FINANCE FY ROUNDTABLE 2017- APRIL 18, 2018 2018
MANSFIELD ISD ACCOUNTS PAYABLE AP REMINDERS
AP NEEDS 72 HOURS TO PROCESS A CHECK – PLEASE BE RESPECTFUL OF THIS. “YOUR” CAMPUS/DEPARTMENT IS NOT THE ONLY ONE WE ARE WORKING WITH………
STAPLES – YOU DO NOT HAVE TO SEND OVER STAPLES PACKING SLIPS/INVOICES, WE RECEIVE THEM FROM THE VENDOR.
MAKE DOUBLE & TRIPLE SURE YOU ARE PICKING THE CORRECT VENDOR WHEN ENTERING YOUR POs. (VERIFY THE ADDRESS).
PAYMENTS WILL BE SENT TO THE ADDRESS IN SKYWARD FOR THE VENDOR. IF YOU NEED IT SENT TO A DIFFERENT ADDRESS, YOU WILL NEED TO PICK UP THE CHECK AND MAIL IT. AP REMINDERS
KROGER – PLEASE MAKE SURE THAT YOUR PO NUMBER IS WRITTEN CLEARLY ON ALL TICKETS.
START UP CASH – WE MUST HAVE THE FORM COMPLETED PRIOR TO CUTTING THE CHECK.
CHECKS FOR PICK-UP – IF YOU ARE REQUESTING TO PICK UP A CHECK, PLEASE MAKE SURE THAT “HOLD FOR PICK-UP” IS VISIBLE ON THE INVOICE AND/OR IN THE EMAIL THAT YOU ARE SENDING TO ACCOUNTS PAYABLE. [email protected]
START CLOSING OUT ANY POs THAT YOU ARE NOT USING ANY LONGER FOR 2017-2018 FY. THE END IS NEAR! (CONTACT PURCHASING) AP REMINDERS
FIELD TRIPS
FIELD TRIP WORKSHEET – THIS FORM IS WORKING GREAT! PLEASE MAKE SURE THAT THIS FORM IS COMPLETED AND SENT OVER WITH ALL BACKUP DOCUMENTATION. IF THE FORM IS NOT ATTACHED WITH YOUR ORIGINAL DOCUMENTATION, IT WILL BE REJECTED AND SENT BACK TO YOU.
WE CANNOT PAY FROM ALTERED INVOICES, ALL 3 TOTALS SHOULD MATCH. Worksheet Total = Invoice Total = PO Total
NEW SECTION ON WORKSHEET - LET US KNOW IF YOU WOULD LIKE TO PICK-UP THE CHECK OR HAVE IT MAILED.
TRAVEL CHECKLIST
Please make sure all travel reimbursements have the following: . Mapquest map (mileage) . Hotel receipt (rate & taxes itemized) . GSA chart if necessary (Exec. Council signature if required) . Food receipts are ONLY required for grant funded travel. . Receipts for any misc. expenses (parking, UBER, etc) . Agenda (proof of attendance at workshop / event) . Employee Signatures (Both spots) . Supervisor Signature . Budget Owner Signature TRAVEL REMINDERS
Please use blue or black ink (no colored ink) Please use a calculator to check the math & attach with tape. Please, please attach an agenda, a game ticket, a bracket or something to verify attendance. If not reimbursing full amount, please note on travel form. Last Day to reimburse for 2017-2018 is July 12th. FY BUDGET 2017- 2018 BUDGET CODES & TRANSFERS
Transfers are approved daily MOST days. They will not be approved the same time every day so plan ahead please. If you need a budget code built, please email Natasha Whetstone and Kati Walker. Once Natasha approves, Kati will build the code. If you need a activity budget code built, please email Chelcie Howley. FY PAYROLL 2017- 2018 SDCE TIME / COMP TIME
If a mid-year hire used their first day as SDCE, then a paper timesheet must be turned in to document the hours. ALL comp time should be used by JUNE 30, 2018 or the employee will have to be paid for the hours. PARAPROFESSIONALS’ WORKING HOURS If a paraprofessional is working at an after hours event, the paraprofessional should be clocking in and out of Skyward. All paraprofessionals that are attending the Go2 program should be clocking in on TrueTime / Skyward. PARAPROFESSIONALS’ CLOCKING IN & OUT Also, paraprofessionals need to be clocking into Skyward when they arrive and depart. It should not be manually adjusted daily because the paraprofessional should just be clocking in and out. DOCTOR NOTES / JURY NOTICES
Payroll does not need doctor’s notes or jury duty summons. Jury Duty documents can be attached to the absence in Skyward. PURCHASING Ed Harper ENTERPRISE LEASING
No longer have 8 passenger vans. Fuel tanks must be retuned full or you will be charged. Pick up and drop off times must be met or you will be charged. If you take a vehicle you will be charged. Vehicle must be returned to the lot that it was picked up from. Keys must be returned with the vehicle. If you do not have a PO, you will not be allowed to pick up a vehicle. MISD Employees only are allowed to use the MISD account. MISCELLANEOUS ITEMS
W9’s, please make sure that they are signed and dated before sending them to purchasing.
