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Business Office Procedures Meeting. For New Employees September 19, 2013. What we will cover today . Business Office Staff Purchase Orders Entering Requisitions Directives Account coding Wal Mart Purchases Receiving Online Budget Transfers Budget Amendments

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business office procedures meeting

Business Office Procedures Meeting

For New Employees September 19, 2013

what we will cover today
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
business office staff
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…
purchase orders
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.
requirements for a requisition to obtain a purchase order
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)
purchase orders when can they be used
Purchase Orders – When can they be used?
  • Routine supplies or services
  • Examples:
    • Office supplies
    • Library books
    • Furniture & equipment
    • Maintenance supplies
    • Software
    • Rentals
    • Consultants
purchase order cycle
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.
entering requisitions1
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

entering requisitions2
Entering Requisitions

The “Requisition Listing” window will pop up.

Step 5: Click on the New button.

entering requisitions3
Entering Requisitions

The “New Requisition Information” window will pop up.

entering requisitions4
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
entering requisitions5
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

entering requisitions6
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.

entering requisitions7
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 #)

entering requisitions8
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.

entering requisitions9
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.

requisition correction needed
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.
requisitions checking approval status
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

requisitions checking approval status1
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

requisitions checking approval status2
Requisitions – checking approval status

The Requisition Information window will pop up.

Step 8: Click the Line Item tab.

requisitions checking approval status3
Requisitions – checking approval status

Step 9: Click Approval Status .

requisitions checking approval status4
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
paying po s things to remember
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
returns
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.
directives
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
directives when can they be used
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

fund coding
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
how are wal mart purchases different
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.
wal mart purchase procedure
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
additional considerations
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.
receiving online1
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.)
receiving online2
Receiving Online
  • Click Applications
  • Click Purchasing
  • Double click Receive Ordered Materials
receiving online3
Receiving Online
  • “Receive Ordered Materials” window will pop up.
  • Enter the PO number
  • Hit <TAB>
  • System will fill in PO details
receiving online4
Receiving Online
  • If all items have been received, click Receive All.
  • Click OK
  • When confirmation window pops up, click Yes.
receiving online5
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.
budget transfers
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.

budget transfers using efinanceplus
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.

budget transfers using efinanceplus1
Budget Transfers using eFinancePlus

The window titled “Batch Budget Transfer” will pop up.

budget transfers using efinanceplus2
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.

budget transfers using efinanceplus3
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

budget transfers using efinanceplus4
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

fund 865 transfers reimbursement transfers
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
budget amendments
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.

travel form aka green form
Travel Form aka “Green Form”
  • For all District Employees & Students
  • Obtain all Signatures needed
  • Used to get advances for meals, (only when accompanying students)
  • Attach conference itinerary
  • Attach Map Quest printout when getting reimbursed for mileage
  • Employee’s Signature needed after trip
  • Return form within 5 days AFTER trip
cash advances
Cash Advances
  • Meal Advances will only be issued for staff & students when traveling together.
  • No other types of Advances will be issued.
  • Travel reimbursements (meals, mileage, parking) will now be issued as a Direct Deposit afterthe trip has occurred.
purchasing supplies at conferences
Purchasing supplies at conferences
  • No more cash advances for supply purchases at:
        • Library conferences
        • Band conferences
        • Choir conferences
  • PO’s can be taken to conferences for vendors on the approved vendors list.
  • Items can be purchased and reimbursed with proper documentation & receipt.
  • Original receipts must be attached to Purchase Order:
    • Receipt must contain:
    • Vendor name (Printed or stamped)
    • Date of purchase
    • Description of purchased items
  • Handwritten receipts or adding machine tape without the vendor’s name stamped on it will not be accepted.
travel food lodging
Travel – Food & Lodging
  • Texas lodging rates should not exceed $120 / person (TASBO guideline) & $85 for Federal funds (Rates over these amounts needs Budget Manager approval).
  • Funds will not be given for meals that are provided by the conference / workshop.
  • Lodging & Meals in Region IV area will not be paid for from District funds.
  • Original hotel receipt MUST be attached to Green Form.
  • Meal receipts are not required, but student meal rosters must be turned in with Green Form.
remember
REMEMBER

District employees are exempt from State Occupancy Taxes when traveling on school business within the state of Texas.

A Texas Hotel Occupancy Tax Exemption Certificate must be submitted by employee to the hotel.

field trips
Field Trips
  • Purchase Order is required
  • InfofinderRequest is required
    • Calculate mileage
    • Adjust mileage for number of buses
    • Request 10-14 days prior to trip
  • Green form not needed unless money involved
  • Print invoice from Infofinder. Make sure PO # is listed on invoice.
  • Send invoice to Paula Henderson in the Business Office
media print requests1
Media Print Requests
  • Double click Applications
  • Click Warehouse Inventory
  • Double click Warehouse Administration

To enter a Media Request:

media print requests2
Media Print Requests
  • The“Warehouse Administrator” window will pop up.
  • Click on the Requests button
media print requests3
Media Print Requests
  • The “Update Request” window will appear
  • Click the New button.
media print requests4
Media Print Requests
  • The system will assign a “Request Number”
  • Write Request Number on Print Request form.
  • Click on the drop down box for Warehouse and choose “W CC- WS Copy Center”
  • Enter:
    • ”Requested By”
    • “Date Required”
    • “Ship To”- Your Campus Location
    • “Comments”: Brief description of what is being printed
media print requests5
Media Print Requests
  • Enter Commodity Code found on Warehouse Price list.
  • The Commodity Code is entered in the Stock Number field
  • This doc. can be found on the Document Cloud/Copy Center folder
media print requests6
Media Print Requests
  • Enter:
    • Commodity Code
    • Budget Number (can’t use 865 account)
    • Quantity
  • The system will populate the Price and Description.
media print requests7
Media Print Requests
  • Once completed click “OK”, should see “Request Added” message.
  • Request Number will change to next number. Keep entering until all requests are complete.
  • Forward Print Request form and back up documentation to Media/Copy Center.
looking up account info
Looking up account info

Please refer to the eFinance Plus Academy handout.

food sales
Food sales
  • Homemade Food – can only be used for Booster Club / PTO fundraisers.
  • Food Permits:
      • Needed – when prepared food is sold
      • Not Needed – when packaged food is sold.
meals at meetings
Meals at meetings
  • Off Campus Meals with meetings:
      • Cannot be done without Cabinet approval
      • Includes when being paid using 865 funds
      • Must provide minutes & agenda
prohibited vehicles
Prohibited vehicles
  • Rental Vans seating greater than 10 occupants
  • Limousines