Accounts Payable

South Whidbey School District Accounts Payable Specialist - Tammi Sloan

360-221-6808 ext 2207

To be paid by SWSD, you must first be a vendor payable by SWSD. To be a vendor, you must complete a W-9 and file the original with SWSD AP. See blank W-9 form linked here. 

Invoices should be sent directory to SWSD AP at 5520 Maxwelton Road, Langley, WA 98260.  Invoices received by the 10th of the month will be entered for the main check run at the end of the month.  Invoices received later than the 10th may or may not make the late check run and will be held until the main check run at the end of the following month.  It’s important to get invoices into AP as early as possible

SWSD Secretary must approve payment and have an approved Purchase Order (PO) before any invoice can be paid (regardless of when the invoice is submitted or received) . The process of receiving an approved purchase order takes time. The PO must be processed by the building secretary with the detailed quote and an appropriate account number.  The building administration must approve the PO. After the building admin approves the PO, the district financial officer, Dan Poolman, must approve the PO. Only with an approved PO should a purchase be processed. Vendors should confirm there is an approved PO before processing a purchase to guarantee payment. 

A SWSD Employee can make a purchase independently and request reimbursement from SWSD. However, a reimbursement is not guaranteed unless building approval is received and an account number is applied. 

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