Business Office Deadlines
The following is a summary of important deadlines for financial related activities. Adherence to these dates is critical to ongoing operations and cut-off times for processing prior to fiscal year-end. Items listed below should be forwarded to the appropriate campus and department personnel.
Credit Card Payments
Departments not authorized to accept credit card payments must contact Financial Services prior to initiating transactions.
Departments that are approved to accept credit card payments must verify that each card presented is a valid card prior to initiating a transaction. The validity of a card is confirmed by examining the back of the card for the 16-digit credit card number, 3-digit CID number, a 4-digit expiration date and the cardholder’s signature. Comparison to a photo ID would be an added assurance.
The cardholder must sign and date the original copy of the transaction document, receipt, bill of sale, etc. The original copy will be forwarded to Financial Services for processing.
Payments and refund processing is the responsibility of Financial Services and all documentation should be delivered in person to the Accounting Department.
Business Office Departments and Functions
Function: Coordination and supervision of the Finance, Accounting, Payroll, Benefits, Budget, Management & Information Services, Purchasing, Print Services, Distribution Center, Risk Management, Textbooks, Operations & Facilities Services, Transportation and Food Service Departments.
Accounts Payable Function: Responsible for financial accounting for all school district funds, coordination of all financial sub-systems, maintenance of federal programs and grants, accounts payable, accounts receivable, and investments of the district.
Payroll Department Function: Responsible for the preparation and distribution of monthly, bi-weekly, and substitute payroll and related employee benefits.
Purchasing Department Function: Responsible for the bids, state contracts, quotes, RFPs, processing of purchase requisitions, vendor lists, distribution of warehouse stock; and management of fixed assets.
Budget Office Function: Responsible for the development and control of the school district budget. Oversight of Beyond District Student Travel. Safety and Security Function: Responsible for campus safety programs.
Food Services Function: Responsible for preparing and serving meals at campuses and catered events.
Print Services Function: Responsible for printing and distribution of materials to campuses through quick copy and print services.
Distribution Services Function: Responsible for the receipt, maintenance and distribution of warehouse stock, distribution of district mail and the transfer of fixed assets.
Instructional Materials Function: Responsible for receiving and distributing all textbooks and testing materials, also for the ordering, monitoring and auditing of campus textbooks.