Accounts Payable
The Accounts Payable (AP) department administers all District disbursements. AP observes the following operational and internal control workflow to ensure payments are authorized, represent the correct amount for goods/services received, issued to the appropriate vendor, and recorded and reported accurately.
AP coordinates with the Purchasing department to assist in the process of procuring services, materials, supplies and equipment.
Most of the current vendors should be in the Banner system.
If you cannot find the vendor in self-service Banner or if you know this is a new vendor, please have the vendor complete a W-9 Tax Form, (payments will be made payable to the name on the W9 tax form) and send it to Accounts Payable at [email protected]. This will help Accounts Payable add it to the vendor file and expedite your payment requests.
Vendor Selection
Link to Software and Technology Workflows
Pre-authorization
- W-9 on file, vendor accepts standard District payment methods, and other
- Standard payment method link or explanation
Authorization
- - purchase order, contract, or other forms with vendor
- appropriate level of signing authority.
link Delegation of Authority board reso 2022-25
Confirmation
In order to initiate any of the below financial disbursement with Accounts Payable, all employees are required to use the authorized Accounts Payable Forms. The forms are in PDF "fill-in" format and are the only approved standard forms that Accounting will accept.
Supporting documentation? Receiving document, invoice etc. Signed off.
Payment
Payee matching to invoice/contract/W-9;
Account string (FOAP) is necessary for all forms - direct pays, payment authorization forms.
Reporting
Statement about financial reporting, timing, 1099s, W-9/W-8BEN, 90-days for expense reimb, deadlines, year-end, etc.
Guidelines for District disbursements
- Accounts Payable Forms
- Policies and Procedures
- IRS Standard Mileage Rate
- Link for Payment Method Types (Standard Payment Methods)
A list of some of the disbursements A/P handles are as follows:
- Invoices associated with
- Direct Pay Requests
- Purchase Orders
- Standing Orders
- Independent Contractor/Limited Engagement Agreements Requests/Payment Authorizations
- Utility Bills
- Telephone Bills
- Library Bills
- Foundation Payments
- Travel Advances
- Travel Reimbursement
- Mileage reimbursements
- Financial Aid Campus Refunds
- Financial Aid BankMobile Payments
- Other allowable expenses