(A) The Treasurer shall receive and deposit all funds due the county.
(B) County funds shall be paid out only on order of Fiscal Court.
(C) No expenditures may be made in excess of revenues or for purposes other than appropriated.
(D) No appropriations may be made which exceed adopted budget amounts.
(E) The Treasurer shall keep an appropriation expenditure ledger. The ledger shall be a record of each budget appropriation, all expenditures from the appropriation and each budget fund.
(F) The Treasurer shall maintain a general ledger in which all transactions are entered, either in detail or in summary. Each fund (General Fund, Road Fund, Local Government Economic Aid and the like) shall have a complete balancing set of general ledger accounts. Control accounts shall be established for the cash receipts register and the appropriation expenditure ledger.
(G) The Treasurer shall maintain a cash receipt register containing columns for total cash received, source of revenue and miscellaneous revenue for each fund.
(H) The Treasurer shall maintain an appropriation expenditure ledger. This ledger is a group of accounts supporting in detail the appropriation and expenditure accounts of the general ledger. An account must be provided for each appropriation made in the budget. The original appropriation and all amendments and transfers authorized by order of the Fiscal Court shall be entered. All expenditures shall be charged to an appropriation account.
(I) The Treasurer shall maintain a record of all warrants paid (except payroll) in chronological order in a warrant distribution register. Columns shall provide for date, payee, warrant number, appropriation expenditure account number and amount. Separate columns shall provide for each fund so that one register serves all funds.
(J) The Treasurer shall maintain a payroll authorization book, designed to facilitate convenient preparation and certification of the payroll. One order of the Fiscal Court may be made to authorize payment for all employees for more than one payroll period.
Effective January 2024, payroll shall be conducted on a 24-pay-periods-a-year basis.
(K) The Treasurer shall maintain an individual earnings record for each employee, including gross earnings, deductions and net pay at the time computed.
(L) The Treasurer shall maintain a notes payable register which provides information on notes for temporary loans in anticipation of the current year’s revenue, indicating the principal amount, interest rate, due date, fund and other necessary details.
(M) The Treasurer shall maintain a bond register which records the history and authorization of each bond issue, whether general obligation bonds, revenue bonds or special levy bonds. A separate sheet shall be prepared for each issue.
(N) The County Treasurer shall also have the following duties:
(1) CDs -keep investment ledger, know when CDs mature, check interest rates at each bank and reinvest if necessary, in order to earn the most interest possible for the county;
(2) Deposit all checks and cash received, keep receipts ledger and post to each individual revenue line item. This is done on a daily basis;
(3) Make sure each fund has a positive cash balance, transfer funds when necessary from fund to fund;
(4) Complete and have budget amendments approved by Court and Frankfort, plus prepare public notice for newspaper;
(5) Prepare and balance quarterly financial for Court approval and send to Frankfort;
(6) Reconcile bank statements in each of the bank accounts;
(7) Prepare monthly financial statements and receipts page for each fund for Fiscal Court;
(8) Prepare year-end financial statements by each line item. This is presented to Court for Court approval and published in newspaper;
(9) Prepare payroll for Sheriff’s office, County Clerk’s office, County Attorney’s office and all county employees, county officials and prepare FICA and Federal deposits and reports for Sheriff’s office, county officials, county employees, plus County Clerk’s office;
(10) State tax report for all above payroll;
(11) Prepare quarterly tax reports for all payrolls showing all FICA and federal taxes and deposits made;
(12) Calculate and prepare all W-2s for county. Prepare quarterly unemployment wage report on gross payroll of all employees;
(13) Budget preparation; attend budget workshop; advertise LGEA and county road aid monies; advertise readings of proposed budget; determine expenses, revenues from state, taxes and various other miscellaneous revenue; prepare each line item as to future need and past expenses; and
(14) Send bills to businesses.
(Ord. 21.230-1, passed 7-8-2021
; Ord. 23.230-1, passed 7-13-2023
)