The Accounts Payable Support desk is responsible for auditing accounts payable prelists and associated vendor invoices as submitted by all K-12 school districts and direct-funded charter schools. Audits are performed for compliance with applicable laws and regulations, including, but not limited to, the Education, Public Contract, and Government Codes, and CSAM (California State Accounting Manual) guidelines. In addition, the Accounts Payable Support desk is responsible for coordination, final processing and distribution of accounts payable checks to school districts and direct-funded charter schools. This represents a monthly average of 3,000 commercial warrants.
Auditing of the 1099 Tax reporting information for all school district and charter school vendors is also a key role for the Accounts Payable Support desk.
Lost and destroyed warrants, warrants voided for age, forged warrants, and emergency warrants are also processed by the Accounts Payable Support desk. Monthly reconciliation of all outstanding warrants (both accounts payable and payroll) is a function of the Accounts Payable Support desk.
The Accounts Payable Support desk also has responsibility for working with the County Auditor/Treasurer and school district personnel on processing of district direct deposits to the County Treasury and ensuring that all direct deposits are appropriately posted to each school district and direct charter’s auditor funds based upon verification of deposit by the Treasurer’s Office and confirmation of deposit information from the school district.