Accounts Payable Resources

Business Office Procedures Manual

Business Office Procedure Manual-revised August 2025

Vendors A - D/Amazon	Melissa Orozco
Vendors E - K/Office Depot	Melanie Rose
Vendors L - Z/Apple	Jessica Bernal-Arenas

Accounts Payable Contact List

Purchase Orders

If you need to close a purchase order, please send an e-mail to [email protected]. Accounts Payable will verify that there are no outstanding invoices to pay against the PO. They will then forward to Purchasing to close the PO.

You cannot create a PO after something has already been ordered. You will need to create a requisition for an RFP-Bid instead. If a PO does not have enough money to pay for the items you ordered, you can either receive the remaining amount on another PO (as long as it was created BEFORE the order date) or you can do an RFP-Bid for the remaining amount. The dates are very important.

If a PO does not have enough money to pay for items you ordered, you can increase the PO up to 10 % or you can receive the remaining amount on another PO (as long as it was created BEFORE the order date). You can also submit an RFP-BID for the remaining amount.

You do not have to increase a PO to receive on an invoice if the pricing difference on the item is under $100.

When placing an order, please do not give the vendor a random PO number.

When creating a requisition, please make sure you are using the correct vendor number. Make sure you are not using an "Inactive" or "Stop" vendor. Make sure the address in MUNIS matches the address from the vendor you are ordering from.

Create 2 separate purchase orders for 6499 & 6399.

When you create an RFP-Bid, be sure to go in to receive on the item(s) that you are paying. Accounts Payable cannot pay an invoice until the items have been received. Your receiving record releases the funds for payment.

Purchase Order Request (After the Fact) – Purchase orders are used to order materials or services. If the materials have already been received, payment should be requested by selecting the R-RFP-BID option under the Terms/Miscellaneous section of Requisition Entry to replace the previous Request for Pay forms process. This update allows for more effective fund encumbrance and balance tracking. The R-RFP-BID option is reserved for specific situations, including instances where a vendor does not accept purchase orders, parent/student refunds, student competition meal advancements, or when a purchase order is not currently open for a particular vendor. If an existing purchase order lacks sufficient funds, a change order request should be submitted. The Business Office will monitor the use of the R-RFP-BID option and follow up with employees and supervisors if it is used inappropriately to ensure compliance with this policy.

Vendors

Remember to tell your teachers to turn in the KROGER & HEB receipts to you. (Both vendors charge $5.00 per copy of a ticket which will be charged to your campus.) Once you get the receipt, create the receiving record and scan in the receipt. Please email the scanned receipt to [email protected].

KROGER &HEB - Be careful not to cut off the name of the store or the date when scanning your receipt(s). A/P needs to see that for entry, as will the auditors at audit time. If the receipt is too long to fit on a single sheet of paper, carefully cut the receipt and tape it onto a sheet of paper, then scan. If you have an extra-long receipt, use a second page. Just be sure ALL information is readable.

Put your PO # on the order form when ordering from OFFICE DEPOT. Do not enter 0's or a random number.

OFFICE DEPOT and AMAZON - Wait until you receive the invoice from AP to create the receiving record. Reconcile the invoice to the packing slips then create the receiving record. Some are receiving on each packing slip and making it difficult for AP to reconcile what invoice each item is on. Please let us know if you have any questions about this.

When ordering near a holiday or non-working days (weeks), please make note of the projected delivery date. If need be, order a little earlier or wait until you return to ensure someone is there to receive the items. Otherwise, they will be returned to the vendor.

SAM'S - Please make sure you set up an account online to print your invoices. This will eliminate late charges and interest fees. Remember to write your Sam's account number on the invoice. Please be sure you are choosing the correct Sam's vendor# when creating a requisition. The purchaser needs to look at the receipt at the time of purchase. If tax was charged by mistake, have them do the refund/correction at that time; otherwise, you will have to return to the store to have that done. Save BOTH receipts to turn in. You will then need to receive the FULL amount of the receipt (including tax) and then do a Request to Process Credit form for the refunded tax amount. This also pertains to Sam's Club purchases.

