Sunny Meadows Missoula County Water and Sewer District
Policy
Policy Title: Pre-approved Expenses Policy
Subject Area: Finance
Date Adopted: 11/02/2006
Date of Last Review: November, 2006
Next Required Review: November, 2009
POLICY STATEMENT
It is the policy of the Sunny Meadows Missoula County Water and Sewer District (SMWSD) that the Board of Directors approve claims at the regular board meetings prior to payments being mailed.
Purpose
The purpose of this policy is to establish a mechanism for paying certain expenses which merit payment and fall due prior to the date of the next regularly scheduled meeting of the SMWSD Board. By example, such expenses could include those in which a delay of payment would cause the SMWSD to incur interest charges or penalties, or in which a delay would cause SMWSD to be in default of a contractual obligation.
General guidelines
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Claims of up to $400 (four hundred dollars) may be pre-approved by any single individual on the pre-approved signers list provided to the Missoula County Auditor. The pre-approved list will include the bookkeeper for the District, as well as all members of the Board of Directors.
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Claims over $400 (four hundred dollars) will require 2 signatures to pre-approve, from any 2 individuals on the pre-approved signers list provided to the Missoula County Auditor.
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No individual may sign a claim to be issued to themselves, regardless of the claim amount.
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Payments should only be made if the amount of the bill is not unusual based on historic bills, and only if the amount is within the approved annual budgeted amount.
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All claims processed in each period will be reviewed and the claim report signed by 3 board members at each regular board meeting. The District Treasurer will be responsible for providing information regarding each expenditure in the processed claim list at the meeting.
