The TCOE Internal Accounting Team manages the daily flow of funds into and out of school accounts and ensures the transparency and accuracy of daily transactions.  On a given day, there many be anywhere from several to several hundred small transactions, from receiving and verifying state grants, booking the receipt of lunch money down to the pennies, to cutting checks for multimillion dollar renovation projects.  We handle it all, from the very large to the very small, in partnership with our LEA Business Managers, to keep the business of schools humming and all the bills paid on time.  Internal Accounting encompasses several important processes with their own unique policies and procedures at the County Office of Education

On This Page

Accounts Payable - Accounts Receivable - Invoicing

Warrants/Check Printing

All Trinity County Districts use TCOE for Accounts Payable services, including but not limited to: the printing of checks for the payments of vendors and contracted services.  

Accounts Payable Batches are run every Wednesday.

Districts are responsible for:

• Entering and proofing payments in the school fiscal software (ESCAPE)
• Establishing local checks and balances in payment approvals and use of credit cards in line with best practices in school accounting
• Filling out and maintaining records on cancelled payments, and providing copies to TCOE for timely cancellation

The TCOE Business Office is responsible for

• Finalizing AP batches in school fiscal software and printing associated checks
• Communicating with the Trinity County Auditors office and Bank to transfer funds and maintain accurate registers of payments
• Cancelling checks in school fiscal software, and communicating with stakeholders on status of cancelled payments

Please be aware!

There are special deadlines for AP/check issuance at various points in the school year.  Business Managers should acquaint themselves with these deadlines so they are prepared to meet them without undue disruption to their district's payment responsibilities.  Below is a short list of typical special AP deadlines throughout the school year, but for a more comprehensive outline please reference the calendar at the top of this page.

• End of Fiscal Year - Last AP is typically the last Wednesday of the Fiscal Year.
• Breaks (Winter/Spring/Summer etc) - AP's are typically run during these breaks, but Business Managers should prepare payments in advance if oversight/approval stakeholders (superintendents) at their district will be on vacation.  

Questions?  Need access to Training Materials?  Need to request an Emergency AP?

Send an email to April Fiermonte, Internal Business, using your district issued email account

Check Cancellation

If a district needs to cancel an already printed check, they will need to fill out a copy of the "Lost Warrant Affidavit" and submit to either April Fiermonte (Vendor Warrant) or Liz McIntosh (Payroll Warrant).  Please scan and email a copy of the form along with any additional documentation (check stub if available, email chains from client) and then send originals via inter-district mail.  Confirmation of cancellation will be emailed within 24 hours of receipt during regular business hours.  Schools should keep and maintain either a physical or digital copy of this request for their own records.

Cancellation will reflect in school fiscal software generally by the last day of the month received.

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Deposits

Deposits are typically completed on the last business day of the week (Fridays) every week, and include cash and checks received locally at the schools.  Local districts first enter the information associated with their deposits, and then transfer the physical objects to TCOE where they are processed and brought to the county.  

All checks received at districts should be immediately be entered and sent for processing, within the week they were received.

Stale checks incur a processing fee of $10 from the bank and represent a significant burden of time for processing at TCOE.  District cooperation in making sure checks are immediately completed in their deposits and sent to TCOE is greatly appreciated.

Questions?  Need access to Training Materials?

Send an email to April Fiermonte, Internal Business, using your district issued email account

Apportionments/Countywide Grants

Booking of local, state, and federal apportionments is automatically performed by the TCOE Business office, and includes, but is not limited to:

• K-12 Principal Apportionments
• Most Federal Title Funds
• Lottery
• Taxes
• Interest
• Unique One-Time Funds (ESSER Grants, etc).

Funds received should reflect in the balances of the school fiscal software (ESCAPE) within 48 business hours of receipt at County, outside of high volume periods. 

Scheduled Reimbursements (G5 and other)

Some funds must be scheduled for EFT reimbursement by districts, at the discretion of the LEA Business Manager (REAP/Indian Ed/Youthbuild/Etc).  As a reminder, the TCOE business office must be notified of all LEA scheduled deposits as soon as they are made.  

• Forward a copy of all Grant Award Notifications (GANs) to: Cindy, April, and Nonny
• Forward a copy of all payment receipts/schedules (from G5, or other payment portals) to: Cindy, April, and Nonny
• Funds scheduled without notification may take significantly longer to book and create a difficult burden for TCOE to identify.  TCOE cannot guarantee the receipt of funds without timely notification and backup materials.

Questions?  Need access to Training Materials?

Send an email to Nonny David, Business Svcs. Admin., or Cindy Blanchard, Chief Business Official, using your district issued email account

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