Efficient Accounts Payable Guidelines for School District Staff

1. Accounts Payable San Antonio Independent School District 2018-2019

2. Accounts Payable • Toni Nelson Assist Director-Financial Services 554-8640 • Arlene Loya A,F,N,W,Z Learning Zone 554-8643 • Alice Alcorta B,K,Q,R,U, School Mart (Travel N-Z) 554-8648 • Tenisha Capers D,H,I,Y,L 554-8647 • Valerie Stone S, Regions, ACH Set Up 554-8642 • Andrea Hernandez American Airlines, Vendor Set Up 554-8644 • Christina Arriaga Lakeshore, Student Activity (High/Middle) 554-8634 • Leticia Hernandez HEB, Student Activity (Elementary) 554-8632 • Christy Dalros C,J,M,P,E, Jones and Cook, (Travel A-M) 554-8645 • Erma Garcia G, O, V, T, X 554-8595 • Leticia Olvera Check Disbursement 554-8552

3. Table of Contents • Payment Authorizations Forms • HEB Courtesy Cards • Travel • ITCCS • Closing Remarks

4. Submission of Payment Authorizations • Purchase Orders thru Requisition System • Reimbursement and Advance Request (AB-17)

5. Reimbursement and Advance Request Form(AB-17) • Limited Use Only-Must be Pre-approved • Uses: Game Officials (Middle School) • Funds are not encumbered • Other uses must be pre-approved by the Finance Dept. before submitting for payment.

6. Sample of AB-17

7. Requisition Request for Purchase Order • Requisition submitted through purchase requisition system & becomes a Purchase Order • When submitting a requisition, assure that you are using the correct vendor. • Campus / department receives goods or services • Principal / department head signs and dates PO marked Receiving Report Copy and forwards to Accounts Payable within 10 workdays of receiving goods or services

8. Purchase OrderPartial Payments • If items ordered on the Purchase Order are not received in full, the principal/department head must authorize a partial payment by writing the following: • Amount authorized to be paid. • “Partial # 1, Partial # 2”…etc. • If multiple partials, attach an approval sheet. • If using multiple PO’s make sure to reference each PO and the amount

9. Purchase Order Partial Payments (Cont.) • Principal/Department head signs and dates P.O. next to the amount authorized to be paid. • Do not sign the Purchase Order on line provided as Approved By:______ until the final payment is made. • Principal/Department Head’s are authorized Signers • Facsimile Signatures (stamps) are NOT permissible.

10. Partial Payment #1

11. Partial Payment #2

12. Final Payment

13. Partial Payment Submission Form

14. Full Payment

15. Close PO Why Close PO? Doing so will place the unused money back into the budget code and allow you to use funds for something else.

16. What’s wrong with this?

17. HEB Courtesy Card • Available for miscellaneous purchases to meet student needs • Must have HEB P.O. encumbered • Card should be tracked through usage of the HEB Courtesy Card Log • Purchase of Gift Card/Certificates is only allowed for Student Incentives (Fund 173)

18. HEB Courtesy Card (cont.…) • Receipts should be submitted for payment weekly or at least every other week. • When submitting your receipts do not use highlighters as it erases important information • When sending in receipts, make sure too use one staple to attach the receipt to a blank sheet of paper • If a receipt is not submitted within 90 calendar days of Purchase, the courtesy card will be placed on hold by HEB • Once placed on hold, “all” outstanding receipts must be paid before HEB will release the hold.

19. Office Depot • Make sure you have access to print your own Office Depot Invoices *Why?: Office Depot is the largest district account by volume. Printing your own invoices enables us to be able to process payments to the vendor within the required 30 days. *Office Depot is now placing campuses on hold if invoices are delinquent by more than 60 days. If you don’t have access please contact Robin Vargas at 224-2781.

20. Office Depot Instructions • Sign into Office Depot https://business.officedepot.com/ • Login Name: ­­­­­­­­­­­__________________________ • Password: _____________________________ • Click on “My Account” (in the My Account tab on top of screen) • Click on “Go to Online Reporting” (on the left column side) • Click on “Bill Management” • Click on “Total Open Receivables” amount • Change Transaction Type to “All Transactions” • Click on “Show More Search Options” • Purchase Order “xxx-xxxxxx” (org.-PO number) ______________ • Click on GO • Select Transaction link • Click on “PDF Copy” (on the upper right side) • Then print out invoice

21. Travel • Registration, lodging, and airfare should be encumbered with a requisition and paid with a Purchase Order. (Trip Authorization and conference details should be attached to all travel payment requests) • Submit Trip Authorization timely with request for payment for lodging, registration and airfare • Why?:Take Advantage of early bird discounts on airfare, lodging, and registration • Carpooling is required • Meals are not reimbursed for non-overnight travel • .

22. Travel (Cont…) • Airfare - Airline Tickets should be secured by the campus or department through Petry Travel. Once the price is verified with Petry, they will send an invoice; • immediately submit a requisition for the amount listed on the invoice payable to American Airlines for the amount of the ticket. Do Not send in any quotes, as we are not able to pay off of quotes • Once American Airlines statement is received, A/P must pay all airfare listed on the statement; therefore timely submission of requisitions is important. • No travel advances will be given unless you are traveling with students.

