office of business & financial affairs school clerk update august 24-25, 2011

Office of Business & Financial Affairs

School Clerk UpdateAugust 24-25, 2011

Office of Business & Financial Affairs Org Chart

Staffing Changes

• Marge Vanderhoff is the Academics Accounting Supervisor & Grants Accountant

• Brad Nelson is the Accounts Payable Manager and Payroll Accountant

• Cari Morgan (previously in HR) is the Workers Compensation manager

• Jim Engen (previously in Internal Audit) is the Fixed Asset manager

Site Accounting Staff

Jeanne Gonzalez– Denise Quinlan & Andrew Collins’ schools

Julie Martinez– Willie Jett & Sharon Freeman’s schools

Marge Vanderhoff– OWL, ALC, AGAPE

Office of Business & Financial Affairs

Website: businessoffice.spps.org

Procedure Changes/Reminders

• Special handling of vendor checks (picking up check requests) needs to be indicated on the Request For Payment and approved by the Business Office

• Employee reimbursements for district purchases need to be submitted within 90 days of purchase or before the end of the school year, whichever comes first

Procedure Changes/Reminders-continued

• Travel reimbursements require itemized original receipts and so do other employee reimbursements

• Travel related expenses – no matter the dollar amount, it should be included on your travel request, but does not need to be on iProcurement

Procedure Changes/Reminders - continued

• Equipment is now defined as over $5,000 in unit cost, has a useful life of 5 years and can be inventoried

• Those items that were equipment (between $1,000 to $4,999 in unit cost) or computers or other items as identified by grants are now “portable and attractive” supplies. Portable and attractive supplies need to be inventoried


• Portable and attractive supplies have new Object codes. 6402 for those items not instructional and 6432 for those items that are instructional


• W9s are needed for all consultants. If we have one on file (consultants from FY2010) no need for new ones unless address or name change. Call Dave Trummer for verification

• All consultants need to go through the EE vs IC form and need a contract. A contract template is available on the Purchasing website


Intra-School Accounts & Petty Cash• All funds collected in the schools should be

receipted, deposited and receipts reconciled to the deposits

• All funds should be deposited in the form collected (cash, coin & checks)- do not write a check for the cash and coins

• Checks should not be written out to the person signing the check (Principal)


• As a governmental agency, the district and thereby schools cannot give gifts or make donations

• All gifts to the District need to be approved by the Board of Education (send in a gift acceptance form with the check to the Business Office)


• The only checks and cash a school should be depositing themselves are related to field trip fees and fundraising

• Schools invoicing an external department or company need to go through the Business Office to invoice (Linda Larson 767-8242)


• Pcards - Reminders will be emailed once a month to Pcard holders reminding them to send in their statements and receipts by the 30th of the month. If they are not received by more than 10 business days after the 30th the Pcard will be inactivated

• Betty Anderson is the contact at 767-8284• There is a 3 strike rule for Pcard holders –

three offenses and the Pcard will be permanently inactivated


• We do encourage the use of Pcards whenever possible – provides more detail on reports, timelier payments and records on FMS more often than Petty Cash reimbursements

• No Professional Growth or travel expenses should be paid with Petty Cash checks or Pcards

Procedure Changes/Reminders-continued

• Event codes – All new event codes for Title I programs – call Peggy Cihlar for new event codes on Title I budgets. Old event codes do not exist and subs will be charged to school if you use them

• Reminder – event codes need to be on Substitute teachers time sheets or they still won’t get charged to the correct code even if you requested a sub on Aesop and put the event code in that system. Send the Supplemental Pay sheets to Peggy Cihlar and she will forward to Payroll.

