Accounts Payable Team Addition
Please join us in welcoming Vanessa Hellstrom to the Accounts Payable team! Vanessa brings a strong background in Accounts Payable and keen attention to detail that will be a great asset to our department. We are excited to have her on board and look forward to the contributions she will make. Welcome, Vanessa!
The AP team can be reached at (720)433-0080, or accounts.payable@dcsdk12.org.
2025-2026 School Year Mileage Reimbursement Form
2025-2026 School Year Mileage Reimbursement Form is available for use on the Accounts Payable Google site.
Please be sure to review the 'Read Me' tab prior to use of the Mileage Reimbursement Form.
The Document is 'Read Only' and will ask you to download a copy. The form is intended to be downloaded in the original format and to be opened in Excel, rather than in Google Sheets. This will ensure the protected cells with vital data and formulas remain intact to ensure proper calculations.
Once a signed form has been submitted, the validity of the amounts rests upon the employee, budget holder & bookkeeper.
Updated DCSD Employee Mileage Reimbursement Form
The DCSD Employee mileage reimbursement form has been updated to include the new federal reimbursement rate of $0.70. The new form is available for immediate use on the Accounts Payable Google site.
Please be sure to review the 'Read Me' tab prior to use of Mileage Reimbursement Form.
The Document is 'Read Only' and will ask you to download a copy. The form is intended to be downloaded in the original format and to be opened in Excel, rather than in Google Sheets. This will ensure the protected cells with vital data and formulas remain intact to ensure proper calculations.
Once a signed form has been submitted, the validity of the amounts, rest upon the employee, budget holder & bookkeeper.
Point of Contacts in Accounts Payable
Kelly Bradley will be the AP point of contact for all schools. This shift is necessary as Bernedette has taken over PCARD administrator duties. Please continue to send all invoices to Accounts.payable@dcsdk12.org.
No changes were made to department AP specialist responsibilities. Please refer to the Finance Department Contact List for a complete list of delegation responsibilities.
Mileage Reimbursement Form for the 24/25 School Year
The 24/25 SY updated mileage reimbursement form can be found on the Accounts Payable Site or this direct link. Please be sure to review the 'Read Me' tab prior to using the Mileage Reimbursement Form. The document is 'Read Only' and will ask you to download a copy. The form is intended to be downloaded in the original format and to be opened in Excel, rather than in Google Sheets. This will ensure the protected cells with vital data and formulas remain intact to ensure proper calculations.
Check Run Change
Effective 07/08, mail procedures at the West Support Center have been updated. All mail will now be collected by 8:30 am daily, impacting our check run procedures. To ensure payments are mailed in time, check runs will now occur every Tuesday and Thursday at 8:00 am.
Please notify Accounts Payable of any urgent invoices requiring payment before 3:00 pm the day prior to the scheduled check run. Invoices entered into Workday after this deadline will be processed in the following check run.
Invoice Requirements
Our internal procedures and auditors require invoices with detailed information including invoice number, date, supplier name, amount to be paid, remittance address, and items ordered to be used as documentation for payments. For suppliers that do not provide invoices (ie: school districts, HS athletic events, independent contractors, etc.) or if the invoice provided is missing required information, you will need to create an invoice with this information and forward to the AP email with the original documentation you received.
This process should not override typical standard invoices that have been previously sent by the supplier unless they are incomplete. As a reminder statements, quotes, and proforma invoices cannot be used as invoices.
The DCSD Supplier Invoice should be used moving forward to maintain consistency district wide. Please download this fillable template for future use. It is advisable that you track the invoice numbers that you use so you can reference them in the future if needed.
Travel Expense Voucher Requirements
Travel expense vouchers cannot be processed without travel, flight, hotel, and conference itinerary information. All sections of the form must be filled out completely including trip information and the account code to charge. In order to ensure timely payment, please be sure the form is complete and documents are included when submitting forms to accounts.payable@dcsdk12.org.
New Mileage Reimbursement Form
The DCSD employee mileage reimbursement form, formulas, and rates are not locked and should be calculated and verified by the user and budget holder. Please be sure you are not using the form in Google Sheets. From Google Sheets, please choose File, Download, Microsoft Excel, then open the Excel file to complete the form. Thank you.
