Adoption Date: 06/22/2021

History: 05/24/22 (reviewed), 4/11/23 (updated), 4/23/24 (reviewed), 5/13/25 (reviewed), 7/28/26 (updated)

The board authorizes the issuance payment of claims against the school district for goods and services. The board will allow the payment after the goods and services have been received and accepted in compliance with board policy.

Payment method preferred by the district will be ACH. Vendors who can’t accept ACH payments will still be able to do
manual checks.

All vendors will complete a W-9 in accordance with the IRS. Copies of the most recently approved W-9 can be found at
www.IRS.GOV.

For any payment to be made a W-9 must be on file. For the district to pay by ACH the accounts payable has an internal
form that needs to be completed and uploaded in the vendor file with the financial software system.

The board authorizes the Board Secretary or Chief Financial Officer, upon approval of the superintendent or designee, to issue payment for verified bills, for reasonable and necessary expenses, when the board is not in session. The Board Secretary or Chief Financial Officer will examine the claims and verify bills. The board will approve the bills at its next regular meeting.

The secretary or Chief Financial Officer will determine to the secretary's or Chief Financial Officer's satisfaction that the claims presented to the board are in order and are legitimate expenses of the school district. It is the responsibility of the secretary or Chief Financial Officer to bring claims to the board.

The Board President and Board Secretary or Board Treasurer may sign warrants by use of a signature plate or rubber stamp. If the Board President is unavailable to personally sign warrants, the vice president may sign warrants on behalf of the president.

It is the responsibility of the superintendent or Chief Financial Officer to develop the administrative regulations regarding this policy.

Policy References:

Legal Reference: 

Love v. City of Des Moines, 210 Iowa 90, 230 N.W. 373 (1930). Iowa Code §§ 279.8, .29, .30, .36; 291.12; 721.2(5). 281 I.A.C. 12.3(1).

Cross Reference: