2011-03-03
TOWN ACCOUNTANT
Fredrick Awino
TOWN OF WAPPINGER
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TOWN SUPERVISOR
Christopher J. Colsey
20 MIDDLEBUSH ROAD
WAPPINGERS FALLS, NY 12590
WWw.rOWNOFWAPPINGER.US
PHONE: (845) 297- 0060
FAX: (845) 297-7214
TOWN BOARD
William H. Beale
Vincent Bettina
Ismay Czarniecki
Joseph P. Paoloni
TOWN CLERK
Chris Masterson
ACCOUNTING OFFICE
HlGHW A Y SUPERINTENDENT
Graham Foster
Date:
March 3,2011
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From:
Fredrick Awino, Town Accountant
To:
All Departmental Heads
MAR 04 20'1
TOWN OF \NAPPINGER
T9YYN__~~ERK
Cc:
Town Supervisor
Re:
Coding and signing of Payment Vouchers
It is come to our attention that some vouchers are presented to accounting department when not
complete with required payee certification, supporting documents, departmental head approval or
budget lines. This invariably delays the payment process which hurts the good relationship with our
vendors. In order to minimize delays and promote good practice, all department heads will be
required to code all payment vouchers that originate from their department per the approved budget
lines. If in doubt, be sure to consult me and if you do not have a copy of the approved 2011 budget,
I will gladly provide one.
I would also like to reiterate our current payment procedure which requires all vouchers to be
presented to the Town Board for review and approval before payments can be made. There may be
a few special circumstances where payments may be processed, after review and approval by the
Supervisor, in anticipation of the Town Board approval if, for example, a late payment penalty will
be levied on the Town. Such circumstances, if they do arise, should be discussed and approved by
the Supervisor, on a case by case basis.
Also, do submit your complete vouchers to accounting department as soon as you receive them. We
do have a deadline to submit these vouchers to the Supervisor by Wednesday noon of each week.
Any vouchers received by us after that date will only be processed with the next batch the
following week same time.
If you do have any concerns, do not hesitate to discuss with me or consult with the Supervisor.
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Best Wishes,
Fredrick