• Bid Guidance -Flowchart

• Mileage Reimbursement Form - Revised January 2023

• Prepaid Voucher Request - Revised January 2020

• Prior Approval Form - Revised July 2023

• Rental Car Procedures

• Statewide Term Contracts

• Travel Flowchart-Decision Tree

• Vendor Information,  Application & Requirements 

• Travel Reimbursement Form - Revised July 2023

• Personal Reimbursement Request Form

Accounts Payable Q & A

Questions

1)   When can I use a prepaid voucher?

2)   What do I include on a prepaid voucher?

3)   What is the current mileage reimbursement rate?

4)   What information is needed for travel reimbursements?

5)   When is a prior approval travel form required?

6)   When will I receive my reimbursement/travel check?

7)   When are checks mailed?

8)   What is the cut-off for submitting requests for payment?

9)   What is required for a requisition to be approved?

10)   Which account number do I use on a requisition?

11)   Where do I find State Contract information?

12)   Where do I find Commondity Code / EP information?

13)   What if a vendor has not received a purchase order?

14)   What if a vendor is not active or assigned a vendor number?

15)   What if material on a purchase order must be returned or exchanged?

16)   Do I have another copier cost to pay after the January - March quarter?

17)   What notes do I need to put on my goldenrods?

18)   What information is needed for mileage reimbursements?

19)   What is the current tax rate?

Answers

 1)  When can I use a prepaid voucher?

registrations / conferences

travel / mileage

conference / hotel reservations

subscriptions

membership fees

annual dues

stamps

copier contract costs

reimbursements < $25

2)  What do I include on a prepaid voucher?

Vendor #

Invoice #, Hotel confirmation #, or Date of Workshop, etc

Vendor Address

Account #

Registration forms must be filled out; they are mailed with the check.

Prior Approval form must be attached for travel outside of Cabarrus County.

Put a Post-It Note on the front of any prepay (with your name & school) if you want the check returned to the school instead of being mailed.

3)  What is the current mileage reimbursement rate?

Effective, January 1, 2017, the current mileage rate is $ 0.535 cents per mile.

4)  What information is needed for travel reimbursements?

Travel Reimbursement forms are found on our website:

Should be typed online and printed out - the total is automatically calculated

Employee's name and vendor #

Location - where the check should be sent

Account #

From & To locations (example Concord, NC Raleigh, NC), even if you didn't drive.

Total miles traveled daily

Mileage rate is currently at .535 per mile

Meals are at a per diem rate. Reimbursement for lunch requires an overnight stay.

On a one day trip an employee must leave before 6:00 am to get reimbursed for breakfast or return home after 8:00 pm to get reimbursed for dinner. Make notes of the times on the travel form.

Hotel reimbursement must have a zero balance receipt attached.

Receipts for parking, taxis, shuttles, luggage, etc. are required.

Send in with Prior Approval Form attached.

No one can approve their own travel - Reimbursement request must also be signed by their supervisor.

5)  When is a prior approval travel form required?

In State - for any travel outside of Cabarrus county has to be signed by the employee and their supervisor.

Out of State - has to also be signed by Dr. Lowder.

6)  When will I receive my reimbursement/travel check?

Checks are printed every Wednesday with the exceptions of holidays, and released the following Monday afternoon.

7)  When are checks mailed?

Checks are mailed on Mondays for the previous check run.

8)  What is the cut-off for submitting requests for payment?

Friday is the deadline for ALL accounts payable requests.

9)  What is required for a requisition to be approved?

EP vendors - fill in all information including:

First screen:  ATTN: under address 

Second screen:  Title: & Deliver To

Third screen:  Commodity Code, and if necessary the State Contract info (Term Contract: T and Contract ID: # from the State Contact site), for each line item 

Using the requisition copy as a cover sheet - send a copy of the list (for over 25 items), quotes or bids (three if the item is over $2,000), and Prior Approval forms for registrations, air fare and rental cars to Connie Hahn at fax# 704-262-6225. You are responsible for faxing the list to the vendor once the PO is approved. For an EP vendor write a 13 in front of the PO # that is printed on your goldenrod copy.

10)  Which account number do I use on a requisition?

