Developing An Accounts Payable & Purchasing Procedures Manual

Developing An Accounts Payable & Purchasing Procedures Manual February 7-10, 2022 Yulanda J. Austin, MASBO President 52nd Annual Conference School Business Manager Tunica County School District

WHY DEVELOP A MANUAL? REQUIRED ? OR PROCEDURAL? LOGO

Condition School District followed the polices and procedures outlined in the State of MS Financial Accounting Manual for Public School; however, did not have an up-to-date written manual of accounting policies and procedures LOGO

Cause & Effect LOGO District had not developed a policy and procedures manual that reflected the actual policies and accounting procedures used by the district The actual policies and procedures followed by the district were not in writing

Recommendation District develop a comprehensive accounting policies and procedures manual. Criteria: OMB Common Rule Section 20: Standards for financial management systems, Part b(3), states that “Effective control and accountability must be maintained LOGO

LOGO Develop and Adopt: XYZ School District: Accounts Payable Procedures Manual Define Purpose of Manual What’s Included In Manual

LOGO Defining the Purpose Ensure that proper procedures are being applied Aid in training new employees Similar transactions are treated consistently Assist management in delegating duties Procedures are handled in the form desired by management Assist management with segregating duties

What’s Included: An organizational chart Job Description, outlining duties/responsibilities Job description, outlining duties/ reponsiblies Description of method, procedures including Job Description, outlining explanation and examples dues/responsibilities Any other documents of forms for which uniformity of use is desired LOGO

What’s Included continued: School District Policies Procedures: Who’s Responsibility Job description, outlining duties/ reponsiblies Step by Step Process Job Description, outlining dues/responsibilities Chart of Accounts LOGO

Example Uniform Documents Used by the School District Continued: Sample Forms: Vendor Request Forms Requisition Form Purchase Order Fixed Asset Inventory Tag Receiving Report Packing Slips Invoice Staff Travel Forms Travel Reimbursement Form LOGO

COMMENTS OR QUESTIONS?