Business Office Procedures Meeting

1. Business Office Procedures Meeting For New Employees September 19, 2013

2. What we will cover today • Business Office Staff • Purchase Orders • Entering Requisitions • Directives • Account coding • Wal Mart Purchases • Receiving Online • Budget Transfers • Budget Amendments • Travel & Transportation • Media Print Requests • Miscellaneous

3. Business Office Staff • CHERYL RYAN – Director of Finance • CINDY GARDIN – Accountant • ADAM FLORES – Accountant • DENISE BITNER – Accounts Payable (A-F) • RONDA HAYNES– Accounts Payable (G-Q) • CATHY GONZALES – Accounts Payable (R-Z) • JAN LACOMBE – Head Bookkeeper • DENISE BENBROOK – Activity Bookkeeper • JACKIE HENRY – Accounting Bookkeeper • PAULA HENDERSON - Travel, Purchase Order Approver, • Transportation, Check & P.O. Pickup, etc…

4. What are Purchase Orders & Directives ?

5. Purchase Orders • A document issued by AISD to a vendor showing types, quantities, & agreed upon prices for products or services. • Sending a PO to a vendor constitutes a legal offer to purchase the listed products or services • Once accepted a contract is formed.

6. Requirements for a Requisition(to obtain a Purchase Order) • Correct vendor number • Bid number or quotation information • Goal & Strategy (if using Comp Ed. $) • Remember to add Freight on Requisition (S&H) unless quote omits this • Correct quantity amounts (i.e.: not 1ea. T-shirt = $1,200) • Detailed description of item (location, date & name, if applicable) • Two separate P.O.’s will need to be done when Food & Supplies are being purchased from same vendor. • On-line tracking # for Challenge orders • Include Sales Taxes, if necessary • Explicit instructions to vendor regarding order • Special instructions for Business Office (notes section)

7. Purchase Orders – When can they be used? • Routine supplies or services • Examples: • Office supplies • Library books • Furniture & equipment • Maintenance supplies • Software • Rentals • Consultants

8. Purchase Order Cycle • Enter requisition at campus/dept. • Up to 50 lines • Multiple codes and items • Requisitions approved and converted to Purchase Orders 11:00–12:00 PM & 3:00-4:00 PM • Once converted, Purchase Orders are printed • After printing – transferred to Paula’s office: • Attachments are matched-quotes, lists, forms, etc. • Disbursement occurs-US mail, inter-office mail, hold for pickup • The business office does not fax p.o.’s, campuses can fax the p.o.’s themselves.

9. Entering Requisitions

10. Entering Requisitions Step 1: Double click on Applications Step 2: Double click on Purchasing Step 3: Double click on Requisition Processing Step 4: Double click on Requisitions

11. Entering Requisitions The “Requisition Listing” window will pop up. Step 5: Click on the New button.

12. Entering Requisitions The “New Requisition Information” window will pop up.

13. Entering Requisitions Requisition - the requisition # will automatically be assigned by e finance plus. • Location - Choose the correct location code from the dropdown menu. Determines who approves the requisition. • 6 possible choices (“XXX” is your org/campus code) • XXX – to be used for general purchases • XXXAV – Audio/Visual Equip purchases • XXXCE – Compensatory Education purchases • XXXTS – Technology hardware / infrastructure purchases • XXXIT – Instructional Technology Software purchases • XXXCO – Capital Outlay purchases

14. Entering Requisitions Requested - use the current date Required - optional, not needed Vendor - Enter the Vendor # here Vendor Address - will automatically fill in once the vender # is shown. Be sure to check to make sure the bid is current. Will usually show an expire date as part of the address. Notes - Please note on the PO in the NOTES section if a related ATTACHMENT is being sent to the Business Office

15. Entering Requisitions Add Attachment – don’t check Freight – usually leave blank Comments - Enter any additional comments here (20 character limit) Buyer – Enter your name Attention – name of the person who should get the items purchased Ship To – Choose the campus / organization code where ordered items should be delivered. Click enter.

