Transcript Presentation Template - St. Louis Public Schools

Principal Leadership
Academy
20 July 2015
1
Course Goals

Upon completion of this course, you will be
able to:

Describe the departments within the Finance
Division

Contact employees within the Finance Division

Understand the reason for the SAP Upgrade
Project

Describe the changes to the Account Structure
2
Agenda











Lesson 1 - Introduction
Lesson 2 – Budget Overview
Lesson 3 - SAP Enhancement Project
Lesson 4 – Grants Management
Lesson 5 – Purchasing
Lesson 6 - Accounts Payable
Lesson 7 - Fiscal Control
Lesson 8 – Treasurer’s Office
Lesson 9 - Risk Management
Lesson 10 – Payroll
Lesson 11- Computer Labs
3
Agenda











Lesson 1 - Introduction
Lesson 2 – Budget Overview
Lesson 3 - SAP Enhancement Project
Lesson 4 – Grants Management
Lesson 5 – Purchasing
Lesson 6 - Accounts Payable
Lesson 7 - Fiscal Control
Lesson 8 – Treasurer’s Office
Lesson 9 - Risk Management
Lesson 10 – Payroll
Lesson 11- Computer Labs
4
Budget Overview





Supports the budgetary and financial
obligations of the District
Facilitate and monitor District resources in
order to achieve organizational goals
Allocates resources according to
organizational needs and resource availability
Monitors and helps regulate compliance
issues
Regulates financial compliance issues
5
2015 Budget Objectives




Improve academic outcomes
 Implement SLPS Initiatives
 Re-align resources to support principals, teachers
and students
 Target resources to schools based on academic
need
Full Accreditation
Balance expenditures and revenues
Reinforce a culture of high expectations and
accountability
6
Agenda











Lesson 1 - Introduction
Lesson 2 – Budget Overview
Lesson 3 - SAP Enhancement Project
Lesson 4 – Grants Management
Lesson 5 – Purchasing
Lesson 6 - Accounts Payable
Lesson 7 - Fiscal Control
Lesson 8 – Treasurer’s Office
Lesson 9 - Risk Management
Lesson 10 – Payroll
Lesson 11- Computer Labs
7
Forms and Support
Documents
The following documents are used in support of this process:
Tab
Document Title
03.01
Budget Transfer Form
03.02
Fund QRG (Quick Reference Guide)
03.03
Internal Order QRG
03.04
Fund Center QRG
03.05
Frequently Used Commitment Items QRG
03.06
Commitment Item Look Up Spreadsheet QRG
03.07
Internal Order Look up Spreadsheet QRG
03.08
Extra Service Spreadsheet Process
03.09
Extra Service Activity Code QRG
8
Project Overview

Redesign the structure of SAP financial
system




Convert chart of accounts to align with DESE
Eliminate redundant coding
Enhance financial reporting
Implement Human Resource enhancements
and new reports
9
Project Overview

Implement new Budget Control System
Minimize need for budget transfers
 Create new budget reports


Correct the fiscal year

Obtain SAP training and documentation
10
Changes to Fund

Former fund is 8 digits long consisting of SLPS fund
and function value


Current fund is 3 digit value


For example: 110-1111
For example: 110
Grant funds are static, no longer rollover to new fund
number every year
Refer to the Fund Quick Reference Guide
11
Changes to Function

No longer part of the fund

The function, a new 4 digit field, will now be
derived/determined by the system

Benefits:
 Less data entry for users
 Fewer errors
12
Changes to Project Code

Formerly, Project Codes were used to identify
grants and specific types of expenditures that
needed to be tracked

Project Codes are being replaced with
Internal Orders (I/O), a new field
13
Changes to Project Code

Grant Internal Orders will consist of 6 digits:

The first digit consists of the source of the grant

The next three represent the DESE revenue source
account (last 3 digits)

The final two digits will consist of an alpha-numeric
assignment (i.e., current project code)
Refer to the Internal Order Quick Reference Guide
14
Internal Order Examples
Grant I/O



F – Grant Source Code (Federal)
F451 – DESE revenue recognition code (last three digits of
revenue code)
F451AM – Project Code (Title One)
Statistical I/O (tracking a specific type of expenditure)

