Payment Policies and Procedures
Invoices with Prior Approval
Effective Date: July 1, 2009
Board Approval: June 9, 2009
1. Purpose
To provide procedures for processing invoices that have prior approval.
2. Procedures for Invoices with Prior Approval
2.1. Accounting Clerk Initial Action
Receive invoice from vendor and give it to the Accountant to match against the purchase order or requisition.
2.2. Requestor Action
Indicate the date received and sign the packing slip or invoice.
Return the signed document to the Accountant.
2.3. Accounting Clerk Processing
Enter information into the Accounts Payable system to generate a check.
Note on the purchase requisition/order on a line-by-line basis what has been received.
Close out the purchase requisition/order once all goods are received. If not closed out within 60 days, research open items.
For invoices related to written agreements, obtain proper accounting information from the Purchasing Department.
2.4. Vice President of Fiscal Operations Action
For payments related to written agreements, provide accounting information and verify sufficient budget exists for the payment. If insufficient funds exist, determine if a budget transfer is required as described in the Budget Control Policy and Procedures.
Review and sign the check run.
2.5. Accountant Check Run
Run check batches and mail checks once per week, or as needed.
2.6. Accounting Clerk Filing
File check stub in the vendor payment file with the invoice and/or other documentation attached.