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Invoices may also be emailed to the finance department using email address AP@SAVMN.COM PAYMENT PROCEDURES In accordance with Minnesota Statute 471.425, the City has 35 days from receipt of the invoice to process payment. If an invoice is incorrect in any way, the City must notify the vendor within ten days of the date of receipt. Department managers are responsible for reviewing all aspects of the invoice and verifying the validity of the expenditure. The department manager is also responsible for providing information for the budget account coding so that expenditures are appropriately classified in the City’s financial records. The department manager will authorize the expenditure for payment by including a dated signature. Invoices and supporting documentation must be forwarded to Accounts Payable in a timely fashion. Payment requests received by Wednesday morning, will be processed and included in the packet to be approved at the upcoming City council meeting. Department managers should notify the Finance Department of any invoices in dispute and the dispute should be documented on the invoice or with a memorandum accompanying the invoice. Certain routine transactions as defined by the Finance Director are excluded from department manager review and approval. Such transactions may include, but are not limited to: payroll, employee benefits, workers compensation, and liability insurance and utility bills. All payments shall be summarized within a Claims List that will be presented to the City Council at their regularly scheduled meetings. The City Council will take action on the Claims List as part of the Consent Agenda. Once the Claims List has been approved by the City Council, the Finance Department will release payment to the vendor. In some instances, payments may need to be released prior to City Council approval. Such instances may include, but are not limited to: payroll, employee benefits, electronic funds transfer (EFT), construction permits, to receive early payment discounts or to avoid late penalties. Such payments will be authorized at the discretion of the Finance Director and will be presented to the City Council within the Claims List at the next scheduled regular City Council meeting. PROCUREMENT CARD See Appendix A TRAVEL See Appendix B EXPENSE REIMBURSEMENT Employee expense reimbursements (i.e. mileage), are to be submitted on claim voucher forms with supporting documentation and should be provided to the Finance Department. The procedures set forth in Appendix B of this policy will be followed for approval and payment. 25