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Encumbrance Clerk

Board Policy

Encumbrance Clerk

The board of education has established the following responsibilities for the encumbrance clerk:

     1. Keep technology center books and documents.

     2. Enter authorized amounts of appropriations in the appropriate accounts.

     3. Charge the correct appropriation account and credit the affected encumbrance outstanding accounts with approved encumbrances after first determining that the encumbrances do not exceed the balance of the appropriation charged.

     4. Receive certification from the proper technology center employee that services or merchandise billed to the technology center have been received, file bills and invoices in official records, debit the outstanding account and credit the accounts payable account for the amount of the approved bills.

     5. Pay the approved bills by issuing warrants against the designated funds, charge the warrants against the appropriate accounts payable accounts and credit them to the appropriate warrants issued accounts, notify the board treasurer when bills are approved for payment in lieu of issuing warrants so that the treasurer can record payments by check, wire transfer, direct payroll deposit or make other disbursement approved by the Federal Reserve System.

     6. Receive all warrants, certificates of indebtedness or bonds after the treasurer has registered the warrants in numerical order.

     7. Perform other duties as assigned by the board of education, which may include completing purchase order forms and continuing education requirements.

The encumbrance clerk will post a surety bond in the amount of $1,000.00 before discharging any duties as encumbrance clerk.

Reference: OKLA. STAT. tit. 70 § 5-119

Adopted: December 18, 2014


Printable PDF

First page of the PDF file: EncumbranceClerkPolicy610


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