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EASTON AREA
SCHOOL DISTRICT
No. 616
SECTION:
FINANCES
TITLE:
PAYMENT OF BILLS
ADOPTED:
September 21, 2006
REVISED:
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 or designee is permitted to draw payment orders for:
SC 427, 439
1.
The prompt payment of items that will accrue to the district's advantage.
2.
Progress payments to contractors specified in a contract approved by the Board.
3.
Orders to cover approved payrolls and agency account deposits.
4.
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.
616. PAYMENT OF BILLS - Pg. 2
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The list of bills shall include for each:
1.
Check number.
2.
Vendor name.
3.
Amount.
4.
Description.
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
The Board shall require three (3) signatures on all checks issued as follows:
President or Vice-President, Board Secretary, and Treasurer.
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
608
65 P.S. 301 et seq