Accounting and Fiscal Support

Accounting and Fiscal Support assists with the Accounts Payable, Accounts Receivable, Associated Student Body (ASB), Instructional Minutes, Budget and Expense transfers, QSS password resets and questions, and common InformedK12 and Frontline questions that come up.  Please click on the sections drop down to view the information below each topic.  

Check out our newly released Fiscal Services Reorg Chart to know who you can contact for your specific Fiscal Services question.

Accounts Payable

Payment Process: To comply with proper internal controls and to demonstrate responsible spending of taxpayer's dollars, a signed authorization is necessary prior to purchase.  Our department exercises a 3-Way Matching process prior to issuing a check.

  • An approved purchase order or pre-authorization form must be signed by a supervisor prior to the expense being incurred. 
  • This is then matched with the invoice and shipping documentation to insure the expense is valid.
  • Once this process is completed a check is issued.

View the Accounts Payable Calendar for Payment Schedule.

Forms Used in Accounts Payable Process: click on form

Travel Expense/Mileage
  • Claims for District travel expense (mileage) must be filed on a Claim for District Travel Expense form
  • Miles may be calculated from the Standard Mileage Reimbursement Schedule or a Mapquest attachment showing the actual miles between the two travel points. 
  • Mileage should be calculated from the employee's worksite to the destination. 
  • IRS rates for mileage are used - Current rate is $.585/mile as of January 1, 2022. Please check with the Fiscal Services Office for current rate, it changes annually on Jan. 1st.
Conference Attendance Request/Expense
  • Prior to attending a Conference the employee should get approval from their supervisor to participate in a conference. 
  • They should complete the top portion of the Conference Attendance Request/Expense Form.
  • The supervisor signs the form showing approval to attend. 
  • Once the employee has returned from the conference they should complete the lower half of the form and include all receipts and back up showing actual expenses.  All receipts must be itemized. 
  • If a receipt is lost, an employee may include a Lost Receipt Affidavit
  • The supervisor then signs the bottom portion showing approval of expenses and it is submitted to Fiscal Services for reimbursement.

Associated Student Body (ASB)

Student Body Financial Accountability: 
It is the policy of Davis Joint Unified School District that secondary pupils shall have the opportunity to participate in the budget planning and expenditure approval of student body funds within the guideline of the District's administrative procedures, in accordance with the California State Department of Education Codes and the California Department of Education Manual - Accounting Procedures for Student Organizations.

Student body funds shall finance activities according to such procedures as may be established by the student body organization.  All expenditures must be approved by the following three persons:

  1. Principal
  2. Certified Employee, who is the designated advisor of the particular student body organization, and
  3. a Student Representative of the particular student body organization
DJUSD Introduces Amazon Business to Staff

Beginning February 2021, DJUSD Fiscal Services will launch a new purchasing model and structure for Amazon orders. We are very excited to bring this to our schools for the following reasons:

  • Streamline ordering between teachers and school office staff
  • Guarantee items are in-stock and held at the same price for 7 days
  • Provide teachers with set budgets to spend on their classroom or program
  • Assist office staff with managing of Amazon purchase orders
  • Improve Amazon invoicing and reconciling of statements 

Here's the Plan!
Every school will be set up as a Group within the DJUSD Business account. The Group, school site/ department, will be managed by the administrative assistant. The administrative assistant will manage the staff (usernames and access to Amazon) on a site-level. Administrative assistants will assign a budget amount to each teacher or staff member, an amount they're allowed to spend in the current fiscal year.

Teachers and staff will have individual DJUSD Amazon Business account logins, shop and enjoy all the wonderful offerings of Amazon, submit their shopping cart electronically for approval by site. As staff place orders, they will see their budget balance adjusted in real-time, as well as see any prior orders, or look up the status on a previously submitted cart.

Site administrative assistants will receive teacher carts electronically, and then decide if the items are compliant and acceptable for purchasing. The administrative assistant will then add the PO number for the teacher's shopping cart, and provide any specific account code that should be used to pay for the teacher's shopping cart. After these compliance and fiscal checks are complete by the site level approver, carts will be processed and fulfilled. 

Fiscal Services' Accounts Payable will receive statements per PO electronically with the notes of account codes and shopping carts submitted by sites. 

Monday, February 8th staff at the following PILOT schools will receive their Welcome to Amazon Business email. 

Schools to PILOT Amazon Business first:

Davis Senior High School
Holmes Jr. High
Da Vinci Charter Academy
Willett Elementary

Loren Testa
Accounting Technician III
General Ledger Management
[email protected]

Nancy Clemente
Accounting Technician II
Accounts Payable A-M
[email protected]

Pamela Gutierrez
Accounting Technician II
Accounts Payable N-Z
[email protected]

Barbara Vodenik
Accounting Technician II
[email protected]
Pawandeep Kaur
Accounting Technician II
[email protected]

Tammy Ghaffari
Accounting Technician II
Career & Technical Education Accounting
[email protected]