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
|
|
*OFFICE Central*
Online Finance Files, Instructions, Communications, Etc
Main Page
Categories of Financial Activities
To help you locate information, we have separated our major financial activities into the categories listed below. These links will be on the bottom of webpages, too! Each category has an expanded menu to help you locate the form, information, or other document desired and available. If you find a need for information not available, please contact us and let us know.
- Audit / Year-End , contact C.D. (ext. 1303)
- Budget / Grants , contact C.D. (ext. 1303)
- Contracts / Vendors , contact Belinda (ext. 1304)
- Equipment / Inventory , contact Belinda (ext. 1304)
- Financial System , contact C.D. (ext. 1303)
- Local Government , contact Mary (ext. 1306)
- Payroll , contact Belinda (ext. 1304)
- Privacy / ID Theft , contact C.D. (ext. 1303)
- Purchasing / Payments , contact Mary (ext. 1306)
- Receipts / Banking , contact Lorrie (ext. 1305)
- Travel / Vehicles , contact Mary (ext. 1306)
- Whatchamacallit / Various , contact C.D. (ext. 1303)
For quick reference, the information provided in the following links may be helpful. These links will be on the bottom of webpages, too!
Making a Purchase?
Budget is the constant overriding concern when spending money. At the County, one cannot legally spend more than the budgeted amount. Knowing this, your approach to any expenditure for the County should be very similar to personal purchases, except the process involves people who aren't present when the purchase is made, so open communication is needed. Hence, please use this online resource to remember key rules and guidelines, to find current policy and forms, and to avail yourself to items you may not have known.
Basically, department staff need to ascertain the estimated cost and obtain documented proof, verify that sufficient budget exists, enter a purchase requisition via the financial system (attaching documented proof of the cost), place order with vendor, communicate with vendor as needed to verify order is fulfilled properly and timely, communicate with Finance on changes needed to budget and/or purchase order, acknowledge receipt of order in proper quantity and quality, authorize payment on the vendor's invoice/receipt, and forward all payment-related paperwork to Finance to process payment, while keeping within the parameters set by budget. (Find this list repeated below.) When using estimated costs, at any time before the invoice is received, the amount of the purchase order should be updated to reflect the best known price. Doing so will give a more accurate view of remaining available budget. In general, this routine process applies to many circumstances.
While keeping within the parameters set by budget, department staff need to follow these steps below when making a purchase:
- ascertain the estimated cost and obtain documented proof,
- verify that sufficient budget exists,
- enter a purchase requisition via the financial system (attaching documented proof of the cost),
- place order with vendor,
- communicate with vendor as needed to verify order is fulfilled properly and timely,
- communicate with Finance on changes needed to budget and/or purchase order,
- acknowledge receipt of order in proper quantity and quality,
- authorize payment on the vendor's invoice/receipt, and
- forward all payment-related paperwork to Finance to process payment
Standards
- On the same workday that an order will be placed, you will enter a requisition into the financial system (Edmunds MCSJ). You will normally receive a corresponding purchase order number via email directly from the financial system. However, issuance of a purchase order number may be delayed if any submitted information is incorrect or if sufficient documentation or explanation has not been received.
- The official signed purchase order can only be printed within the Finance Office and is matched to the subsequent payment and other supporting documents. Anyone may print an unsigned copy from within the financial system.
- Upon request, a copy of the official signed purchase order may be sent to the vendor by Mary (ext. 1306 or mkennedy@montgomerycountync.com). Please share the vendor's email address for this purpose. However, if the vendor needs additional instructions that are not included on the purchase order, the submitted materials should be sent by the one who is placing the order.
Types of Files Available
Each financial activity has links to various other documents. Various forms and documents are available in Adobe Acrobat ("PDF"), Microsoft Excel ("XLS"), Microsoft Word ("DOC"), Notepad ("TXT"), or Web Browser ("HTML"). Plug-in viewers are available that allow one to view certain files through the web browser. If you cannot download or view the XLS or DOC file, please view the PDF file version instead. Caution: since different printers may interpret the print settings differently, we suggest that you preview the printout on the screen and make any needed changes to the size of the printout and other settings before printing.
- PDF: To use the PDF version of online forms, you must have the Adobe Acrobat Reader plug-in on your personal computing device. The Information Technology (a.k.a. IT) Department can assist you with the installation of this software. Send completed forms to Finance.
- XLS: To use the XLS version of online forms or documents, you must EITHER download the file to your local computer OR be able to view Excel files via the web browser. Send completed forms to Finance.
- DOC: To use the DOC version of online forms or documents, you must EITHER download the file to your local computer OR be able to view Word files via the web browser. Send completed forms to Finance.
- TXT: Your web browser should display TXT files without fail. These are files created in the Notepad application.
- HTML: Your web browser should display HTML files without fail. These are normal webpages.
Send Comments / Feedback / Questions via E-Mail
Go to the County Internet Homepage
|