Administrative Services

• Intra Department Electronic Mailing Lists

• Budgeting Modifications Policy

• Cash Receipts Policy

• Cell Phone Policy

• Client Complaints Procedure

• Collections Procedures

• Computing and Information Systems

• Conflict of Interest Policy

• Disbursements General

• Discipline Policy

• Drug-Free Workplace Policy

• Electronic Data Processing Policy

• Family and Medical Leave Policy

• Client and Fee Setting Guidelines

• Grant and Contract Approval Policy

• Grants Policy

• Harassment Policy

• Internal Controls Policy

• Lactation Friendly Worksite Policy

• Non Represented Staff Mileage Reimbursement

• Non-paid Leave Policy

• Non-Travel Related Expenses

• Part-Time Employment Policy

• Payroll Policy

• Personnel Policies & Procedures

• Postage Policy

• Purchases Policy

• Purchasing Policy

• Records Management

• Records Retention Schedule

• Reimbursement of Travel and Other Expenses

• Shared Leave Policy

• Supplies, Inventories and Fixed Assets Policy

• Surplus Property Policy

• Taxable Meal Reimbursement Guideline

• Travel Policy

• Travel Training Authorization

• Work Hours Policy

Subject: Disbursements - General           Effective:                                

Supersedes:                                                 Revised:

Author:                                                        Approved by: ______________
                                                                                  Chair Board of Health
_________________________________________________________________

Policy/Procedures:

1.      The responsibility for disbursement procedures is to be clearly documented and assigned to specific personnel of the fund/department.

2.      Disbursements are to be handled in such a manner as to ensure the proper funds and accounts are charged within budget limits; that the disbursement is used for authorized purposes; and that laws, rules, and regulations governing the disbursements are followed.

3.      Controls are to be established in such a manner as to ensure that all payments are made on a timely basis and in accordance with all contracts.

4.      Controls are to be established to ensure that duplicate payments are not made.

5.      Original invoices totaling the amount of the disbursement are to be attached to each voucher before payment, whenever possible.

6.      Employee duties in the handling of disbursements are to be separated to the extent possible with regard to:

(a)    The preparation of vouchers and data entry.

(b)   The approval of vouchers.

(c)    The mailing of warrants/checks.

(d)   Receipt of goods and services

Employee duties in this area are to be complementary to or checked by another employee.

7.      Each cash disbursement is to be properly vouchered and approved by the proper authorities of the department before the actual disbursement occurs.  This will ensure the proper and regular review of all disbursements.

8.      Disbursements are to be by warrant/check or interfund cash transfer.

9.      Blank warrants/checks are to be kept in locked storage under the control of a designated responsible employee.  Access to blank warrants/checks is to be limited to this employee and a designated alternate.

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Last Update : 10/07/2004 03:15 PM
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