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Procedure for Accounts Payable
Vendor Warrants
Submission
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The accountant must receive vouchers before 10:00 am, on the Thursday prior to the next warrant date. (refer to annual accounts payable calendar for dates of warrants) |
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Submit vouchers to the accountant in person, or in the locked wooden box in the town hall break room. |
Vouchers must include
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Original invoices, with the account number written in red with highlighted invoice number and invoice date. |
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Copy of invoices must be attached when a “stub” is not available for a remittance. |
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Cover sheet with all invoices listed. (attach invoices in same order) |
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Signatures of Department head, and/or a majority of the committee or board members. |
Vendors
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Only current charges will be processed, unless complete documentation for prior balance is included. |
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Often a vendor’s name, and “Payee To” are different; please highlight the appropriate “Payee To” when necessary. |
Change/Removal from Warrant
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The accountant will make necessary changes to vouchers, or removal of an invoice when required. (Sales tax, duplicate payment, appropriation deficit, etc.) |
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A memo will be issued whenever a change is made. |
Checks
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Checks will be mailed following Board of Selectmen approval on Wednesday evenings. |
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If a check should not be mailed, but returned to a department head or committee member, make note with a “sticky note” on the remittance copy or stub. |
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