Internal Business Services Invoices

Form IO:IBS:19, Billing Authorization Form, is used to request payments be made to the Office of the Kern County Superintendent of Schools. The form is initiated by the department requesting payment. The department keeps a copy and forwards the original copy to the Budget/Purchasing Dept. This form is to be used for all billings.* 

If another document such as a Master Contract, letter or form furnished by the provider is required, attach accompanying document to the billing authorization form.  The a copy of the official invoice will be returned to the department. 

Vendor: Use the appropriate vendor name for the Business/School District being invoiced. Charges to schools are to be billed to the district office. 

Program Name: Name of the program that supplied the materials or services. 

Customer PO: All materials must be requested by purchase order or signed agreement before being released. 

Shipped To: Show shipping address or name of person who picked up materials or received service. 

Date Shipped: Show date and method used for shipping. Quantity: Indicate number of units being charged. 

Description: Describe materials or service. If billing is for a workshop, list names of participants. 

Unit Price:  Enter price of each unit being charged. 

Amount:  Enter extension of quantity times unit. Total:   Show amount to be received. 

Department Approval: Signature of appropriate Director, Division Administrator or Assistant Superintendent. 

PROCESS BILLING AUTHORIZATION FORM IMMEDIATELY AFTER SERVICES ARE RENDERED OR MATERIALS ARE ISSUED. 

*Do not mail out a copy of this form.  The original invoice will be mailed.  **Revising Invoice – Write corrections on original invoice.  Do not send through a new billing authorization.

**Invoice Form can be found in the online IO Manual.


Purchase Orders - School Districts:

As you know, this office does business with all districts in our county including the Kern High School District. The Kern High School District has informed us that our invoices to them have been incomplete for proper processing of payment.

As a result, any department or division providing services to school districts, including Kern High, must have a purchase order from the district authorizing the purchase.

The purchase order, a complete description of the transaction, and all applicable materials must be submitted to Budget/Purchasing Services before a transaction can be invoiced.

Discuss
Print This Page   Email This Page