Financial Policy Handbook 2017

5. Review for duplicate vendor records - To ensure that all invoices can be correctly linked to the correct vendor, a periodic review of the vendor database shall be undertaken. In the case of duplicate vendor records established, the duplicate records shall be merged into a single vendor record. The periodic review shall occur at least once every six months. 6. Assign inactive status to vendors - If a vendor has not been used with the last 12 months, an “Inactive” status shall be assigned to that particular vendor. If a vendor has not been used for five years, then the vendor shall be purged from the system. 7. Payments from invoice copies require department head approval - All attempts shall be made to pay form original invoices and receipts. If the original has not been submitted and a copy has been furnished, then the department head must give approval for the invoice to be paid. Packing slips will not be allowed as an invoice to pay. 8. No payments shall be made from vendor statements - A statement of unpaid invoices does not provide sufficient information for payment, so the underlying vendor invoice must be obtained before there is sufficient evidence to justify a payment. Packing slips should not be attached to invoices. SECTION 7 - PAYROLL Payroll requires the assembly of a great deal of timekeeping information, which presents the risk of many errors when it is converted into the payroll system. For purposes of internal control, the processing of payroll shall be subject to the following policies: 1. No employee shall be paid without the submission of a complete time sheet covering the entire pay period - All employees should try and utilize the computer time entry system as practical. In instances where the employee’s time cannot be entered into the computer time entry system, than a manual time sheet must be submitted for each employee requesting payment by the employee's department head/supervisor. 2. Verify hours/overtime hours worked - Supervisors, as well as applicable department heads, shall approve of all hours being submitted for payment. 3. Change authorizations required - No changes may be made to an employee’s marital status, withholding allowances or deductions until the employee has submitted written authorization to make such change. Written authorization may be made in writing or the completion of appropriate tax forms (W-4, etc.).