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The Department Representative must complete a Contract Control <br />Sheet (see Exhibit "A') to accompany each contract as it is routed to the <br />Contract Administrator. Once the contract is signed and filed, a copy <br />will be returned to the department (Do not send contracts to the party <br />for a signature. The Contract Administrator will route contracts to be <br />signed) A copy of the contract control sheet will contain the Contract <br />Number and note if the funds were encumbered. <br /> <br />Co <br /> <br />All contracts must be signed by the correct party; the Department Head, <br />County Manager or Chairman of the Board of Commissioners unless <br />otherwise authorized by the County Manager. <br /> <br />Party <br />Department Head <br />County Manager <br />Chairman of BOC <br /> <br />Approval Levels <br />Up to $25,000.00 <br />$25,001.00 to $100,000.00 <br />above $100,000.00 <br /> <br />If you are unsure who Should sign the contract-, you may contact the <br />Contract Administrator. <br /> <br />CONTRACT CONTROL SHEET <br /> <br />The department entering into a contract must complete the "Department Section" of the <br />Contract Control Sheet in the following manner and send it with the original contract(s) <br />to the Contract Administrator for processing. A copy of the Contract Control Sheet <br />will be returned to the department after the contract has been processed. (Exhibit "A' <br />attached) <br /> <br />EXPENDITURE CONTRACTS <br /> <br />When a contract requires the County to make an expenditure, it is required by G.S. <br />159-28(a) that the contract be pre-audited and encumbered into the accounting system. <br />The Finance Officer is responsible to make the decision regarding whether a contract is <br />to be encumbered or not. The department head, however, needs to understand the two <br />methods of encumbering funds for contracts: <br /> <br />ao <br /> <br />Dedicated Account When a budget (line-item) account is <br />dedicated to a single contract, the budget for that account acts as the <br />encumbrance because any attempt to overspend the budget for that <br />account will be denied by the computerized accounting system. For <br />these contracts, it is deemed redundant and unnecessary to encumber <br />these funds further by individual contract number. <br /> <br />Combined Account - When a contract shall be paid from a <br />budget (line-item) account that is also used for other expenditures, the <br />contract should be encumbered in the same manner as purchase orders to <br />prevent overspending the account. <br /> <br /> <br />