• Accounts Payable  

           Accounts Payable is responsible for the timely and accurate processing of payments for all goods and services procured by the district.  This includes payment of vendor invoices, direct payment requests, employee reimbursements, and other miscellaneous expenses in adherence with RCSD policies and procedures, as well as governmental rules and regulations.  Accounts Payable acknowledges the importance of maintaining positive relationships with our vendors and the RCSD community and is committed to providing the highest level of customer service. As a result, we are able to support the work of giving each student a quality education in the Rochester City School District. 

    PURCHASE ORDERS

             A purchase order is the standard authorization required for all District purchases of goods and services. Every purchase order originates with a requisition submitted by an authorized requester to the Purchasing Department. After a requisition is reviewed and approved by the Purchasing Department, a purchase order number is issued and funds are designated (encumbered) within the associated budget. Once issued, a purchase order serves as an official contract with a vendor to provide goods or services.

             When goods or services are received, it is the responsibility of the requester to promptly enter a receipt against the purchase order. Payment will not be made on any requisitioned goods or services until a receipt is entered.

             Vendors are instructed to submit all invoices directly to Accounts Payable. If you receive an invoice at a department or school, please send the invoice to Accounts Payable immediately. 

             Certain types of purchases are less predictable in nature and cannot be requisitioned. These purchases are not issued a purchase order and are referred to as direct payments. 

    DIRECT PAYMENTS

            The term "direct payments" refers to all payments made to vendors when no purchase order is available. All direct payments are processed electronically via Oracle requisition non/PO-direct pay. Generally, governmental accounting requirements are such that a purchase order is mandatory for all purchases. The purpose of this section is to establish uniform procedures and guidelines for District staff to follow that specify when it is permissible to initiate a purchase without a purchase order.

             Required Documentation

             The District requires receipts or detailed invoices from the servicing vendor in order to process a direct payment. All requests without complete documentation will be returned to the requesting employee.

             Required Approvals

             All Direct Payments must be approved by the budget manager of the department being utilized to make the direct payment. If the direct payment is for reimbursement or services for the department manager against the department manager’s own budget, then the department manager’s direct supervisor’s approval is required. Approval by the Superintendent is required for staff reporting directly to him/her or any exceptions to this policy.

             It is the responsibility of the authorized approver to examine the expenditure for propriety and to ensure that sufficient funds are available within the budget.

    Procurement (P) Cards

    The P-Card program is designed to streamline the process for smaller purchases within District purchasing rules and regulations.  Each account carries certain limitations, such as single purchase transaction limits, billing cycle dollar limits, and prohibited items. The program is set up to allow up to a $5,000 single transaction limit and a billing cycle purchase limit of $10,000. Transactions cannot be split to avoid this restriction and all transactions must be tax-exempt. Cardholders are responsible for completing a monthly reconciliation procedure via Oracle Expense. 

    P-Card Procedures

    To apply for a P-Card, contact travelandexpense@rcsdk12.org

     

    Documentation

    SOP Payables

    Condensed SOP Payables

     

    Contact:

    The Accounts Payable Department can be reached via email at: accountspayable@rcsdk12.org. The email is monitored Monday-Friday.