Central Accounting
Page Content
Overview
The Central Accounting Office plays a vital role in managing the financial operations of the City of Covington. It ensures transparency, accountability, and compliance with state and local regulations while providing essential financial services to city departments, residents, and stakeholders.
Responsibilities
The Central Accounting Office is responsible for:
- Maintaining Financial Records: Ensuring accurate documentation of all city financial transactions.
- Budget Management: Establishing and maintaining a comprehensive budget system that provides financial management information to the City Manager and City Council for sound decision-making. This includes preparing the annual budget for submission.
- Payroll Processing: Managing payroll for the City of Covington, the School Board, and the Charles P. Jones Memorial Library.
- Invoice and Payment Processing: Handling all invoices, purchasing approvals, and general disbursement checks for prompt payment.
- Customer Services: Managing water, sewer, and garbage billing services for residents.
- Accounts Setup: Establishing new funds and accounts in compliance with standards prescribed by the Commonwealth of Virginia.
- Miscellaneous Billings and Receivables: Overseeing various billings and ensuring proper receivable management.
Reports
Accounts Payable
The Accounts Payable division is responsible for ensuring the timely and accurate processing of payments for goods and services received by the city. This essential function supports the city’s financial operations and maintains strong relationships with vendors and service providers.
Key Responsibilities
- Invoice Verification: Ensures all invoices are reviewed for accuracy, including pricing, quantities, and purchase order matching, before approval.
- Payment Processing: Handles payments to vendors through approved methods such as electronic transfers or checks while adhering to city policies and payment schedules.
- Vendor Relations: Maintains robust relationships with suppliers, addresses invoice discrepancies, and negotiates favorable payment terms when applicable.
- Financial Reporting: Prepares accounts payable reports, including aging summaries, to monitor outstanding liabilities and support cash flow management.
- Compliance: Adheres to local regulations, tax laws, and internal financial controls related to accounts payable processes.
- System Management: Oversees the accounts payable system to ensure efficient data entry, accurate coding, and timely reconciliations.
W-9 Request for Taxpayer Identification Number and Certification
Payroll
The Payroll division is responsible for managing all payroll-related activities for the city, ensuring timely and accurate compensation for employees. This includes processing payroll for the City of Covington, the School Board, and the Charles P. Jones Memorial Library.
Key Responsibilities
- Payroll Processing: Prepares and processes payroll for all city employees, ensuring compliance with federal, state, and local regulations.
- Tax Compliance: Manages payroll tax deductions, filings, and payments to ensure compliance with tax laws.
- Employee Records Management: Maintains accurate records of employee wages, benefits, deductions, and leave balances.
- Reporting: Prepares payroll-related reports such as W-2s and other required documentation for employees and regulatory agencies.
- Issue Resolution: Addresses any discrepancies or concerns related to employee pay and deductions promptly.
Accounting Services
The Accounting Services division provides comprehensive financial management support to ensure the city's fiscal integrity and operational efficiency. This division is responsible for maintaining accurate financial records and offering essential services to city departments and stakeholders.
Key Responsibilities
- Financial Recordkeeping: Maintains all city financial records, ensuring accuracy and compliance with state standards.
- Budget Support: Assists in preparing and maintaining the city’s annual budget, providing financial insights to support sound decision-making by the City Manager and City Council.
- General Ledger Management: Oversees the city’s general ledger, ensuring accurate tracking of revenues and expenditures.
- Audit Preparation: Prepares financial reports and documentation required for internal and external audits.
- Compliance: Ensures adherence to financial regulations and standards prescribed by the Commonwealth of Virginia.
Finance
The Finance division is responsible for overseeing the city’s financial affairs to ensure efficient management of public funds and compliance with state regulations. This division plays a critical role in supporting the city’s fiscal health and enabling informed decision-making by city leaders.
Key Responsibilities
- Financial Oversight: Manages the collection, custody, and disbursement of local taxes, revenues, and funds for the city and the consolidated school board.
- Budget Management: Establishes and maintains a comprehensive budget system to provide financial insights to the City Manager and City Council for sound decision-making.
- Expenditure Control: Ensures that all expenditures are made in accordance with the annual appropriation ordinance or legally enacted supplements.
- Audit Preparation: Facilitates independent audits of the city’s accounts, books, and financial transactions to ensure transparency and accountability.
- Purchasing Agent Duties: Acts as the purchasing agent for all city departments, handling competitive bids, specifications enforcement, and procurement of supplies and equipment.
Contact Us
Monday - Friday from 8:30am to 5:00pm
333 W Locust St
Covington, VA 24426
Accounts Payable
Sylvia Brown
sbrown@covington.va.us
(540) 965-6312
Jessica Kessinger
jkessinger@covington.va.us
(540) 965-6314
Payroll
Lori Humphries
lhumphries@covington.va.us
(540) 965-6315
Crissy Smith
cesmith@covington.va.us
(540) 965-6311
Accounting Services
Susan Walton
Supervisor
swalton@covington.va.us
(540 965-6305
Finance & Amdinistration
David C. Bryant, Jr.
Director
dbryant@covington.va.us
(540) 965-6310
