Accounts Payable

Expense Reimbursement: Expense Form 

Flowchart of Purchasing Process: Flowchart

Purchasing Orders

1. Staff member makes a written request to their immediate supervisor.
2. If supervisor approves request, a requisition is then completed on the computer under the MAISD — Requisition Maintenance
3. When the requisition has been approved at the building and the administration levels, a 4 part purchase order is then printed at the administration building.
4. The purchase orders are distributed as follows:
   a) The original (white copy) is mailed to the vendor.
   b) The second copy (yellow) is kept at the business office.
   c) The third and fourth copies (goldenrod and pink) are sent back to the building office or department office
5. When the ordered merchandise is received — the office staff member signs off on the goldenrod copy of the purchase order and sends it and the packing slip, if any, to Kelly at the administration building business office.
6. When all the “paper work” is complete a check is then processed.

General Fund

Matched invoices and purchase orders are processed on Tuesday, checks are printed on Wednesday and are mailed on Friday.

Food Service

Checks are processed once a month. Checks are processed the 2nd full week of the month, paying the previous month’s invoices, (example: on April 10th checks will be processed paying March’s invoices). They are processed the same as General Fund, invoices are processed on Monday, received from MAISD on Tuesday and mailed on Wednesday.