Equipment items under $5,000 use the Object Code .461 (Non-Capitalized Equipment)

Computers and related under $5,000 use .462 (Non-Capitalized Computer Equipment)

If per item cost for equipment is over $5,000 use the Object Code .541 (Non-Capitalized Equipment)

If per item cost for computers and related is over $5,000 use .542 (Non-Capitalized Computer Equipment).  If all components on the requisition are required to operate the computer or smartboard, and the total is over $5,000, use .542.

Always check your F2 screen under Budget Inquiry to verify your balance.

11)  Where do I find State Contract information?

www.doa.state.nc.us/PandC

Click on Term Contracts

Under Statewide Contracts click on either:

Alphabetical/Key Word Listing or Numerical Listing

http://www.doa.state.nc.us/PandC/numlistt.asp

From our website under Accounts Payable Useful Links click on:

How to Search Purchase & Contract by Keyword

http://www.doa.state.nc.us/PandC/keyword.asp

State Contract is constantly changing. This is a good place to scroll down and to become familiar with what is currently on State Contract. You will not have to get bids for items over $2,000 if they are on State Contract.

Even though State Contract #s match up with commodity code #s – vendors can be either State Contract or E-Procurement or both. If the vendor is both EP and State Contract you will need to fill in the State Contract information on the third screen of an EP purchase order. Change N to T for Term Contract and type in the Contract ID # from the State Contact site for each line item.

12)  Where do I find Commondity Code / EP information?

Looking a vendor up under the EP vendor search is helpful because the site includes all the commodities codes for this vendor. You can view this from:

www.doa.state.nc.us/PandC

Click on NC E-Procurement @ Your Service

Click OK

Registered Vendor Search

Search for Registered Vendors

Type in vendor name & enter

Click on the correct vendor at the bottom of the page

Scroll down to view all vendor information

From our website under Accounts Payable information click on:

Search Current EP Vendors

Search for Registered Vendors

Type in vendor name & enter

Click on the correct vendor at the bottom of the page

Scroll down to view all vendor information

The new Commodity Code list from EP is Alphabetical by product category: http://www.pandc.nc.gov/ipsalpha.htm

Always use a code that begins with “9” for service or labor and remove the tax on that line item.

13)  What if a vendor has not received a purchase order?

Email or call Connie Hahn

connie.hahn@cabarrus.k12.nc.us

704-262-6151

14)  What if a vendor is not active or assigned a vendor number?

Email or call Accounts Payable

connie.hahn@cabarrus.k12.nc.us

704-262-6151

request a W-9 from the vendor 
 

15)  What if material on a purchase order must be returned or exchanged?

Make detailed notes on the goldenrod copy

E-mail or call Accounts Payable if the goldenrod has been signed and forwarded

Contact the vendor for instructions

16)  Do I have another copier cost to pay after the January - March quarter?

The copier costs for April - June are paid from the next fiscal year budget. 4th quarter charges are paid after July 1st.

17)  What notes do I need to put on my goldenrods?

When contacting a vendor - - Remember EP PO's start with 130000xxxxx.

Write notes on the front of the goldenrod copy if any items are canceled or returned (person you spoke with at the company and what they said, if making a return - will you receive a credit or a replacement? etc.), # of shipments

Make sure the vendor knows you are canceling the PO and make notes on the goldenrod copy that you send to us to cancel.

Attach copy of items list (for ordered items on a blanket PO), quotes, & packing slips

When faxing or releasing a list online to a vendor, make sure you write or type 13 in front of the PO #

Do not send in a goldenrod until the order is complete, checked-in and satisfactory to all

18)  What information is needed for mileage reimbursements?

Employee's name and vendor #

Location - where the check should be sent

Account #

From & To information (example: HRMS/CHS/MPHS/HRMS)

Odometer readings

Total of miles traveled daily

Should be typed online - total miles will calculate automatically

Mileage rate is currently at .56 per mile

The only exception to odometer readings is if you travel to the same location every day. In this case, you can fill in From & To information once at the top of the page.

No one can approve their own travel - Local mileage reimbursement request must also be signed by their supervisor.

19)  What is the current tax rate?

As of October 1, 2011, the current tax rate is 7.0%. The breakdown will be 4.75% State and 2.25% County.