Accounts Payable for Classified Personnel Participants

Transcription

1 Accunts Payable fr Classified Persnnel Participants Hwie Barber, CPA, MCPPO Schl Business Administratr Greenfield Public Schls February 10, 2016

2 Accunts Payable fr Classified Persnnel Participants Overview

3 Requisitin; Apprval(s); Purchase Order; Receiving; and Payment Prcessing.

4 Cncerns f the Cmpnents REQUISITIONS - nt prepared at the cst center; paper frm r template used APPROVALS - t many required at t many stages in the prcess PURCHASE ORDERS - nt required fr all Purchases; nt integrated int Gen Ledger; nt cntrlled by District; bid/qute prcess t lng

5 Cncerns f the Cmpnents (Cnt.) RECEIVING - delays in checking items; n use f packing slips; lack f fllwup n items nt received r back rdered PAYMENT PROCESSING - prblems getting warrant payment authrizatin; delays in getting sufficient dcumentatin frm cst center

6 Accunts Payable fr Classified Persnnel Participants Requisitin Prcess

7 Requisitining Prcedures Wrds t live by: Massachusetts Unifrm Prcurement Act, M.G.L. c.30b requires the fllwing n all purchases nt n City r State cntract: Prcurements under $10K use sund business sense Prcurement between $10k - $34,999 require 3 written r ral qutes Prcurement ver $35K require sealed bids r prpsals.

8 Requisitining Prcedures (Cnt.) Use f State Cntracts Cmm-Buys City / Twn Cntracts Requesting qutes frm vendrs Catalgs and On Line

9 Requisitin Prcess Requisitin frm shuld cntain: Requisitin number assigned by the requisitining schl/dept Date the requisitin was frwarded t yur ffice Name/address f the requisitining schl/dept ship t address if it s different frm the requisitining schl/department Organizatin and accunt number Vendr Name Vendr Number Cntract Number

10 Requisitin Prcess (Cnt.) Requisitin frm shuld cntain (Cntinued): Quantity Unit measures (each, cartn, bx, galln, etc.) Detailed descriptin f items being rdered. Include part # s, ISBN #s, make, mdel, etc. Unit cst Ttal Cst (including shipping) Signature f the principal/directr r whmever is respnsible

11 Requisitin Prcess (Cnt.) Validatin Verify rganizatin and accunt numbers Check availability f funds Check authrized signature and delivery address Check apprpriateness f purchase Check and apply apprpriate City r State cntract. Apply cntract vendr and pricing, if apprpriate. Apply vendr number, if available Perfrm data entry f requisitin int Financial Management System Requisitin is reviewed and apprved by the designated purchasing fficial fr the City

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13 Accunts Payable fr Classified Persnnel Participants Purchasing Prcedures

14 Purchasing Prcedures Purchase Orders Purchase rder is printed, number autmatically assigned, n a 4 part frm in the City s Infrmatin Technlgy Dept. Purchase rder is sent t the Prcurement Officer fr signature (r stamp). (Larger Districts) If the purchase rder ttals ver certain threshlds (ex. $10k), it is sent t the City s Budget Directr fr signature The apprved purchase rder is sent t the Materials Management ffice. Purchase rder is split t its 4 cpies Original cpy is sent t the vendr by USPS, r fax A cpy is sent t the receiving schl/department Tw (2) cpies are kept fr accunts payable (Cnfirm with yur City/Twn)

15 Purchasing Prcedures (Cnt.) File Maintenance Accunts payable cpies (2) f the purchase rder are kept, file by purchase rder number, in hard cpy; The receiving cpy, which was sent t the schl/department wh issued the requisitin, returns this cpy t Accunts Payable signed when the rder is received cmplete; This signed cpy is filed with the A/P cpy until receipt f the invice; and Invice, with apprpriate purchase rder number referenced, is received and matched with the crrespnding purchase rder.

16 Purchasing Prcedures (Cnt.) Purchase Orders Clear rder numbers and descriptins Online purchasing may be utilized, but nly after issuing a purchase rder. The purchase rder must be used in this prcess. Vendr Relatins Gd relatins with vendrs are beneficial Preferred custmer status Prmpt payment Discunts

17 Accunts Payable fr Classified Persnnel Participants Accunts Payable Prcedures

18 Accunts Payable Accunts payable cpies (2) f the purchase rder are kept, file by purchase rder number, in hard cpy; The receiving cpy, which was sent t the schl/department wh issued the requisitin, returns this cpy t Accunts Payable signed when the rder is received cmplete; This signed cpy is filed with the A/P cpy until receipt f the invice;

19 Accunts Payable (Cnt.) Invice is reviewed against the purchase rder fr crrect items, quantity and cst; If the receiving cpy f the PO has nt been filed, the invice is filed with the A/P cpy; If the receiving cpy is nt filed within ten (10) wrking days after receipt f the invice, the receiving schl/dept shuld be cntacted.

20 Accunts Payable (Cnt.) The payment prcess begins when the invice has been checked favrably against the purchase rder and the receiving cpy has been filed; The payment prcess cnsists f marking up the A/P cpies f the purchase rder; writing the invice number, invice date, invice amunt and checking ff the bx indicating cmplete r partial payment. The same infrmatin is marked n bth cpies f the purchase rder; One cpy f the marked up purchase rder, with the riginal invice, is sent t the Auditing Department at City / Twn Hall in a draft; Daily vs. Weekly and Quantity will vary by District

21 Accunts Payable (Cnt.) This purchase rder and invice is apprved fr payment by the City Auditr and sent t the City Treasurer fr check issuance; The secnd cpy f the purchase rder, with a cpy f the invice, is kept by the A/P clerk; The payment date is verified and, alng with the check number, nted n the A/P cpy f the purchase rder; This cpy f the purchase rder and invice, with the invice number, invice date, payment date, payment amunt, check number is scanned and electrnically filed; Paper cpies are destryed.

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23 Invice Partial Payments Partial Payments Purchase rders shuld be paid, upn receipt f invice, fr any supplies, materials r equipment verified as received; Phtcpy f purchase rder is marked up in the same fashin as a full paid purchase rder; partial bx is checked; Payment is subtracted frm the ttal PO amunt and tracked n the face f the A/P cpy f purchase rder; Original A/P cpy f the purchase rder is marked up and sent fr payment with final payment.

24 Accunts Payable fr Classified Persnnel Participants Accunts Payable Emplyee Reimbursement Prcedures

25 Emplyee Reimbursements (AP) Emplyee Reimbursements Direct payments are used t reimburse emplyees fr travel expenses r services they prvide t the system Re: supplies. Emplyees may nly be reimbursed up t $25.00 r with prir written apprval. Re: travel expenses. Emplyees must submit the fllwing fr reimbursement fr travel Itinerary Apprved travel authrizatin frm, signed by apprpriate supervisr

26 Emplyee Reimbursements (AP) (Cnt.) Emplyee reimbursements Travel reimbursements (cntinued) Receipts fr meals. N alchl r tbacc prducts will be reimbursed. Meals are reimbursed at the IRS per diem rate by lcatin; Receipts fr transprtatin; airline, train, taxi r mileage in persnal vehicle; and Receipts fr htels. It is preferred htel rms be reserved and paid n a purchase rder. Hwever, it is acknwledged sme htels d nt accept purchase rders.

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28 Cntact Infrmatin: Hward Barber, CPA, MCPPO Schl Business Administratr Greenfield Public Schls 141 Davis Street Greenfield, MA Ph: Fax: