Audit System and Payment Procedures

Reviewed and Approved by the Kingston Library Board on November 19, 2009

1. Appropriate person develops order/expenditure
   • Order is developed in compliance with Kingston Library's procurement policy
2. The order/expenditure is given to the Director to be signed
   • The Director will confirm the budget line and budget amount remaining to pay for request
3. Order will be placed
   • After the item comes in, the bookkeeper will check the invoice and shipping list (where applicable) to ensure all is in check
4. The month's vouchers to be paid are listed and distributed at meetings of the Executive Committee or the Board
   • This list will include payee, amount, budget line, and check number
5. Board or Executive Committee approves list
6. Checks are sent out the next day and the changes are made in the budget (profit and loss statement)

• Use of Library Credit Card

  The Kingston Library may issue a credit card or cards in its name for use of by designated employees for authorized Library related expenses. The Maximum credit limit on each card shall be $3000. All original recepits for a credit purchased must be submitted to the Director within 2 business days.

  Only those Library personnel designated by the Board shall be authorized for use of a Library credit card(s)

  Expenses incurred on each credit card shall be paid in such a manner as to avoid interest charges. The credit card(s) shall be locked in the library safe.