Daniliz Ortega, Accounting Manager Tera VanDyke, Accountant NW Regional ESD

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1 Daniliz Ortega, Accounting Manager Tera VanDyke, Accountant NW Regional ESD

2 Accounts Payable (AP) Vendor maintenance W-9 s, correspondence Vendor payments Contracts Employee reimbursements Deposits Bank Statements Journal Entries Direct Deposit Payments to employees and vendors

3 Adobe Acrobat - full version Photocopier with scanning capabilities Software that supports attaching documents to transactions(nwresd uses Infinite Visions) 2 computer monitors for the AP staff distribution list

4 Create a list of vendor types Setup document types Establish the required documentation for each vendor type Decide who will attach documents Determine the point in the process at which documents will be attached Set up a communication workflow between departments and the business office Select a department to pilot the process Provide training to support staff, supervisors

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6 ADDRESS CHANGE CONFERENCE-OTHER CONTRACT DIRECT DEPOSIT AGREEMENT INVOICE LODGING MILEAGE PACKING SLIP PER DIEM QUOTE RECEIPT REGISTRATION FORM REIMBURSEMENT REQUEST STATEMENT VENDOR REQUEST W9

7 Employee reimbursements: Mileage - form signed by employee Other expenses employees must always submit original receipts to the support staff that create the requisition. ESD does not accept ed receipts from employees Conferences form that includes conference arrangements and registration information Tuition description of course and final grades

8 Independent Contractors Contract forms Utilities Monthly invoices (many are available electronically) Supplies Order form, catalogue page, quote Services Service agreement Rental Rental agreement

9 Where Vendor Maintenance (Documents can be accessed in future fiscal years) Who Staff that create new vendors Where Control Panel (Current fiscal year access) Who Staff that create requisitions Where Invoice Processing (Current fiscal year access) Who Accounts payable staff What Vendor request form, W9, address change, contracts, correspondence What Support documents to create requisitions, reimbursement forms, or invoices What Invoice or statement

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13 Support Staff create Requisition and attach backup documents Requisition is approved by supervisors. AP s PO copy to support staff. Support staff sends PO to vendor. Invoice is ed with OK to Pay to AP at for payment. Accounts Payable staff attach the invoice in the system

14 AP_Invoice is an distribution list made up of 4 staff in the business office: 1. Accounts payable clerk Rosalyn 2. Accounting support Tina (Rosalyn backup) 3. Accounting support Priscilla (Tina, Rosalyn backup) 4. Accounting manager Daniliz

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17 Support Staff Scan checks Enter deposit information in the system and attach scanned checks Print deposit receipt Deliver physical checks with receipt to business office Business Office Verify that receipt balances with cash and physical checks Post deposit in the general ledger Deposit cash and checks using image desktop deposit machine

18 Only accounts receivable, grants and general ledger accountants can enter journal entries in the system Approval process goes from originator to Chief Financial Officer to Accounting Manager for final posting

19 ACH (Direct deposit) employee reimbursements sent via ACH Vendors have the option to be paid via ACH School districts in our region can sign up for direct deposit Some vendors are paid with credit cards Amazon, Office Max, maintenance services, attorneys, one-time vendor purchases

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21 Supporting documents are available at any time to system users Supervisor can approve electronically without printing paper copies Auditors can remotely access the documents for accounts payable samples, deposits, bank statements and general ledger journal. Trips to the bank are minimal Fewer checks to print and less risk of outstanding checks

22 Records Retention and Disposition ORS (5) Public record (a) Means any information that: Is prepared, owned, used or retained by a state agency or political subdivision; Relates to an activity, transaction or function of a state agency or political subdivision; and Is necessary to satisfy the fiscal, legal, administrative or historical policies, requirements or needs of the state agency or political subdivision.

23 Records retention is the minimum and maximum length of time that a public record must be kept to satisfy administrative, legal, fiscal and historical requirements of that public record. Retention is applied to ALL public records. A records retention schedule, approved by the State Archives, is your legal authorization to destroy public records. Retention periods can be as short as 1 day or as long as forever (permanent). Retention is determined by the content of the information and not by the medium that it is produced or transmitted in.

24 General Records Retention Schedule Oregon Administrative Rules, Chapter 166, Applicable to ESD s, School Districts, & Schools

25 Daniliz Ortega Accounting Manager NW Regional ESD Tera VanDyke Accountant NW Regional ESD (503) (503) Thank you!