New Rate and New Mileage Reimbursement Form
The DCSD employee mileage reimbursement form has been updated to include the new federal reimbursement rate of $0.655. The new form is available for immediate use on the Accounts Payable google site. Please note that it is recommended to download to Excel, rather than use it in Google Sheets.
If you choose to utilize the Mileage Form in Google Sheets, it will be the responsibility of the user to validate the accuracy of the formula. It has been provided as a tool to help calculate the mileage and can be changed by anyone who uses the form. Once a signed form has been submitted, the validity of the amounts, rests upon the employee, budget holder & Bookkeeper.
Mileage Rate Increase
Effective July 1st, 2022, we have updated the mileage reimbursement form to reflect the new federal rate. Please access the updated form through our Accounts Payable site or directly here.
Accounts Payable Processing Time
Please note that due to volume and staff shortages, the Accounts Payable team is experiencing delays in processing of invoices. For the remainder of this school year, please know that we will be working very diligently to process invoices as quickly as possible but our turnaround time may extend beyond our normal 10 business day deadline.
Mileage Form Update for 2022
The DCSD employee mileage reimbursement form has been updated to include the new federal reimbursement rate along with some overall content and format changes. The new form is available for immediate use on the Accounts Payable google site here.
Beginning July 1, 2021, employee mileage reimbursements will be reinstated for the 2021-2022 school year. The new mileage reimbursement form can be found here.
Accounts Payable will be issuing and mailing out 1099-MISC (revised form) and 1099-NEC (new document for reporting non-employee compensation) for 2020 by Monday, February 1, 2021. Please note: there may be delays in the processing of invoices/pay vouchers and answering phone calls/emails during the last week of January 2021. Thank you for understanding.
Change to Employee Mileage Reimbursment: I am sure many of you are aware, but due to budget restraints for 20/21 school year, DCSD will not be paying for employee mileage.
Due to the recent budget cuts and the subsequent impact on the A/P team, the following changes have been made effective July 1, 2020:
All invoices need to be sent to accounts.payable@dcsdk12.org, not to a specific person.
Processing times will be longer due to fewer A/P clerks, please allow 10 business days for invoices to be processed.
Parent reimbursements will no longer require proof of bank deposit documentation. Please have the deposit documentation (ensuring the initial fee was actually paid) electronically stored and accessible if needed by an auditor for a term of 7 years. Cost Center Managers (Principals or Directors) are responsible for reviewing, approving, and signing the parent reimbursement, including any supporting documents.
Parent Refund Google Form : Accounts Payable has closed the Parent Refunds Google doc as of yesterday, May 28th. Thank you everyone for a successful mass parent refund process!
Please be advised, next week, AP will only cut checks on Tuesday, May 19. No checks will be cut on Thursday, May 21.
AP will resume their normal check run schedule on Tuesday, May 26th. Please plan accordingly. AP will still be entering invoices all week, so continue to send your invoices to your AP clerk. Thank you!
Click here for important information regarding the Business Services Year End Process.
Parent Refund Google Form: Bookkeepers, in an effort to provide consistent and prompt refunds to our DCSD families, please click here to go to the Google form, where you can begin entering your parent refunds.
Use this Google form to submit information for parent refunds related to the 2020 DCSD closure.
No additional backup is required.
Do not complete this form if you have already submitted pay vouchers.
Do not complete this form if you have already submitted a refund request through My School Bucks.
Confirm all information is correct including parent full name, mailing address and account codes.
Ensure all refund requests have corresponding payments and have actually been deposited.
Please double check all requests prior to submitting. We will be unable to rectify any errors or duplicates after the checks have been issued.
Keep all backup documentation on file in the event this information is requested in the future.
Travel and Mileage reimbursements during the closure. Accounts Payable will accept Travel and/or Mileage Reimbursement forms, in lieu of an electronic/physical signature, with an email from the cost center manager stating they approve the reimbursement. Submit to Accounts Payable via email the Travel and/or Mileage Reimbursement form and a pdf of the email from the cost center manager as separate attachments.
