Accounts Payable

Payment Request Forms

• Attach original receipts plus any other supporting documentation to the form.
• Obtain all applicable signatures prior to submitting for payment.
• To prevent delays in processing payment, please provide an appropriate account line and ensure sufficient funds are available.
• If the appropriate account line has insufficient funds, complete a budget transfer. Do not attempt to use a different line just because it simply has available funds.
• This form should not be used to pay for services, supplies or to purchase equipment.

Specific questions regarding appropriate use of this form may be directed to: Accounts Payable – Naylena Boucher (384-6205) or Fabian Soriagalvarro (384-6206) or the Associate Director, Business & Fiscal Services – Kimberly Freitas (384-6202).

Use of Payment Request Form

The Payment Request Form is available to be used as an exception to the standard purchase order or a blanket purchase order and It is not intended to be used to bypass the District’s procurement procedures.

A list of uses is as follows:

• Subscriptions and memberships
• Advertising/public notices and employment
• Student and community reimbursements
• Postage and bulk mailing
• Meeting expenses
• Utilities
• Permit and licenses
• Scholarships and awards
• Legal and attorney fees
• Employee medical reimbursements
• Supplies, when it is not feasible for department to have a Blanket Purchase Order
• Items procured during a recognized state of emergency Credit Card Payments

Items such as leases, instructional contract, construction contracts, equipment, and the usual and normal supplies and services will require a purchase order or blanket purchase  order prior to procuring goods and services.

It is important to note if an employee purchases any item without benefit of a purchase order or blanket purchase order, he/she does so at their own risk. Reimbursement to that employee may be denied if purchasing procedures have been violated.