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1 TITLE: Final Payment of Bills for Fiscal Year ROUTING Educational Service Centers NUMBER: ISSUER: DATE: V. Luis Buendia, Controller Accounting and Disbursements Division Superintendents Support Directors Fiscal Services Managers Fiscal Specialists Principals School Administrative Assistants Financial Managers Office Administrators PURPOSE: MAJOR CHANGES: The purpose of this Reference Guide is to ensure all fiscal year expenditures are charged in the proper fiscal year. In SAP, an expenditure is recorded only when the Goods Receipt is posted in the system. It is important for schools/offices to enter the Goods Receipt upon receipt of materials or services to ensure that the expenditure is charged to the current fiscal year. This Reference Guide has been updated with the due dates and references including special instructions for payments related to Common Core State Standards Grant. INSTRUCTIONS: To enable the Accounts Payable Branch to process payments promptly, schools and offices are encouraged to process an online Goods Receipt (GR) immediately after the ordered items or services are received. If you need assistance with the online GR, please contact your LRP Shopping Cart Support Center, listed below: LRP Shopping Cart Support Center (SCSC) Contacts* ESC Phone North (562) South (562) East (562) West (562) ISIC (562) All other schools and offices (562) *Note: The ESC configuration is valid up to June 30, The District will be reorganized effective July 1, 2015 and the corresponding groupings for SCSC support will be updated then. Payments to vendors entered using funds will be charged to funds only if the online GR is processed by June 30, Accounting and Disbursements Division Page 1 of 7

2 Online reporting of the receipt of materials or services prior to actual delivery is a violation of District policy and may result in disciplinary action being taken against the site Administrator. The GR process should not be used for the purpose of holding on to funding from one fiscal year to the next fiscal year. The following is a list of documents required for complete or partial payments and/or automatic postings of expenditures (accrual) involving purchase orders (PO): A. ALL PURCHASE ORDERS : (POs for materials and services) A full GR should be entered only if the full delivery is received. A partial GR should be used for partial deliveries. Online GRs must be posted by June 30, 2015, in order for the expenditures to be charged against current fiscal year funds. B. TEXTBOOK PURCHASE ORDERS Purchase Orders for textbooks created during the textbook roadshow are expected to be delivered prior to the end of the current fiscal year. Schools/offices must ensure that the GRs for delivered textbooks are entered in SAP by June 30, 2015 for the expenditure to be posted in the current fiscal year and the vendors to be paid. Delay in payment can cause the vendor to place the District on credit hold and halt future deliveries that may adversely affect our compliance with the mandates of the Williams legislation on textbook sufficiency. If you have any questions regarding your textbook purchase orders, or need assistance processing the GRs, please contact your LRP Shopping Cart Support Center contact person. Please follow up to ensure that your requests are received by your LRP Shopping Cart Support Center. C. PROFESSIONAL SERVICES CONTRACTS Purchase orders for professional service contracts and purchase orders for materials are now processed the same way. An online GR must be posted in SAP for professional services invoices to be accrued and/or paid. D. IMPREST CLAIMS Submit a final completed and approved Imprest Fund Claim Form no later than 4:30 p.m. on June 10, 2015, in order to have the expenditures charged to Accounting and Disbursements Division Page 2 of 7

3 fiscal year funds. Due to the large volume of claims submitted at year-end closing, please follow up with Accounts Payable to ensure that your claim is received by the deadline. Funding availability and unresolved questions relating to claims will delay reimbursement and may result in expenditures being charged to the budget. All claims received after the deadline will be charged against the budget. Claims may be submitted via facsimile, inter-office mail or . Fax: (213) Mail: Accounts Payable Branch, 27 th Floor, Beaudry Bldg. Administrators who are retiring or changing assignment or location must reconcile and clear their Imprest Fund Account by submitting a final claim and check in the amount of any unexpended funds to the Accounts Payable Branch. In addition, an updated signature card must be submitted to Elizabeth Nimedez in the Treasury Unit. She can be reached at (213) for instructions on completing the form. An example of the form is included as Attachment B. E. COMPLETED CONFERENCE ATTENDANCE FORM (FORM ) For all school-based travel, completed Conference Attendance Form ( ) claims for reimbursement of travel or conference related expenses, along with any required receipts and other documents, must be received by the Accounts Payable Branch no later than 4:30 p.m. on June 12, Due to the large volume of claims submitted at year-end closing, please follow up with Accounts Payable to ensure that your claim is received by the deadline. Centrally-funded claims must have the trip in Trip complete status in the SAP travel module in order for the claim to show up in Accounts Payable s SAP Inbox for processing. Travel conferences not originally entered in SAP will be rejected and will be charged against the budget. CONFERENCE ATTENDANCE PURCHASE ORDER: Purchase orders for registration fees for conferences taking place on or before June 30, 2015 will be charged to funds provided that the required online GR is posted in SAP by June 30, F. P-CARD and T-CARD PURCHASES The last day to make FY purchases with a P-Card and T-Card is Accounting and Disbursements Division Page 3 of 7

