4:50 - Paying for Goods and Services

Policy 4:50

Business and Non-Instructional Operations

Paying for Goods and Services

The Board will authorize payment for goods and services:

  1. contracted for within budgetary limits;
  2. purchased according to relevant purchasing policies and regulations; and
  3. certified by the Superintendent or designee as having been received in acceptable condition.

The Superintendent or Superintendent’s designee shall prepare a list of all due and payable bills, indicating vendor name and amount, and shall present it to the Board at the Board’s regular monthly meeting or, if necessary, a special meeting. These bills are reviewed by the Board, after which they may be approved for payment by the Board. Approval of all bills shall be given by a roll call vote, and the votes shall be recorded in the minutes. The Treasurer shall pay the bills upon confirming such approval by the Board. The Treasurer shall confirm such approval by reviewing the recording or draft minutes of the portion of the Board meeting at which the Board vote was made or by personally observing such vote at the meeting.

The Treasurer is authorized, without further Board approval, to pay Social Security taxes, wages, pension contributions, utility bills, and other recurring bills. These disbursements shall be included in the listing of bills presented to the Board. Supporting documents to verify any payments shall be available to the Board for review upon request. The Superintendent has the responsibility to have invoices and vouchers reviewed and checked prior to presentation to the Board for approval.

The Board authorizes the Superintendent or designee to establish revolving funds and a petty cash fund system for school cafeterias, lunchrooms, athletics, or similar purposes, provided such funds are maintained in accordance with Board policy and remain in the custody of an employee who is properly bonded according to state law.

Adopted: September 8, 1997
Revised: March 19, 2012; February 25, 2019

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