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attention iconattention iconWeb Site Migration Underway ~~ This is the old KCSD site

Beginning March 8, the District is migrating to a new web site.  The new website should be fully available at www.kcsd.k12.pa.us (or www.kcsd.us) by Saturday morning (March 9).  Content on this site will remain in archive form only; this site is no longer being actively updated.  Content from here will be moved to the new site, but it will take some time; once content has been moved, it may disappear from this old site to avoid confusion.
Thank you for your patience during this process.

Posted:  03 / 08 / 2019 - 5:04pm ~~ Upated:  03 / 09 / 2019 - 8:52pm

Purchasing and Accounts Payable Procedures

Please keep in mind that all questions should be directed to your building administration. If your building administration is not available and you need immediate assistance, please contact either Purchasing or Accounts Payable.

REGULAR PURCHASE ORDER PROCESS

  • Purchase orders required for all hard goods
    • Requisition created by employee
    • Requisition is then given to the building secretary for approval by principal/supervisor
    • Once approved by principal/supervisor the building/department secretary enters the requisition in to the Alio System
    • Purchasing creates purchase order and orders the goods
    • A copy of the purchase order is sent to the building that the items are being shipped to for their files
    • If items are received at the warehouse, the warehouse receiving clerk is responsible for forwarding the purchase order along with packing slips to the Accounts Payable for payment
    • If items are received at the building, the secretary is responsible for forwarding the purchase order along with packing slips to the Accounts Payable for payment
  • Purchase orders required for all internet subscriptions
    • Requisition created by employee
    • Must state on requisition if prepayment is required
    • Requisition is then given to the building secretary for approval by principal/supervisor
    • Once approved by the principal/supervisor the building/department secretary enters the requisition in to the Alio system
    • Purchasing creates purchase order
    • If prepayment is required, Purchasing will forward a copy of the purchase order to Accounts Payable for payment
    • When payment is issued, Accounts Payable will attach a copy of the check to a copy of the purchase order and forward to the appropriate building secretary
    • It is the responsibility of the building secretary to notify the person receiving subscription that the purchase order and payment has been made so that they can proceed with the online registration process
    • If prepayment is not required, the purchase order will be sent to the appropriate building secretary
    • It is up to the building secretary to notify the person receiving subscription the purchase order number so that they can proceed with the online registration process
    • Once registration is complete and service started, person receiving subscription must inform building secretary
    • Building secretary must forward a copy of the purchase order to Accounts Payable for prompt payment

BLANKET ORDER PROCESS

  • Requisition created by employee
  • Requisition is then given to the building secretary for approval by principal
  • Requisition is then entered by the building/department secretary
  • Purchasing creates purchase order
  • A copy of the purchase order is sent to the appropriate building of person to be using the blanket purchase order
  • Once a purchase is made against a blanket purchase order, person must turn in the original receipt to their building secretary in a timely manner
  • Secretary must make a copy of the purchase order, attach original receipt and forward to Accounts Payable for prompt payment (can be scanned)
  • If blanket PO is complete (not spending any more money off of PO), send a copy of the PO along with original receipt to Accounts Payable and note on PO that no more money is being spent so that Accounts Payable can liquidate funds (release funds back into the budget)
  • All invoices received by Accounts Payable against blanket purchase orders will be scanned to the appropriate building for review by person purchasing goods to make sure all items were received
  • If invoices are ok to process, secretary must make a copy of the purchase order, attach original receipt and forward to Accounts Payable for prompt payment

At the beginning of each month Accounts Payable will provide a list of outstanding invoices to the appropriate building secretaries and principals/supervisors for their review and input to status of goods in question

PROCESS FOR PAYMENT FORMS

  • Services can be processed through "Process for Payment" forms (Example of services: drinking water, consulting work, petty cash, etc.)
    • Process for Payment form must be filled out
    • Attach supporting information (invoice, receipts, etc.)
    • Must be approved by building principal/supervisor
    • Process for Payment is then sent to Accounts Payable
    • Accounts Payable will forward to Business Manager for approval
    • Once Business Manager approves payment will be processed

PROCESS FOR EMPLOYEE MEETING REQUEST FORM

  • Employee will fill out Employee Meeting Request Form
  • Employee will attach all supporting material for request (copy of registration form, backup, etc.)
  • Employee will give to building secretary for principal/supervisor approval
  • Building secretary will forward to Superintendent's office for approval
  • Once Superintendent approves, paperwork will be given to Accounts Payable
  • Accounts Payable will look at each form to determine whether district is to pay registration fees upfront or if employee is paying and then claiming reimbursement after conference (must be noted on form if district is to prepay registration fees)
  • Accounts Payable will also look at each form to determine whether a travel advance is requested (must be checked on form)
  • Employee is responsible for the actual registration of conference
  • If district is prepaying for registration fees, payment will be processed
  • If a travel advance is requested, payment will be processed

If attending a conference, this is the only form needed. DO NOT fill out a Requisition or Process for Payment

REIMBURSEMENT FOR CONFERENCE FORMS

  • Employee will fill out Reimbursement for Conference Form after attending conference
  • Employee will attach all supporting material for request (copy of registration form, detailed receipts, backup, etc.)
  • Employee will give to building secretary for principal/supervisor approval
  • Building secretary will forward to Accounts Payable
  • Accounts Payable will forward to Accounting Supervisor for approval
  • Once approved by Accounting Supervisor, Accounts Payable will process for payment
Last modified on Friday, 19 October 2018 12:16

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