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Accounts payable clerk walks Martinsville council through claims and appropriations process
Summary
Terry Polston, accounts payable clerk, explained how departmental invoices become claims, how appropriations are coded, the city—s certificate-of-insurance requirements for vendors, and the shift to electronic payments.
Terry Polston, the accounts payable clerk in the Clerk Treasurer's Office, told the Martinsville Common Council how a departmental invoice becomes a claim and how appropriations are structured in the city's budget code. "For those of you that may not know me, my name is Terry Polston, and I am the accounts payable clerk at the Clerk Treasurer's Office," Polston said, then outlined how funds are divided into fund, department and object codes and how 100-series, 200-series and 300-series accounts are used.
Polston emphasized checks on vendor insurance and the city's recent move toward electronic payments, saying the new system improved efficiency: "Once we got started with it and you can see the efficiency of it, it's like, ****. Why couldn't we do this 3 years ago?" She also reminded council members that appropriation decisions are made by the department that submits the claim and that staff will call departments if an expense appears to be charged to an inappropriate line. The presentation closed with Polston inviting questions and distributing informational packets to council members.
