This page contains the following information:

Staff Directory
Reimbursement Rates
Mileage Reimbursements
High Per Diem Localities
Petty Cash Reimbursements
Transportation and Travel Procedures

The Accounting and Accounts Payable departments are part of the Finance & Facilities Division located at the Anaheim Campus. Both departments are managed by the Manager of Fiscal Affairs and include four Accounting Specialists, four Accounts Payable Clerks, and one Office Coordinator.

These departments are responsible for recording all transactions within the District's general ledger and the Orange County Department of Education's general ledger; monitoring compliance with Federal, State, and District guidelines; accounting for categorical programs; paying vendor invoices and employee reimbursements; and developing and maintaining the budget.

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Accounting
Accounts Payable
Accounts Receivable

Budget & Grants

Finance Security

Position Control Approvals

Accounting
Department Line - (714) 808-4732

Categorical Accounting

Transfer of Charge
   Requests

Categorical Accounting
Payroll Redistributions

Travel Prepayments &

   Reimbursements

Cash Receipts

Categorical Accounting

Categorical Accounting Facilities Accounting

Categorical Accounting
Financial Aid

Accounts Payable
Department Line - (714) 808-4741

Vendor Payments Q-Z

Petty Cash Reimbursements

Mileage Reimbursements

Cal Cards

Gas Cards

Home Depot

Utilities

Employees may receive reimbursements for business mileage incurred on approved District activities in accordance with Board Policy #6360. In order to receive reimbursement, the employee must complete a Mileage Invoice. This procedure does not cover activity that has been approved on a Travel Requisition. In those instances, the mileage claimed should be submitted on the Travel Expense Report.

Procedures

In order to receive reimbursement for business mileage incurred, perform the following steps:

1. Complete a Mileage Invoice by filling in all the requested information.
     Make sure the employee's Banner ID number is on the form.

2. Sign and date the Mileage Invoice.

3. Complete the Insurance Form.

4. Obtain the appropriate authorized signatures as determined by the
    administrators at each cost center on both the Mileage Invoice and
    Insurance Form.

5. Submit the signed Mileage Invoice and Insurance Form to the District
    Accounting Office.

The Petty Cash Voucher system has been established to aid in the purchase of unforeseen, emergency expenditures that may arise during the course of performing business. These expenditures should be made only when it isn't practical or cost-efficient to purchase through our Purchasing Department. The Petty Cash Voucher reimbursement is limited to a total of $250 per day. The Petty Cash Voucher system may not be used to circumvent established District purchasing procedures or to purchase prohibited items.

Note: If the petty cash purchase exceeds $250 per day, a purchase requisition must be completed and the original receipts must be submitted as an attachment to the  purchase requisition.

Procedures

In order to get reimbursed through the Petty Cash Voucher system, the following steps must be taken:

1. Complete the "Petty Cash Voucher," listing the date, employee's name,
    employee's Banner ID number, department, budget to be charged, store
    the items were purchased from, the item descriptions, and amounts.

Special Notes:
(a) If the items are charged to a categorical budget, then a statement of purpose should be included on the voucher.
(b) If the items purchased include food and beverages, then the Board approval date must be included on the voucher or a statement indicating that the items are for classroom use.

2. Sign the "Petty Cash Voucher" and obtain the necessary administrative
    approvals. The administrators who are signing the vouchers should be
    reviewing them for accuracy and allowability as a District expenditure.

3. Submit the authorized "Petty Cash Vouchers" to Acccouting at the
    District office for reimbursement.

1. In Banner, complete the FPAREQN form.

2. The vendor will be the employee's name that is requesting to travel.
    You can search on the flashlight to see if the employee has an
    @ number already assigned to them. If they do, please enter it in the
    Vendor number field. If not, type the legal name of the employee as it
    appears on the payroll records.

3. The commodity code will be 3TR.

4. Under the item text, type in:

1. The organization sponsoring the conference
2. The name of the conference
3. The inclusive dates of the conference
4. The City and State where the conference is being held
5. The reason for attending
6. Breakdown of cost

5. The amount will be the total estimated cost of the conference. This
    includes the registration fee, hotel fees, airplance tickets, mileage
    costs, meals, etc.

6. Submit your requisition for approval.

7. Once the registration has been approved, the District Accounting Office
    will assign a P.O. number for the travel.


After a P.O. number has been assigned, the employee may request prepayments by performing the following procedures:

1. Send an email to the District Accounting Office using the email address:

Travel

2. The email should include:

a) The name and address of the vendor the check should
    be made payable to and mailed to
b) The amount of the check
c) The due date of the check
d) The employee's name and P.O. number

3. Send all attachments (i.e., registration form, hotel, registration form,
    travel agency invoice, etc.) directly to the District Accounting Office.
    The attachments should indicate the P.O. number and email date.

A Travel Expense Report must be filed with the District Accounting Office with 60 days of your return from travel. This is extremely important since this is the only way that any unexpended funds will be disencumbered. All original receipts from your travel must be attached.