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Accounts Payable
Department
Accounts Payable Contacts
Specialist Carolyn Duncan [email protected] 336-0013
Analyst-
Construction/Citibank Nenita Bone [email protected] 336-0017
A-B Tish McMillan [email protected] 336-0014
D-G & Region 12 Sirena Diaz [email protected] 336-0015
H-K Erika Hopkins [email protected] 336-0016
L-P & PaySource Angela Tucker [email protected] 336-2767
Q-T & KISD
Procurement Card
Fund Andrea Sane [email protected] 336-0018
C,U-Z Jessica Cobb [email protected] 336-0154
You can also send emails to:
DL – Accounts Payable or
Weekly Check Cycle
Friday
Deadline to submit documentation to A/P for Tuesdays
check run
Monday
A/P prepares documents that have been submitted for
payment.
If you have a CR or EAR that MUST be paid on Tuesdays
check run, and are unsure if it has been paid, please contact
the appropriate A/P clerk
Tuesday
Vendor checks are printed by Treasury & submitted to A/P
for review (this procedure takes approx. ½ day)
Wednesday
Vendor checks are mailed out OR
Checks that are marked Hold for Pickup are made available
for pickup after 3PM at the Treasury Office
Purchase Orders
o A PO must reflect a ‘received in’ status in Teams
before A/P can process a payment.
o If, for any reason, items you ordered are received directly on
campus (instead of the Distribution Center) immediately
notify – via email, the Distribution Center of what items &
how many items have been received.
o Make sure to count all items as you receive them in boxes
(from vendor or Distribution Center)
o A/P can only submit payment with an invoice on PO’s.
Statements, packing slips, sales orders, etc. CANNOT be
used for payment purposes.
o A/P can process invoices that do not exceed 15% of the
encumbered amount if funds are available in the account
used for the PO
o Invoices that exceed 15% of the encumbered amount will
require approval from the requisitioner & The requistioner
will need to submit a BCR to cover the additional amount.
Employee Reimbursement Checklist
Local fund Professional Leave Reimbursement forms are
sent to Accounts Payable for payment
Scan and attach final documents in Teams OR
Email or mail copies of signed reimbursement forms and
miscellaneous receipts (i.e. parking) to Accounts Payable.
Federal fund Professional Leave Reimbursement forms are
sent to Budget for verification before being sent to Accounts
Payable. Originals MUST be submitted, along with receipts.
We no longer hold Employee Reimbursement checks for
pick-up, unless the check is for student meals.
Check Requests
o Be sure that attached documentation or provided invoice
includes the remit name and address for the vendor, and
make sure that info is what is listed in TEAMS
o If your request includes multiple lines, make sure each line
has a different invoice number.
o Prepaid registration fees require a check request OR
Use of the district Procurement Card to secure your spot
o The supporting documentation should be a copy of the
conference or workshop brochure/form and include the
following information:
• Total registration fee
• Address to mail the registration fee
• Name of the attendee
• Date of conference or workshop
Procurement Cards
Use vendor # 99005 to create Check Requests
The receipt and statement for all transactions must be
provided or attached in the system.
When making partial payment on your Walmart receipt
from Activity Fund Check, make sure to attach or include
copy of the Activity Fund check, Walmart receipt and a
statement to your Check Request for the difference.
Send your original Activity Fund checks to make payment
for KISD Procurement Card Fund to Andrea Sane in
Accounts Payable; including the copies of the receipt and
statement associated with that check.
Each month, the campus or department will go on the
website to retrieve the statement. The statement will list the
purchases or transactions that you made to that account for
the month. Once the statement is downloaded, a Check
Request is processed for all transactions on the monthly
statement.
If there are multiple lines on you request, make sure each
line has a different invoice number
If a campus or department has multiple Procurement Cards
each Procurement Card should be processed on a separate
Check Request or activity fund check.
PaySource Check Requests for
Secondary Campuses
The Sponsor will create a meal request in Eduphoria.
Once the request has been submitted and approved: the
form will be emailed to the department’s secretary or
financial clerk to input into Teams.
If you do not have access to Eduphoria; please call (336-
6861) or email Cyndi Carlton.
It is mandatory that the Eduphoria Form be attached to the
Check Request in Teams, including the roster showing all
participants who will be receiving a meal.
The request should be input into Teams at least 2 weeks
prior to the event.
Once the Check Request has been approved by all the staff
approvers; the payment will be processed within the
accounts payable department.
The Funds will be loaded to the paysource card; and you
will be notified when the transaction is complete.
If there are emergencies, please send your request to
[email protected], or DL-Accounts Payable.
Checking Payment Status To check the payment status of a Purchase order
On the Business Services Menu click on “Purchase Order Search”
Type in your Purchase Order number in the “Number” Field and click “Search”
If there is a Total Paid amount you can roll your mouse over the blue amount and
you will be able to see all check numbers that were used to pay this PO and the
invoices that are on those checks.
If there is no Total Paid amount, the invoice may have been entered but not paid
yet. You can check this by clicking on the “Requisitions” Tab
On the “Requisitions” Tab you will be able to see the invoiced quantity & invoice
number
You can click on Configure Columns to change the information you want to see.
To check the payment status of a Check Request or Employee Reimbursement
On the Business Services Menu click on “Search all Check Requests” or “All
Employee Advance/Reimbursement Requests”
Type in your Request number in the correct “Number” Field and click “Search”
On the “Results Screen you will be able to see the Invoice Status and/or Next in
Workflow
If the Request status is “Paid” You can roll your mouse over the blue “Paid” Status
to see the Check number