600066 – Next Number in Sequence
Capital Internal Orders are under development and will be 9 digits
15
Internal Order Lookup Spreadsheet
16
Changes to Fund Center

Fund Center = Cost Center

The former Fund Center is 10 digits comprised
of the Location Code, Project Code, and Fund
number:
436-AB-789

The project and fund will no longer be part of
the fund center
Refer to the Fund Center Quick Reference Guide
17
Changes to Fund Center

The new Fund Center is an 8 digit number comprised of
the DESE prefix, Location Code, and Extension Code:
40436-90
4 – DESE prefix for elementary schools
40 – Place holder for future expansion
40436 – Location code
40436-90 – Extension code
Refer to the Fund Center Quick Reference Guide
18
DESE Location Prefixes

1 – High School (111

3 – Middle School (339

4 – Elementary School (400

8 – Central Office Location (810

11 – Vocational Location (026
10111-00)
30339-00)
40400-00)
80810-00)
11026-00)
19
Fund Center Extensions:
What Does This Mean?
School
Extension
-00
-01
-02
-03
-04
-05
-06
-09
-10
-11
-12
-13
-70
-71
-90
-91
-92
-93
Description
Base/General Programs
Art
Science
Vocal Music
Instrumental Music
Physical Education
Preschool Academy
Kindergarten
Media Services
ESOL/Bilingual
Counselors
Career & Technical
Education
Special Education
Title I
Office of the Principal
Infant Care Center
Parents as Teachers
Professional Development

There are multiple fund centers to
select from

The extension determines the
“activity” related to the expense. For
example:
 Fund center 40436-90 identifies
expenditures as the office of the
Principal of Clay Elementary

40436-09 identifies expenditures as
Kindergarten at Clay Elementary
20
Change to Commitment Item

Former Commitment Items were 4 digits


New Commitment Items are 6 digits and aligned with
DESE; Some were re-numbered


6383 – Travel and Conference Expenses
6383
634301 (base number)
The last two digits represent the District’s detail level
Refer to the Commitment Item Quick Reference Guide
21
Commitment Item With
Multiple Numbering

Some former Commitment Items have
multiple accounts for more detail:
Former Commitment Item
6143 – Extra Service
New Commitment Items
613101 – Extra Service (Base)
613102 – Extra Service – Professional Development
613103 – Extra Service – Security (Metal Detector)
22
Commitment Item Lookup
Spreadsheet

A spreadsheet is available to convert from the
former to new Commitment Item

Commitment Items ending in “XX” have
multiple numbers
Refer to the Commitment Item Lookup Spreadsheet
23
Commitment Item Lookup
24
Budget Checking &
Availability

Former budget checking was at the
commitment item level

New GOB budget checking occurs at the fund
and internal order level (trial basis)

Grants will continue to be budget checked at
line item level
25
Budget Check by
Commitment Item
634301
613101
641101
636301
Travel
Discretionary
611000
–
699999
620000
629999
Payroll
26
Less Budget Transfers



GOB Example:
 641101- $100.00  613101- $1000.00
 $500.00 of supplies can be purchased without a budget transfer
Grant Example:
 641101-$100.00  613101-$1000.00
 A budget transfer is required for purchasing $500.00 worth of
supplies
Exceptions:
 Travel (634301) cannot be overspent
A regular review of your budget is required to make sure it’s
not exceeded in any one area
Budget Report Changes

ZCOFA and FMEQ no longer exist


To delete the old ZCOFA Report right click on
the report name and select “Delete Favorite”
Budget vs Actual Reports are now displayed
using the transaction code ZFM_COFA
28
ZFM_COFA Report

The ZFM_COFA report is taking the place of
ZCOFA and FMEQ

There are two reports displayable within the
Budget vs Actual report:


By F/CI (Fund/Commitment Item)
By Program (Internal Order)
29
Creating a Favorite
1
To create a Favorite:
1. Select Favorites from
the menu bar
2. Then select insert
transaction
2
3
3. Enter the transaction
code and select
Enter
30
Accessing the Budget vs
Actual Report
1. Click Command Field
2. Enter Transaction: ZFM_COFA
3. Click Enter the Budget to Actual Report displays
31
Budget vs Actual – F/CI
1
Select Budget vs Actual – Fund / CI
2
Select variation of
Fund Center
3
The results of your
selection display
32
Budget vs Actual – With
Program (Internal Order)
1
Select Budget vs Actual – by Program
2
Select variation of
Fund Center
3
The results of your
selection display
33
Extra Service

