Disbursement of funds consists of the preparation of County warrants in payment of invoices applicable to purchase orders, contract payments, utility payments and open face vouchers. Accounts Payable is also responsible for researching and analyzing past due invoices and statements. Upon receipt of a correct and complete invoice from the vendor, and receiving documentation from the department, payment is made. Discrepancies between the purchase order and the invoice are referred to the Purchasing Office. If an invoice is required, payment will not be made until the invoice with authorized signature is received.
Some contracts require notice of final payment.
The balance due is released 10 days after the last publication if there are no claims as defined in the contract. After verifying that all required paperwork and signatures are properly completed, the voucher is paid. Before a payment is made, the vendor number and address are verified against the Vendor Master List, R-418 Report. Any contract not executed by the Board of County Commissioners prior to December 31 will not be encumbered against that particular year's budget. The Director of Administrative Services shall write off all warrants which are subject to stop payment and reissuance.