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HomeMy WebLinkAbout25 21 et - AK) r - 1 cs STATE OF WASHINGTON County of Jefferson In the Matter of Adopting } a Disbursement Policy } RESOLUTION NO. 2 5-21 WHEREAS, by RCW 36.22.040 the County Auditor has a duty to audit all claims, demands, and accounts against the County which by law are chargeable to the County and for claims allowed by the County Commissioners; and, WHEREAS, the County maintains an aggressive policy of expenditure management to assure that public funds are expended in a lawful and appropriate manner; and, WHEREAS, each Department Head or Elected Official is required to and does monitor actual expenditures versus budget appropriation for each requested payment and is responsible for assuring that spending does not exceed the budget authorization; and, WHEREAS, each Department Head or Elected Official may delegate authority to their staff for the approval of financial transactions; however, such delegation does not relieve the Department Head or Elected Official of ultimate responsibility for financial management; and, NOW, THEREFORE,BE IT RESOLVED by the Board of Commissioners of and for the County of Jefferson that the following is hereby adopted as the Disbursement Policy for all County Offices and Departments. BE IT FURTHER RESOLVED, that this Resolution repeals and replaces Resolution No. 17-07. BE IT FINALLY RESOLVED, that this Resolution becomes effective on June 1, 2021. APPROVED and ADOPTED this Y�� of _Mal , 2021. ' ` r c 0�► i\i' JEFFERSON COUNTY �"A •. t 0 e •* tj,,,,, BOARD OF COMMISSIONERS \44AO `R Seal: 11 r, y 4' • ' s \ ' : A Kate De , Chair o erton Commissioner ;,N` � 4:II` 4y4 k�. `. '! . Carolyn tf:llawa 413E Ir %%I_ i% d 1, ut t....,.....„ Heidi Eisenhour, Commissioner JEFFERSON COUNTY AUDITOR'S OFFICE DISBURSING POLICY Accounts Payable 1. The Auditor's Office shall maintain a signature authorization procedure for financial transactions such as Cash Drawers, Petty Cash, payroll timesheets, vouchers, appropriation changes and expenditure corrections. 2. All payments to vendors for services or goods will be made using the County's central accounting system. 3. Vouchers will be presented by the initiating department/office to the Accounting Division of the Auditor's Office for payment. 4. The Auditor's Office is responsible to assure the following for each voucher presented: a) Adequate supporting documents is provided. b) The voucher has proper authorization from the Department or Office c) The expenditure is classified correctly and meets any other internal control standards established by the County Auditor. 5. Petty Cash funds may be used for the payment of valid County expenses when it is impractical to use the County's regular warrant system. 6. In emergency situations, Manual Warrants may be used to pay vendors and the relevant voucher must meet all of the requirements established by the Auditor and must be reviewed and signed by the County Commissioners before a warrant will be issued. 7. Due to the volume of transactions processed by the County, data preparation and/or entry errors may occur and result in a posting error for an expense or revenue. Each Department Head or Elected Official is responsible for review and identification of such errors within his/her area of responsibility. The Auditor's Office is responsible for validating and coordinating the correction of all such errors. 8. The County Commissioners will review and sign the provided Accounts Payable Warrant Report (Exhibit A) showing the date, warrant batch number and total amount of the check run as required by statute. 