Purchasing

• Website: purchasing.spps.org• Is constantly being updated• Check back regularly

Purchasing Procedure Changes/Reminders

• Requisitions at $1000 except:• -Postage • -Field Trips • -Food (unless accompanied by a contract for room

rental etc)need to follow food policy• -Memberships• -Travel/Hotels (follow travel procedures)• -Conferences (follow travel procedures)• - Fund Raising items(such as food, coupon books etc)

Purchasing Procedure Changes/Reminders - continued

• No requisition required for Contract Items- Innovative Office Solutions #1043238- Laser Technologies # 1049239- School Specialty #1049240

• Enter in the Payment instructions on the Request for Payment the Contract Number.


What needs a Requisition at any dollar amount• - Copiers• - Cell phones• - Computers (of any type, notebooks, tablets)• - printers• - iPads (including Kindles, Nooks, book readers)• - Appliances (may need special power, venting requirements

etc)

• - Construction, any hard-wired items or anything that is screwed or nailed, or otherwise attached to surfaces


• Principals have now been added to the approval hierarchy for requisitions.

• They can approve from District email on their computer, but not from cell phone emails.


• All Receiving Copies of PO’s are emailed to the preparer of the Requisitions and of POs can be printed at your school/program. Instructions are on http://purchasing.spps.org/

• If you have problems printing Receiving Copies, call 603-HELP

http://purchasing.spps.org/


Yearbooks, Etc.• Enter a requisition for the estimated total

dollar amount for the year.• Make payments by signing the Receiving Copy

of the PO and marking as a partial payment until final payment (mark as final payment)


Contracts • Principals or Budget Administrators only may

sign contracts under $1000, provided they use the District Contract template and do not cross off or add any additional terms and conditions. (except price and description of services)

• Check purchasing website for instructions.


Computer Procurement• District Approved Standards for Computers• http://connect.spps.org/it_procurement_catalog.html

• When ordering District approved Computers– In iProcurement click on the

SPPS IT Procurement Catalog on the upper portion of page, this will show you the items you can order.

– Computers will automatically be “bundled” with software

http://connect.spps.org/it_procurement_catalog.html

http://pear.spps.org:8000/OA_HTML/OA.jsp?page=/oracle/apps/icx/icatalog/shopping/webui/ShoppingListsPG&_ti=918132461&oapc=3&OAMC=1006774_94_0&menu=Y&oaMenuLevel=2&oas=sV89xyqlXMLC12vYqoL2Jg..


Computer Procurement – Continued– When requisition is approved by your

accountant, order is automatically approved and sent to vendor

– Vendor will asset tag the computer– Computer will be shipped to your site (site listed

on your requisition) and should arrive within two weeks of the Purchase order issuance.

– NOTE: Do not put any other items on these orders it will slow everything down


We are also looking at more items to add to this quick procurement process such as:

- Calculators- Textbooks- 2-Way Radios


Innovative Office Solutions• New Items have been added to the

contract–Copier paper(since the storehouse no longer

carries)–Composition books and more.–New items listed on the Purchasing Website.

rSchoolTodayActivity Scheduler

• This is a mandatory program that all schools will be utilizing for scheduling before and after school activities, meetings, etc.

• You may also find it very beneficial to keep your school day meetings, etc on the calendar as well so that everything is in one place.


• www.sppscalendars.org Elementary Schools & those with no athletics

• www.stpauljrhighconference.org Junior/Middle Schools & K-8 Schools

• www.stpaulcity.org High Schools & 8-12 Schools

• Custodian to view the calendar: http://fs-spps.rschooltoday.com

http://www.sppscalendars.org/

http://www.stpauljrhighconference.org/

http://www.stpaulcity.org/

http://fs-spps.rschooltoday.com/


• For questions please call: – Jean Olsen – 767-8235– [email protected]

• For usernames/passwords: – Mary Engel – 767-8248 – [email protected]

There is a help menu on rSchool today that you may access (help tab)

mailto:[email protected]

mailto:[email protected]

Questions???

office of business & financial affairs school clerk update august 24-25, 2011

Documents

attractive supplies

check requests

inventoriedthose items

school year

district purchases

coin checks

unit cost

verificationall consultants