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Accounts Payable

Dollars

Contact Information

Sasscer Administration Building
14201 School Lane Room 130
Upper Marlboro, Maryland 20772
301-952-6160
301-952-6166
 
Esther Bush, Accounts Payable Manager
esther.bush@pgcps.org

Accounts Payable Listing of Assignments

Resources

Important Accounts Payable Deadlines For Fiscal Year Ending June 2020 are as follows:

iExpense and All Vendor Invoices Received by Schools and Departments for FY 2020:

Deadlines for submission of iExpense reimbursements and vendors invoices will be based on the following schedule:

  • May 15, 2020 Costs incurred from July 1, 2019 - April 30, 2020
  • June 5, 2020 Costs incurred from May 1, 2019 -May 31,2020
  • July 1,2020 Costs incurred from June 1, 2019 - June 30, 2020
  • July 8, 2020 All Food and Nutrition Services invoices dated June 30, 2020 & prior
  • July 8, 2020 Food Care Provider invoice file for the month of June 2020

NOTE: All FY 2020 expenses must be submitted and approved in iExpense by the dates outlined above. FY 2020 expenses entered against FY 2021 funds will be rejected and not reimbursed by the School System.  The iExpense year-end process in this Bulletin supersedes month-end submission process as outlined in Admin Procedure 4133.  June iExpense entries must be approved and submitted to Accounts Payable by Wednesday, July 1, 2020.

Payments Against FY 2020 Purchase Orders

FY 2020 purchase orders are to be used only for the payment of goods received or services rendered on or before, Friday, June 30, 2020.

All staff that have created requisitions and/or purchase orders during the year should immediately begin a review of all FY 2020  purchase orders currently open. Determine if there are any outstanding invoices for goods received or services rendered through the current period that have not yet been paid.

Continue to monitor open purchase orders and outstanding invoices through June 30, 2020. Vendors should be contacted if invoices have not been received. All outstanding invoices should be forwarded by the originating office or by the vendor to the Accounts Payable Office as soon as possible, but no later than Wednesday, July 1, 2020 to be paid before the open balances on the FY 2020 purchase orders are closed out.

Accounts Payable Do's and Don'ts

Do's  

  • Do send to Accounts Payable all original invoices delivered to your school by suppliers/vendors
  • Do enter "Receipt" in Oracle, as soon as service has been rendered or merchandise received at your location
  • Do follow-up with the Deputy Superintendent's Office to ensure that approved non-local trave forms are signed and delivered to Accounts Payable at least 10 days before your payment is due
  • Do notify AP in writing of item substituted or returns made on a specific Purchase Order
  • Do make every effort to participate and be trained in the use of IExpense

Don'ts

  • Do not assume that your "Oracle Receipt" will generate a payment to the vendor/supplier
  • Do not place an order with a vendor for goods or services, without a Purchase Order
  • Do not use school funds to purchase gift cards
  • Do not use a DA (Disbursement Authority) to pay for good/services that should have been purchased via the Oracle requisition process
  • Do not make payment directly to 1099 vendors (Service type providers) from your school checking account

 

Account Payable Hold Names and Definitions