Detailed Report of District Expenditures (Vouchers)
Finance Department  

Voucher Files (Greenbar Review)

***** SPECIAL NOTE *****
The months of July and August is a financial encumbrance period where items from the FY2015 budget are being closed out in payment.
Therefore,  you will notice that there are two sets of voucher reports.
One set of vouchers are paid from FY2015 (CIMS) and the other set is paid from FY2016 (Visions).
When we reach September we will no longer see two sets of voucher reports and all reports will be from details processed in the new Visions financial system.
 

The Process

While all payment vouchers and detail are a matter of public record, only the information
required to establish compliance with procurement and funding regulations is
stored in the financial system. Often the greater detail behind the specific
items and reasons for the purchase will be part of the original form record
filed in the Business Services office. One of the duties of the Governing Board
is to regularly review the purchases that have been paid and ratify them on the
consent agenda. To facilitate this responsibility the following procedure has
been established.

  • The Clerk is provided access to the list of payment vouchers for review on a Friday.
  • By the next Friday the Clerk may submit a request for research to Business Services.
  • Business Services will then have a week to coordinate the responses with the appropriate parties involved and provide a report.
  • The report will then be reviewed by the Superintendent to be included in the following Friday Board Report.
  • The clerk and the rest of the Board will then have the weekend to review the responses to be prepared to ratify the vouchers on the consent agenda for the Board Meeting the following Tuesday

The Voucher Files

We have organized the data into a pivot table. When you open the file you will need to click "Enable Editing" across the top of the sheet.

The first sheet is the set of vouchers for the period summarized by fund number.

When you click the plus sign next to the fund number the information will expand to show you the vendors that were paid in alphabetical order.

When you expand the detail under the vendor you will see the line item descriptions behind that payment.

If you require further detailed information go ahead and double click the dollar amount for that line and another sheet will be created with the information.

On that sheet you will see quantity amounts as well as the specific account codes that tell you who it was purchased for (UNIT) and how the item is being used (FUNCTION)

Paid thru February 2017

From this point forward, Detailed Voucher Expenditures will be made available thru the BoardDocs Library.

  1. Click the following link. http://www.boarddocs.com/az/gpsaz/Board.nsf/Public#
  2. Then Select the Library Tab.
  3. Under the V folder you will find the spreadsheet with the detailed expenditures. 
  • DetailedVouchers 

  • Paid thru January 31st for ratification February 28th

    BoardVoucherDetailReport_January.xlsx

    Archive of 2017 Vouchers

    BoardVoucherDetailreportJuly2016toJanuary2017.xlsx 

     


    • Paid thru June 30 for ratification August 23rd

     BoardVoucherDetailReport.xlsx 863.19 KB (Last Modified on June 8, 2016)

    • Paid through August 13, 2014 for ratification on August 26, 2014

      Vouchers 5008-5020.xlsx 321.54 KB (Last Modified on August 15, 2014)
    • Paid through August 13,2014 for ratification on August 26, 2014

      Vouchers 4233-4237.xlsx 284.20 KB (Last Modified on August 15, 2014)
    • Paid through July 23, 2014 for ratification on August 12, 2014

      Vouchers 5002-5005.xlsx 268.50 KB (Last Modified on July 24, 2014)
    • Paid through July 23, 2014 for ratification on August 12, 2014

      Vouchers 4229-4232.xlsx 290.84 KB (Last Modified on July 24, 2014)
    • Paid through July 9, 2014 for ratification on July 22, 2014

      Vouchers 5000-5001.xlsx 269.13 KB (Last Modified on July 9, 2014)
    • Paid through July 8, 2014 for ratification on July 22, 2014

      Vouchers 4227-4228.xlsx 312.03 KB (Last Modified on July 9, 2014)
    • Paid through June 25, 2014 for ratification on July 8, 2014

      Vouchers 4218-4226.xlsx 330.80 KB (Last Modified on July 9, 2014)
    • Paid through June 10, 2014 for ratification on June 24, 2014

      Vouchers 4210-4217.xlsx 319.45 KB (Last Modified on June 11, 2014)
    • Paid through May 28, 2014 for ratification on June 10, 2014

      Vouchers 4200-4209.xlsx 338.28 KB (Last Modified on May 29, 2014)
    • Paid through May 14, 2014 for ratification on May 27, 2014

      Vouchers 4183-4199.xlsx 393.05 KB (Last Modified on May 16, 2014)
    • Paid through April 24, 2014 for ratification on May 13, 2014

      Vouchers 4173-4182.xlsx 233.63 KB (Last Modified on May 16, 2014)
    • Paid through April 10, 2014 for ratification on April 22, 2014

      Vouchers 4162-4172.xlsx 227.40 KB (Last Modified on April 11, 2014)
    • Paid through March 27, 2014 for ratification on April 8, 2014

      Vouchers 4149-4161.xlsx 219.40 KB (Last Modified on March 27, 2014)
    • Paid through March 5, 2014 for ratification on March 25, 2014

      Vouchers 4140-4148.xlsx 166.44 KB (Last Modified on March 13, 2014)
    • Paid through Feb 24, 2014 for ratification on March 4, 2014

      Vouchers 4135-4139.xlsx 100.57 KB (Last Modified on February 26, 2014)
    • Paid through Feb 12, 2014 for ratification on Feb 25, 2014

      Vouchers 4124-4134.xlsx 104.72 KB (Last Modified on February 14, 2014)
    • Paid through Jan 29, 2014 for ratification on Feb 11, 2014

      Vouchers 4119-4123.xlsx 92.47 KB (Last Modified on February 3, 2014)
    • Paid through Jan 14, 2014 for ratification on Jan 28, 2014

      Vouchers 4108-4118.xlsx 105.96 KB (Last Modified on January 27, 2014)
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