Ordinances 2016 - Laserfiche WebLink

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• Vendor checks are accounted for in numerical order and reconciled to the disbursement ledger. • Invoices or other receipts are attached to each claim to support the disbursement. • A review is completed by an individual outside the disbursement process in which the claim amount is compared to the supporting documentation attached to the claim and the amount of the check. • Access to disbursement applications is appropriately controlled by user logins and passwords. Receipting Activities • The responsibility for collecting money and issuing receipts is segregated from those preparing the bank deposit. • The responsibility for making bank deposits is segregated from those preparing the monthly bank reconcilement. • Pre -numbered receipts are issued for all money collected and the receipt is retained with supporting documentation. • Receipts are reconciled to the cash receipts ledger by an individual other than the one collecting money and issuing receipts. • Posting of receipts to the ledger is completed by an individual other than the one who collects money and makes the deposit. • Receipts indicate the type of payment received (cash, check, etc.) and this is reconciled to the make-up of the bank deposit. • Accounts receivable records are maintained by an individual other than the one(s) involved in the billing process. • The billing process is completed by an individual other than the one who collects cash payments from customers. • Adjustments to customer accounts above our managerial threshold are approved by the governing body only after review. Cash Activities • A reconcilement between the recorded cash balance and the bank balance is completed monthly by an individual separate from the receipting and disbursing processes. • A reconcilement between the receipts ledger and the credits to the bank account is completed periodically by an individual separate of the receipting process.