4 May 15, G. COMMON CORE STATE STANDARDS (CCSS) Common Core State Standards funds covering program codes 10502, 10503, 10505, 10513, 10514, and are ending on June 30, Purchase orders, Imprest claims, travel or conference related reimbursement claims, and P-Card/T-Card purchases charged to these programs must be liquidated (payment warrant issued) no later than June 30, 2015 to be able to use the CCSS funds. Failure of the District to spend the CCSS funds by June 30, 2015 may result in the District having to return the unused funds to the California Department of Education. To meet this deadline, cost centers should perform the following: a. Check if you have any open PO charged to CCSS programs. If items are not yet delivered, follow up with your vendor to deliver the items and submit the invoice to Accounts Payable no later than June 5, Allow sufficient time to process the GR, invoice and the payment warrant. b. Check if you have any missing GRs for invoices already posted; enter the corresponding GR right away. For new deliveries, enter the GR in SAP as soon as items are received. c. School-based travel reimbursement claims charged to CCSS programs must be submitted to the Accounts Payable Branch by May 18, 2015 and central-office based travel reimbursement claims must have the trip in Trip Complete status in SAP by May 18, The earlier cut off for travel claims for CCSS programs is to ensure that the reimbursements are included in the traveler s June 2015 pay check to meet the liquidation deadline of CCSS. d. Submit your Imprest claim to Accounts Payable by June 10, Reconcile and approve your P-Card and T-Card transactions by June 10, RELATED RESOURCES: Procurement Manual, 5th Edition, dated February 2013 Mem Procurement Year-End Closing Timeline/Schedule, dated March 9, 2015 Accounting & Disbursements Division Ref Guide #1706.3, dated August 1, 2013 Imprest Funds Accounting and Disbursements Division Page 4 of 7

5 MEM Carryover Policies For School Account Balances As of June 30, 2015 dated March 30, 2015 Business Applications Supporting Education (BASE) Training Center under Business Process Procedures (BPP) Library Procurement: Create Goods Receipt ASSISTANCE: For assistance or further information please contact: For budget related questions - Fiscal Specialist (schools) or assigned fiscal representative (offices) For P-Card and T-Card related questions - Procurement Customer Service Center at (562) For payment related questions - Accounts Payable Customer Service Center at (213) or For textbook related questions - Sandra Hartshorn at (213) or Elidia Vazquez at (213) For assistance with GR and PO - LRP Shopping Cart Support Center (see telephone numbers on page 1 of this bulletin) For Bank of America signature card Elizabeth Nimedez at (213) Accounting and Disbursements Division Page 5 of 7

6 ATTACHMENT A CUT-OFF DATES: In order for goods and/or services to be charged to Fiscal Year , please ensure that the vendor can deliver the requested goods and/or services prior to June 30, 2015 and the corresponding Goods Receipt posted by June 30, Deadlines for goods delivered and/or services rendered from July 1, 2014 through June 30, 2015, to be charged to Fiscal Year funds are as follows: Transaction Type for Schools and Offices Cut-Off Date P-Card and T-Card Purchases 5/15/2015 P-Card, T-Card, and Toshiba Ghost Account Reconciliations 6/10/2015 Shopping Cart for Non Stock Purchases Over $25,000 5/09/2015 Low Value Purchase Orders for Goods/Services 5/14/15 (8:00 pm) Shopping Cart for Book and Instructional Materials Orders 5/29/2015 Shopping Cart for Book Orders - State Adopted 5/29/2015 Shopping Cart (STO) -Regular Warehouse Deliveries 6/25/2015 (8:00 pm) Shopping Cart (STO)-Overnight Warehouse Deliveries 6/25/2015 (12:00 pm) Shopping Cart (STO) -Warehouse Will-Call 6/29/2015 (5:00 pm) Imprest Claim Reimbursement Requests 6/10/2015 Travel Request Entries into SAP 6/06/2015 Travel Claim Reimbursement Requests 6/12/2015 Online Goods Receipts (Receivers) 6/30/2015 (4:30 pm) Submission of Budget Adjustment for Review, Approval, and Posting 6/19/2015 Transaction Type-Offices CUT-OFF DATE Shopping Carts-with Job Numbers 5/29/2015 Vendor Table-New Vendor 5/29/2015 Purchase Orders-with Job Numbers 6/01/2015 Purchase Orders (Contracts)-w/w/o Job Numbers 6/01/2015 MCMS/VMS Transactions-Transportation Branch Only 6/13/2015 Shopping Cart (STO) -With Job Numbers 6/25/2015 Accounting and Disbursements Division Page 6 of 7

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