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Accounts Payable

General Information

SCHEDULE OF ACCOUNTS PAYABLE CHECK RUNS

DOE checks are processed on Monday and Thursday each week. Items presented for payment are due in AP by noon the day prior to the scheduled check runs. School Nutrition checks are processed on Thursday of each week and the deadline for payment requests for SN is Wednesday noon. Dental checks are processed weekly on Monday. This schedule is subject to change during holidays and Central Office summer work schedule.

DISTRIBUTION / MAILING OF ACCOUNTS PAYABLE CHECKS

Checks processed on Monday are processed for mailing on Tuesday. Checks processed on Thursday are processed for mailing on Friday. School Nutrition checks processed on Thursday are processed for mailing on Friday. This schedule is subject to change during holidays and Central Office summer work schedule.​​​​​​​

Contact Us

Accounts Payable
​​​​​​​423-498-6677
doe_ap@hcde.org

In-County Expense Voucher

Use the Employee Expense Reports section of Employee Self Service to enter expense claims for approved mileage, out of county travel, and miscellaneous expenses. Reimbursements for approved expense reports will be included on your paycheck.

To get started entering an expense claim, go to Employee Self Service and look for Expense Reports on the navigation menu on the left.

Out of Town Travel/Out of County Travel

Travel Procedures for Out of Town / Out of County Travel and Reimbursement Claims

Use the Employee Expense Reports section of Employee Self Service to enter expense claims for approved mileage, out of county travel, and miscellaneous expenses. Reimbursements for approved expense reports will be included on your paycheck.

To get started entering an expense claim, go to Employee Self Service and look for Expense Reports on the navigation menu on the left.

Request For Check/AP Claims Form

Request for Check in Munis

The Request for Check in Munis is for requesting an approved non-purchase order payment:

Examples:

  1. Conference registrations when the vendor will not accept a purchase order
  2. Memberships or dues (for HCDE and individuals)
  3. Payments to the Hamilton County Trustee

AP Claims Form

The AP Claim Form should be used for approval of payment for non-compliant purchases:

Examples:

  1. Invoices received without a valid purchase order.
  2. Services rendered prior to purchase order issuance.

Note: Only one invoice per request.