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

2. 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

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

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

5. 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

6. 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

7. 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

8. 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

9. 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.

10. 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

11. 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?”

12. 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

13. 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

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

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

16. 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

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

18. Questions? Nancy Henley - nhenley@psdr3.org
Pam Frazier –