The Internal Fiscal Services Department is part of the Business Services Division and the Director reports directly to the Assistant Superintendent (CBO). Offices are located in the SLOCOE Administration Building, 3350 Education Drive and Highway 1 in San Luis Obispo, CA.

The Internal Fiscal Services Department is responsible for the Internal Accounting Functions of the San Luis Obispo County Office of Education, including budget, accounts receivable, accounts payable, grant and support, position control, payroll, and insurances. The Internal Fiscal Services Department is also responsible for the District Payroll Support for all of the K-14 school districts within San Luis Obispo County, including retirement reporting and tax reporting.

ACCOUNTS PAYABLE INFORMATION

Per Diem Rates for Meals: (if meals are included in conference package, no reimbursement will be issued)
Breakfast $10.00 (suggested)
Lunch $15.00 (suggested)
Dinner $20.00 (suggested)
MAXIMUM OF $45.00 PER DAY - (No Exceptions)

Lodging: Payment to cover the cost of room reservation. (Must submit receipt)

Mileage: Will be reimbursed at current IRS rate. The IRS rate for calendar year 2007 is 48.5 cents per mile.

Form 2214.2A (Use of Personal Automobile) must be on file in the Business Services Department before payment can be made for mileage.

A copy of the conference flyer or agenda must always accompany a Conference Claim form or any claim form when requesting per diem, mileage, lodging, or any other expenses incurred for attendance at a conference and/or meeting.

All claims for reimbursement must have original itemized receipts. Credit card slips are not acceptable in lieu of an itemized receipt.

The minimum processing amount for any claim is $20.00. All claims must be submitted within 60 days of occurrence. Exceptions will be made only if the amount of the claim is less than $20.00. In this case, claims may be held and submitted together when they exceed the minimum processing amount.

A petty cash system is available for immediate reimbursement on claims less than $20.00. Itemized receipts attached to a completed PETTY CASH form must be presented in person to the Accounts Payable Department.

Frequently Asked Questions:

What is the difference between a Miscellaneous Claim Form and a Requisition Form?

A Miscellaneous Claim Form is for reimbursement of items already purchased. A Requisition Form will generate a Purchase Order.

Who needs to sign my claim form?

The claimant must sign the form and then forward it for approval as established by each department. Usually the supervisor signs the form and then the department head.

How long will it take to receive my check after I submit my claim form?

You can expect payment within 30 days of being received by Accounts Payable.

What is the difference between a Consultant Contract and an MOA?

Any school district (including Cuesta College) employee within San Luis Obispo County requires a MOA with the employing school district when they are going to be paid for participation in a SLOCOE activity.

Any person who is not an employee of SLOCOE or a school district (including Cuesta College) within San Luis Obispo County requires a Consultant Contract with SLOCOE when they are going to be paid for participation in a SLOCOE activity. An Affidavit Certifying Department of Justice Clearance or an Exemption from Department of Justice Clearance Requirement in compliance with AB1610, the Michelle Montoja Act of 1997, a W-9 form, and a 1099 information-reporting memo shall accompany all Consultant Contracts.

Who signs as the SLOCOE representative on a consultant contract?

The Director of Internal Fiscal Services is the SLOCOE representative.

Who signs as the SLOCOE representative on the fingerprint exemption waiver?

The Personnel Department is the SLOCOE representative.

How soon after the services are performed can the consultant expect payment?

Providing the original, signed consultant contract and back-up documents are on file in Accounts Payable, the consultant can expect payment within thirty days of receipt of invoice in Accounts Payable.

What is the "Use Tax" that sometimes appears on the blue copy of my purchase order?

Sales Tax is required on all purchases made. When an out of state company does not charge the sales tax directly, our system automatically calculates the amount of "Use Tax" due. This tax is paid directly to the State of California on a quarterly basis.

I've received the items I ordered. Now, how do I okay it for payment?

If the items were ordered using a purchase order and were shipped to you via SLOCOE's Receiving Department, mark your blue copy of the purchase order as "okay to pay", attach the packing slip, and send to SLOCOE's Receiving Department.

If no purchase order was used, code the packing slip as okay to pay, obtain approval signatures as required by your department, and send the coded packing slip to Accounts Payable.

DOWNLOADABLE FORMS/TEMPLATES

GASB 34 Capitalization Threshold Policy - MS Word Document
Investment Policy - MS Word Document
Debt Management Policy - MS Word Document
Form 2214.2 A Use of Personal Automobile Form - PDF Document
Exemption from Department of Justice Clearance Requirement Form - MS Word Document

The following forms have been moved here. You will need to use your SLOCOE email address and password to access them.

1099 Information Reporting Memo
Form W-9
Mileage Calculator
Conference Claim Form
Petty Cash Form
MOA
Consultant Contract
Claim (Miscellaneous Items) Form
Mileage Expense Claim Form
Affidavit Certifying Department of Justice Clearance Form

Links to Resources