1. Grant Management Training Fiscal Monitoring: The Basics & Beyond Accounting Services December 7, 2011

2. Journal Entry Detail Journal Entry Number Assignment 35xxxx Accounts Payable 350001- 350999 Print Checks 351000 - 351999 E-Payments 352000 - 352999 ACH 358000 - 358999 Void checks 359500 - 359999 AP Accruals 359000 - 359500 AP Reversals 36xxxx P-Card

3. Month End Accruals

4. Invoice Reports

5. Purchase Order Reports

7. ePayables As of July 1, 2011, the District will be enforcing the normal payment terms of forty-five (45) days, per Chapter 218.74 of Florida Statutes, when a vendor continues with check payments. Vendors participating in the ePayables program will not be subject to the normal payment terms and payments would be made as soon as Accounts Payable receives an invoice from the vendor and is notified that the goods have been received or services have been rendered. The benefits to your company include: Accelerated receipt of cash, as funds are typically deposited within 48 hours of the credit card transaction Reduced collection costs associated with lost / misplaced checks Elimination of check float time For more information please view our ePayables brochure located on the Accounts Payable page at our website, http://finance.brevardschools.org/accounting/http://finance.brevardschools.org/accounting/ default.aspxdefault.aspx. Employees of the District do not participate in the ePayables process since they are already on an ACH direct deposit payment method. They receive payments as soon as approved and processed in the system.

8. E-Payables – 45 Day Schedule FY2012 Accounts Payable 45 day Pay Schedule MonthCheck Pay DateInvoice Selection DateMonthCheck Pay DateInvoice Selection Date July07/08/1106/03/11January01/06/1212/02/11 07/15/1106/10/1101/13/1212/09/11 07/22/1106/17/1101/20/1212/16/11 07/29/1106/24/1101/27/1212/23/11 August08/05/1107/01/11February02/03/1212/30/11 08/12/1107/08/1102/10/1201/06/12 08/19/1107/15/1102/17/1201/13/12 08/26/1107/22/1102/24/1201/20/12 September09/02/1107/29/11March03/02/1201/27/12 09/09/1108/05/1103/09/1202/03/12 09/16/1108/12/1103/16/1202/10/12 09/23/1108/19/1103/23/1202/17/12 09/30/1108/26/1103/30/12*02/24/12 October10/07/1109/02/11April04/05/12*03/02/12 10/14/1109/09/1104/13/1203/09/12 10/21/1109/16/1104/20/1203/16/12 10/28/1109/23/1104/27/1203/23/12 November11/04/1109/30/11May05/04/1203/30/12 11/11/1110/07/1105/11/1204/06/12 11/18/1110/14/1105/18/1204/13/12 11/23/11*10/21/1105/25/1204/20/12 December12/02/1110/28/11June06/01/1204/27/12 12/09/1111/04/1106/08/1205/04/12 12/16/1111/11/1106/15/1205/11/12 12/22/11*11/18/1106/22/1205/18/12 12/30/11*11/25/1106/29/1205/25/12 * Holiday Check Run

9. E-Payables – 45 Day Vendor Example Actual Invoice # Actual Entry Date Actual Invoice Date Check Pay Date Wait Time Between Checks 07/05/11 - 07/12/117/26/201107/12/1108/19/114 weeks 07/18/117/26/201107/18/1108/26/111 week 08/08/11 - 08/14/118/17/201108/14/1109/23/114 weeks 08/15/11 - 08/19/118/23/201108/19/1109/23/11none 08/22/11 - 08/26/118/30/201108/26/1109/30/111 week TRVL 8/9/11-8/26/119/14/201108/26/1109/30/11none 08/29/11 - 09/02/119/8/201109/02/1110/07/111 week 09/06/11-09/09/119/21/201109/09/1110/14/111 week 09/13/11-09/16/119/21/201109/16/1110/21/111 week 2120134010/18/201109/23/1110/28/111 week 09/26/11-09/29/1110/5/201109/29/1111/04/111 week 09/30/11-10/06/1110/11/201110/06/1111/11/111 week

10. Exception Rules Currently exceptions are not allowed. What does this mean to us? All initiated exceptions are being denied. No further exception requests will be accepted.

11. Questions