Accounts Payable Training

1. Accounts Payable Training New Hanover County Schools Finance Department

2. Agenda • Accounting Staff • AP Schedule • Check Requests • Direct Payments • Employee Expense Reimbursements • In-County Travel • Receiving for Purchase Orders • DocAgent

3. Accounting Staff • Dawn George: Accounting Supervisor x4354 • Pam Edens: Accounts Payable-Vendors M-Z x4251 • Lori Green: Accounts Payable-Vendors A-L x4357 • Malita Lane: Fixed Assets, In-County Travel x4324 • Jim Sinclair: Accounting Journal Entries, Expense Reimbursement, Check Requests x4250

4. Finance Department Staff Finance Directory: www.nhcs.net/finance/ Organization Chart: www.nhcs.net/humanresources/orgchart/finance.pdf

5. Accounts Payable Update • Accounts Payable Schedule • NEW! AP Check Run Schedule is published on website. • Items received by 5pm Wed., check is released by 1pm Friday of the following week. • Summer Schedule is the same except checks are not released until 8am on Monday. • Holidays and Year End may require a change in the schedule. Finance will announce any change.

6. Accounts Payable Update • Check Requests – Required Information • “Who” are we paying. • “Where” are we sending payment. • “What” is the purpose for the payment. • “How” much is the payment. • “Budget Code”- Is it appropriate and sufficient balance. • “Approval”- Original signature with budget authority. • “Receipt/Invoice”- Must be an original receipt/invoice.

7. Accounts Payable Update • Direct Payments • Direct Payment Forms are on the website: • Disbursement Violation Form • Emergency Purchase Form – Bona Fide Emergencies • Remember - Most purchases over $100.00 require a purchase order! • There are a few things that don’t require a PO (Why do you think these are exceptions to the rule?): • Contracts for Staff Development Presenters and Arts Performances • Emergency Payments as defined by Board Policy 3410. • Purchases of Food or Supplies under $100.00. Do not split purchases in multiple transactions! • Misc. Fines or Fees, Travel Advances or Reimb., Staff Development Reg., School General Fund Reimb. And Renewable Annual Agreements. • Utilities and Postage

8. Accounts Payable Update • Employee Expense Reimbursements • Must be submitted within 30 days of travel. • Original receipts are required (Hotel, transportation, registration, etc.). • Date and time of departure and return are required. • Receipts are not required for meals but conference covered meals are not reimbursable. • Attach support for mileage (Mapquest). • Lodging which exceeds the State rate must be paid with Local funds. • Employee AND Supervisor must sign the form.

9. Accounts Payable Update • Monthly In-County Travel • Must be submitted MONTHLY within 30 days of travel. • Use the current form on website. • Open in Excel and form will automatically total. • Date of travel and “to” and “from” are required. • Use the mileage chart on the website. • Employee AND Supervisor/Budget Manager must sign the form.

10. Accounts Payable Update • Other Options for Payments • Pay directly from the School’s General Fund and then request reimbursement through a Check Request. • Pay directly with Procurement Card if the encumbered amount is for the correct amount and budget code. • Employee pays directly with Supervisor approval and then is reimbursed through an Employee Expense Reimbursement.

11. Accounts Payable Update • On-Line Receiving in SunPac • Under the “Purchasing Menu” • Choose “Enter PO Receipts” (Option # 9) • Detailed - Purchase Order • Blanket - Purchase Order

12. Accounts Payable Update • DocAgent • Software program which allows retrieval and routing of electronic versions of Invoices, Purchase Orders, Receiving Documents and Check copies.

13. Accounts Payable Update • Remember we are here to help!