Financial Activities:
Audit / Year-End
Budget / Grants
Contracts / Vendors
Equipment / Inventory
Financial System
Local Government
Payroll
Privacy / ID Theft
Purchasing / Payments
Receipts / Banking
Travel / Vehicles
Whatchamacallit / Various
Quick Reference:
Finance Office Homepage
*OFFICE Central*
Memorandums
Schedules / Deadlines
Staff / Position Directory
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*OFFICE Central*
Schedules / Deadlines
Here is one location to find all important regular schedules and deadlines. These schedules and deadlines have been established to allow the Finance Office adequate time to prepare and review numerous documents and tasks. To better serve you and the citizens of our County, the Finance Office solicits your cooperation in following these time frames.
The following files may also be found on the category pages (see list of categories on sidebar or at bottom of this page).
AUDIT / YEAR-END CATEGORY
- all work performed during the previous fiscal year should be paid by the last check-write in August; please have all such requisitions entered and approved by AUG20
BUDGET / GRANTS CATEGORY
- for inclusion with the beginning budget, information regarding any budget changes needed should be submitted to Finance Office by mid-February and any additional requests for changes will be accepted through mid-April
- for inclusion on the agenda of a meeting of the Board of County Commissioners, information regarding any new grants or budget changes needed should be submitted to Finance Office a week before the meeting
- final changes to the budget must be made by JUN30, thus, please submit to Finance Office all anticipated changes by JUN10
- before the grant start date, grants should be reviewed, then considered for approval; allow at least a week for this review and approval
CONTRACTS / VENDORS CATEGORY
- before the contract start date, contracts should be reviewed, then considered for approval; allow at least a week for this review and approval
- before an order is placed, prospective vendors should submit a completed payee information profile to Finance Office for review and for consideration for approval; allow at least a week for this review and approval
EQUIPMENT / INVENTORY CATEGORY
- an annual physical count of equipment and other important items should be completed and approved by notifying Finance Office by MAY31 each year
- equipment no longer being used should be identified by AUG31 and should be properly disposed of; contact Finance Office for instructions
PAYROLL CATEGORY
- timesheets should be completed daily, approved regularly, and submitted to H.R. as soon as possible (no later than noon) on Monday following the end of a pay period
PRIVACY / ID THEFT CATEGORY
- any security breaches should be reported to department head, then to I.T. and/or Finance Office within 2 to 3 business days
PURCHASING / PAYMENTS CATEGORY
- for paying vendors for providing goods or services, related information should be submitted to Finance Office at least two business days prior to the scheduled check-write each week
- for reimbursements to employees, submit a completed Travel/Expenditure Reimbursement form via XLS to Finance Office via a requisition on the financial system within a week of the last day of travel or last purchase date; if your processes required a signed or initialed copy indicating approvals, please also submit a PDF version of the XLS file with appropriate signatures and/or initials
- for disbursing collected property taxes and monthly allotments to local supported agencies, the deadline for payment is the 10th of each month; related information should be submitted to Finance Office at least three business days prior to the 10th of each month
- for the current year, place all new orders on or after JUL09; no new orders are allowed before JUL09
- and, for the current year, place all new orders by JUN09; no new orders are allowed on or after JUN09
- requisitions for prior orders may be created on any day other than the first business day (which is usually JUL01) and the last business day (which is usually JUN30) of the fiscal year
RECEIPTS / BANKING CATEGORY
- all funds collected from your customers and other patrons should be routed to Finance Office by 1p on the next business day following collection
- documentation or notes regarding a deposit (e.g. grant funds) should be routed to Finance Office within 2 or 3 business days following your receipt
- regarding a notice of non-sufficient funds (NSF), follow up with the originator of the payment immediately and notify Finance Office of the resolution within 2 or 3 business days following the receipt of this notice
TRAVEL / VEHICLES CATEGORY
- for title work and assignment of plates for vehicles, route paperwork to Mary Kennedy within 2 or 3 business days following your receipt
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