05.07.050 Disbursements.
(1) Disbursements by Check.
(A) All checks or electronic transfers shall be managed as follows
(a) Checks shall be prepared only by accounting personnel.
(b) Checks shall be made out to specified payees pursuant to approved vouchers or invoices, and shall not under any circumstances be made payable to cash or bearer.
(c) Checks shall be issued under numerically controlled sequence. Checks which are spoiled or voided shall be stamped “void” and the signature portion of the check destroyed and the voided check maintained in numeric sequence for record purposes. Unused checks shall be secured and available only to accounting personnel.
(d) Checks shall be signed only by individuals authorized by the tribal council. Check signers shall be individuals independent of any accounting or purchasing function.
(e) No checks shall be presented to authorized check signers for signature unless such check is completely filled out and accompanied by appropriate supporting documents. Signers shall not sign blank checks.
(f) Disbursements shall be timed so as to maximize cash flow while meeting payment obligations to vendors and contractors and taking advantage of available discounts. Procedures shall be established to ensure that all obligations are paid when due.
(2) Payroll.
(A) Payroll shall be processed Bi-weekly.
(B) Special payroll advances may be made in the case of emergencies, such as death in family or other serious emergency. Such advances may be authorized by an employee’s supervisor for an amount not to exceed net payroll due the employee, and must be withheld from the employee’s next paycheck. No advances are authorized except for emergency situations.
(C) Payroll shall only be paid to employees for which appropriate authorizations have been received in accounting pursuant to personnel policies.
(D) Payroll shall be paid only on the basis of authorized pay rates and time and attendance records certified by the employee and approved by the employee’s supervisor. Time and attendance records shall reflect hours worked and hours of leave taken, and shall reflect the time worked under each cost center in the event that an employee’s payroll and related costs are to be distributed to more than one cost center.
(E) Overtime pay shall be paid only as authorized by the personnel policies.
(F) Payroll tax deductions shall be made pursuant to federal and state guidelines.
(G) Voluntary deductions associated with tribal services or tribally sponsored benefit plans may be made if supported by written authorization of the employee.
(H) The CFO shall prepare and file all necessary payroll tax reports and ensure that all payments of payroll taxes and insurance are made on a timely basis.
(I) Distribution of payroll costs shall be as authorized by administrators and supported by time and attendance records. The CFO shall provide each administrator, upon request, with a monthly report indicating the amounts charged to each cost center, by individual, along with monthly financial reports required pursuant to this tribal policy.
(3) Petty cash funds. Petty cash funds may be established for the purpose of making change and small disbursements pursuant to the following:
(A) Petty cash funds are to be created by the CFO. Each such fund created shall specify the specific name, location and maximum amount of such fund and authorized expenditures from such fund.
(B) Petty cash funds shall be operated as impressed funds by individuals who are independent of cash receipting, accounting or payroll functions.
(C) Petty cash may be disbursed for small purchases, supplies and operating costs, but shall not be disbursed for payment of payroll, personal items or any item in excess of $25, except as authorized by the CFO within specific policies.
(D) Disbursement by money wire and electronic transfer. Funds may be disbursed by money wire when approved by the CFO and an authorized check signer, with written documentation. In the case of transfers between tribal accounts which have been pre-authorized by the tribal council for the wiring of funds, such transfers may be initiated in accordance with the authorization and with such signatures as are set for on such account by the tribal council.
(E) Transfers between checking accounts. Transfers between tribal checking accounts may be initiated on the signature of the CFO. [Res. 22-120, 2022.]