The Newton County Board of Commissioners (BOC) adopted a new procurement and check writing policy at its March 21 meeting.
The new policy requires adequate supporting documentation before any check is issued. It also states that payment checks to vendors shall not be issued by the finance department until the department head or other authorized department employee has approved the invoice or other supporting documents. According to the policy, this is necessary to make sure that no checks are issued just because an invoice has been approved.
The policy requires that department heads or authorized employees “carefully check the invoice, assure that the goods have been received in good condition and correct quantity (or that the service has been adequately performed) prior to approving payment.”
The new policy states checks can only be signed by authorized signers. The Chairman of the Board of Commissioners, the County Manager and the County Finance Director are authorized to sign checks. All county checks must be signed by two signers. BOC members are authorized signers in the absence of the Chairman, County manager of Finance Director.