Extra Service is the process where exempt
employees are able to enter extra time for
services performed outside their normal
workday
Refer to the Extra Service Process Quick Reference Guide
34
Changes to Extra Service


The process for extra service has not
changed
Two new wage activity codes have been
added that include:
0523 Tutoring
 0524 Professional Development
 www.slps.org/Page/121  Forms  Extra
Service Form (Spreadsheet)

35
Changes to Extra Service Contd.

The following have changed in the Extra Service Approval
Listing
 Fund
 Internal Order
 Fund Center
Refer to the Extra Service Activity Code Quick Reference Guide
36
Extra Service Validation
Process
Form filled out
gets approved by
principal
Form is approved
by Associate
Superintendent
Form is assigned
to Budget Analyst
who decides if
funding is GOB
(General
Operation Budget)
or Grant
GOB: Budget
Analyst verifies all
information and
verifies funding is
appropriate and
budget capacity
Grant: Budget
Analyst verifies all
information and if
funding is
appropriate and
budget capacity
and will forward to
grants
management for
approval
Form sent to HR
for uploading
37
Budget Directory



Kevin Dial, Interim Budget Director
Stephanie Piatt, Budget Analyst
ShaLonda Wickerson, Budget Analyst
Phone: 345-2262
Phone: 345-4425
Phone: 345-2319
38
Agenda











Lesson 1 - Introduction
Lesson 2 – Budget Overview
Lesson 3 - SAP Enhancement Project
Lesson 4 – Grants Management
Lesson 5 – Purchasing
Lesson 6 - Accounts Payable
Lesson 7 - Fiscal Control
Lesson 8 – Treasurer’s Office
Lesson 9 - Risk Management
Lesson 10 – Payroll
Lesson 11- Computer Labs
39
Forms and Support
Documents
The following documents are used in support of this process:
Tab
Document Title
04.01
Title 1 Budget – FY 2014-2015
40
Overview
Grants Management is responsible for:
 All non-GOB related revenue and expenditures from
salary to equipment
 Medicaid billing (green forms)
 Miscellaneous discretionary grants
41
Title I - Allowable Costs
What is an allowable cost for Title I grants?



Is it reasonable
Is it necessary
Items needed should SUPPLEMENT instruction
The following are Non-allowable(Non-Inclusive List):







Textbooks
Ceremonies, banquets or celebrations, Awards/incentives
Office/Janitorial/Nurses supplies
Entertain recreation or social events
Meeting expenses for professional development
End of year fairs
Furniture
42
Budgets
Title I and SIG budgets are loaded into to SAP for use:




Your allocation will reflect what you have submitted via
your Title 1 worksheet
The most effective way to leverage School Budgets is to
spend Grant Funds before GOB funds
 This only relates to allowable costs
We are encouraging all technology equipment purchased
with Federal funds should be purchased by 9/30/2014
We would like to have 75% of your discretionary funds
spent by 12/31/14.
43
Parent Involvement




Parental Involvement programs, activities, and procedures provided
with Title I, Part A funds should be planned and implemented with
meaningful consultation with parents and participating children.
 If you haven’t, please plan now with your Family and Community
Specialist to outline what parental involvement activities will be
conducted for the year and plan funds for each event accordingly
Each Title I building was allocated a parent involvement budget to be
used for Parental Involvement Activities activities. (Fund, 230, F451BK
– Internal Order)
Food may be purchased with Title I – Parent Involvement funds for
Parent Driven activities
 Muffins with Moms
 Donuts with Dads
Food may not be purchased for awards banquets/celebrations or End
of the year fairs/activities
44
Technology-Related
Expenditures


Title I, Part A and SIG funds may be used for
computers, technology labs, and/or software
if:
1. There is a documented need in the school
improvement plan goals and objectives
2. It is supplemental to the program
Federally Funding Equipment must stay with
the building not the person
45
Medicaid