Same applies to Pay Vouchers for parent refunds. Accounts Payable will accept Pay Vouchers, in lieu of an electronic/physical signature, with an email from the cost center manager stating they approve the refund included. Submit to Accounts Payable via email the Pay Voucher and a pdf of the email from the cost center manager as separate attachments.
Supplier Payments: DCSD Accounts Payable has put together a plan to print checks during this time of building closures for supplier invoices and reimbursements. We will begin printing and mailing checks again next week. Please note ACH is still the preferred method of payment and the fastest way to be paid. Checks will be delayed. Please help DCSD save time and money by asking our suppliers to be set up on ACH payments. ACH FORM and ACH FAQ
Supplier Invoices: Please have suppliers email all invoices to DCSD accounts payable at accounts.payable@dcsdk12.org instead of mailing invoices. Mailed invoices will be delayed in processing.
Reminder - NEW for 2020! On December 31, 2019, the IRS released the 2020 standard mileage rate, the new rate is 57.5 cents a mile (please note this is lower than the 2019 rate of 58 cents a mile). The new 2020 Mileage Reimbursement Form is now available to download from the Accounts Payable Google site:
https://sites.google.com/a/dcsdk12.org/accounts-payable/travel-mileage.
Please download the new 2020 Mileage Reimbursement Form and delete/destroy any previous copies you may have saved. CHANGE from last year.... you will need to enter all four digits of the year under the year column on the spreadsheet (for example: enter 2020 for the year instead of just 20) or it will not automatically calculate your mileage for you.
NEW for 2020! On December 31, 2019, the IRS released the 2020 standard mileage rate, the new rate is 57.5 cents a mile (please note this is lower than the 2019 rate of 58 cents a mile). The new 2020 Mileage Reimbursement Form is now available to download from the Accounts Payable Google site:
https://sites.google.com/a/dcsdk12.org/accounts-payable/travel-mileage.
Please download the new 2020 Mileage Reimbursement Form and delete/destroy any previous copies you may have saved. CHANGE from last year.... you will need to enter all four digits of the year under the year column on the spreadsheet (for example: enter 2020 for the year instead of just 20) or it will not automatically calculate your mileage for you.
As of December 30, 2019, the IRS has not yet released the 2020 standard mileage rate. Please hold your 2020 mileage reimbursement forms until late January 2020. AP will not be able to reimbursement 2020 mileage until the IRS releases the new standard rate. Check back here for updates.
Once the IRS releases the 2020 standard mileage rate, AP will update the Mileage Reimbursement form for all to use. For 2019 mileage reimbursements, please continue to use the same form and submit with supervisor approval to your AP clerk as soon as possible.
Due to the upcoming holidays, AP will only have 1 check run per week the last two weeks of December. Check runs will be on Monday, December 23 and Tuesday, December 31. Please plan accordingly.
Also as a reminder, please send all invoices via email to your AP clerk and put the PO # in the subject line. Please do not tag the AP clerk in Workday.
Final check run for all 2018-2019 expenses will be on August 29th. All 2018-2019 supplier invoices must be emailed to your AP clerk by August 23rd in order to be processed out of the 2018-2019 budget. After this date, all expenses will be paid out of the 2019-2020 budget.
NEW - Accounts Payable is now processing two check runs a week! We are now paying all approved invoices and reimbursements on Tuesdays and Thursdays! Please continue to email your approved supplier invoices, mileage, travel and pay vouchers to your Accounts Payable Clerk by Noon on Fridays to be paid the following Tuesday and by Noon on Tuesday to be paid on Thursday (some exceptions may apply for some types of supplier invoices such as utilities).
End of year Accounts Payable Reminders!
Submit your mileage reimbursements and travel reimbursements for school year 2018-2019 by July 31st. After August 1st, mileage and travel reimbursements for school year 2018-2019 will be denied and returned.
Submit all approved invoices for school year 2018-2019 as soon as possible, but no later than August 23rd. The final check run for invoices for school year 2018-2019 is August 29th.