Nancy Henley Pam Frazier, MBA, CPA Accounts Payable Nancy Henley Pam Frazier, MBA, CPA

The Vendor Is the vendor in the accounting system? Get the vendor in the system New vendor request form Packet to vendor Vendor information form W-9 Credit information sheet Tax exemption certificate to vendor No purchase requests without all information

W-9 Form Available at www.irs.gov Verify for completedness 9 digit EIN or Social Security number Entity status Signed and dated

The Vendor Check Excluded Parties List System website for debarred vendors www.EPLS.gov Receive completed paperwork, update vendor list in software Let building/department know vendor is available

PO, PO, PO, PO, PO, PO Requisition Purchase order approved Product ordered Product received All products should be checked in Save packing slips Mark product received in system

Invoices Exact procedures vary by district Enter invoice in accounting software Scan invoices and send to locations for approval Building/Department approval Pay only from invoice, not a statement Checks for approved invoices only Check and balance on checks and invoices before leave district

Purchasing Cards Again, procedures differ by district Recommend PO for all purchases, even with P-Cards. Make sure vendor is approved & in system All receipts turned in to AP department Label receipt with “VISA” PO Number Itemized receipt No sales tax Online purchases

Travel and P-Cards Need to follow District procedures for travel Tracking expenditures for travel in total Maintain a spreadsheet or other document that contains all the costs of a trip Original detailed receipts for expenditures

E-Verify Public Employers No business entity or employer shall knowingly employ, hire for employment, or continue to employ an unauthorized alien to perform work within the state of Missouri. Public Employers All public employers must enroll and actively participate in E-Verify beginning January 1, 2009. Public employers include every department, agency, or instrumentality of the State or political subdivision of the State.

E-Verify Not for goods or products Applies if services >$5,000 Sworn affidavit affirming that vendor does not violate prohibition on employing unauthorized aliens Proof that vendor enrolled in E-Verify E-Verify screen printout

1099 Forms Determining 1099 vendors Tracking 1099 activity Not Incorporated Tracking 1099 activity $600 or more Services only, not goods Tracking 1099 activity on P-Cards 1099K completed by issuing bank, PayPal, etc. Who is responsible for issuing 1099s Answering “Why did you send me this form?”

Construction Projects Competitively Bid Newspaper ad if over $15,000 Paper in general circulation, daily, tri-weekly, semiweekly or weekly Published regularly and consecutively for three years At least once a week for two consecutive weeks

Construction Check State Statutes and Board Policy Advertising Bid Specifications Application and Certification for Payment Serves as invoice Completed Notarized Verify work completed Verify retainage

Construction Backup Documentation E-Verify Description of work completed Lien Waiver Certified payroll records Prevailing wage E-Verify >$5,000

E-Payables Marketing the service to your vendors Educating vendors on the benefits Educating staff on the benefits Vendor Resistance Using the rebate savings

Electronic Approvals-Workflow Gather your team – who needs to approve based on your district policies Multiple layers of approvals No purchase order generated till approvals are in place Streamlines process and eliminates paperwork

Changes in Accounts Payables Processing More automated Moving from paper to electronic P-Cards Staff responsibilities changing

Questions? Nancy Henley - nhenley@psdr3.org Pam Frazier – frazierpj@warrencor3.k12.mo.us