PO corrections, please email them to purchasing. Make sure you include the PO Number, Name of Vendor, and dollar amount for the change.
When entering a PO make sure you include the Who – What – When – Where – Why On the Purchase Order STUDENT FUNDS 865
If you are using student funds on a Purchase Order, do not use a commodity code. CHECK REQUESTS
Remember to add the CR to the batch number when using the check request account. END OF YEAR ACTIVITIES ON CAMPUS
Make sure that any vendors you are having on campus have provided purchasing their Insurance Documents. If the vendors are interacting with Students we need to make sure that they have been background checked. TECHNOLOGY PURCHASES
Technology items will be listed in OneNote, which is accessible via your web browser, or after viewing by the web once, through the OneNote 2016 program on your computer. Eduphoria Formspace is no longer used for desktops, iPads, laptops, and Adobe. Campuses/Departments will be responsible for entering a Technology Purchase work order in Eduphoria Helpdesk/Technology Procurement. Skyward requisitions that don’t reference their work order, will be denied. The OneNote contains step by step instructions for the new process. TECHNOLOGY PURCHASES
This will speed up the process for many of you, and also spells out what Technology and Purchasing need to know, and why. Will also make it quicker and easier to update the product information and pricing, while giving you more information about the items (including pictures!). DISTRIBUTION Brad Barker CENTER PICK-UP & DELIVERY-RECORDS BOX- FORM Distribution Center now implementing SCHOOL DUDE for : Pick-ups, Deliveries and Records Only Elementary Schools as of now Will implement Intermediate, Middle, High schools and departments next. Only Campus School Dude Administrators can submit the “work order” If we receive a request in Eduphoria, we will send back through an email to have them take that request to the campus administrator to submit in School Dude MAIL RUNS
We have changed the mail runs to AM and PM Usually same person will complete each run Runs can change, especially when delivering Testing material Student SUMMER SCHOOL Services SUMMER SCHOOL DATES
Summer School Dates are: .Cross Timbers IS- June 11th- 27th .Howard MS- June 11th – 27th CASH PAYMENT INSTRUCTIONS
Cash Payments . When a payment is received for summer school you will add it directly to PayK12.
. PayK12 will be our master list for payments received for summer school.
. We will be sending out step by step instructions on how to add payments in PayK12 at the conclusion of this meeting. CASH PAYMENT INSTRUCTIONS
. If the payment is received by you directly, you will record it in receipt book after you have added it to PayK12.
. If the payment is received by a teacher they will record it on their tally sheet and bring it to you to be recorded.
. Please add payment in Skyward to 461 L 00 2171 00 XXX 0 00 000 with “Summer School” listed in the description- this is VERY IMPORTANT. ONLINE PAYMENT INSTRUCTIONS
Online payments: . On June 8th please forward a copy of your PayK12 report to the summer school secretary. They are:
Intermediate – TBD *We will provide this name as soon as secretary has been assigned Middle – Darlene Charles PAYMENT DEADLINES
Cash Payment option will be accepted at students home campus now thru June 8 th or at the Summer school campus on June 11th and June 12 th.
Online payment option will be accepted between May 1 st and June 12th ACTIVITY ACCOUNTING Chelcie REMINDERS Howley OVER BUDGET ACCOUNTS
Please start running your over budget accounts reports weekly in preparation for year end. .There are OVER BUDGET summary and detail reports under Chelcie Howley that you may clone to your campus account codes. REVIEW OF OPEN PO REPORT
Make sure to also keep track of what the campus has in open purchase orders (fund 199, fund 461, fund 876, fund 865/1290s) FUNDRAISER RECAPS
The fundraiser application/recap excel spreadsheet will start going out weekly via email. .Reminder: recaps are to be completed no later than two weeks after the fundraiser. 1410
Reminder that object 1410 is to be used for next fiscal year (FY18-19) expenditures that must be paid out of this fiscal year .Example: Travel at the beginning of July HS BOOKEEPERS
Please stay after the roundtable meeting for a discussion on QuickBooks to Skyward. REMINDERS FOR MAY
Extra Duty Timesheets for monthly payroll are due 5-23-18. Bank reconciliation for HS & sales tax forms are due 5-3-18. There will be a May checkout procedures meeting. Date TBD. DEADLINES FOR MAY
Budget Requisition cut off for ES & IS 5-11-18 Budget Requisition cut off for MS, HS, & Dept. 5-18-18 Note: Includes Fund 199, Fund 461, and Warehouse Orders Does NOT include travel, i.e. Field Trips, Professional Development travel