Random Moment Sample Forms




Returned in a timely fashion
“Green Forms” generate revenue for the district that
pay for nurses, speech therapists, OTs and PTs
The higher the return, the greater the potential for
revenue. In years past the district has had a finding
for lower rates of return, so we want to do our best
to get these forms in.
Grant Analyst, Larry Kenney, will be the point of
contact. 345-2270
46
FAQs





When should I be spending my Federal Funds?
 Now, and before your GOB funds, as long as it is supplemental and
allowable.
Who should I contact regarding my grants funds?
 For Title I, SIG – Charmaine Moore x72491
 SPED – Larry Kenney – x72270
 Misc. – Victoria Glaspy – x75310
How do get a copy of the Title I Worksheet?
 Well you should have a copy, and it should be done, but if you don’t, please
email Charmaine @ [email protected].
Who do I send my Extra Service Spreadsheet to?
 Budget, they will forward to us.
If I don’t spend all of my Title I money will it be available next year?
 No, so please spend it while you have it available.
47
Agenda











Lesson 1 - Introduction
Lesson 2 – Budget Overview
Lesson 3 - SAP Enhancement Project
Lesson 4 – Grants Management
Lesson 5 – Purchasing
Lesson 6 - Accounts Payable
Lesson 7 - Fiscal Control
Lesson 8 – Treasurer’s Office
Lesson 9 - Risk Management
Lesson 10 – Payroll
Lesson 11- Computer Labs
48
Forms and Support
Documents
The following documents are used in support of this process:
Tab
Document Title
05.01
RFP Checklist
05.02
Board Resolution Template
05.03
Board Resolution Checklist
05.04
Board Resolution Guide
05.05
Board Resolution Samples
05.06
Board Resolution Helpful Hints
05.07
Contractual Agreement for Consultants
05.08
Contractual Agreement for Contractors
05.09
Contract Renewal Form
49
Forms and Support
Documents (Con’t)
The following documents are used in support of this process:
Tab
Document Title
05.10
Vendor Performance Report
05.11
Sole Source Form
05.12
Which Contract Form is the Right One?
05.13
Memorandum of Understanding
05.14
MOU Approval Process
05.15
Template for Agency Agreement
05.16
Service Agreement Request
05.17
Vendor Registration Packet
50
Purchasing Directory

Rick Schaeffer, Procurement Analyst





RFP/Bids
Contracts
Board Resolutions
Purchase Orders Greater than $5000
Ruth Carnoske, Sr. Risk Mgmt. Specialist







Phone: 345-2298
Phone: 345-2397
RFP/Bids
Contracts
Board Resolutions
Purchase Orders Greater than $5000
MOUs
Agency Partnership Agreements
Service Agreements
51
Purchasing Directory Contd.

Constance Byrd, Buyer





School Supplies
New Vendor Set up (SAP)
Metro Bus Passes
Purchases Less than $5000
Ketra Montgomery,
Contract Compliance Specialist



Phone: 345-2255
Phone: 345-2495
Purchase Orders Less than $5000
Contracts
Board Resolutions
52
Purchasing Overview
The Purchasing Department is responsible for:
 Creating Purchase Orders from the requisitions
submitted by the schools
 Working with vendors and the schools to ensure the
timely delivery of goods and services
 Recording and maintaining list of vendor contracts
 Ensuring the best price and service from vendors
through Competitive Bidding/Request for Proposal
(RFP) Process
53
Competitive Bidding
Process Overview


The process of competitive bids is valuable
to the organization because it increases
the awareness of the availability/quality of
goods and services
The Purchasing Department will work with
you to ensure communication to a diverse
audience of vendors
54
Procurement Process and
Source Selection




School identifies a need for goods or services
A Purchase Requisition is the required
procedure to begin the purchasing process.
The Purchase Requisition goes through a
workflow approval process
The process splits according to:
 Non- Contractual Purchases
(Goods/supplies)
 Contractual Purchases (Services)
55
Non-Contractual Purchases
(NB)




For non-contractual requisitions a Purchase Order is
created and sent to the vendor
Once the goods are received by the school, the
requestor enters a Goods Receipt, signs the invoice
and sends it to Accounts Payable
In order to process a vendor payment, the Accounts
Payable department must receive a signed invoice
and a Goods Receipt entry
The Accounts Payable department generates a
vendor check upon the signed invoice
56
Contractual Purchases (FO)







