ACCOUNTS PAYABLE PRESENTATION

1. ACCOUNTS PAYABLE PRESENTATION

2. ACCOUNTS PAYABLE STAFF ERMELINDA CONTRERAS(EXT.271) ACCOUNTS PAYABLE SUPERVISOR RENTS-RUSH PO’s-PROVIDERS-INSURANCES CYNTHIA ALVARADO (EXT.272) LETTERS A-Z- CHARTER SCHOOLS-OFFICE DEPOT-KAPLAN AURORA GONZALEZ (EXT.268) UTILITIES-MILEAGE-PETTY CASH ESMERALDA DIAZ (EXT.321) VISA LETISIA MARTINEZ (EXT. 510) CHENEY BROTHERS.- MCARTHUR, ETC.

3. TAX EXEMPT FORMRCMA IS EXEMPT FROM PAYING SALES TAX

5. FORM W-9

7. RCMA USES A PURCHASE ORDER SYSTEM • PO’S ARE PRENUMBERED • PO’S ARE THREE PART CARBON COPY • YELLOW COPY IS SENT TO A/P • WHITE & PINK COPY SHOULD BE KEPT IN CENTER FILES.

8. Paper Work Flow

9. 1. Fill in the name of Company 2. Write in your center name 3. Date 4. Purchaser’s Name 5. Center Fund, etc. 12..AC,PC, or CC 6. Fill in quantity of goods 7. Write in a brief description of goods or services. 8. Unit price 9. Amount 10.Total Amount 11. Authorized Signature

10. Steps to fill out purchase order • Fill in the name of Company you are placing an order of goods or services with. • Write in your center name or use center address stamp. • Date goods were ordered or services performed. • The name of the staff person making the order, • Write in center number or any special funds being used to pay for the goods or services. Center Fund, etc. • Fill in quantity of goods example: number cases, boxes or each unit. • Write in a brief description of goods or services. • Unit price of item ordered. • Amount is the total of units times the price per unit. • Total Amount • Authorized Signature • After purchase order is filled out, it is then forward on to executive staff for approval. AC,PC, or CC

11. Purchase Order Continuation

13. Instructions for Mileage Form Destination and purpose of trip must be filled out. Odometer readings must be used not trip meters. Tolls and parking receipts must be attached to mileage form. Meals per diem (overnight trips only) must be claimed on mileage form not on Po. Meal allowance are: Breakfast $6.00 (6:00 Am- extends beyond 8:00Am) Lunch $11.00 (12Noon- extends beyond 2:00Pm) Dinner $19.00 (6:00 Pm- extends beyond 8:00Pm) Forms must be approved. Originals must be sent to Accts. Payable for payment. Maintain copy for your records.

16. Petty Cash Reimbursement

19. Accounts Payable Check List • Sign all purchase orders and packing slips. • Attach purchase orders and packing slips to each bill it applies to. • Make sure all PO’s are approved. • Answer all questions below. Answer These Questions: Are all PO’s & bills signed and approved? Are original bills and or receipts attached to Po’s? Are W-9’s attached to new vendors providing services for the first time? Are you sending Po’s, bills, and receipts on a timely manner?

20. Accounts Payable "Do Not" List • DO NOT: • Send a PO without an approval or a signature. • Send PO without a total at the bottom. • Send copies of receipts, Always send in originals. • Send Rushes after 11:oo AM. • Send a Po without a list of names when going to a lunch meeting, etc. • Place food orders by phone, only by internet. Every center should have access, only in an emergency do your order by phone. Also, on phone orders you have to itemize on the PO what you ordered. • Send Po without specifying what the purchases are for. Example: Parent meetings, Classroom supplies, maintenance supplies, office supplies, etc.