Sample Financial Procedures Manual Template Page 3
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13III.
CASH DISBURSEMENTS
A. CHECK AUTHORIZATION
1. All invoices will be immediately forwarded to the ______________ (staff position) who will
review all invoices for mathematical accuracy, validity, conformity to the budget (or other
board authorization) and compliance with bid requirements.
2. Prior to payment, all invoices will be approved (indicated by initialing) by the
________________ (staff position), who will code the invoice with an appropriate
expense or other chart of accounts line item number, class and job number (where
applicable).
a. By approving an invoice, the ______________ (staff position) indicates that it has
been reviewed by the ______________ (staff position) and authorizes a check.
b. The _____________ (staff position) will ensure that all conditions and specifications
on a contract or order have been satisfactorily fulfilled, including inventorying items
received against packing slip counts. The ______________ (staff position) is
responsible for timely follow-up on discrepancies and payment.
3. Approved invoices will be entered into the accounting system using the “Enter Bills”
screen.
4. The __________________ (staff position) will prepare checks on a weekly basis.
5. Authorized signers on _____________ (organziation’s) accounts include the Executive
Director, Chair and Treasurer of the Board.
B. CHECKS
1. The ________________ (staff position) will be responsible for all blank checks.
2. All checks, including payroll checks (with the exception of direct deposit payroll items)
will be signed by the Executive Director or designated members of the Board of
Directors.
3. The _______________ (staff position) will generate checks for approved invoices through
the accounting system using “Pay Bills” and/or “Write Checks” screens where
appropriate.
4. Voided checks will have "VOID" written boldly in ink on the face and have the signature
portion of the check torn out. Voided checks will be kept on file.
5. In no event will:
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