Treasurer’s Office Procedures/Resources for Staff

Overview of Purchasing Procedures (Board Policy: DJF-R)

Only secretaries and department heads will have access to make requisitions in the district. Any staff member wishing to place an order will go to their secretary or department head to get a requisition into the system.
Staff members will get a quote/estimate for the total of the they order they wish to place and provide that information to the secretary
Secretaries will enter the requisition and CC the staff member so they will be notified when a requisition has been converted to a Purchase Order and only then can the order be placed. No orders should be placed without having a Purchase Order first.
Any invoices that you receive can be sent to accountspayable@nchcityschools.org once approved for payment. Please write “OK to Pay” and the Purchase Order number on the approved invoice.

The district does not pay sales tax on items. Please do not requisition sales tax as it can not be paid by the district.
Please reach out to accountspayable@nchcityschools.org if you are in need of a tax exempt form prior to making a purchase.
Do not forget shipping charges. These count towards the PO total and must be accounted for.
Example for the process of placing an Amazon order HERE

Reimbursements:

There should be a PO before the reimbursable expense is incurred. Failing to have a PO will lead to the district not reimbursing the expense.
This includes any type of personal reimbursement, professional membership dues, professional development expenses, tuition reimbursement etc.
Estimate how much you plan to spend and make the requisition for a slightly higher amount and the same process will be followed.
Original receipts should be retained by the individual making the purchase. Scanned copies of original receipts and a signed Reimbursement Form should be sent to accountspayable@nchcityschools.org with the PO number in the subject line of the email. The Treasurer’s office cannot reimburse staff expenses without receipts, so it is important to maintain these records.
If a staff member is not set up as a vendor, THIS FORM should be completed to request setup.

Cash Received by Buildings/Departments:

Deposit of cash by buildings/departments should occur within 24 hours of receiving if the amount exceeds $1000 or 3 days if less than $1000. This includes student activities and fundraisers.

Treasurer’s Office Contacts

By emailing the following contacts, you are ensuring that multiple people will see your request and will be able to get you an answer/resolution:

For Accounts Payable/Receivable (Purchase Order, Invoices, Vendor Payments, Invoice Requests) email accountspayable@nchcityschools.org
For Payroll/Benefits (Payroll Deductions, Payroll Payments, Direct Deposit Information/Notices, and Insurance Related Items) email payroll@nchcityschools.org

Brett Floyd - Treasurer/CFO - ex: 14305

Monya Wyatt - Payroll/Benefits - ex:14307

Melissa Vlachos - Accounts Payable/Accounts Receivable - ex:14304