|
Business
& Non-Instructional Operations |
3295-AR |
INVOICING OF DISTRICT CHARGES
(Invoicing Procedure for the
Collection of Accrued
Miscellaneous Income and Abatements
to Expenditures)
A.
Purpose and Scope
To provide
for the orderly collection of accrued miscellaneous income and abatements to
expenditures including, but not limited to, the following items:
1.
Reimbursements
for damages to school property
2.
Reimbursement
for data processing services
3.
Approved
sales of surplus materials no longer needed for school purposes
4.
Tuition
charges
5.
Use
of school facilities fee
6.
Other
approved services provided to others outside school district
This
procedure is not to include the collection of any funds for which the schools
or other locations have been authorized to make direct collections, such as
schools collecting from pupils and/or parents for lost and damaged books,
material purchased (which the student manufactures) in a shop area, sale of transcripts
in excess of two (2); unless the location wishes the office of the Director of
Business Services to formalize by issuing an invoice.
B.
General
Any
suggestions or questions concerning this procedure should be directed to the
designated administrative unit responsible (see Section G.).
C.
Forms Used and Additional References
1.
Request
to Invoice, Form ASD/B-012
2.
Invoice,
Form ASD/B-013 (to be used by office of Director of Business Services)
D.
Procedure
1.
Responsibility
areas will be supplied with Request to Invoice forms available from the office
of Director, Business Services.
2.
Request
to Invoice together with additional information available should be prepared
and original of request forwarded to Business Services for preparation of
invoice. Requestor will retain duplicate copy.
3.
In
numerical order, the office of the Director, Business Services, will invoice as
directed and as audited for correctness. Distribution:
a.
Original
- individual invoiced
b.
First
copy - accounts receivable
c.
Second
copy - office of the Director, Business Services, numerical file together with
Request to Invoice and other back-up information
4.
On
the 15th and 30th of each month, accounts receivable will forward to the office
of the Director, Business Services, all invoices outstanding (outstanding
defined as two (2) weeks past issuance date) for preparation of second and
third invoice notices as necessary.
5.
Any
account not paid within two (2) weeks after the issuance of a third invoice
notice will be reviewed by the Director of Business Services. If after review
the director determines that the collection of the account can be achieved only
through small claims court procedure, he will request board approval of such
action.
6.
Cafeteria
account and A.S.B. accounts will prepare their own invoices.
E.
Reports Required
F.
Record Retention
In
accordance with California Administrative Code, Title V
G.
Responsible Administrative Unit
Director of
Business Services
H.
Approved by:
|
John
Mullender |
|
John
O. Tynes |
|
|
Responsible
Division Head |
Date |
Superintendent |
Date |