Fundraisers/Sales Tax

ONE-DAY, TAX-FREE SALE

Each organization is allowed two, one-day, tax-free sales per year. If you are having a school-wide fundraiser and are unsure if this counts as a one-day sale or not, follow the money. Whatever account the proceeds are deposited into is the organization that counts it toward one of their one-day sales. When two organizations work together and share a fundraiser, both organizations must count this as one of their one-day sales. When you deposit this money it must all be deposited at one time. If your fundraiser is large and covers several weeks with a specific end date, please make deposits as you go, if possible, to avoid checks sitting too long that may become insufficient. A one-day sale must have an end date for orders to be turned in. Any sales made at a later date will be taxed. For example, t-shirts that are ordered at the beginning of the year with a sale end date may be one of your tax-free sales. Any leftover shirts that are sold throughout the year must be taxed.
Any sales sponsored by PTO’s or Booster Clubs do not count toward DPISD one-day sales. Always follow the money.
All Deer Park ISD schools have a sales tax rate of 8.25%
The calculations for sales tax for all schools will be done in the same manner with the only difference being the amount of the percentage used. The amount of the total actual sales will be divided by 1.0825 or 1.0725 to get taxable sales. Subtract this amount from your actual sales to calculate your sales tax. You should crosscheck this by multiplying taxable sales by your sales tax rate. Add these two numbers together to get your original actual sales.

TAXABLE	NON-TAXABLE
T-Shirts	Candy
School Supplies	Concession stand food sales
Spirit Items	Popcorn
Book Sox	Sno-cones
Window Decal	Car Wash
Yearbooks	Coupon Books
Food Sale by Food Service	Concerts
Spaghetti Dinners, etc. if catered	Spaghetti Dinner prepared by volunteers
Banquet tickets if meal is catered	Dance
Auction items, if tangible property	Raffle

Kroger vs. HEB

The invoice number for a Kroger receipt is the REF #. The invoice number for HEB is the APPR # (above their Ref #).
Be sure to use the purchase card that was given to you. Tax does not automatically come off. Tell the cashier that we are tax exempt. The purchaser should take a copy of the purchase order with him/her or a signed tax-exempt form showing our tax ID number. The purchaser needs to look at the receipt at the time of purchase. If tax was charged by mistake, have them do the refund/correction at that time; otherwise, you will have to return to the store to have that done. Save BOTH receipts to turn in. You will then need to receive the FULL amount of the receipt (including tax) and then do a Request to Process Credit form for the refunded tax amount. This also pertains to Sam's Club purchases.
Do not scan a receipt longer than a sheet of paper. If necessary, carefully cut the receipt, then tape it onto the paper. You can do side-by-side. If necessary, use a second sheet of paper if the receipt is extra-long. Be careful not to tape over the print as it will fade. Accounts Payable needs to see the items purchased, amount, date, invoice number and the total amount to enter it into Munis. The auditors also have to be able to read it.

Gratuities

A tip (not allowed on Per Diem) is always optional; it is intended to reward good customer service. Reimbursements for tips/gratuities for the following services are considered personal services and are unallowable for reimbursements:

Maid services
Valet parking
Taxi/shuttle/ground transportation
Baggage handler
Bell hop services
Restroom attendant
Concierge services
DJ services

We will continue to process tips that are included on District funded orders.

Example: Food is ordered at your campus/department with an approved vendor on a purchase order. You tip no more than 20% and that is included on the receipt. This tip is approved and will be processed in the payment to the vendor.
Example: Food is ordered at your campus/department on a personal credit card. You tip no more than 20% and that is included on the receipt. In order to receive reimbursement is if you include a credit card statement along with the itemized receipt. Accounts Payable will not accept hand written additions to receipts for delivery fees or tips. Accounts Payable will not reimburse over 20%.