9. The Auditor shall be allowed to process the claims for payment in a timely manner which the Commissioners will approve at their next regularly scheduled public meeting, as per RCW 42.24.180. MUNIS ACCOUNTS PAYABLE • Pay by original or digital invoices only Use statements to reconcile paid invoices Use statements to check for unpaid and missing invoices • Use statements to confirm the necessity of paying service fees, annual fees, late payment fees, etc. Prepare invoices for payment: V assign Vendor Code ✓ assign Fund Number(s) ✓ assign BARS Account Number(s) using MUNIS Org and Object ➢ Enter invoices into the County Accounts Payable System and scan and attach all required documentation - See MUNIS Accounts Payable (Exhibit B) • Run a copy of the Invoice Entry Proof List • Check all coding for the vendors, BARS account numbers (MUNIS Org and Object), and invoice amounts ➢ Run a calculator paper tape total from the stack of original invoices to compare with the Grand Total on the Invoice Entry Proof List • Make any necessary changes and run a new copy of the Invoice Entry Proof List once changes have been completed Notify department approver that batch is ready for approval Email the Invoice Entry Proof List to Accounts Payable to alert them the batch is awaiting approval and will then be ready for auditing ➢ Once audit is completed — Checks are run Check Reconciliation Report provided to Treasurer's Office (hard copy & email) • Accounts Payable Warrant Report is completed and delivered via hard copy and email to BoCC by 3:00 pm on Friday for approval and signature at the next regularly scheduled commissioners' meeting JURY CHECK RUN PROCESS Jury Manager for District Court hand delivers the manual warrant signed by BoCC to Accounts Payable. This manual warrant being received lets Accounts Payable know that the flat file is out there and available for processing. Accounts Payable selects the flat file and loads to excel. The excel spreadsheet is then used to import and process the Jury Check Run. Accounts Payable Warrant Report is completed and delivered via hard copy and email to BoCC by 3 pm on Friday for approval and signature at the next regularly scheduled commissioners' meeting. Accounts Payable mails out Jury Checks. Helpful hints: • Caps Lock on • Use the Tab key to move between fields • Use decimal point when entering dollar amounts (5.00for$5) • The magnifying glass will appear in fields you can search in. Double clicking the magnifying glass will open a search screen. Exhibit A , 0G s�7NG' ACCOUNTS PAYABLE WARRANT REPORT DATE: WARRANT: AMOUNT:$ I THE UNDERSIGNED BOARD OF COUNTY COMMISSIONERS DO HEREBY CERTIFY UNDER PENALTY OF PERJURY THAT THE MATERIALS HAVE BEEN FURNISHED, THE SERVICES RENDERED OR THE LABOR PERFORMED AS DESCRIBED HEREIN, THAT ANY ADVANCE PAYMENT IS DUE AND PAYABLE PURSUANT TO A CONTRACT OR IS AVAILABLE AS AN OPTION FOR FULL OR PARTIAL FULFILLMENT OF A CONTRACTUAL OBLIGATION, AND THAT THE CLAIM IS A JUST, DUE AND UNPAID OBLIGATION AGAINST JEFFERSON COUNTY AND THAT I AM AUTHORIZED TO AUTHENTICATE AND CERTIFY TO SAID CLAIM. MONTH DEPARTMENT HEAD CHAIRMAN, COMMISSIONER COMMISSIONER, MEMBER COMMISSIONER, MEMBER i Co W ,46r.r Y ., o sW N NI D %if ....... W >. of a) Z , t4 +4 (I) o oN O 0 : .N r�1-li �� o y 9r' , %\V 4.- ..---.. c s '4-3.f 0 .{4 2 -0 a 0_ D f g * ® • ix 0 o E 0 1 a O 0 CO ve Qp O 4. G >iliaL T p h W a. 0 Q N F • C .1 s. J W • ••• .* E o - `v a` w F- F� H F F O e-I g N y 0) Q C $, 2 C ri N ... 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CO aU v v d d v w v u u u• 3 O = : • V (� m m m m m m ro m v c 0 .n 'C. Q Li: a c0 m m w L t C 6 O O C 0 U V ry i+ a cc Ca cc 0 ..,, z ...50 -0 a w +, a U U 7 U > C o • s E < 8 a 3U V S ry ,� U G s° > O 1:13m U i i ai 0 0_r W 11 lik m X Q �] as t $ V ¢¢a 3 CI C _ LE a •gf, ❑ g '. ❑ E E 4 z p. 8 1 ` d 0 _ g$ � a x m a ® 4.t.... cc tY $ G N V VI un r a ! G o 6 V 2 acu ` 0 m ¢ ti o R v aJ c m 1 O Q al a z x 3 dN E o kla (S U + ❑ T t {!1 O Cv Q. a jj Ngjt. 3 11 10 Y -o E 4 E w u > a r v «. ' o d ? o U c o v°'i v A +D 'O J J m . t ,> • • j T C s •r C " O> ,t • N ` N 1Ij ••Jr m' -E u a N m a •:• o — W • ' m m w T LL V 6J rY Consent Agenda JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Mark McCauley, County Administrator FROM: Rose Ann Carroll, Auditor ' err DATE: May 24, 2021 RE: Revision of County Disbursement Policy to Reflect New Financial System - Munis ERP STATEMENT OF ISSUE: The Jefferson County Disbursement Policy is being revised to reflect policy and process changes being implemented upon going live in Munis ERP on June 1, 2021. This resolution will repeal and replace Resolution 17-07. FISCAL IMPACT: N/A RECOMMENDATION: Approve proposed Jefferson County Disbursement Policy Resolution. REVIEWED BY: Ar1151/416.,%41,1 Mark McCau , County Administrate ate