Accounting Procedures Handbook

CAFETERIA ACCOUNTS PAYABLE 16.3 FOOD SERVICE FUND I. OVERVIEW The Food Service Department is responsible for recording the accounts payable that are associated with its department. The Accounting Associate of the Food Service department obtains all vendor invoices pertaining to Food Service and enters them into the G/L Accounting System. Once approved by the Food Service Director, the batch is forwarded to finance to process the actual checks. II. CONTROL OBJECTIVES • To ensure accounts payable are reported in accordance with generally accepted accounting principles. • To ensure all invoices relating to Food Service are entered, coded, and approved accurately and timely. • To ensure compliance with applicable laws and regulations. III. PROCEDURES A. Processing Vendor Invoices • When product is received at school level, Food Service Manager checks product against invoice. Any discrepancies are reported and noted on vendor copy and Board copy. The manager then signs invoice and forwards by pony mail to Food Service Central Office. • Food Service Accounting Associate reviews invoices for signature and discrepancies. Each invoice is coded with vendor account number and expense account number. Invoices are filed by vendor awaiting statements. Some vendors send statements weekly while others send statements bi-monthly or monthly. Once statements are received and invoices matched, a batch file is created in BusinessPlus Accounts Payable. All information is entered, invoice is scanned and attached. • When a batch is ready for check run, the Accounting Associate proofs and distributes the batch file. The batch report is submitted to the Food Service Director for review and signature. Once approved by the Director, the batch is submitted to the Finance Dept. to process the checks. • Finance will inform when checks have been run and are cleared to be mailed. Checks are placed in envelopes with all necessary attachments and prepared for pony to deliver to mail room. B. Processing Reimbursement Requests • Reimbursement/refund requests are prepared at school level by Food Service manager and ponied to Food Service Central. • Accounting Associate receives and reviews request. If request is not for a vendor already in the system, a temporary number is assigned by Purchasing Department. The request is entered in BusinessPlus Purchasing by creating an Invoice Authorization (IA). Copy of request is scanned and attached before being submitted. The IA is reviewed and passed on through the system until all necessary parties have approved. • After all approvals have been made, IA is assigned a PO number. Finance pulls and pays POs weekly.