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Resolution 2590 Superseded RESOLUTION NO. 2590 A RESOLUTION OF THE BOARD OF DIRECTORS OF SOUTH TAHOE PUBLIC UTILITY DISTRICT DESIGNATING AUTHORIZED SIGNATORIES OF ALL DISTRICT BANK ACCOUNTS AND SUPERSEDING RESOLUTION NO. 2570 BE IT RESOLVED, by the Board of Directors of the South Tahoe Public Utility District, County of EI Dorado, State of California, as follows: WHEREAS, the Board of Directors consented to adopt new withdrawal procedures and purchased an electronic check-signing 10 machine to improve the efficiency of the payroll and accounts 11 payable procedures; and 12 WHEREAS, the Board of Directors believe it is in the 13 best interest of the South Tahoe Public utility District to '-- 14 designate the individuals authorized to withdraw funds from all 15 accounts by check, draft, or other items, for and on behalf of 16 the South Tahoe Public utility District; and 17 WHEREAS, restrictions on said authority are contained 18 in a policy statement that is attached hereto and made a part 19 hereof as if fully set forth in said Resolution. 20 NOW THEREFORE BE IT RESOLVED, by the Board of Directors 21 of South Tahoe Public utility District, a pUblic agency in the 22 County of EI Dorado, State of California as follows: 23 That the Board of Directors shall designate individuals 24 as authorized to withdraw funds from all District accounts by 25 check, draft, or other items, for and on behalf of the South 26 Tahoe Public utility District. Said authorization is restricted -.. 27 28 per the terms of the attached policy. The designated individuals xxxxxxxxxxxx --------- ~ ~ 20 21 22 23 24 25 26 '-" 27 28 Resolution No. 2590 - Paae 2 2 are as follows: (1) General Manager (2) Any member of the five (5) member Board 3 4 5 of Directors 6 This Resolution supersedes Resolution No. 2570 in its 7 entirety. 8 9 PASSED AND ADOPTED at a duly held Regular Meeting of 10 the Board of Directors of the South Tahoe Public utility District 11 on the 3rd day of February, 1994 by the following vote: 12 AYES: 13 NOES: 14 15 16 17 18 ATTEST: ~ 19 ROBERT . BARR, GENERAl.. MANAGER SOUTH TAHOE PUBLIC UTILITY DISTRICT ABSENT: ~-h lU~~1} ., DUANE WAL CE, CHAIRMAN OF THE BOARD SOUTH TAHOE PUBLIC UTILITY DISTRICT .-" \.., \. \. SOUTH TAHOE PUBLIC UTILITY DISTRICT CHECK SIGNING PROCEDURES These procedures have been developed to insure that the use of the electronic check signing machine is properly safeguarded. Checks signed must be properly authorized in accordance with our purchasing and receiving procedures. I. CHECK CONTROL A. All blank checks will be kept in a locked cabinet in the custody of the Data Processing Department. The cabinet key will be in the custody of the Data Processing Manager or her designate. B. As checks are issued, they will be observed and logged by the Data Processing Manager or her designate. C. The Data Processing Manager will be the only employee authorized to place orders and receive new checks. As received the checks will be logged. D. The Accountant will inventory the blank checks in the locked cabinet each time she reconciles the bank statements. The unissued checks must agree with the Data Processing Department's log of checks on hand. (The accounts payable checking account is reconciled semi-monthly, and all other accounts are reconciled monthly). Any discrepancies will be reported to the Finance Officer for investigation. II. SIGNATURE PLATE CONTROL A. The check signing machine is equipped with removable signature plates. When not in use the two signature plates will be locked in the inner safe of the Accounting Department's safe. (The Accounting Department's safe has one combination lock on the outside and within the safe there is an inner safe with a key lock). B. The combination to the Accounting Department's outer safe and the key to the inner safe will be given only to the General Manager, Assistant General Manager, Finance Officer, and the Accountant. In addition, the Data Processing Manager will have the combination to the outer safe only. Revised 02/03/94 1 '-' '- .... SOUTH T AROE PUBLIC UTILITY DISTRICT CHECK SIGNING PROCEDURES III. CHECK SIGNING MACHINE KEY CONTROL A. The check signing machine is equipped with a key lock. The machine will only operate when it has been unlocked. The key to the check signing machine will be in the custody of the Finance Officer and Accounts Payable Clerk/Accounting Technician. In their absence their keys will be in the custody of the General Manager or the Assistant General Manager, respectively. B. The check signing machine will be unlocked when in use and locked when not in use. IV. ACCOUNTS PAYABLE CHECK SIGNING A. When Accounts Payable checks are ready for printing, the Data Processing Manager will unlock the blank checks, log out