School generates a contract using one of the contract
templates
Contracts must be signed by the vendor, sent to the
purchasing department, and signed by the superintendent
prior to services being rendered
A Purchase Order is issued and sent to the Vendor and
Principal
Services can then be rendered by the vendor
Vendor submits invoice for services to Principals for
signature
Principal submits the signed invoice to Accounts Payable
Check is issued to the vendor
57
Which Contracts to Use




Contractual Agreement With Consultants - A contract
to be signed with individuals or companies to provide
consulting services
Agency Partnership Agreement - A contract to be
signed with an Agency Partner where no funds change
hands between the partner and SLPS
Memorandum of Understanding (MOU) (Non-Fund
Raising) - A contract to be signed with a local
organization partner to provide the contracted services.
Refer to the Purchasing Department for details
58
Dollar Value Thresholds
There are three types of Dollar Value thresholds:



Purchases of less than $500 (obtain two
quotes)
Purchases of less than $5,000 (strongly
encouraged to obtain three vendor quotes)
Purchases of $5,000 or greater (must go
through the RFP/Competitive bidding
process)
59
Request for Proposals
The Request for Proposal process for purchases of
$5,000 or greater requires:
 A competitive bidding process
 A Scope of Work
• Evaluation criteria
• Selection of an evaluation team
 Proposal reviews
 Board Resolution recommendation
 At least 90 days to process
Refer to the RFP Checklist
60
Scope of Services



Should be specific in order to add value to
proposals submitted by vendors
Vendor Performance Management
ensures the District receives the services
agreed upon in the contract
If a vendor contract wishes to be renewed,
the Vendor Performance Report Form is
required with the Contract Renewal Form
61
Sole Source
Sole Source is for a good or service that is only available from one
(1) source vendor/manufacturer for Items that have the specific
features of:

One-of-a-kind

Compatibility

Replacement Part

Delivery Date

Research Continuity

Unique Design

Emergency
Note: Professional Development is not typically considered a Sole
Source Service
62
Board Resolution
Board Resolutions require:

Board approval on all purchases of $5,000 dollars or more

The dates of service

The total value of goods or services

Funding source

Requisition number

Approval by the Department Head

Board Resolution process is managed out of the Board Office
Refer to the thumb drive for Board Resolution supporting
documents
63
Preferred Vendors
School Supplies

The District has negotiated fixed pricing for school supplies. The
list includes:
 Office Max
• Copy Paper
 Office Essentials
 Universal Business Supply
 School Specialty
Refer to the following link for details of School Supplies:
http://www.slps.org/domain/4613
64
Preferred Vendors
Technology
Computers
 Dell

Promethean Boards
 Haddock

Smart Boards
 TSI

Ipads and Accessories
 Apple
Refer to the following link for details of technology vendors:
http://www.slps.org/domain/5578

65
Purchase Requisition
Transactions

The following SAP Transitions have been
impact by the SAP Enhancement Project
ME51 - Create NB Purchase Requisition
 ME51 – Create FO Purchase Requisition
 MIGO – Goods Receipt


Instructions on how to complete these
transactions are on the following slides
66
Create NB
Purchase Requisition
1. Enter transaction code ME51
2. Enter the Document Type NB
3. Complete the required fields in
the Detailed Data for Items
section of the screen
67
Create NB
Purchase Requisition
4. Enter the Purchase Requisition
Items
5. Fill in all required entry fields
68
Create NB
Purchase Requisition
6. Fill in all required entry fields
7. Click to save. The Purchase
Requisition Number displays at the
bottom of the page
69
Create FO
Purchase Requisition
1. Enter transaction code ME51
2. Enter the Document Type FO
3. Complete the required fields in
the Detailed Data for Items
section of the screen
4. Click
enter when done
70
Create FO
Purchase Requisition
5. Complete the required fields
6. Click to go to the
Account Assignment screen
7. Fill in all required entry fields
8. Click
enter when done
9. Press Enter (keyboard) to
go to the next screen
10. Click the Back Arrow key to
go back to the long text
screen
71
Create FO
Purchase Requisition
11. Click on Item 10 to select the
record
12. Click on the
Account
Assignment button
13. Enter the Vendor number in the Des.
Vendor field and Material Number
14. Hit the Enter key
72
Create FO
Purchase Requisition
15. Click the line item and
create a note
button to
16. Click on the Long Text Screen
and enter a note about the
Purchase Requisition in the
item text field
17. Click to save. The Purchase
Requisition Number displays at the
bottom of the page
73
Create Goods Receipt
1. Enter transaction code MIGO
2. Enter your selections
in the Goods
Receipt, Purchase
Order and Purchase
Order number
3. Click to display
the purchase order
74
Create Goods Receipt
4. Left click the
check box
5. Left click the
6. Left click
75
Transactions
Turn to Tab B – Work Instructions
Transaction Code – Work Instruction Title
Tab
Demo
ME51 – Create Purchase Requisition NB
X
ME51 – Create Purchase Requisition FO
X
MIGO- Create Goods Receipt
X
Exercise
76
Agenda











