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Finance Facts. Policies, Procedures, Paperwork and Payment. Wenatchee School District Accounting Department. Chief Financial Officer -- Les Vandervort Director of Accounting -- Karen Walters Assistant Accountants -- Kathy Hampton Lisa Mulhall Nancy Rabey

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Finance Facts


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slide1

Finance Facts

Policies,Procedures, Paperwork and Payment

wenatchee school district accounting department

Wenatchee School DistrictAccounting Department

Chief Financial Officer -- Les Vandervort

Director of Accounting -- Karen Walters

Assistant Accountants -- Kathy Hampton

Lisa Mulhall

Nancy Rabey

Finance Assistant -- Joanne Johanson

glossary
Glossary

Requisition

A form requesting a Purchase Order to a Vendor

Purchase Order (PO)

A form that promises a vendor that the district will pay for authorized and legal purchases

Invoice

A bill or request to be paid by a vendor for materials or services

Vendor

Any business or person that provides materials or services for the district for payment

Expense Voucher

A district form to be submitted to the Finance Office by an employee for reimbursement of personal expenses

Warrant

A check payable to vendors or employees

where to find the right forms and learn about the accounting process
Where to find the right forms and learn about the accounting process…
  • http://home.wsd.wednet.edu
  • WSD Process Management
  • Finance

or

  • ONLINE FORMS
  • Accounts Payable
accounts payable guidelines
Accounts Payable Guidelines
  • Requisition for a Purchase

Order needs to be completed

BEFORE the Purchase Order can be processed.

  • Purchase Orders need to be processed BEFORE anything is purchased.
  • The Procurement Card is used only when the vendor does not accept Purchase Orders.
  • Most items are shipped directly to the Warehouse (except subscriptions)
accounts payable guidelines continued
Accounts Payable Guidelines Continued…
  • Receipts and Packing Slips are sent to the Finance Office as soon as they are received, where they are matched to the corresponding Invoices and PO’s for the payment process.
  • Warrants are processed for payment approximately every two weeks.
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ALL RECEIPTS

for items or services must be turned into the Finance Department as soon as possible!

slide8
ALLpurchasesrequire itemized originalreceipts

BANK CARD RECEIPTS ARE NOT ACCEPTABLE UNLESS THEY ARE ITEMIZED.

slide9

Red Robin

Server: Brad Pitt

12:30 p.m. 2/14/2005

Table XXX

VISA

Card: xxxxxxxxxx1234

Approval:

Amount: 19.07

+ Tip: 2.86

= Total: 21.93

X __________________

Red Robin

Server: Brad Pitt

12:30 p.m. 2/14/2005

Table XXX

Guests: 1

Lemonade 3.79

Soup/Salad 6.99

BLT 8.29

Balance Due: 19.07

+ Tip: 2.86

= Total: 21.93

Receipt

NOT Itemized

Itemized

Receipt

more receipt rules
…More Receipt Rules
  • Do not mix district purchases (that you plan on getting reimbursed for) with personal purchases on the same receipt.
  • Don’t hold receipts. Send all receipts immediately to the Finance Dept. even if you have an open Purchase Order. Write the PO number on the receipt(s).
  • Do not use highlighter pens on receipts. It often makes the ink disappear.
expense vouchers

Expense Vouchers

Expense vouchers can be found on the

Wenatchee School District web site

or at the District office.

expense voucher rules
Expense Voucher Rules
  • Forms must be filled out with complete information
  • Don’t forget your signature and your supervisor’s signature (or the administrator whose budget is paying for your expenses)
  • Administrators need a second administrator’s signature on their expense vouchers.
  • All applicable receipts must be attached to the expense voucher
  • Forms must be submitted to

the Finance Dept. within 10 days after travel.

travel forms
Travel Forms
  • Travel Requisition
  • Advance Travel Money Request(Optional)

* Requests must be submitted 10 days before traveling.

* In the event the traveler’s actual expense is less than the amount advanced, his/her expense voucher shall be accompanied by the unexpended portion of the advance.

3. Expense Voucher

basic travel rules
Basic Travel Rules
  • ALL travel requires

a TRAVEL REQUISITION form

  • All travel arrangements, reservations, and cancellations are your responsibility.
  • The district procurement card is only used to pay for hotels and airlines. REGISTRATIONS with permission from Karen Walters ONLY.
more basic travel rules
…More Basic Travel Rules
  • Pay for your own travel expenses. You can’t be reimbursed for meals, hotels, or other travel expenses for other people. You must turn in an expense voucher for your own expenses.
  • Advance travel money requests need to be submitted 10 days prior to travel and must be attached to the travel requisition form.
  • Advance travel money is for meals and mileage ONLY. It can’t be used for hotels or registrations.
in district mileage
In-District Mileage

Mileage reports must be filled out completely, including your name printed at the top and your signature on the bottom of the form. Your supervisor signs at the top of the form.

The starting point and the destination for each trip must be noted.

Please add up your mileage and give the form to your supervisor for their signature.

The current mileage reimbursement rate is $ .505 per mile.

Mileage reports must be turned in monthly.

independent contractors
Independent Contractors

Before you agree to have a non-employee perform any kind of work for the district, please ask for the “Guidelines for Independent Contractor” packet from the Wenatchee School District Finance Office.

contracts
Contracts

All contracts between Wenatchee School District and outside businesses and/or groups require School Board Approval. Please contact Joanne Johanson in the Finance Office for more information regarding the contract approval process.

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Remember: All forms submitted to the Accounting Department require your signature and your supervisor’s signature.*

*Exception: Advance Travel Request Form.

The forms submitted to the Finance Department are legal documents reviewed by state auditors each year.