FINANCIAL SERVICES
Accounts Payable

Accounts Payable issues checks weekly, with adjustments for district holidays.

Purchase orders and original invoices must be received for them to be  processed for payment.

A purchase order may be prepaid when registering for a workshop, conference or when paying for a membership. A prepaid purchase order must include documentation for payment, such as the conference registration.

Original documentation is always needed for payment of purchase orders, travel claims, and reimbursements.

Accounts Payable Reminders

Net 30: All vendor invoices need to be paid with 30 days. Forward receiving reports as soon as orders are received. Attached listings of items ordered need to be 
forwarded along with the receiving reports. Receiving reports should be signed and dated. 

(Note: At fiscal year end, the date indicated on the receiving report determines where the expense will be placed.)

Partial receiving: If only part of order is received, forward or fax partial receiving report. Please check off items received so your receipting can be verified against the 
invoice. This is to ensure that items not received are not paid.

Complete receiving: If order is complete, forward blue receiving report. Fax the report only if requested by A/P.

Double Shipments: If your school receives a double shipment (or unwanted items) on any order, contact vendor for return authorization and instructions. Get a shipping 
receipt or some proof of return to maintain in your files. If you decide to keep the duplicate shipment, prepare a change order against the original purchase order to increase 
the amount.

Change Orders: Process as soon as requested. Please note change orders are not required for price increases that do not exceed the purchase order by more than 
$50.00.

Petty Cash: Receipts are now reviewed and balanced by Petty Cash monitor (Kelly Phillips, Dept 750)

Prepaid Purchase Order: Must follow up with signed receiving report , along with an original receipt, invoice or Consultant Reimbursement form. Also, all unexpended funds 
must be returned.

Blanket Purchase Orders: Specifically office supply orders. Due to high volume, must be paid promptly. When orders are received, please sign packing list and forward to 
Accounts Payable immediately.

Vendor Invoices: As indicated on district purchase orders, vendors should mail all invoices directly to Accounts Payable. However if these invoices are sent to your 
location, forward them to Accounts Payable, along with purchase order receiving report.

Expenditure Request Forms: Please utilize these forms only for the purposes listed; avoid having to request ratification by the Superintendent.

Deadlines: Please note new Accounts Payable Check Run Schedule and process pay request accordingly. 

Inquiries: