E-News Financial Information
July 19, 2013
Welcome Back!
IN THIS ISSUE:
 Monthly Expenditures
& P-Card Statements
 Paying City Sales Tax
in Colorado
 Collecting &
Depositing Funds
 Using Online
Financial Forms
Monthly Expenditures & P-Card Statements
The district reports expenditures to the Colorado Department of
Education yearly using a set of codes defined by CDE. The Division of
Finance has always required transactions be coded accurately.
Recording expenditures to the appropriate account in a timely manner
makes spending rate analysis and fund balance reporting more
accurate, providing reliable support for sound fiscal decision making.
With regards to P-Card usage, Accounting recommends the use of Visa
IntelliLink to code credit card transactions to the appropriate expense
accounts. When necessary, a journal entry can be made for
transactions not moved in Visa IntelliLink to assure Oracle balances are
as accurate as possible. Proper coding of transactions is a requirement.
For statements to be considered on time they must be complete, which includes:
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Transactions must be coded to appropriate expense accounts.
o Visa IntelliLink changes will show on statements. When accounts are adjusted by
journal entry, the journal entry report must be attached to the statement when
submitted to Accounting.
Sales tax charged on purchases that should have been tax exempt must show a
documented attempt to contact the vendor for a refund. If a vendor refuses to refund tax
paid, the employee must reimburse the district.
o A P-Card Tax Reimbursement form (NEW) must be submitted with statement.
o Cash handler (sites with Dunbar pickup) must deposit the reimbursement and attach
a copy of the APS AR Deposit report to the statement.
o Sites with no Dunbar pickup must attach reimbursement checks to the statement.
Cash will not be accepted by Accounting.
Itemized receipts matching the amount charged must be attached.
o Food purchases require a list of attendees, location and topics discussed.
o Conference expenses must be listed on a signed Conference/Travel/
Advance/Reimbursement form Part A or B. If a conference is completed within the
cycle of the P-Card statement, Part A and B are both required.
o A P-Card Missing Receipt form (NEW) must be submitted for all missing receipts.
Business purpose for each transaction must be listed on the statement. Purpose is why the
item or service was purchased, not what was purchased. This includes supply and copier
statements.
Additional controls for the district’s management of P-Card transactions was communicated in a
Superintendent’s Bulletin and memo distributed in January. P-Card regulations can be found on
Purchasing’s Web site.
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Stricter coding requirements following the Colorado Department of Education’s chart-of-accounts will
be required of all sites. Purchases such as food, postage, online subscriptions and technology
supplies can no longer be coded to general supplies. Staff training expenses are now identified as a
professional service expense and no longer coded with other conference travel expenses.
CDE Chart of Accounts 2013-14
Abbreviated list of common account code segments.
The Budget Office will set up new accounts by request as needed. Make sure accounts are available
prior to P-Card statement deadlines to allow time to create journal entries and avoid delays in
submitting statements.
Paying City Sales Tax in Colorado [TOP]
Many Colorado municipalities honor our district’s state tax exemption; other cities require a separate
exemption be applied for before exempting APS from paying their city sales tax. The district
maintains a tax exempt status with Aurora, Denver and Westminster. Staff may request copies of
exemption letters and certificates from Accounting for district purchases. Please notify Accounting if
additional municipalities require an official request for tax exemption be filed.
Employees should not pay tax on tax exempt purchases. They should make sure their purchase is
exempt of taxes before providing payment to cashiers. Employees need to be prepared to fill out
store paperwork if requested. When using a district P-Card it is required that tax exempt sales be
processed void of sales tax. If tax is paid on an exempt purchase, cardholders are required to
request a reimbursement of tax prior to their P-Card statement being turned in to Accounting. Failure
to provide documentation of tax refund request and reimbursement will constitute a violation of
P-Card policy.
Collecting & Depositing Funds [TOP]
APS Code: DI states all funds received shall be accounted for carefully and accurately. All sites are
expected to follow safe cash handling procedures as outlined in the Standard Operating Business
Procedure manual. Funds must be kept in a locked safe at all times. Employees are not to keep
money in their classrooms or offices. All money and forms must be turned into cash handlers daily.
Cash handlers are to process deposits so funds are sent to the bank by the next armored car pickup.
Money collected must remain intact and be turned in to the site cash handler daily. Intact means
currency is not to be exchanged for checks and funds collected for one purpose are not to be
deposited or used for a different purpose.
Cash handler must issue a receipt for all funds received to provide the district with detailed
information about payee, reason for payment, date and amount. For school sites, APS Code: JJF-R
states details regarding student activity funds collected from groups may be recorded on a group
collection form. Librarians and media personnel should direct students to bookkeepers and
secretaries when paying library fines. All library fine refunds must be processed by site cash
handlers.
Using Online Financial Forms [TOP]
District forms are regularly updated to reflect current policy. District forms should always be
retrieved online using APSNet and not downloaded for use at a later date. Some forms by nature are
school year specific; others request or contain information that may change throughout the year. The
Conference/Approval/Advance/Reimbursement form may be saved down each time Part A is filled
out. Once Part B is completed the file may be saved but should not be used again for future use.
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