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Secretarial Update Session

Secretarial Update Session. OIEP Conference September 2010. Central Office Changes. Ilesa WVEIS, Purchase Orders Nicole Receiving Reports, Invoices Vickie Travel, Time Sheets. Procedural Changes. Finance Office Purchasing Audit PC Codes One per school

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Secretarial Update Session

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  1. Secretarial Update Session

    OIEP Conference September 2010
  2. Central Office Changes Ilesa WVEIS, Purchase Orders Nicole Receiving Reports, Invoices Vickie Travel, Time Sheets
  3. Procedural Changes Finance Office Purchasing Audit PC Codes One per school Non-Discretionary / Full-Time Payroll All under PC 34 Grant ID 18618 All Substitutes and Part-Time Out of School’s Discretionary Budget
  4. Surplus Property Work with Connie & Karen Must have disposition letter If landfill, use PC Renewal (ERCYCL07) If surplus and need it transported, use MOVE
  5. Furniture POs New Procedures SYSFURN, Prison Industries
  6. Forms ED48 Use rather than WV48 “per invoice” no longer acceptable New Language – “per actual expenses incurred” WV50 How to print without comments WVFIMS # -- FIMS Vendor ID, not account number Question 7 cannot be none, n/a, blank, etc.
  7. Forms - continued Non-Conflict Certification Form POs $5,000 or greater Same rule as Purchasing Affidavit Must be completed by person getting the bids Let us coordinate forms Send all in to OIEP Central Office
  8. WVEIS School calendars completed by new school year (early August)
  9. OfficeMax Some confusion due to OfficeMax and Purchasing changing everything Now a Piggyback Contract instead of a Statewide Contract Means items on other statewide contracts now take precedence over OfficeMax. Pricing Issues No net pricer, must use web Include web site print out list with Release Order Handout
  10. Sundry Items “Just send in a PO” Does NOT mean purchasing rules and regulations have been suspended. Quotes – $5,000 or greater must be signed Must get quotes for shipping PC Codes are not necessary on POs & Release Orders
  11. Sundry Items - continued WV39 Release Order correct account number format: XXXX-XXXX-XXX-XXXXX-XXX FUND-GRANT YEAR-ACTIVITY-GRANT ID-OBJECT CODE Provide full account number on POs, Release Orders, and Service Agreements. This includes Pomeroy POs. Put it in the tech request to Gary.
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