ACCOUNTS PAYABLE
Frequently Asked Questions

    1. 

Is MPS tax exempt? 

    2.

Is MPS a non-profit organization?

    3. Where do I get a signed W-9 Form showing the Federal Tax ID number for MPS?
    4.

Where do I send a credit application for MPS to complete?

    5.

Who assigns vendor numbers and sets up new vendors?

    6.

What is the mailing address for Accounts Payable?

    7.

How long will it take to pay a vendor?

    8. 

Can the vendor come in to pick up the check?

    9.

How often do you cut checks?

  10.

What is the deadline to have invoices to A/P?

  11.

How do I know who handles a particular vendor?

  12.

How soon will I get my travel reimbursement or mileage check?

  13.

Is A/P closed in the summer?

  14.

What should I do if I lose a check?

  15.

What should I do if I do not receive a check?

  16.

Does A/P pay all of the bills for MPS?

  17.

Can A/P process a check from a Purchase Order?

  18.

I have told the A/P person that I received my order.  Why do I have to contact MDC to have it electronically received?

  19.

I used a Limited Value Purchase Order.  What do I send to Accounts Payable?

  20.

I have a blanket purchase order which I plan to use several times throughout the year.  Do I keep all the receipts/invoices and send them to A/P when I have finished using the PO?

  21.

I’ve bought everything I intend to buy on a particular PO.  How do I have it closed?

  22.

Why does A/P send me an invoice?

  23.

I initialed the invoice, sent it to A/P and now it’s come back to me.  Why?

  24.

What do I do with a packing slip?

  25. A/P has sent me an email requesting that I increase a PO.  What do I do? 
  26.  I returned an item for credit, where are the dollars?
     
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A:
  1.

 Is MPS tax exempt?   Top    

 No.  MPS is required to pay sales tax except for these specific purchases:

Motor vehicle and use fuel.

Printed, photographic, electronic media or digital media materials purchased for our Media Centers.  Item must be coded  to 2220-6641 (Media/LibBk).  The PO or LVPO must indicate “Media Center” to get the tax exemption from the vendor per ARS 42-5159.12.  
   
Food, drink, condiments or accessories purchased by a school district for consumption at a public school within the district during school hours.

     
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  2.

Is MPS a non-profit organization?    Top     

No.  MPS is a political subdivision of the State of Arizona.  For income tax and grant purposes, MPS is treated as a non-profit organization. 

     
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  3.

Where do I get a signed W-9 Form showing the Federal Tax ID number for MPS?    Top   

Accounting Supervisor at the ASC.

     
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  4.

Where do I send a credit application for MPS to complete?  Top    

Purchasing Department

     
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  5.

Who assigns vendor numbers and sets up new vendors?   Top

Please use this link for vendor information:

http://www.mpsaz.org/purchasing/newvendor/

     
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  6.

What is the mailing address for Accounts Payable?    Top   
143 S. Alma School Rd., Mesa, AZ 85210-1096

     
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  7.

How long will it take to pay a vendor?    Top    

A/P pays based on the terms stated on the vendor’s invoice.  If no terms are specified, we pay 30 days from invoice date.

     
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  8.

Can the vendor come in to pick up the check?    Top    

No, we do not allow vendors to pick up checks.

     
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  9.

How often do you cut checks?    Top    

For 2017-18 school year, checks are cut on Wednesday and mailed on Thursday.

 

Holidays will affect this schedule.

     
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10.

What is the deadline to have invoices to A/P?    Top    

For 2017-18 school year, invoices must be received by noon on Monday for payment on Wednesday.

Remember, we pay by the terms on the invoice or Net 30 days, so the invoice may not be paid on the very next check run.

 

Holidays will affect the deadline.  

     
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11.

How do I know who handles a particular vendor?    Top    

We assign vendors by letter of the alphabet.  See the department directory.

     
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12.

How soon will I get my travel reimbursement or mileage check?    Top    

Travel and mileage forms must first be audited.  Once the form reaches A/P,  we generally pay it on the next check run.  During the summer it may take several weeks due to the volume of claims to be audited.

     
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13.

Is A/P closed in the summer?    Top    

No, the A/P staff work 12 months. 

     
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14.

What should I do if I lose a check?    Top    

Contact the appropriate person in A/P.  You will need to complete some  paperwork and have it notarized.  There is a waiting period before a replacement check can be issued.

     
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15.

What should I do if I do not receive a check?    Top    

Contact the appropriate person in A/P to confirm that the check was issued.   If the check was issued, and not received by you, you will need to complete some paperwork and have it notarized.  There is a waiting period before a replacement check can be issued.

     
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16.

 Does A/P pay all of the bills for MPS?    Top   

No, we process only District Funds.  Student Funds and Auxiliary Funds are processed by the Student Activities Department.

     
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17.

Can A/P process a check from a Purchase Order?    Top    

No, A/P requires an invoice.

     
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18.

I have told the A/P person that I received my order.  Why do I have to contact MDC to have it electronically received?    Top    

This is an internal control requirement.  A/P cannot electronically receive

items.

     
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19.

I used a Limited Value Purchase Order.  What do I send to Accounts Payable?    Top    

Send the pink copy of the LVPO.  If you have an invoice or a receipt, attach it  to the pink copy.  Do not wait for the invoice before sending the pink copy to Accounts Payable.

     
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20.

 I have a blanket purchase order which I plan to use several times throughout the year. Do I keep all the receipts/invoices and send them to A/P when I have finished using the PO?      Top 

No, send the receipts/invoices to A/P as you make the purchases.  The   vendor will expect payment in a timely manner.

     
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21.

I’ve bought everything I intend to buy on a particular PO.  How do I have it closed?    Top    

Be sure that all the invoices have been applied against the PO.  Contact the Buyer to close the PO.  A/P can only close a PO when we are entering an  invoice against the PO.

     
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22.

Why does A/P send me an invoice?    Top   

A/P sends an invoice to you when we need a signature (in ink) to authorize payment(Blanket PO) or the items need to be electronically received (Line Item PO).  Usually there will be a stamp or a note indicating what you need to do.

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23. I initialed the invoice, sent it to A/P and now it’s come back to me.  Why?    Top     

A/P cannot accept initials.  This is an Audit Services Department  requirement.

     
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24.

What do I do with a packing slip?    Top   

After confirming that you have received the items,  sign the packing slip and send it to MDC to have the items electronically received.

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25. A/P has sent me an email requesting that I increase a PO.  What do I do?    Top  
Forward the email to the Fund Approver and include the Buyer's name.  The Fund Approver will return the approval for funds to you and copy the listed Buyer.  The Buyer will increase the PO and notify A/P.

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26. I returned an item for credit, where are the dollars?     Top  

Effective FY 2016-17, if Accounts Payable has received an approved credit memo for a return, upon entry, the original PO and budget number will be credited.