BCOE - Administrative Services

Financial Main Page Procedures FAQ

Frequently Asked Questions

Accounts Payable | Contracts | Forms | Object Codes

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Q: When I contact the Accounts Payable (AP) dept. to request a new vendor set up, what information should I have ready to give AP?

A: You will need the vendor name, address (including zip code), phone and fax number, and whether the purchase will be for supplies or services.

Q: Do I need to complete a purchase order for every invoice that requires payment?

A: In accordance to Supt. Policies and Procedures, purchase orders should be completed prior an expense being incurred, to ensure proper authorization for the purchase. If a purchase order was not completed prior to a purchase, and an invoice is received and awaiting payment, there is no need to complete a purchase order after the fact; the invoice can be coded and signed by an authorized signer, and submitted to Accounts Payable for payment.

Q: If I purchase an item and the vendor does not charge sales tax, will I still need to pay tax?

A: Yes, in accordance with CA state law, appropriate sales tax still needs to be paid. Accounts Payable will process any applicable sales tax during vendor payment; this charge will be indicated as "UTax" in IFAS drill-downs within budget reports.

Contracts

Q: When hiring an individual for services, how do I know if I should use the Independent Contract form or a Temporary Services Contract?

A: For guidance in this area, refer to the Guidelines in the BF-01 form, available on the BCOE Forms Index under the Contracts category:
http://www.bcoe.org/admin/forms/default.htm

Forms

Q: What form should I use to change salary distribution?

A: Use BSF-86, available on the BCOE Forms Index under the Payroll category: http://www.bcoe.org/admin/forms/default.htm

Object Codes

Q: What object code should I use for magazine and newspaper subscriptions?

A: Use 5300

Q: When screen-printing t-shirts, mugs, etc., what object code should be used?

A: If an item cannot be separated from service (ie: screen printing cannot be accomplished without t-shirts), then the entire purchase should be charged to 5800 (services).

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	Don McNelis - Superintendent 1859 Bird Street Oroville CA 95965 Phone: (530)532-5650	Search BCOE Web Site