Developing An Accounts Payable Procedures Manual Yulanda J. Austin, Presenter Business Manager Tunica County School District Jamario Talley, Moderator Accountant Clarksdale Municipal School District

REQUIRED ? OR PROCEDURAL? WHY DEVELOP A MANUAL? REQUIRED ? OR PROCEDURAL?

Condition School District followed the polices and procedures outlined in the State of MS Financial Accounting Manual for Public School; however, did not have an up-to-date written manual of accounting policies and procedures

Cause & Effect District had not developed a policy and procedures manual that reflected the actual policies and accounting procedures used by the district The actual policies and procedures followed by the district were not in writing

Recommendation District develop a comprehensive accounting policies and procedures manual. Criteria: OMB Common Rule Section 20: Standards for financial management systems, Part b(3), states that “Effective control and accountability must be maintained

Accounts Payable Procedures Manual Develop and Adopt: XYZ School District: Accounts Payable Procedures Manual Define Purpose of Manual What’s Included In Manual

Defining the Purpose Aid in training new employees Ensure that proper procedures are being applied Similar transactions are treated consistently Procedures are handled in the form desired by management Aid in training new employees Assist management in delegating duties Assist management with segregating duties

What’s Included: An organizational chart Job Description, outlining Job description, outlining duties/ reponsiblies Job Description, outlining dues/responsibilities An organizational chart Any other documents of forms for which uniformity of use is desired Job Description, outlining duties/responsibilities Description of method, procedures including explanation and examples

What’s Included continued: Job description, outlining duties/ reponsiblies Job Description, outlining dues/responsibilities School District Policies Chart of Accounts Procedures: Who’s Responsibility Step by Step Process

Example Uniform Documents Used by the School District Continued: Sample Forms: Vendor Request Forms Requisition Form Purchase Order Fixed Asset Inventory Tag Receiving Report Packing Slips Invoice Staff Travel Forms Travel Reimbursement Form

Thank You! COMMENTS OR QUESTIONS?