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