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Accounts Payable Frequently Asked Questions

For Employees

On your purchase requisition make sure to note that prepayment/deposit is required and when it is due.

Receiving documents are all of the paperwork that comes with your delivered item or service. Documents include packing slips, sales tickets, receipts, and bills of laden.

All receiving documents need to be sent to the Purchasing Assistant after you have verified the items are received and checked off. Please make sure that you sign and date the receiving document before you send it to Purchasing.

All invoices should be billed to the District Office, not to the school site. 

                Encinitas Union School District

                Attn: Accounts Payable

                101 S. Rancho Santa Fe Rd.

                Encinitas, CA 92024

Upon receipt of an invoice from the vendor or Accounts Payable, verify that all items on the invoice have been received and receiving documents have been sent to the Purchasing Assistant. Once you verify that all information on the invoice is correct, please sign, date, and “okay to pay” the invoice. Return original signed invoice to Accounts Payable.

If the mileage was preapproved by your supervisor before the event, then you will need fill out a mileage reimbursement form and have your supervisor approve it. Once your supervisor has approved the mileage reimbursement, send the form to the district Accountant.

Yes, an invoice must be submitted to Accounts Payable in order to trigger payment.
No. If there is a mathematical error, short shipment of items, etc., the vendor must correct the invoice and issue a revised invoice.
Fill out an invoice form, attach a copy of the cash receipt, and have your principal approve it. Once the principal approves the reimbursement, send the invoice with the back up to the district Accountant.
Fill out an invoice form, attach proof of payment, and have your principal approve it. Once the principal approves the reimbursement, send the invoice to the district Accountant.
We pay vendor invoices within 30 days from the date the invoice was received, unless otherwise stated. We pay reimbursements 2-4 weeks from the date the reimbursement was received by the district Accountant.

For Vendors

All invoices should be billed to the District Office, not to the school site. 

                Encinitas Union School District

                Attn: Accounts Payable

                101 S. Rancho Santa Fe Rd.

                Encinitas, CA 92024

We pay invoices within 30 days from the date the invoice was received by Accounts Payable, unless otherwise stated.