Audit System and Payment Procedures

1. Appropriate person develops order/expenditure
   • If the order or expenditure is over $1,000 or it is a contract in any amount then the Board of Trustees needs to approve the order. The only exception is the purchase of library materials (books, videos, audios, etc.).
2. The order/expenditure is placed on a purchase order (PO) and 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 original PO, invoice and shipping list (where applicable) to ensure all is in check.
4. The month's PO s 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)