Claims Auditor Policy

Claims Auditor Policy

The Claims Auditor will be appointed by the Board to ensure that all expenditure vouchers are properly itemized and documented before payments are made. To maintain the Claims Auditor’s independence, the claims auditor will be someone who is independent of both the purchasing and check signing functions. 

Responsibilities

• Approves vouchers and invoices submitted to the library system prior to their payment. Ensures proper documentation and itemization are provided and that payment is for proper library system purposes.
• Indicates their approval of claims by signing or initialing each individual voucher, which will then be forwarded to the Finance Director for the preparation of checks and to the Treasurer for approval.

Audit Checklist

1. The voucher packet includes an original invoice.
2. The invoice specifies the description and price of the items specified on the requisition form.
3. The purchasing agent’s signature authorized the release of the requisition form.
4. There are no unauthorized taxes, discounts, or shipping charges included in the final invoice.
5. There is a receiving signature indicating work has been completed and/or materials were delivered satisfactorily.
6. Charges are not duplicates of items already paid.
7. The proposed payment is for a valid and legal purpose.
8. The unit price billed on the invoice does not exceed the bid or contract authorization.
9. A contract or requisition form is on file supporting the amount paid.
10. There is supporting documentation if the expenditure was required to be bid.
11. There is evidence the Library System policy was followed (written or verbal quotes were obtained) if the expenditure was not required to be bid.
12. The expenditure complies with Library System policy.
13. Contract provisions and/or Board Motions support invoices for professional services.
14. Shipping address is OWWL Library System address.
15. The batch printout corresponds with all voucher/invoice packets; check corresponding voucher numbers on each invoice, vendor information and total to be paid. Initial your certification to each entry on the batch printout as well as on each voucher/invoice. Complete the Claims Auditor Report noting the total audited and total approved, date, and any inconsistencies with your signature.
16. Report any findings or concerns to the Board President and Treasurer.

In the event the Claims Auditor is unavailable for the timely review of vouchers and statements, the Treasurer will be authorized for the review and the Board President will sign for approval. 

Last Updated: February 14, 2024