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 Accounts Payable Department.
Invoices should be sent directly to SWSD Accounts Payable Department at 5476 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. Invoices must also be approved by the School Board, which meets on the 4th Wednesday of every month. As a result of this legislative requirement, SWSD has a Net 60 payment policy. If invoices are received early enough (see above), they will be paid much sooner.
A 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. Expense reimbursement forms can be found in the Staff section of the SWSD website. Go to this link for staff district forms and scroll down to the Accounts Payable Forms where you can choose the appropriate reimbursement form.
Accounts Payable Forms
Effective July 1, 2022, the mileage reimbursement rate is 62.5 cents/mile.
- Claim for Expense
- ASB Expense Form
- ASB Overnight Expense Form
- Instructional Incentive Form
- SWSF Professional Development Grant Reimbursement Form
- Overnight Travel Expense Form
- Special Check Request Form
- Purchase Order/Requisition Request Form
- Blank W-9 Form
- Independent Contractor/Employee Questionnaire
- DRS Verification