Accounts Payable

Accounts Payable Header Clipart

Supporting the District Through Accurate and Timely Payments

Accounts Payable is responsible for processing payments to vendors and reimbursing employees for eligible business-relaetd expenses. Our goal is to ensure payments are processed accurately, efficiently, and in accordance with district policies and applicable state and federal requirements.

📌Accounts Payable at a Glance

Accounts Payable handles:

Vendor invoice processing
Purchase order-related payments
Employee reimbursements
Travel and mileage reimbursements
Vendor payment inquiries
Vendor payment information
1099 reporting
Check and electronic payment processing

🧾 Invoice Processing

For an invoice to be processed, Accounts Payable must have the necessary documentation and approvals.

What happens after an invoice is submitted?

↓ Invoice Received
↓ Invoice Reviewed
↓ Purchase Order & Documentation Verified
↓ Goods/Services Confirmed & Invoice Approved for Payment
↓ Payment Processed
↓ Payment Issued

Processing time may vary depending on the completeness of the invoice, required approvals, purchase order information, and other circumstances.

What can delay payment?

Common reasons an invoice may be delayed include:

Missing or incorrect purchase order information
Invoice does not match the purchase order
Missing receiving documentation or confirmation of services
Required approval has not been completed
Incorrect vendor information
Missing or incomplete tax documentation
Duplicate invoices
Invoice submitted without required supporting documentation

💰 Vendor Payments

Vendors may use this section to find information regarding district payments.

Payment information includes:

Invoice/payment status
Check payments
Electronic/ACH payments
Remittance information
Vendor account information
Vendor name or address changes
Payment inquiries

For questions regarding a specific invoice or payment, please provide the vendor name, invoice number, purchase order number, and date of the invoice when contacting Accounts Payable.

🏦 Electronic Payments

Electronic payments provide a convenient and secure method for receiving district payments.

Vendors interested in electronic payment may complete the Vendor ACH form. For security purposes, banking changes will require additional verification.

Security Notice: Accounts Payable will never request sensitive banking information through an unsolicited email. Please verify any request to change payment or banking information through an established district contact.

👩‍💼 Employee Reimbursements

Accounts Payable processes eligible employee reimbursements in accordance with district policies and procedures.

Reimbursement requests may include:

Mileage
Travel expenses
Approved business expenses
Other eligible employee expenditures

Employees should retain all required receipts and supporting documentation and submit reimbursement requests according to district procedures.

Need a form? Visit the Finance Forms page.

✈️ Travel & Mileage

Travel-related reimbursements are processed through Accounts Payable in accordance with district travel procedures.

For information regarding travel requirements, mileage rates, allowable expenses, and travel forms, visit the District & Student Travel Procedures page of the Finance Department website.

📄 Vendor Tax Information

Accounts Payable maintains vendor tax documentation and is responsible for applicable year-end reporting.

Vendors should ensure their tax information is current and notify the district when information changes.

For information regarding Form 1099 reporting, visit the appropriate IRS resources.

Frequently Asked Questions

How do I check the status of an invoice?

Contact Accounts Payable with the vendor name, invoice number, purchase order number, and invoice date. Providing this information helps us locate the transaction quickly.

Why hasn’t my invoice been paid?

Invoices may require additional documentation, approval, receiving confirmation, or correction before payment can be processed. Accounts Payable can help determine the current status of an invoice.

Can a vendor submit an invoice without a purchase order?

Departments should follow district purchasing procedures and provide a purchase order before goods or services are obtained.

How do I update a vendor’s information?

Vendor information changes should be submitted via email, finance@beevilleisd.net. For security purposes, banking changes will require additional verification.

How do I request a copy of a payment or remittance information?

Contact Accounts Payable and provide the vendor name and applicable invoice or payment information.

Who do I contact about an Accounts Payable question?

For Accounts Payable questions, please contact the Finance Department using the contact information provided below.

🔗 Related Finance Resources

📞 Accounts Payable Contact

Beeville Indpendent School Distirct
Finance Department, Accounts Payable
(361) 358-7111 X1026
finance@beevilleisd.net

For questions regarding invoices, payments, reimbursements, or vendor accounts, please contact the Accounts Payable Department using the contact information listed above.