Vendor Payments

A payment through Accounts Payable can only be issued after the following steps are completed:

1. A Purchase Order (PO) approved by the Board

2. A Goods Receipt (GR) confirming that goods or services have been received

3. An Invoice Receipt (IR) entered by the Accounts Payable Department

Check Printing & Delivery Schedule

• Accounts Payable (AP) Checks are printed every Thursday.

• All checks are mailed by Friday each week.

• SAF Checks are printed on Mondays and Thursdays.

• Courier-delivered checks will arrive the following business day:

  • Tuesday for Monday prints

  • Friday for Thursday prints

• If your office is closed, please notify the Accounts Payable Department at least 2 business days in advance of the first scheduled closure date.

• Note: Checks cannot be picked up directly from the Accounts Payable Department.

5 Steps to Reimbursement  

Follow these steps to ensure your reimbursement is processed quickly and accurately:

1. Include the correct purchase order (PO) number with your request.

2. Obtain your supervisor's or principal’s signature and date on the form.

3. Attach all related receipts to support your expenses.

4. Complete the required GR (Goods Receipt) in SAP before payment can be processed.
   → [Click here for a step-by-step guide to completing a GR.]

5. Email both required reimbursement forms to Accounts Payable at acctspayable@okcps.org.

Important Reminders:

• Mileage reimbursements should be submitted monthly.

• Travel expense reimbursements should be submitted immediately after travel is completed.