo Bank WellsOne SM Comm mercial Card Program Policy and Procedures Manual July 20111 Table of Contents Introduction Page 2 General Guidelines..Page 3 - Card Issuance
More informationBLOOMSBURG UNIVERSITY. Travel Card Policy and Procedures
BLOOMSBURG UNIVERSITY Travel Card Policy and Procedures Subject: Travel Card Policy and Procedures Authorized By: ACCOUNTS PAYABLE OFFICE Date: Revised Sept. 30, 2011 The travel card is a charge card issued
More informationGuidelines for Self-Employed Persons
INLAND REVENUE DEPARTMENT Saint Lucia Guidelines for Self-Employed Persons Our Mission The Inland Revenue Department stands committed in its impartial treatment of its customers. We aim to provide efficient,
More informationSTATE OF FLORIDA. purchasing card program. Cardholder Manual
STATE OF FLORIDA purchasing card program Cardholder Manual PURCHASING CARD CARDHOLDER MANUAL PURCHASING CARD PROGRAM Help List Administrator Phone 850-488-8583 Fax 850-921-8262 Email: david.perrin@dca.state.fl.us
More informationChapter 15 Auditing the Expenditure Cycle
Chapter 15 Auditing the Expenditure Cycle Expenditure cycle consists of activities related to the acquisition of and payment for plant assets and goods and services. Two major transaction classes: 1 purchases
More informationAssociated Student Activities The student organization finance office
Associated Student Activities The student organization finance office Best Tips and Practices Exhibit A: Exhibit B: Exhibit C: Exhibit D: Exhibit E: Exhibit F: Exhibit G: Exhibit H: Exhibit I: Exhibit
More informationBusiness Expense Policy
Business Expense Policy Effective Date: February 15, 2010 Approval Date : December 9, 2009 Version.Version Date: v1.02012010 Policy Number: F_AP_02 Responsible Office: Financial and Accounting Services
More informationManual of Accounting Policies and Procedures Bridgewater State College Foundation Bridgewater Alumni Association
Manual of Accounting Policies and Procedures Bridgewater State College Foundation Bridgewater Alumni Association Table of Contents MANUAL OF 1 ACCOUNTING 1 POLICIES AND PROCEDURES 1 BRIDGEWATER STATE COLLEGE
More informationThe purpose of Mohawk College s Purchasing Card Policy ( policy ) is to:
Policy Number: CS-1002-2009 Policy Title: Purchasing Card Policy Policy Owner: Chief Financial Officer Effective Date: December 2, 2009 Revision Date: April 17, 2013 1. PURPOSE The purpose of Mohawk College
More informationCaused By 1. Time. 2. Errors. lags $ XXX. but not by bank (e.g., deposits. Add: Deposits recorded by business. Cash balance per bank statement
ILLUSTRATION 8-5 BANK RECONCILIATION FORMAT Balances Should Agree Bank Reconciliation (Date) balance per bank statement Add: Deposits recorded by business but not by bank (e.g., deposits in transit) Less:Charges
More informationFinancial Accounting. John J. Wild. Sixth Edition. McGraw-Hill/Irwin. Copyright 2013 by The McGraw-Hill Companies, Inc. All rights reserved.
Financial Accounting John J. Wild Sixth Edition McGraw-Hill/Irwin Copyright 2013 by The McGraw-Hill Companies, Inc. All rights reserved. Chapter 06 Reporting and Analyzing Cash and Internal Controls Conceptual
More informationState of Arkansas. Purchasing Card (P-Card) Program. Policies and Guidelines Manual. March 2012
State of Arkansas Purchasing Card (P-Card) Program Policies and Guidelines Manual March 2012 Policies and guidelines will be changed to meet the needs of the Purchasing Card (P-Card) Program. For the most
More informationFINANCE POLICIES & PROCEDURES PAYMENT PROCESSING
FINANCE POLICIES & PROCEDURES PAYMENT PROCESSING EFFECTIVE DATE: March 2007 REVISION/REVIEW April 2011 DATE APPROVED BY BOARD OF DIRECTORS: Signed: Garry Cooke April 2011 SCOPE: All authorized employees.
More informationTexas A&M International University
Texas A&M International University Accounts Payable Procedure Manual Maria Elena Hernandez Business Manager Revised June 25, 2014 Table of Contents I. Receiving of Invoices II. Processing invoices III.
More informationWhite River School District. Procurement Card Procedures
White River School District Procurement Card Procedures REVISED 2/2011 PROCUREMENT CARD OPERATING GUIDELINES White River School District No. 416 PAGE I. BOARD POLICY 3 II. INTRODUCTION 4 III. OBTAINING
More informationTRAVEL AND ENTERTAINMENT CARD PROCEDURES
TRAVEL AND ENTERTAINMENT CARD PROCEDURES I. INTRODUCTION The University of San Diego Travel and Entertainment Card ( T&E Card ) is a Universitysponsored US Bank Visa credit card issued to qualified University
More informationCORPORATE PURCHASE CARD PROCEDURE January 2016
Category: Finance Approval: AVP Finance Responsibility: Manager, Purchasing Date: January 2016 Date initially approved: October 1999 Revised: January 2016 INDEX... 1 1. Definitions:... 1 2. Background:.
More informationAP 571 PURCHASING CARD COMMERCIAL CREDIT CARD PROGRAM
AP 571 PURCHASING CARD COMMERCIAL CREDIT CARD PROGRAM BACKGROUND This procedure is for the use and control of purchasing cards (a commercial credit card) for the purpose of obtaining goods and services
More informationCORPORATE PURCHASING CARD User Guidelines
CORPORATE PURCHASING CARD User Guidelines Appleton, Wisconsin Policy and Procedures For use with the Comdata Corporate MasterCard Lawrence University Cardholder Assistance Julie Berken Liz Miller x6544
More informationPurchasing Card Policies and Procedures
Purchasing Card Policies and Procedures I. PURPOSE To set forth the Policies and Procedures for the New Jersey City University Purchasing Card Program. II. POLICY 1. INTRODUCTION The New Jersey City University
More informationWPI Procurement Card Guide
WPI Procurement Card Guide Introduction The Procurement Card Guide provides cardholders information about the WPI Procurement Card ( P-Card ) program and is intended to familiarize them with their responsibilities
More informationACCOUNTING POLICIES AND PROCEDURES SAMPLE MANUAL
(Name of Organization & logo) ACCOUNTING POLICIES AND PROCEDURES SAMPLE MANUAL (Date) Note: this sample manual is designed for nonprofit organizations with the following staff involved with accounting
More informationUniversity Purchasing Card Program Policies & Procedures
University Purchasing Card Program Policies & Procedures Table of Contents Overview 2 Purpose 2 Benefits 2 Definitions 2-3 Application Process 3-4 Allowable Purchases 4 Restrictions 4-5 Unauthorized Use
More information