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FY
2016-2017
FINANCE ROUNDTABLE
FEBRUARY 15, 2017
MANSFIELD ISD
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Heather
Brubaker
A WORD FROM
YOUR HR
SERVICES
DEPARTMENT
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BREAKING NEWS
2017-2018 HR will no longer
maintain excel rosters
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POSITION CONTROL REPORT
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HIRING A CURRENT EMPLOYEE?
A current employee is anyone paid
on a time sheet, is annualized, is
paid through Aesop, or receives a
check or direct deposit from the
MISD payroll department.
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EXAMPLES
Current paraprofessional to be a teacher
Current substitute to be a paraprofessional or
a teacher
Current auxiliary employee to be a
paraprofessional
Current tutor to be a paraprofessional or a
teacher
Current tutor to be an auxiliary employee
There may be others
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Starting immediately, if you are
filling a position with a current
employee you will exit the FastTrack
screen and enter a transfer.
Instructions have been updated in
the New Hire Initiator Instructions
manual
NEW PROCESS!!!!
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Exiting employees must complete the
Exit Task in Employee Access
EXITING EMPLOYEES
CAMPUS/DEPT STARTS EXIT TASK
EXITING EMPLOYEE COMPLETES EXIT TASK
CAMPUS/DEPTCONFIRMS EMPLOYEE HAS RETURNED MISD
PROPERTY
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PURCHASING
REMINDERS
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Please make sure the purchase order states if
items being bought are to be given away or to
be sold.
Also, please always put on the purchase order:
Who is the PO for? (ex: Campus, Club)
What is the PO for? (ex: Awards, Instruction)
When is the PO for? (ex: Time of day)
Where the PO is for? (ex: Perot Museum)
REQUISITIONS
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If you Tax Exempt card has expired, the
store will keep your card. We are in the
process of getting everyone new cards.
HOBBY LOBBY
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If you are purchasing toners from
someone other than Dream Ranch, make
sure you have received a quote from
Dream Ranch first. They can usually give
us a better price.
TONER PURCHASES
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Make sure that when you go to Kroger
that you can read the yellow copy’s that
the store gives you and that you have a
receipt. Make sure that the PO, date and
amount are readable.
KROGER
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When you are ordering Technology items,
we need more than a part number.
Descriptions are necessary to make sure
we are using the correct budget codes.
TECHNOLOGY PURCHASES
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Make sure you are looking at what the
warehouse stocks before you order from
other vendors. The items in the
warehouse are usually at a much lower
cost than what the vendor will charge
you.
We have provided a list of items with
instructions for you.
WAREHOUSE ORDERS
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When you are using Sunshine Funds, you
will need to get with Purchasing if the
vendor you are wanting to use is not in
Skyward.
Once Purchasing has set up the vendor,
you will process your PO as usual.
SUNSHINE FUNDS
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Make sure that the PDSA Form is
attached to the check request when
submitted. The original will still need to
be sent to Dr. Wiesman prior to her
approval.
This is for invoices that are dated prior to
a Purchase Order being entered.
CHECK REQUESTS AND PDSA FORMS
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ACCOUNTS
PAYABLE
REMINDERS
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EMPLOYEE MILEAGE
Please make sure that the mileage chart that is submitted has the date 02/01/17 on the bottom. If not, it will be returned to you.
Please pull the form from the website. DO NOT SAVE TO YOUR DESKTOP. This makes sure that the employee is pulling the latest and greatest log.
Remember, please attach Mapquest directions for mileage reimbursement – local and out of town. You do not need to do Mapquestdirections for in-district travel.
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RECEIVE, RECEIVE, RECEIVE
This is our “ok to pay.”
Use the “comment” section for details (ex: close PO)
Documentation
Invoice(s) mailed to campus/department – WE NEED THESE!
AP does not need copies of POs (PO# should be on ALL invoices)
Small Receipts – please tape to paper with ALL information showing
AP does NOT pay from quotes, pro-forma invoices, changed invoices, packing slips
Check Requests
AP is not notified when a check request is entered; we pay from documentation / travel form. Send all backup documentation to: [email protected]
BASIC REMINDERS
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FIELD TRIP DOCUMENTATION
A/P needs these items to process field
trip checks:
1. Copy of PO
2. Skyward Rosters
3. Invoice showing # of students (this
must match Skyward rosters)
4. List of chaperones / teachers.
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CHECKS
Please allow at least 72 hours to
process a check once backup
documentation is received.
Exceptions: Athletic playoff travel
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A/P INBOX
Please send all documentation to:
Please do not email A/P Assistants directly.
The goal is to get to your needs /
documentation ASAP. For example, this
week, we have had two A/P assistants out.
If you have emailed them directly, then we
cannot get to your documentation to
process.
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ACTIVITY
ACCOUNTING
UPDATES &
REMINDERS
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Incentives have to be equal benefit to
all of campus or all of student activity
group
EXAMPLE: Campus wide day at the
park, campus wide lunch with principal,
and student activity trip to New York
FUNDRAISERS
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Make sure to write receipts for
checks/money orders/cashier’s
checks that come in the mail.
Any form of payment (check,
cash, money order, and cashier’s
check must have a MISD receipt
written).
CHECKS RECEIVED BY MAIL
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Travel reimbursements paid via
check
When attaching a copy of a
cancelled check, please blank out
the checking account number. This
is good practice to protect the
employee’s account.
TRAVEL REIMBURSEMENT REQUESTS
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Way to go FUND 461 on minimal
negative accounts! Keep up the good
work!
The move of fund 461 into Skyward has
allowed the district to close 22 bank
accounts so far, which saves the district
money!
KUDOS!
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Extra Duty Timesheets for monthly payroll are due 3-2-17.
Direct deposit changes are due 3-3-17
Bank reconciliation for HS & sales tax forms are due 3-6-17.
March Budget Amendment deadline is 3-7-17
March Finance Roundtable is 3-9-17.
Grant PO/Fixed Asset PO deadline on 3-10-17.
REMINDERS FOR OCTOBER