Killeen ISD
Accounts Payable
Department
Carolyn Duncan
Accounts Payable Specialist
Who to Contact
Carolyn Duncan
Accounts Payable Specialist
336-0013
Miwa McFadden
A/B/C
336-0014
Keria Degrate
E/F/G/H
336-0015
Erica Hopkins
I/J/K/L
336-0016
Andrea Sane
Q/R/S/W/Z
336-0018
Angela Tucker
M/N/O/P
336-2767
Toni Smith
D/T/U/V
336-0154
Nenita Bone
X/Y and KISD credit card
336-0017
**Consultants, Mileage & Travel are sorted by
last name**
Weekly Check Cycle
Friday
• Deadline to submit documentation to A/P for Tuesdays check run
Monday
• A/P prepares documents that have been submitted for payment.
• If you have a CR or EAR that MUST be paid on Tuesdays check run,
and are unsure if it has been paid, please contact the appropriate A/P
clerk
Tuesday
• Vendor checks are printed by Treasury & submitted to A/P for review
(this procedure takes approx. ½ day)
Wednesday
• Vendor checks are mailed out OR
• Checks that are marked Hold For Pickup are available after 3PM.
• Checks are available for pickup at the Treasury office
Emergency Checks
We are aware that emergencies happen, if a check is needed
anytime outside the normal processing cycle, a check can
be processed.
•
Please contact Carolyn Duncan, A/P Specialist, at 336-0013 for
assistance with this matter
Payment Information & Vendor Inquiries
•
•
•
Please do not make guarantees to individuals or companies
regarding when a check will be ready.
•
Direct vendor inquiries about payment status to the
appropriate A/P Clerk.
•
Please send emails to “DL – Accounts Payable,” or send invoices
to Accounts.Payable@killeenisd.org instead, or contact the
appropriate A/P clerk.
Professional Leave Requests
• Required when employees attend out-of-district conferences or
meetings for half a day or more.
• The Professional Leave Request should be submitted two weeks prior
to departure.
• Scan completed documents with signatures & attach to EAR in Teams.
• The estimated expenses on the PL request may be adjusted after the
trip is completed. These changes will be completed on the
Professional Leave Reimbursement.
**Professional Leave Request forms for Local & Federal Funds can be found on the Budget website**
Professional Leave Reimbursements
•
Complete a Professional Leave Reimbursement form AFTER
trip has been taken.
Local fund Professional Leave Reimbursement forms are sent to
Accounts Payable for payment.
• Scan and attach final documents in Teams OR
• Send hard copies to Accounts Payable.
•
•
Federal fund Professional Leave Reimbursement forms are sent
to Budget for verification before being sent to Accounts Payable.
Originals MUST be submitted, along with receipts.
Professional Leave Reimbursements
Local
• Employee & principal/director
signatures on reimb. form
• Hotel Receipt
• Any Misc. costs receipts (cab
fare, parking costs)
• Any Registration fee receipt
• Google map for any mileage
reimb.
Federal
• Employee & principal/director
signatures on reimb. form
• ALL original receipts: meals,
misc. costs, hotel, registration
fees.
• Google map for any mileage
reimb.
**Professional Leave Reimbursement forms for Local & Federal Funds can be found on the Budget website**
Prepaid Registration Fees
• Prepaid registration fees require a check request
OR
• Use of the district credit card to secure your spot
• The supporting documentation should be a copy of the conference or
workshop brochure/form and include the following information:
• Total registration fee
• Address to mail the registration fee
• Name of the attendee
• Date of conference or workshop
Subscriptions & Renewals
Magazines
• Once the first issue is received on campus, please complete the
Subscription Receiving Form OR email the Purchasing Department.
Online Subscriptions
• Once you have access to the online subscription please notify
Purchasing via email.
**Subscription Receiving Form can be found on A/P’s Website**
Consultants
• Payment for consultants are entered for payment on a Check
Request
• Payment cannot be processed with a contract
• Consultant may provide an invoice
OR
• A consulting services form may be filled out and submitted for
payment
• Signatures from the consultant and principal/director are required
**Consultant Services Payment Request forms can be found on the A/P website**
Employee Reimbursements
New Option for Employee Reimbursement
Payments
We now offer direct deposit to pay employee reimbursements.
• The employee will need to inform the financial clerk if he/she
would like to receive their reimbursement as a direct deposit.
• The reimbursement will be deposited into employee’s current
payroll bank account.
• An employee will be able to view their reimbursements in the
ESC under “My Employee Reimbursements.”
•
KISD Credit Card
• KISD uses Citibank Card for Wal-Mart; hotel reservation
and registration; invoice payment and etc.
• The card is issued to the campus and departments by the
• Purchasing Department.
• Each month, the campus or department will go on the
website to retrieve the statement. The statement will list
the purchases or transactions that you made to that
account for the month. Once the statement is
downloaded, a Check Request is processed for all
transactions.
KISD Credit Card
To process a check request:
•
•
•
Use vendor # 99005.
The receipt and statement for all transactions must be provided or
attached in the system.
When making partial payment on your Wal-Mart receipt from Activity
Fund Check, make sure to attach or include copy of the Activity Fund
check, Wal-Mart receipt and a statement to your Check Request for
the difference.
Send your original Activity Fund checks to make payment for KISD Credit
Card Fund; including the copies of the receipt and statement associated
with that check.
KISD Tax Exemptions
Sales Tax Exemption
•
•
•
Date & seller information must
be filled out by purchaser
Present form at time of purchase
Sales tax reimbursements will
not be made to employees who
fail to claim the exemption
Hotel Occupancy Tax Exemption
•
•
•
Date & guest name must be
filled out by you
Present form at time of payment
Hotel
occupancy
tax
reimbursements will not be
made to employees who fail to
claim the exemption
**Sales Tax & Hotel Occupancy Tax Exemption forms can be found on the A/P website**
Other A/P Processes
• A PO must reflect a ‘received in’ status on Teams before A/P can process a
payment.
• If, for any reason, items you ordered are received directly on campus
(instead of Warehouse Services) immediately notify – via email, the
warehouse of what items & how many items have been received.
• A/P can only submit payment with an invoice on PO’s. Statements, packing
slips, sales orders, etc. CAN NOT be used for payment purposes.
• A/P can process payments on invoices that are over the PO amount by up
to 15%. Invoices that are over 15% of the PO amount will require approval
from the requisitioner, this includes shipping and handling.
• A/P clerks, may require your help in obtaining an invoice, invoice correction
or credit memo from the vendor. Please be willing to step in and help get
any issues taken care of in a timely manner.