Financial Forms

Documents found below:
ABC Transfers
Expenditure Report 14-15
Program Report Code Summary
Object Code Summary


Accounts Payable
  • Request for Payment Forms MUST be printed on green paper to be accepted for payment
  • All Travel Reimbursement forms must be signed by the Principal/Administrator, employee, and Assistant Superintendent.  The forms should also include a budget code and a signed Prior Approval form should be attached. 
  • Signed blue sheets for purchase orders need to be sent to Accounts Payable as soon as all items ordered have been received (along with any backup info, invoices, etc.)
  • Please follow the request dates and pay dates for State (Fund 1) and Federal (Fund 3) funds making sure you have your invoices to Accounts Payable at least 2 days prior to the request date.  It takes several days after the request date to receive the funds for payments.  An accounts payable calendar has been set-up and shared with all secretaries so they can view the request and pay dates at any time. 
Fixed Assets
  • New Acquisitions:  A fixed asset form must be submitted for each tangible item with a cost of $500 or more that is purchased with State, Head Start, or Local funds.  Any tangible item purchased with Federal funds must be recorded no matter what the cost.
  • Assets purchased from school funds, bond money, or donations:  The school should send a copy of the purchase order of a tangible item valued of $500 or more along with a completed Fixed Asset form.  A tag number will be assigned and returned to the school for affixing the new asset. 
  • Transfers:  Complete the Transfer and Disposition Form and be sure to include the issuing and receiving schools.
  • Stolen Assets:  Complete the Transfer & Disposition form and be sure to mark the "stolen" block, and attach a copy of the police report
  • Year End Physical Count:  In March of the current year, the Central Office will send a report to each location listing all assets currently assigned to their location.  The report should be reviewed by the person(s) responsible for fixed assets at the individual locations.  Be sure to check off all items on the report so that we know you actually saw the items in your building/location.  The reports are due back to the Central Office no later than May 1.
  •  Time-sheets need to be corrected and approved in a timely manner.  They are legal payroll documents. 
  • Payroll needs to be notified ASAP of leaves, resignations, and/or terminations.
  • Employees need to be approved through Human Resources before they start any position of job change.
School Bank Accounts/School Funds
  • School funds checks require 2 signatures
  • Check signatures cannot be the same as the payee
  • Bank Recons are to be completed by the 10th of the month and reviewed/signed by the Principal then submitted to Donna Baker who will review and submit to Will Crabtree

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