Accounts Payable Process

1. Accounts Payable Process By Donna Woodward and Leslie Foos

2. Donna WoodwardAccounting Technician Ext-7018 • General Fund Payables Letters A-N • Capital Projects Fund Payables • Transportation Vehicle Fund Payables • Revolving Fund • Warehouse

3. Leslie FoosAccounting TechnicianExt-7019 • General Fund Payables Letters O-Z • ASB Fund Payables • Investments • Bank Statements

4. Accounting Technician Process • Receive invoices from vendor • Send invoices to school/department that is receiving goods • Prepare invoices for payment after we have received signed invoice, signed blue purchase order, or signed packing slip.

5. Bookkeeper Process

6. When invoice, purchase order, and/or packing slip are ready for payment • Write “okay to pay”, initial and date • Date should be the date you received the goods or • Today’s date when signing for conferences, classes, etc.

7. Ready for Payment Page 2 • Send approved invoice, signed blue purchase order (if final payment), and/or packing slip to Accounts Payable . • Please try to always send the original signature. • Do not staple several invoices together as accounts payable may miss the ones stapled underneath.

8. Ready for Payment Page 3 Remember, when you are signing off on the invoice, you are signing for receipt of goods not for approval to use budget. Authorization for budget was given at time of administrator’s signature on requisition request.

9. When invoice, purchase order and/or packing slip are not ready for payment • Please inform Accounts Payable about the problem and what has been done to correct it • Has Vendor been contacted? • Has merchandise been returned? • Is credit going to be issued? • Are they sending a replacement?

10. Not Ready For PaymentPage 2 • Accounts Payable can’t short pay invoices for items being returned or damaged items. We will pay invoice when credit is received. • When item is being returned to the vendor, please complete shipping form 25B.

11. Return Authorization Form 25B • Return Authorization Form 25B (See Attachment A) is located on the S-Drive under Purchasing Procedures and Forms. • Determine who is paying for the return. • Vendor -They should issue a call tag for return shipping. • School District

12. Return Authorization Form 25B Page 2 • Contact the vendor to obtain a Return Authorization Number (RMA#) and instructions on how and where to return the merchandise. • If the vendor does not require a RMA#, document name and phone number that authorized the return on the Return Authorization Form 25B.

13. Vendor is responsible for return shipment • Insert a completed copy of Form 25B in each package to be returned to the vendor. Document on the form how many boxes you are sending. • Seal box securely. • Mark the outside of the box with the RMA#, (if provided).

14. Vendor is responsible for return shipment Page 2 • Attach customer call tag receipt on the original form 25B (white) and document date of UPS pick up. • If the original purchase was by purchase order retain the second copy (yellow) in building files and send original (white copy) to Accounts Payable. • If the purchase was via the procurement card, file a second copy (yellow) with the credit card receipts and forward the original Form 25B to Accounts Payable.

15. SKSD is responsible for return shipment • Insert a copy (pink) of Form 25B in package to be returned. • Seal box securely. • Fill out UPS label(s); one per package. • Forward package(s) with original Form 25B taped lightly to the box to the warehouse via district courier. • Warehouse will forward the white copy with the tracking number attached to Accounts Payable.

16. SKSD is responsible for return shipment Page 2 • If the original purchase was by purchase order retain the second (yellow) copy in the building files. • If the original purchase was via procurement card, file the second copy (yellow) with the credit card receipts and attach to statement when credit is received.

17. Accounting Deadlines(Attachment B) • Please send invoices daily or at least weekly. • If an invoice needs to be paid in a specific check run, it must be received in accounting by the bookkeeper cut off date.

18. Rush Payment • Definition: After bookkeeper cut off and invoice needs to be paid before the next bookkeeper cut off. • Please email or call Accounts Payable so invoice/purchase order can be located for payment processing.

19. Rush Purchase Order/Payment • Definition: Invoice received prior to a purchase order being requested (possibly confirming purchase order) • If invoice sent to Purchasing as an attachment for a purchase order, please sign off on invoice before sending it to purchasing. This alleviates the invoice being returned to school for an okay to pay.

