A. Adoption Of Processing Methods And Internal Controls: In order to establish processes for purchasing and payment, to establish an internal control structure adequate to provide reasonable assurance against unauthorized or illegal payment of invoices, and to provide for petty cash accounts, the following processing methods and internal controls are hereby adopted. (Ord. 2010-4, 11-16-2010)
B. Purchases Of Goods And Services (Other Than Payroll And Payroll Related):
1. The following employees or officers have been designated as Purchasing Officers empowered to purchase or contract against accounts:
a. Town Administrator;
b. Town Clerk;
c. Town Treasurer;
d. Fire Chief and Fire Captain;
e. Police Chief;
f. Town Foreman and Assistant Town Foreman;
g. Department of Corrections Chief of Security;
h. Park Ranger;
i. Other assigned employees with a limit of two hundred dollars ($200.00).
The Purchasing Officer or his/her designee shall accumulate all properly submitted and due claims and invoices to be processed for payment and present them to the Town Administrator or his designee for consideration and approval for payment. Upon such approval for payment, the Town Clerk or her designee shall issue properly signed checks, or other authorized forms of payment, in payment of said claims and invoices. A list of claims and invoices paid will be prepared and presented by the Town Clerk/Treasurer or her designee and submitted, for informational purposes, to the Town Board of Trustees at the their next regular or special meeting following the payment date. (Ord. 2016-3-1, 3-10-2016)
2. The officer or employee receiving satisfactory delivery of merchandise or contract services shall acknowledge such fact by signing the invoice or delivery ticket. The invoice, along with delivery ticket if applicable, must then be verified by the authorized Purchasing Officer as to quantities, services, and prices. If correct, the invoice must then be attached to a purchase order that is signed by the authorized Purchasing Officer and coded with the fund(s) and budget line item(s) to be charged.
3. The Town Clerk shall review all invoices for proper signature and appropriation(s) of fund(s) and budget line item(s) to be charged. Upon approval of the invoices, the Town Clerk shall prepare checks in payment of the invoices and shall cancel each invoice as its check is prepared. Invoices shall be canceled by noting on the attached purchase order the date paid, the check number used to pay the invoice, and the amount paid with the check.
4. The invoices and checks shall be presented to at least one other authorized check signer who shall compare the checks to the invoices and verify their accuracy. Upon verification, such authorized check signer and the town clerk shall sign the checks and prepare them for distribution. The town clerk shall then record the checks in the appropriate cash disbursements journals and shall prepare a check register. The check register shall list in check number order the check date, check number, vendor, and check amount.
5. The check register shall be provided to the governing body for informational purposes at their next regular meeting; however governing body approval is not required prior to payment of invoices if paid charges were incurred and paid in accordance with the provisions above.
6. For all purchases of goods and services over three thousand dollars ($3,000.00), purchase orders or contracts shall be prepared and approved by the governing body prior to the time the commitment is made, and such approval shall be recorded in the minutes of the governing body. Additionally, the town clerk shall immediately determine that there exists available unencumbered appropriation in the accounts to be charged, and such determination shall also be recorded in the minutes. Should appropriation not be available for the proposed purchase or commitment, the purchase or commitment shall not proceed until necessary budget amendments are authorized.
C. Payroll Disbursements:
1. For all employees and officers of the town of Beaver, a documented record shall be maintained in a personal file of the authorized rate of pay or salary for each employee and officer.
2. For each pay period, a record of time worked shall be prepared in the form of time sheets or logs for each employee and officer to be paid. Such record of time worked shall be verified as to its accuracy in writing by the employee or officer and town clerk.
3. Upon verification of the work record, a payroll register including the amount of gross pay, authorized deductions, and net pay shall be prepared by the town clerk.
4. The net payroll checks shall be prepared from the payroll register, along with checks for payment of related payroll taxes and other payroll benefits required by law or contract.
5. The payroll checks and payroll register shall be presented to at least one other authorized check signer who shall compare the payroll check to the payroll register and verify their accuracy. Upon verification, such other authorized check signer and the town clerk shall sign the checks and distribute them. The town clerk shall then record the checks in the appropriate cash disbursements journals.
6. The payroll register shall be provided to the governing body for informational purposes at the next regular meeting; however, governing body approval is not required prior to payment of payroll related costs if incurred and paid in accordance with the provisions above.
D. Petty Cash:
1. As provided for in 11 Oklahoma Statutes section 17-102(D), the town may have petty cash accounts for use in making certain small payments for costs incurred in operating the town.
2. Each petty cash account established shall require governing body approval, including the impress amount of the petty cash account. However, in no case should the impress balance exceed two hundred fifty dollars ($250.00).
3. The petty cash accounts shall be reimbursed by utilizing properly itemized invoices or petty cash voucher slips and processing the reimbursement in the manner used for payment of purchases of goods and services as set forth in subsection B of this section and as the same may be from time to time amended or recodified. However, in no case shall an individual payment from petty cash exceed fifty dollars ($50.00). (Ord. 2010-4, 11-16-2010)