Q. What is the deadline for paperwork?
A. Accounts Payable processes settlements twice each week. To be included in the biweekly settlement, all required and approved documentation (invoices, pay vouchers, travel vouchers, and mileage reimbursement requests) must be received by noon on Monday or noon on Wednesday. Submissions received after these deadlines will be processed in the next settlement cycle.
Please note: The payment schedule may change due to district Holidays.
Q. How are employee reimbursements paid?
A. For reimbursement requests that have been approved, payments are deposited directly into the employee’s primary bank account on file for Payroll. Employees may update or change their expense payment bank account at any time directly in Workday.
Q. What is the current mileage rate?
A. Mileage rates are deterimined by the IRS and are updated at the beginning of each calendar year. Please refer to the Travel & Mileage tab for the current year's mileage rate.
Q. Why are itemized receipts and invoices required?
A. Itemized receipts and invoices are required for audit purposes in accordance with IRS guidelines. They also help ensure that payments are accurate and not duplicated.
Q. When is a Pay Voucher used?
A. Pay Vouchers should be used for parent refunds, such as refunds of student fees. However, the preferred method for charging and refunding student fees is My School Bucks. All other expenses must be processed using a P-Card or Purchase Order, in accordance with Purchasing Guidelines.
Q. Are statements, quotes, pro-forma invoices, sales orders, or packing lists acceptable documents for payment?
A. No, Accounts Payable is not permitted to pay from statements, quotes, pro-forma invoices, sales orders, or packing lists. An itemized invoice is required for payment. If an itemized invoice is not available, please contact the vendor or individual being paid to request one. In most cases, vendors send itemized invoices directly to the Accounts Payable Department. To ensure timely processing, all invoices should be emailed to accounts.payable@dcsdk12.org.
Q. How long do I need to keep my records?
A. For audit purposes the following guidelines should be followed for Record Retention:
All original documents for deposit backup, journals, and petty cash reimbursements should be stored for 7 years.
Items scanned to other departments should be retained for the previous school year and current school year, including Pay Vouchers.
Retain copies of all documents for the past year in the office for reference.