Harwich CPC to have vice chair review invoices, finance director outlines Munis workflow

At the July 9 meeting the Harwich Community Preservation Committee discussed a new administrative approval procedure after a meeting with the town administrator and finance director. Committee members proposed that the vice chair serve as the committee’s designee to review invoices and certify that expenses are CPA-eligible, charged to the correct CPA category and within available appropriations before the invoices proceed through the town’s accounting workflow.

A committee member summarized the proposed signer certification: the signer (the CPC chair or designee) would certify that an expense is a CPA-eligible cost consistent with the project as approved by town meeting, charged to the correct CPA category and within the available appropriation balance. The finance representative described the Munis workflow: invoices are entered with an organization code and object code; after the committee reviewer confirms the line item, the invoice proceeds through hierarchical approvals (procurement, treasurer/accounting, finance director) and ultimately to the warrant for payment.

The vice chair said she will review invoices on a preset schedule (roughly twice a month) and sign off only after the accounting department pre-populates the supporting materials; she emphasized she will not enter invoices but will verify that items align with the approved articles. Committee members asked for a simple form for applicants showing article numbers, year and appropriation amounts so vendors and grantees submit invoices in a way that facilitates review.

Members also discussed ongoing reconciliations: the vice chair reported that several rescinded or closed accounts have not yet been updated in the accounting report; she said she will follow up with finance and receive a monthly news/transaction report. The committee noted the option to fund a part-time administrative position from CPC administrative funds if invoice review proves too time-consuming.

The committee agreed to present the procedure to the board of selectmen for sign-off and to begin the process once the town's accounting office completes the agreed information feeds.

Next steps: staff to provide a template form for applicants, monthly accounting reports to the vice chair, and a presentation of the invoice-approval procedure to the board of selectmen.