16. Entering Requisitions The Line Item tab information will pop up. Commodity – use the correct code, can use Magnify Glass to look up codes Stock number – Enter if needed Shipping Charge & Bid Item – don’t check Fixed Asset – check the box if the unit cost of the item is $5,000 or more. Description – when the commodity code is chosen, a partial description is automatically entered. Input additional info if needed (ie. Goal & strategy #)

17. Entering Requisitions Measure – use “EA” for each Quantity – Enter number of that item needed Unit Price – Enter price per unit Tab thru remaining fields until you get to the BUDGET NUMBER field.

18. Entering Requisitions Budget Number – enter budget string Account – enter object code Amount – enter total amount to be paid from this line’s account number. Remember: you can use more than one code! When finished, click Save in the tool bar. The requisition now enters the approval stage.

19. Requisition – Correction Needed • If your requisition is sent back for correction, a system generated email will be sent within 24 hours. • If correct states “more detail needed”, and there is not enough space in the DESCRIPTION field: • use the NOTES section to add detail • Add a period (“.”) in the description field (system doesn’t recognize correction has been made if only NOTES section is used). • The requisition will begin the approval process over again.

20. Requisitions – checking approval status From time to time, approval status of a requisition may need to be checked on. Step 1: Double click on Applications Step 2: Double click on Purchasing Step 3: Double click on Requisition Processing Step 4: Double click on Requisitions

21. Requisitions – checking approval status The “Requisition Listing” window will pop up. Step 5: Enter requisition number in the Requisition field. Step 6: Press <enter> The requisition information will appear below. Step 7: Click OK

22. Requisitions – checking approval status The Requisition Information window will pop up. Step 8: Click the Line Item tab.

23. Requisitions – checking approval status Step 9: Click Approval Status .

24. Requisitions – checking approval status The Requisition Approval window will pop up Step 10: The approval status is detailed in the Action column • O – No Action – not yet approved • A – Approved • D – Denied • C – Needs Correction

25. Paying PO’s- Things to Remember… • If items have been cancelled, email AP clerk to notify them • Backorders are not accepted – payment will be made to vendor when order is complete • Cut off time for submitting PO’s & Directives for payment is 3pm on Tuesday. • Checks will print on Thursday (try not to call AP at this time). • Turn in Point of Sale vendors weekly (where receipts are provided right after purchase is made). • Examples: • Wal Mart • Sam’s • Kroger • Home Depot

26. Returns • When products are returned, not all vendors send credit invoices or monthly statements, so some credits are not redeemed in a timely manner. • Disbursement Review LLC will get portion of credit if they find first. • Means less $ back to your budget. • To avoid this from occurring: • Please send an email to the Accounts Payable clerk informing them. • When Credit Memo is utilized or a refund check is issued, the amount will be credited back to your account.

27. Directives • Also known as direct payment forms • Used for prepayments and / or contracted services that have already been provided • Form on the Intranet in the Document Cloud

28. Directives – When can they be used? • See Page 8 of the Procedures Manual • Examples of typical 865 Purchases/Reimbursements: • Entry Fees • Hotels • Membership Fees • Magazine Subscriptions • Surrogate Parent payments • Utilities • Invoices from other Districts • Book Fairs No Directive for “normal purchases” = Violation write up

29. Direct Payment Forms – things to remember

30. Account Coding

31. Fund Coding • Refer to Budget Preparation Manual • Financial Accountability Resource guide (FAR Guide) • See link on Business Office section of website. • Click on Module 1 Financial Accounting & Reporting (FAR) section • Coding Information Sheet – Cindy Gardin • Campus Fund Expenditures Quick Reference Guide • Important for PEIMS

32. Wal Mart Purchases

33. How are Wal Mart purchases different? • Wal Mart P.O.’s require a card to be checked out through the Business Office. • Person checking out the Wal Mart card must have proxy from the Budget Managers. • The person doing the shopping must check out the Wal Mart card. No one can check out card for them.

