(A) Receiving and inspection. Department heads (or designates) are responsible for receiving and inspecting all deliveries to their departments to ensure that items received conform to the specifications and quantities set forth in the purchase order. All deliveries should be thoroughly inspected to ensure that materials are received in satisfactory condition, and the invoiced price is compared to that on the purchase order. Only after all items on a purchase order have been delivered in an acceptable condition should the departments submit the appropriate forms to the Finance Department so bills may be paid. Each vendor must accept returned items for full credit.
(B) Invoices payment processing.
(1) All invoices must be approved, via signature or initials, by a department head, authorized purchaser or Village Manager before payment will be made.
(2) If the invoice is exempt from the purchase order process and is equal to or above $5,000, the invoice will require the signature of the Village Manager.
(3) Invoices should have the following information included:
(a) Payment general ledger account number;
(b) Approval signature;
(c) Project number/name if applicable;
(d) Resolution or ordinance number if applicable;
(e) Purchase order number if applicable.
(4) Prompt payment. Invoice and payment information is scheduled to be included on the vendor list for monthly Board approval. After approval accounts payable checks are processed and payments are sent to the vendor. The village makes every effort to comply with ILCS Ch. 230, Act 15, § 5601, the Local Government Prompt Payment Act.
(5) Manual/interim checks.
(a) Manual checks are disbursed weekly on Friday or the last day of the week.
(b) Manual checks should be avoided if possible, if needed, approval is needed by the Finance Director for invoices under $20,000 and both the Village Manager and Finance Director for invoices over $20,000.
(c) Per diems and conference fees should be processed through the regular schedule of bills whenever possible.
(d) All approved invoices and required documentation must be turned into Accounts Payable by Wednesday or two days before the manual check run if last day of work week is different.
(e) The Finance Department will prepare a separate schedule of bills indicating all manual/interim disbursements not having the prior approval of the Mayor and Board of Trustees.
(f) The manual/interim check schedule will be submitted at the first available regularly scheduled Board meeting for ratification.
(g) The request, excluding purchases exempt from the purchase order process, must be submitted on a purchase order and all other purchasing procedures must be followed before the check is issued.
(6) Petty cash expenditures. The village has established a petty cash fund to be used for reimbursements or purchases under $50. All requests for reimbursements shall have prior approval by the department head and shall be accompanied by a receipt. Any purchases or reimbursements in excess of $50 shall follow the normal purchasing procedures. Records of all payments made from the petty cash account shall be kept by the Village Manager or designee and audited at least once annually.
(Ord. 2189-92, passed 9-16-92; Am. Ord. 2234-93, passed 7-21-93; Am. Ord. 07-0530, passed 5-2-07; Am. Ord. 09-0777, passed 8-5-09; Am. Ord. 13-1059, passed 8-7-13; Am. Ord. 21-1706, passed 5-19-21)