File:  DK

PAYMENT PROCEDURES

School Board

            The School Board will examine all claims against it, except those to be paid from petty cash funds or funds for the purchase of instructional materials and office supplies, and when approved, order or authorize payment thereof.  A record of such approval and order or authorization shall be made in the minutes of the school board.  Payment of each claim shall be ordered or authorized by a warrant drawn on the treasurer or other officer charged by law with the responsibility for the receipt, custody and disbursement of the funds of the school board.  The face of the warrant shall state the purpose or service for which such payment is drawn and the date of the order entered or authority granted by the school board.

            The warrant shall be signed by the chairman or vice-chairman, and countersigned by the clerk or deputy clerk.

Fiscal Agent

            The School Board may, by resolution, appoint an agent and deputy agent to examine and approve claims against it.  A record of such approval and order or authorization shall be made and kept with the records of the school board.  Payment of each such claim so examined and approved by such agent or his deputy shall be ordered or authorized by a warrant drawn on the treasurer or other officer charged by law with the responsibility for the receipt, custody, and disbursement of the funds made available to the school board.  The warrant shall be signed by such agent or his deputy and countersigned by the clerk or deputy clerk of the school board.

            However, (1)when the agent is the division Superintendent, who also occupies the position of School Board clerk, a countersignature from the chairman or vice-chairman is required and (2)when the deputy agent and the deputy clerk is one and the same person, the warrant must be countersigned by either the clerk or the agent of the school board.

            Each warrant shall be payable to the person or persons, firm or corporation entitled to receive payment.  The face of the warrant shall state the purpose or service for which such payment is made and also that such warrant is drawn pursuant to authority delegated to such agent or his deputy by the school board on the specified date.

            Any such agent or deputy agent must furnish a corporate surety bond.  The school board shall set the amount of such bond or bonds and the premium therefore shall be paid out of funds made available to the school board.

Adopted:        01/26/04; 04/24/08

_____________________________________________________________________

_____________________________________________________________________

Legal Refs:           Code of Virginia, 1950, as amended, sections 22.1‑122 through 22.1‑122.1, 22.1-123

Cross Refs:           DJB        Petty Cash Funds

                                DG          Custody and Disbursement of School Funds

                                DGD       Funds for Instructional Materials and Office Supplies

© 02/08 VSBA