Accounts Payable / Accounts Receivable Overview

  • Welcome to the Accounts Payable and Accounts Receivable Departments! In order to best serve you Accounts Payable department is divided into two areas, "Vendors A - J" and "Vendors K - Z".

    Accounts Receivable receives all Purchase Orders, handles invoicing/journaling and district scholarships. Plus, receives all monies on behalf of the school district. Additionally, Accounts Receivable is always available to meet your needs and answer any questions.

     
     

Expense Reimbursment Instructions

  • How to Submit a New Reimbursement Form:

    Employees can use the below links to start a new Reimbursement Form

    When you click the link, you will be taken to the Form Preview page. Please type in your name and email and then click the “Go To Form” button. You will be redirected to a blank Reimbursement Form, which you can proceed to fill out and submit using the red “Submit” button that follows you down the middle of the page. When you submit the form, you will be prompted to select from a dropdown list the Secretary from your school site or department who needs to review your form, add a SACS code, etc.

    Once the forms is submitted to the Secretary, you will receive an email from Informed K12 notifying you that the form was successfully submitted. This email contains a link to access a read-only copy of your submitted form. From the read- only copy online, you can download a PDF of your form and track the progress of your form. Be sure to attach any receipt copies, App to Attend, or any other required documentation electronically. See the “Add Attachment” link at the bottom of the form. Note the 3 web-links in the upper left corner of the form where you can find Google Maps, the District Mileage Form, and the Form Instructions. Please take some time to review the form instructions on the Business Services website. Note that meals will be reimbursed at the per diem rates (Breakfast $11, Lunch $16, Dinner $34). Please do not submit receipts for meal reimbursements.

     

Purchase Order Change Instructions

  • How to Submit a New Purchase Order Change Form:

    Employees can use the link below to start a new purchase order change form. When you click the link, you will be taken to the Form Preview page. Please type in your name and email and then click the “Go To Form” button. You will be redirected to a blank PO Change Form, which you can proceed to fill out and submit using the red “Submit” button that follows you down the middle of the page. When you submit the form, you will be prompted to select from a dropdown list for the Site Administrator/Director from your school site or department who needs to review your form. Once the forms is submitted to the Secretary, you will receive an email from Chalk notifying you that the form was successfully submitted. This email contains a link to access a read-only copy of your submitted form. From the read-only copy online, you can download a PDF of your form and track the progress of your form.

Vendor Forms

AP & AR Helpful Hints

  • In order to prepare for the upcoming year, please adhere to the following cut-off dates:

     

    Requisition Cut-Off Date:
    Open Purchase Order Cut-Off Date: 
    Cal-Card Cut-Off Date: 
    Mileage & Reimbursement Claims Cut-Off Date:

    April 26, 2019
    May 10,2019
    May 17, 2019
    May 31, 2019

    Any purchase requests submitted after April 26th will require advance authorization from both Business Services and Ed Services and should be for emergency-only purchases.  Please plan ahead and do your purchasing now!

    Reminder:  Cal-Cards are only to be used for travel expenses, for a purchase from a vendor that does not accept purchase orders, or for extreme emergencies where planning ahead is not an option.  All other purchases need to be made on a requisition or refunded through a reimbursement claim.

    Reimbursement claim forms must be received within 30 days from date of Conference/Trip or purchase:

    • 4100 Object Code: Textbooks
    • 4200 Object Code: Books
    • 4300 Object Code: Materials & Supplies
    • 4350 Object Code: Meeting Food Expenses
    • 5200 Object Code: Conference
    • 5851 Object Code: Duplicating - e.g., Ready Print, Kinko's, USA Copy
    • 5900 Object Code: Communications - includes postage, USPS, FedEx, UPS, etc.

Accounts Payable Contact Us

Accounts Receivable Contact Us