Office of Accounting
We conduct business with individuals, small businesses, hotels and conference centers, large corporations, universities, Arizona Department of Administration (ADOA) and other state agencies. In addition to our vendors, the payables unit works closely with the Arizona Department of Education (ADE) program areas and the Procurement unit.
Contact
[email protected] Phone: (602) 542-3571
The Accounts Receivables Unit handles all incoming wire transfers, checks, cash, credit card payments, refunds, return of grant funding, teacher certification funds, conference funds and the revolving fund.
Contact
[email protected] Phone (602) 542-5232
The Travel Unit handles all booking arrangements for lodging, airfare, car rentals, and deposit of conference and seminar fees for all State employees, as well as, vendors and contractors.
Contact
[email protected] Phone: (602) 542-5232
- Book Travel Arrangements for state employees and vendors for lodging, airfare and car rentals. Process payments for conferences, seminars, workshops. Conducts travel training courses bi-weekly for new employee orientation and individual training
- Processes Employee Travel Claim reimbursements. Provides detail on adjusted claims.Conducts travel training.
- Processes Non-State Employee Travel Claim reimbursements. Provides detail on adjusted claims.
The W-9 is required if the Non-State employee or Contracted Vendors are not registered through APP. If you are registered through the APP no W-9 is required. All changes must be completed by logging into APP. The ACH form is typically for reoccurring vendor travelers wishing to have their reimbursements direct deposited. Please note: The entire ACH process takes 90 days for complete set up. GAO-W-9-State-of-Arizona-Substitute-W-9
Review the Lodging and Meal allowable rate listing prior to travel. There are no per diems, therefore you must claim actual amounts spent, not to exceed allowable rates. Itemized receipts required for reimbursement. Allowable Reimbursement Rates rev.01.23
The Out-of-State Approval request form is required when coming/going to/from Arizona city limits. Submit with your itinerary, brochure/agenda along with all pertinent travel information. (Airfare must be pre-approved for purchase). Submit to your ADE point of contact prior to travel. Out-of-State-Request-Form
Complete the Vendor Travel reimbursement, provide itemized receipts and submit to your ADE point of contact. Vendor Travel Reimbursement
ADE will reimburse for mileage, lodging, and meals based on State of Arizona Accounting Manual and Arizona Travel Guidelines who must travel a minimum of 51 miles from their residence.
a. Travel expenses will be processed according to the State of Arizona Accounting Manual (SAAM) Policy.
b. Submit a Vendor Travel Reimbursement form for all travel expenses.
- Include map print out with to and from location
- Mail all ORIGINAL reimbursement forms and itemized receipts for lodging and meals
c. Must not exceed ADE reimbursement rates, see manual for details.
d. All vendor travel reimbursement forms and documentation must be submitted no later than 30 days of date occurred.
e. Submit vendor travel reimbursement forms and documentation to Program Area (Your ADE liaison) for review. Program Area will forward to Travel once approved. Reimbursement for travel expenses will be paid directly from the Travel department.
If you have received a check and are unsure as to why you received it, please visit the General Accounting Office website. You may also view historical payments in the VenPay or go to: https://venpay.az.gov/paymtsearch
