Fiscal Control Department Overview and Guidelines
The Fiscal Control Department manages the finance division, led by CFO Angie Banks and Director Ron Martin. The Accounts Payable Department processes vendor invoices, employee reimbursements, and more. Guidelines for unencumbered payment reimbursements and typical reimbursements are provided. The Accounting Department oversees student activity accounts in schools.
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FISCAL CONTROL DEPARTMENT Finance Division CFO Angie Banks Fiscal Control Department Fiscal Control Director Ron Martin Accountants Armando Lopez Accts Payable Supervisor Beverly Foster Kevin McKenzie Ronnie Martindale AP/Prop Clerk AP/Prop Clerk Property Control Tech Property Control Tech Edith Birchfield Stephanie Morris Ervin Yarbough Leslie Johnson
ACCOUNTS PAYABLE OVERVIEW The Accounts Payable Department is responsible for: Processing and scheduling weekly payment of District vendor invoices Reimbursement to employees for misc. supplies, meeting expenses, travel and mileage Processing District employee s out of town travel advances Scheduling and performing physical inventory site visits Maintaining all district fixed asset records 3
UNENCUMBERED PAYMENT REIMBURSEMENTS (VOUCHERS) Check your Budget for available funds attach copy to voucher Obtain an accurate vendor and fund account numbers Attach original receipts Dollar amount of each supply line item should not exceed $200.00 (food items are an exception) Employee reimbursements will require proof of payment of the purchase, copy of credit/debit card, check copy or bank statement ALSO note sales tax will not be reimbursed nor tips/gratuities Attach sign-in sheets, agenda, and check copy or proof of payment for meeting expenses. Sales taxes due to restaurant charges will be reimbursed however, gratuities will not be reimbursed Sign and date the completed voucher (principal/administrator and Network Supt. As requested) 4
TYPICAL UNENCUMBERED REIMBURSEMENTS Meeting Expenses Travel Postage Mileage Forms and procedures available on Fiscal Control website 5
ACCOUNTING DEPARTMENT STUDENT ACTIVITY ACCOUNTS Schools account for the student activity bank accounts in the EPES software There funds are for the benefit of the students Monthly bank reconciliations should be performed by the schools School checking account reconciliation POC Ron Martin Opening and closing checking accounts POC Donna Johnson 6
