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All administrator meeting 7/31/14. Operational Updates and Review of Munis System. Purchasing – Board policy #6056. All purchased must be approved by Principals through the following methods: Purchase Orders ( Munis System) Purchasing Card Petty Cash (small incidental items)
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All administrator meeting 7/31/14 Operational Updates and Review of Munis System
Purchasing – Board policy #6056 • All purchased must be approved by Principals through the following methods: • Purchase Orders (Munis System) • Purchasing Card • Petty Cash (small incidental items) • Warehouse Items (Old MIS system)
MUNIS Work Flow • Office Manager creates requisition • Principal reviews and approves requisition • Approval process review - Sue • Cabinet Member reviews for bid compliance and approves requisition • Finance coverts requisition to purchase orders • Office manager receives notification/or email • Office manager places order • Order is filled and shipped to facilities (see exceptions) • Facilities receives items, verifies items, delivers to locations and enters receipt into MUNIS • Finance receives invoice from vendor, verifies electronic receipt record, processes payment in the monthly Board disbursement
Delivery Exceptions: • Student Activity orders • Office Depot orders • These orders will need to be received in Munis by the office manager in order for payment to be processed. • Orders placed through P-card for delivery
Central Receiving • Warehouse will receive all packages/deliveries • Packing slip will be removed and content verified • Packing list will be compared to purchase order for accuracy • All received items will be recorded electronically and packing slip scanned and attached to purchase order • The package will be marked for delivery to the appropriate building. • Deliveries will be delivered to each location daily. Emergency deliveries will not be considered. Please plan accordingly.
Delivery • The facilities delivery staff will deliver items to the designated drop off location. • See location drop off form • A staff member from the building/location must sign the delivery log upon receipt of package. • The log will be retained at facilities for verification purposes. • Interschool mail delivery schedule: • Elementary mail run will be combined with the cash deposit pickups. • Secondary mail run will be combined with package delivery.
Account Balance Lookup • Account Inquiry Can view budget information and all transactions in accounts including: copies of purchase orders, copies of invoices, all journal entries, all deposits, etc • Review/practice – Sue • See documents in testing.fergflor.k12.mo.us
Employee Self Service • All paycheck information • Attendance approval and balances • Coming soon…… • Mileage and expense reimbursements – paid on payroll checks • W-2 information (2014 wages), insurance information and changes, payroll related information and changes
Additional Misc. Information • P-cards limits will be increased to $2,000 until September 1. • Budgets will all be reconciled and finalized in system by September 1. • Revolving accounts will now have a revenue and expenditure code. Budgets will roll up, so if funds are not available in one account they can still be used. • Field trip accounts were added to each school and will be used by transportation for chargebacks. (no budgets allocated by district)
More to Come….. • Mandatory Office professional training August 6 at McCluer South Berkeley. • Work flows, budgets, approvals, are still work in progress. Please notify finance (Sue or Laura) of any quirks you come across. We will be setting up a central finance email for all munis questions • Title, Focus, Priority, Collaborative grant funds will be accessed by the schools and requisitions will be generated on site and flow through for approvals. • Certified staff checks will no longer be paid out on the last day of school. Checks will be spread out through June and July checks will both be issued with last paycheck in June.