34. Wal Mart Purchase Procedure • Determine which items are needed • Enter requisition in eFinancePlus • After requisition is approved & printed, the campus designate picks up card & P.O. from the Business Office • Designate will have 24 hours to complete purchase once card is checked out. • After purchase, the following needs to be returned along with the card to the Business Office: • Signed white copy of P.O. • Original receipt with P.O. # and printed name of person who signed receipt written on receipt

35. Additional Considerations • No campus or department can have more than one card out at a time. • On Fridays (Thursdays in the summer), the Wal Mart card must be picked up by 2pm and returned to the Business Office before 4pm that same day. • All purchases should be complete & ready for payment once white copy & Wal Mart card are turned into the Business Office. • Failure to comply with the 24 hour turn around may result in the suspension from usage for 90 days for that person.

36. Receiving Online

37. Receiving Online • Can be done when purchase orders have been issued. • Receive on-line only when: • ALL items are in your possession • Additional items are received that you will be paying for • Online Receiving cannot be done for: • Open PO’s • Point of Sale PO’s (i.e. Wal-Mart, Kroger, Home Depot, Stantons, etc.)

38. Receiving Online • Click Applications • Click Purchasing • Double click Receive Ordered Materials

39. Receiving Online • “Receive Ordered Materials” window will pop up. • Enter the PO number • Hit <TAB> • System will fill in PO details

40. Receiving Online • If all items have been received, click Receive All. • Click OK • When confirmation window pops up, click Yes.

41. Receiving Online • If additional items are received & going to be kept, update the # received by entering “+#” where # is the number of additional items received • If the full quantity ordered is not received and cannot be backordered, enter “-#” where # is the number of items not included in order. • Repeat for each Item No. • Click OK • Email AP clerk, informing them of quantity change.

42. Budget Transfers Budget transfers within the same fund & function are entered in eFinancePlus by budget managers or those with budget manager’s proxy. Budget transfers are reviewed & approved at 10 am & 2 pm by the Business Office.

43. Budget Transfers using eFinancePlus Step 1:Click on Applications Step 2: Click on Fund Accounting Step 3: Click Budget Ledgers Step 4: Click Batch Budget Transfer.

44. Budget Transfers using eFinancePlus The window titled “Batch Budget Transfer” will pop up.

45. Budget Transfers using eFinancePlus Click on the “New” button at the top of the screen to begin entering the transfer The window titled “Add Batch Budget Transfer” will pop up.

46. Budget Transfers using eFinancePlus Enter By – info automatically fills in Control Number – enter your initials & the date (mm/yr) Transfer Number – e Finance Plus automatically assigns Location – If 461 transfer, choose: “461-Activity”; otherwise choose regular campus code Description – enter reason why transfer is needed

47. Budget Transfers using eFinancePlus Budget Number – enter the budget string Account – enter the object code From Amount – enter amount to be moved FROM To Amount – enter amount to be moved TO (on same line where the TO account is listed. Click OK (“record added” message will appear) At least 2 lines must be entered, one set for TO & FROM

48. Fund 865 transfers & reimbursement transfers Transfers may be needed from one 865 account to another 865 account. Or A school campus or department will need to reimburse another campus or department. • To complete these, a PAPER TRANSFER form will need to be completed • Forms can be requested from the Business Office • The Budget Manager or person with Budget Manager proxy will need to sign • Send to Business Office for processing

49. Budget Amendments Are required when transferring funds across function in General Fund. A memo must be submitted to Tommy King , the Deputy Supt of Business & Support Services, requesting the budget amendment. The memo must detail the reasons the amendment is needed as well as the accounts & amounts of the needed transfers. These amendments are reviewed and approved or denied by the school board at their monthly meetings.

50. Travel & Transportation