23. Travel (Cont.) • Upon returning from district travel, your travel worksheet must be submitted within 5 working days for reimbursement of out-of-pocket expenses. • Failure to submit travel worksheet within the 5 day requirement may result in future travel authorizations being denied and/or any travel amount that has been advanced to be deducted from employee’s payroll check. • Contact Angie Vanegas @ 554-8582 should you have any travel questions.

24. Dates and Methods of Payment • Allow a minimum of approximately two complete work weeks to process payment requests. • Checks are processed for payment each Wednesday and mailed out to vendors on Fridays. (Exception: Holiday Periods) • Checks issued to employees for reimbursements may not be picked up. They will be sent to the campus location to which the employee is assigned. • Checks that are issued to vendors may not be picked up. These checks will be mailed to the address on file.

25. Vendor Set Up & Ach • Check ITTCS to verify that vendors are not already set up before submitting documentsto accounts payable. • The turnaround time for new vendor set ups is 48 hours. (During Business Hours) • Make sure all vendor set up forms are current before submission to accounts payable. • Before turning paperwork in, check for accuracy that the employee ID number matches the person being reimbursed.

26. Vendor Set up & ACH Continued… • IMPORTANT! When requesting a reimbursement for employees, ensure that the employee ID number is on the PO, PA, or mileage request form • In order to set up an employee in ITTCS there are no documents needed. Simply send an email with the employee name, campus/department AND org number, along with the employee ID number. • Make sure to use the employee’s legal name, NO nicknames.

27. Reminders • Employees must use the Texas Sales Tax Exemption Form when making purchases. The district will not reimburse employees for taxes paid on items. • All original receipts /invoices must be affixed to a blank letter size page. No more than two invoices per page. • Reimbursement requests for less than $10 should be held until a total of $10 or more has been accumulated. If the total still has not been reached requests may be sent in twice a year: during December and May.

28. Reminders (Cont.…) • Gratuity is not reimbursable. Exception: Mandatory Gratuity is limited to 15%. Mandatory must be denoted on receipt by restaurant/vendor. • Log all checks that come to your campus. Have individuals sign and date when they receive them. • If you have a check that is no longer needed, please send it back to Accounts payable along with a note stating why the check was not needed. • When submitting mileage and reimbursement forms be sure to include the AB17 # and a sufficient budget code.

29. Frequently Asked questions related to ITCCS • How do I know if an Invoice or PO has been paid? • How can I find out what my balance is on a specific budget code? • What are the outstanding PO’s for my campus / department?

30. To Log into ITCCS Double Click on the ITCCS Sign In Icon

31. CLICK: Sign In

32. TYPE USER ID: (Your RACF ID) GSAXXX PASSWORD: Do not share your password for any technology application. (campus budgets, requisitions, office depot, fixed assets, etc.) User ID: (Your RACF ID) GSAXXX PASSWORD: Your password

33. County / District: 015907(Your Campus #) Application: Finance or Req County / District: 015907(Your Campus #) Application: Finance or Req

34. Set Up: My Menu This function allows you to create a customized menu of frequently used screens. Click: My Menu

35. EDIT: Allows you to add or delete screens. Click EDIT

36. Enter your Screen Description and Page ID Suggested Screens: WFN5750 Has Invoice Been Paid? WFN5760 Outstanding PO’s? WFN5795 What’s been Paid on Budgt Code? WFN5885 Has PO/PA Been Paid? WFN5915 Balance on Budget Code/Club Acct WFN5835 Vendor Name Inquiry Choose Screen Name You Would Like to Enter

37. Enter your Screen Description and Page ID Type Description: Outstanding PO’s? Page ID: WFN5760

38. When finished entering screen information CLICK: Save. CLICK: Save

39. Screen WFN5915 Balance on Budget Code

40. Screen WFN5915 Type in Budget Code and click on find. You can also click on the red details button to the right of the screen to view all transactions in this budget code.

41. Clicking on the red button details the following results:

42. Screen WFN5750 Has invoice been paid?

43. Screen WFN5750 Type in the invoice # that you are looking for then click the find button.

44. Screen WFN5885 Has Purchase Order / Payment Authorization been paid?

45. Screen WFN5885 Type in the Purchase Order (PO) number and click find. This screen will tell you the total check payments made against PO. Click on List Invoices in the left corner to view the invoices that have been paid against this PO.

46. Screen WFN5885 Clicking on List Invoices details invoices paid.

47. Screen WFN5760 What are the Outstanding PO’s for my campus / department?

48. Screen WFN5760 The Budget Code can be masked to provide the information you want.

49. Accounts Payable Tips • ITTCS passwords are not to be shared. Why?: This is a Violation of Internal Control, separation of duties, and allows opportunity for misapplication of funds. • Principal’s (or Director’s) signature is required for authorization of payment. The appropriate Asst. Superintendent may sign in Principal’s absence. Signature authority may be delegated for extended absences only. Other staff my not sign Principal’s name. • Principals are not allowed to sign for their own reimbursement. The appropriate person must sign off on the principals reimbursement.

50. Accounts Payable Tips (Cont.) • Utilize appropriate budget codes from your budget -62xx – Contracted Svc -63xx – Supplies -64xx – Travel/Staff Development -66xx – Furniture/Equipment • HEB account card/log are subject to random audit Why?: Review of eligible purchases & maintenance of receipts/record, accountability of card issuance.