Accounting Policies And Administrative Procedures

Accounting Policies and Administrative Procedures

The Accounting Department complies with and enforces all current Board of Trustees approved policies along with IRS Regulations, Educational Code Sections, GASB Regulations, and other federal and state rules. In addition, a close working relationship is maintained with the external audit firm to stay up-to-date and implement necessary accounting changes. Other important policy links:

Petty Cash Procedures and Forms

Procard

WHEN USING A DISTRICT CREDIT CARD ASK YOURSELF THESE QUESTIONS:

Would I be comfortable submitting this credit card transaction to the Board of Trustees for approval?

Could I defend this expenditure to a group of reports, the district attorney, or the Audit and Finance Committee?

Is this an "actural or necessary" use of Public funds?

Remember that "public funds" includes all General Fund 114, funds 115, 121, 122, 125, 400, Campus Centers 128, Bookstores and Food Services. These are all the funds we manage with the exception of the Foothill-Foundation.

NOTE - If you answer no to any of the questions above please contact the Accounts Payable Department to find out how to proceed with your purchase using a different form of payment.

FAQ's on district expenses

When Trip Vouchers are submitted for a conference please include a copy of the conference schedule. Remember to record the start and end dates and beginning and ending times.

If per diem is claimed for a meal that is included as part of the conference fee, include an explanation from the supervisor as to why the meal should be reimbursed.

If employee pays for others, the names of whom they paid for are to be noted on the trip voucher.

We encourage employees to have the district pay for the cost of trips and conferences through the use of check requests or district ProCard.

For travel purposes, if an employee uses a personal credit card to purchase hotel/motel, airfare or conference fees, a reimbursement will not be issued until after the date of the trip along with proof of payments.

Do not include your Social Security Number on the Trip Voucher.

Claims for reimbursement are to be submitted within 90 calendar days following the trip. Claims for expenses incurred in the months of April, May, or June must be submitted by July 15. Please note that claims from a prior fiscal year will not be paid.

Mileage

January 1, 2014 - IRS mileage rate is .56 cents

Employees are encouraged to check the district web site for the most popular sites and the agreed upon mileage, or use map quest to support their claims.

http://business.fhda.edu/_downloads/Mileagecalculations.pdf

Mileage reimbursement shall be computed and paid from either the employee's designated place of employment or residence, whichever is less.