We set standards to meet your needs and expectations when receiving a service from us. We want you to know what to expect. We are committed to creating an environment where everyone is treated with dignity and respect at all times.

Finance Hours of Operation

Monday – Friday, 8:00am to 5:00pm

Finance General Communication and Office Coverage Expectations

Telephone Communication:

• Finance will answer calls promptly when staff are available.
• Finance will make every effort to assist the caller. If Finance is unable to do so, every effort will be made to deliver the caller to the correct location or Service Area.
• Voicemail: Finance will make every effort to return the call the same day, but will respond within one business day if unable to do so.
• If Finance personnel are out of the office, a voice greeting will state when they will return. In addition, an alternative method to seek assistance will be given, preferably to the department's email: Finance@allegancounty.org

Email Communication:

• All emails will be acknowledged within 1 business day.
• If the individual you are contacting is out of the office, an automated email notification of when that individual will be returning to work and an alternate contact person will be provided.

General Finance Inquiries:

• Any Finance staff member can be contacted during business hours to address general inquiries. The staff member will do their best to assist in the inquiry, or direct the individual to the person that is able to resolve the matter.
• The quickest and most efficient way to contact is the Finance inbox at Finance@allegancounty.org

Service Area Service Delivery Standards:

Vendor Requests

• Finance will acknowledge and supply the new vendor number within one business day after receipt (via email or interoffice mail) of a signed and completed Vendor Request Form.
• If needed, Finance will contact the requestor within one business day by either email or a phone call for more information or clarification before processing the request.

Accounts Payable

• Service Area invoices that have been approved at the first level and delivered to Finance by 5:00PM each Friday, will be reviewed and processed no later than noon on the following Wednesday of every week.
  • If invoices are not submitted by Friday, Finance will try their best to process them in the current A/P check run.
  • If invoices are submitted to Finance but have not been approved at the first level, Finance will contact the approver for that service area requesting invoices to be approved ASAP. If the department approves and time allows, Finance will process invoices in the current A/P check run. Otherwise, the invoices will be processed the following week.
  • If there are questions regarding invoices submitted, Finance will contact the department immediately by either email or a phone call. Invoices may be delayed for processing until questions are addressed or proper documentation is received.
  • If there are changes made to an invoice by Finance, a communication of the change will be sent to the submitter via email or a phone call.
• Finance will have documentation to the Board of Commissioners, Administration, and the Treasurer's Office no later than noon every Wednesday.

Trust and Custodial (previously known as T&A = Trust & Agency)

• Service Area invoices that have been approved at the first level and delivered to Finance by 5:00 PM each Tuesday will be reviewed and processed no later than noon on Thursday of every week.
  • If invoices are not submitted by Tuesday, Finance will try their best to process them that week, if time allows.
  • If invoices are submitted to Finance but have not been approved at the first level, Finance will contact the approver for that service area requesting invoices to be approved ASAP. If the department approves and time allows, Finance will process invoices in the current check run. Otherwise, the invoices will be processed the following week.
  • If there are questions regarding invoices submitted, Finance will contact the department by either email or a phone call. Invoices may be delayed for processing until questions are addressed or proper documentation is received.
  • If there are changes made to an invoice by Finance, a communication of the change will be sent to the submitter via email or a phone call.
• Finance will have documentation to the Treasurer's Office no later than noon every Thursday

General Journal Entries

• Journal entry requests will be processed and posted within 10 business days of receiving the request, unless otherwise specified by the requestor.
• If there are questions regarding a journal entry request, Finance will contact the requesting service area for clarification.
• Recurring journal entries will be posted by the 2nd Friday of every month, with the exception of December and January. These include the monthly Appropriations and Indirect Cost entries for service areas.

Credit Card

• Credit Card Acceptance form requests will be acknowledged within one business day of submission.
  • If the request is an emergency, the Service Area should indicated that on the form and contact Finance at ext. 2658 or 2653.
• Service Areas with their own credit card will receive their monthly credit card statements via email on the 26th or the next closest business day of each month.

Emergency or Quick Check Request

• Finance will acknowledge and respond to a Quick Check request the same business day of receipt.
• Finance will follow the policy established by the Board of Commissioners under "Board Rules of Organization."
• In the request is approved, Finance will process and contact the Service Area when the check is available for pickup from Finance in the County Services Building.
• Finance will notify the Treasurer's Office that a Quick Check has been processed and will be brought over to them for signature. The Service Area can pick up the check from them once signed.

Budget Adjustment or Transfer Request

• Requests will be accepted via work order submitted to Finance or email from Service Areas either to the Finance inbox or their Designated Financial Specialist.
  • Please be sure to include Request for Action (RFA) with information detailing the reason for request, accounts affected, and dollar amounts.
    • NOTE: Budget adjustments are only for the current fiscal year. All prior years are closed.
  • Requests will be reviewed within three business days.
  • If Finance has questions regarding the request, the Service Area will be contacted to resolve any concerns or questions.
• Work Orders that have been approved by Finance will then be routed (by Finance) to obtain the remaining levels of approval needed, if applicable. (See BOC Thresholds)
• Finance will prepare and post all approved Budget Adjustments or Transfers within ten business days after obtaining all levels of approval.

Grant

• General grant inquiries will be accepted from Service Areas either to the Finance inbox (finance@allegancounty.org) or their Designated Financial Specialist. These inquiries will be addressed within one business day of receipt.
• New Grants
  • Requests should be submitted via work order to Finance.
    • Please be sure to include Request for Action (RFA) with information detailing the name of the grant, a summary of the grant, the submission deadline, and all applicable financial questions as detailed on the Grant RFA form.
• Application/Acceptance
  • Grant application or award notifications will be reviewed via work order using the following timeframes:
    • 3 Business Days: Assignment of work order to a Finance Specialist
    • 5 Business Days: Finance review and approval
    • 10 Business Days: Administration/BOC review (depending on the nature of the request and the BOC Threshold)
• Periodic Reporting
  • Grants will be assigned to a Finance Specialist to complete grant reports, applications, maintenance, and receipting.

Receipting

• Finance will acknowledge Treasurer's ACH transmittal emails within one business day and will respond with receipting information within three to five business days.
• Finance will send checks and a signed transmittal form indicating the receipting details for each check/payment received to the Treasurer's Office via interoffice mail within three to five business days of receipt.
• Finance will assist any other service area with their receipting needs. Inquiries should be emailed to finance@allegancounty.org

Track-It Work Orders

• Finance staff assigned to a work order will review the document and will contact the Requestor with any questions or concerns within three business days of assignment.
• Finance will take action to approve, reassign and/or return the work order within three business days.

Service Area Emergency Requests

• Contact Finance Manager directly, via email, MS Teams, or phone ext 2653
• Email Finance inbox finance@allegancounty.org with subject - EMERGENCY REQUEST
• Finance will make every effort to contact you within a 2-hour timeframe.

To provide additional feedback or speak with a representative, please fill out our Customer Service Survey. For priority matters that require immediate assistance, please contact finance@allegancounty.org.