20. Prepayment Purchase Order/Payment • Definition: Vendor doesn’t accept purchase orders and payment will need to be made at time of order. • If payment document sent to Purchasing as an attachment for a purchase order, please sign off on it before you send it to purchasing. This alleviates the invoice being returned to school for an okay to pay. • Please let Accounts Payable know if this is a rush payment. • Procurement card can be used for payment if vendor accepts credit cards.

21. Blanket (Requisition) Orders • Order Form must be sent to Purchasing. • Supply account code. • On KCDA- only use multiple account codes on one order if each account code is less than $50.00.

22. Change Orders • Definition: Any price, quantity, or product change after vendor has received order. • Note change on requisition form or purchase order. Make a copy and have budget administrator sign and date the copy. • Send original signed copy to Purchasing.

23. Increase to Purchase Orders • Definition: Monetary increase to the original open Purchase Order. • Note change on Purchase Order. Make a copy and have budget administrator sign and date the copy. • Send original signed copy to Purchasing.

24. Petty Cash Procedures(Attachment C) • Prior approval is required from a Budget Administrator before a purchase may be made. A suggestion for this is to complete a “Request for Purchase Form #68 ADM”.

25. Petty Cash ProceduresPage 2 • Receipts must be attached per the following guidelines: • Only original receipts are acceptable. • Credit card receipts should include the itemized register tape. • A cash register tape should be itemized. • For postage reimbursements, submit a postal receipt or an envelope marked “postage due”.

26. Petty Cash ProceduresPage 3 • Receipts that should be reimbursed on other forms are not reimbursed on petty cash such as parking, ferry and gas. • Mark receipts paid when you reimburse the employee for it. • Replenishment of the petty cash fund is required at least once a month or more often if necessary.

27. Miscellaneous • Non-curricular food purchases (including petty cash) should have a completed yellow Open PO For Food (Attachment D) form attached to the receipt. • Subscriptions should be paid when ordered and invoiced. Most companies require payment before subscription begins.

28. Miscellaneous Page 2 • Please remind your staff that when they cancel a registration they should let the bookkeeper know so they can contact Accounts Payable. • Are there cancellation fees? • How will cancellation fees be handled by vendor?

29. Miscellaneous Page 3 • Sign off on packing slip that lists all of the items received so it can be used as okay to pay when invoice is received. • Throughout the year, please close any purchase orders that will not be used again during the current school year.

30. Miscellaneous Page 4 • Send invoices and credit memos to Accounts Payable to be entered into the system even if they zero out. • When signing off on the final packing slip or invoice, send the blue copy of the purchase order with them.

31. Several store’s register receipts are the invoice that Accounts Payable pay from. Send the receipts to accounting for payment. Albertsons Costco Fred Meyer Radio Shack Rose Crafts Saar’s Safeway Scott Mclendons Staples Walmart Miscellaneous Page 5

32. Miscellaneous Page 6 • If school receives invoice and/or statement directly from vendor, please forward to Accounts Payable.

33. Year End Closing • In June before you leave for summer, close any purchase orders that will not be used again. • Remind staff in June to turn in all receipts, packing slips, travel reimbursement (Attachment E), petty cash receipts, and mileage reimbursements (Attachment F) before they leave for the summer.

34. Year End Closing Page 2 • For invoices that you are signing off on in August or September, give the date that items were received at your school or at least the month. • All travel and mileage occurring prior to August 31 will be paid from the current year’s budget and should be turned in for reimbursement by the first bookkeeper cutoff in September.

35. Year End ClosingPage 3 • All food consumed and services that are received prior to August 31 will be paid from the current year’s budget. That includes any events that occur prior to August 31 for the next school year.

36. Year End ClosingPage 4 • All petty cash receipts dated prior to August 31 need to be reimbursed by the first bookkeeper cutoff in September. You will start a new reimbursement sheet for receipts dated on or after September 1.

37. WISE Training

38. Questions?

39. Who Ya Gonna Call? • Accounts Payable A-N, Revolving Fund • Donna Woodward x7018 • Accounts Payable O-Z, ASB Fund • Leslie Foos x7019

40. Who Ya Gonna Call? • Vendor Numbers • Angie Witt x7020 • Christine Nystrom x7023 (Backup) • Account Codes or Budget • Kelly Hawkins x7015 • Accounts Receivable • Dina McVey x7016 • Grants • Carrie Lee x7017

41. How did we do?