Section 3. Department Approval

Approval by the Department Head or Elected Official certifies:

• The purchase is necessary for County business
• Sufficient budget authority exists
• Documentation is complete

Section 4. Fiscal Verification at Purchase Order Stage

The Auditor’s Office shall perform fiscal verification at the time the Purchase Order is created, including budget review and compliance with purchasing requirements.

Section 5. Purchase Order as Fiscal Authorization

An approved Purchase Order shall serve as the County’s fiscal authorization for payment of the associated claim.

Section 6. Claims Must Match Purchase Order

Claims submitted for payment must reference a valid Purchase Order and must match the vendor, amount, and scope of the approved PO.

Section 7. Check Run Documentation Standard

NOW THEREFORE BE IT RESOLVED:

• A. All claims shall be sorted into standardized categories:
  • Utilities
  • Payroll-related
  • Refunds
  • Tax Sale/Special
  • Regular Claims
• B. Each check run shall include a completed daily checklist.
• C. The checklist shall include date, and staff initials.
• D. Checklists shall be retained with the claims batch for audit trail.

Claims shall include support documents such as;

• Invoices
• packing slips
• shipping tacking # information