the required checks and the Computer Operator will place them on the printer for printing. B. The printed checks will be turned over to the Accounts Payable Clerk! Accounting Technician. The Accounts Payable Clerk/Accounting Technician will initial the Data Processing check log to acknowledge receipt of the checks. She will compare the ending check number of the previous check run to the beginning check number of the current check run. Any discrepancies will be reported to the Accountant and Finance Officer. C. The Accounts Payable Clerk/Accounting Technician will agree the vendor name and check amount on each unsigned check to the vendor's invoice. Any checks not in agreement will be reversed and reissued as appropriate. D. The Accountant or in her absence the Finance Officer will review the om Pay Selection Report prior to the signing of the checks. Any unusual vendors, descriptions or amounts will be investigated before processing the checks for signature. E. The Accounts Payable Clerk/Accounting Technician or in their absence the Finance Officer will unlock the check signing machine. The Accountant or in her absence the Finance Officer will retrieve the signature plates from the safe and bring them to the Accounts Payable Clerk/Accounting Technician. The Accounts Payable Clerk/Accounting Technician will put the signature plates into place and start the check signing process. Revised 02/03/94 2 \., SOUTH TAHOE PUBLIC UTILITY DISTRICT CHECK SIGNING PROCEDURES The Accountant will observe the entire check signing process. The check signing machine is equipped with a meter to count the number of checks signed. The difference between the beginning meter reading and the ending meter reading must equal the number of checks in the check log. F. The Accounts Payable Clerk/Accounting Technician will take custody of the signed checks, and under her supervision the checks will be prepared for mailing. All checks other than payroll related checks will be mailed only after authorization by the Board of Directors. All unmailed signed checks, will be placed in a locked cabinet. G. Staff shall make available the payment of claims listing, original checks, and all backup materials for Board member review. This information is normally available for review the Friday before a Regular Board Meeting. In addition, the payment of claims listing will be included in the Board of Directors regular meeting agendas. H. All typewritten emergency checks (for expense or capital costs) issued prior to the Regular Board Meeting must be signed manually by two District designates. V. PAYROLL CHECK SIGNING \., A. When Payroll checks are ready for printing, the Data Processing Manager will unlock the blank checks, log out the required checks and the Computer Operator will place them on the printer for printer. An additional eight to ten checks will remain attached to the regular payroll check run. The Computer Operator will check with Accounts Payable for the exact amount of extra checks needed as these will vary each time. The extra checks will cover federal withholding, state withholding, deferred compensation, etc. B. The printed checks along with the extra checks will be turned over to the Accounts Payable Clerk/Accounting Technician. The Accounts Payable Clerk/Accounting Technician will initial the Data Processing check log to acknowledge receipt of the checks. She will compare the ending check number of the previous check run to the beginning check number of the current check run. Any discrepancies will be reported to the Accountant and Finance Officer. C. The Accountant or in her absence the Finance Officer will review the preliminary Payroll Register prior to the signing of the checks. Any unusual earnings or deductions will be investigated before processing the checks for signature. Revised 02/03/94 \. 3 \. -... ~ SOUTH TAHOE PUBLIC UTILITY DISTRICT CHECK SIGNING PROCEDURES D. All Payroll and Payroll Related checks issued are signed using the check signing machine. E. The Accounts Payable Clerk/Accounting Technician or in their absence the Finance Officer will unlock the check signing machine and will be responsible for the check signing process. The Accountant or also in her absence the Finance Officer will obtain the signature plates from the safe and observe the entire check signing process. The check signing machine is equipped with a meter to count the number of checks signed. The difference between the beginning meter reading and the ending meter reading must equal the number of checks in the check log. F. The Accounts Payable Clerk/Accounting Technician will take custody of the signed checks, and under her supervision the checks will be distributed. Any signed checks not delivered or mailed, will be placed in a locked cabinet. Revised 02/03/94 4