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Finance Department Frequently Asked Questions
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Frequently Asked Questions (Click to Sort)
What does the Clerk of Courts do as County Auditor?

The basic duties of the Clerk, as County Auditor, are to ensure that:

  • sound accounting practices are being followed
  • internal controls over the county's assets are adequate
  • the Board's budgetary policies are being met.

All checks drawn on county depositories must be signed by the Chairman of the Board of County
Commissioners, attested by the Clerk, and affixed with the county seal. The Clerk is responsible for
ensuring that these expenditures are legal. When using funds designated for specific purposes,
such as proceeds from bond issues, grants, and tax revenues for specific programs, there may be
areas that are not clearly defined by statute or agreement. It is the role of the Clerk to interpret these
documents objectively and then evaluate the appropriateness of the expenditure, in accordance with
Florida Statutes. In short, as the watchdog of county funds, the Clerk is personally liable for the
legitimacy and accuracy of Putnam County's expenditures.

What are the roles and duties of the Finance Department?

This department manages and controls all financial functions of all county departments and the Clerk
of Courts in accordance with generally accepted principles of government accounting and various
Florida Statutes and Administrative Codes.

The Finance Department is comprised of three main areas:

  • General Accounting
  • Accounts Payable
  • Payroll

Duties of the Finance Department include:

  • controlling expenditures and obligations (including operating expenses, debt, payroll)
  • receipting and depositing all revenues
  • managing the investment of all monies
  • accounting for all assets and capital project expenditures
  • internal and external reporting

The financial activity of all county departments is supervised by the Finance Officer to ascertain solid
internal controls are in place. An audit of financial practices and principles is conducted annually by
an outside auditing firm. The Finance staff assists in providing the information for the audit.

Where is the Finance office? What is your phone/fax number?

Click here.

What are the hours of operation for the Finance Department?

The Finance Department operates from 8:30 am to 5:00 pm, Monday through Friday, except for holidays.

Who do I contact concerning invoices submitted for payment?

If you have a question about the status of a payment, please contact the Finance Department to see if
your invoicehas been received and processed. If the invoice has not been received by the Finance
Department, you will need to contact the County Department for whom you provided the product or
service. Each department is responsible for sending the invoices to us for payment in a timely manner.

When do you pay invoices and when can I expect payment? What is the turnaround time?

We write accounts payable checks once per week. All approved invoices received in our office from the
various departments by 5 p.m. Tuesday are usually written and mailed by Friday of the same week.
Properly approved invoices are paid according to the terms stated on vendor invoices.

If terms are not stated on the invoice, we assume terms of net 30 days.

Can I pick up a vendor check?

Only when prior arrangements have been made with the Finance Department. Otherwise, we use the
United States Postal Service.

Who do I contact regarding a Non-Sufficient Funds (NSF) check?

Call 386-326-7668.

As per Florida Statute 125.0105, a dishonored check is subject to a service fee.

How often do you write payroll checks?

Payroll checks are written weekly and direct deposits are processed weekly to be available to the
employee by Friday. Clerk payroll is prepared biweekly.

What is Putnam County's fiscal year?

The County’s fiscal year is October 1st to September 30th. Putnam County, like many other governmental
entities, operates on an annual financial (or fiscal) year which is distinct from the calendar year. By law,
the State of Florida and all Florida counties and municipalities operate with such fiscal years.

How does the County audit process work?

Putnam County is audited by an independent external auditing firm each year. The County is required by
Florida Statutes to have an audit of the general financial statements performed by an independent
Certified Public Accountant (CPA). The CPA issues an opinion that is published with the county’s
Comprehensive Annual Financial Report and sent to the Florida Auditor General. The annual audited
financial statements are available for public review online and at the county Finance Department.

What are the County’s sources of revenue?

The County’s primary source of revenue is property taxes. Other significant sources are licenses and
permits, intergovernmental revenue, charges for services, and fines and forfeitures.

What is the County’s policy regarding investments?

Our investment objectives are to

  • sufficiently diversify all funds so as to protect the principal from potential losses, and
  • obtain market rates of return while adhering to all state, federal and local laws and
    generally accepted accounting principles.

Our four goals concerning investments are, in rank order:

  • legality
  • safety
  • liquidity
  • yield
Florida Statutes specify certain types of investments in which the County may invest.

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