616.  PAYMENT OF BILLS - Pg.

616.  PAYMENT OF BILLS

1.        Purpose

It is the Board's intent to direct prompt payment of bills but at the same time to ensure that due care has been taken in the review of District bills.

2.        Authority

        SC 439, 607,                 1155

Each bill or obligation of this District must be fully itemized, verified and approved by the Board before a check can be drawn for its payment, except that the Board Secretary is permitted to draw payment orders for:

        SC 427, 439

  1. The prompt payment of items that will accrue to the District's advantage.

  1. Progress payments to contractors specified in a contract approved by the Board.

  1. Orders to cover approved payrolls and agency account deposits.

  1. Utility bills in months the Board does not meet.

3.        Delegation of         Responsibility

It shall be the responsibility of the Business Manager or designee upon receipt of an invoice to verify that the purchase invoice is in order, goods were received in acceptable condition or services were satisfactorily rendered, funds are available to cover the payment, the Board had budgeted for the item, and invoice is for the amount contracted.

Should the invoice vary from the acknowledged purchase order, the Business Manager or designee shall document on the invoice the reason for such variance.

        SC 607, 687

        Pol. 612

Should funds not be available in the account to which a proposed purchase will be charged, the Business Manager or designee shall determine the overage and request the Board make a legal transfer to cover it.

All claims for payment shall be submitted to the Board and recorded in the minutes of the Board meeting.

The list of bills shall include for each:

  1. Check number.

  1. Check date.

  1. Vendor.

  1. Amount of remittance.

  1. Account charged.

        SC 439

Upon approval of an order, the Treasurer shall prepare a check for payment and cancel the commitment placed against the appropriate account.

        SC 427, 433,

                439

All checks approved by the Board shall be signed by two (2) of the following officers: the President, Board Secretary and Treasurer.

        SC 428

The Vice-President may sign for the President.

4.        Guidelines

        65 P.S. 302

Signatures of the President, Vice-President, Treasurer and Board Secretary may be engraved on a signature plate or stamp.

No check shall be made out to cash.

Sales Tax

        72 P.S. 7204(12)

The District is exempt from sales tax on the purchase of tangible, personal property or services that are sold or used by the District. The District shall control use of its sales tax exemption number issued by the Department of Revenue, in compliance with established regulations. The exemption number shall be used only when buying property or services for District use.

The District shall obtain a sales tax license number for school organizations who purchase items to be resold.

In order to monitor these activities, the Business Manager shall develop procedures to assure coordination and accumulation of information and proper reporting and remittance to the Department of Revenue.

School Code

427, 428,

433, 439,

607, 608,

610, 687,

1155

65 P.S.

301 et seq

72 P.S.

7204 (12)

Board Policy

612

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