Lesson 1 - Introduction
Lesson 2 – Budget Overview
Lesson 3 - SAP Enhancement Project
Lesson 4 – Grants Management
Lesson 5 – Purchasing
Lesson 6 - Accounts Payable
Lesson 7 - Fiscal Control
Lesson 8 – Treasurer’s Office
Lesson 9 - Risk Management
Lesson 10 – Payroll
Lesson 11- Computer Labs
77
Forms and Support
Documents
The following documents are used in support of this process:
Tab
Document Title
06.01
Blank Voucher Certification
06.02
Voucher for Advancement
06.03
Voucher to Pay for Travel
06.04
IN-90 Form
06.05
Mileage Reimbursements
06.06
Automobile Mileage Report
06.07
Blank Voucher for Postage
06.08
Check Run Calendar 2014-2015
06.09
AP Clerk Assignments
78
Accounts Payable Property
Control
Accounts Payable Office
Fax: 345-2645
Beverly Foster, Accts. Pay/Prop. Control Supr.
Stephanie Morris Acct. Pay/Prop. Control Clerk
Editha Birchfield Acct. Pay/Prop. Control Clerk
Leslie Johnson, Property Technician
Phone: 345-2493
Phone: 345-2278
Phone: 345-2340
Phone: 345-2625
79
Accounts Payable Overview
The Accounts Payable Department is responsible for:
 Processing and payment of vendor invoices
 The reimbursement of employees for travel and
mileage
 Cash advancements when needed for SLPS events
 Schedule and perform physical inventory site visits
 Maintain all district fixed asset records
80
Key Changes


The processes used for the Accounts
Payable have not changed
The Blank Voucher form has changed
81
Changes to Voucher
Certification

The following Fields have changed
 Fund Code
 GL Account
 Cost Center
 Internal Order (added)
82
Non-Encumbered Payment Reimbursements





Always check fund availability in your location’s Budget vs
Actual Report.
Always have an accurate vendor number
Always attach original receipts or check copies
 Dollar amount of each line item should not exceed $200.00
(food items are an exception)
Always attach sign-in sheets, and agenda and check copy for
meeting expense
Always have the principal or administrator sign and date the
completed voucher
Refer to Voucher Certification Form
83
Non-Encumbered Payment
Travel Checklist








Contact Brentwood Travel: 314-439-5700
Budget Sheet (Location)
Vouchers (Used when payment is requested)
Expense Report (Actual/Advanced)
Authorization for Travel (IN-90)
Hotel Reservation/Confirmation
Documentation of Conference
Registration
Refer to Voucher for Advancement, Voucher to Pay for Travel, and IN-90 forms
84
Travel Expense Process
Review Budget
sheet‡
Complete IN-90^ with
Registration Voucher,
Sample Registration
and Conf.
Documentation
Complete the
Advanced
Expense
Report
Complete the
Voucher* for
Advancement
Review Actual
Expense report
for Changes
Complete
Travel to Pay
Voucher* add
invoice and
Itinerary
Add additional
expenses to
Actual Expense
Report
On the Budget Sheet the Location Fund and Commitment item are different
* On the Voucher, enter the new format for the Fund, GL Account and Fund Center
^ IN-90 Fund and Account Center need to be entered in the new format
‡
85
Mileage Reimbursement
Overview





Occur only between SLPS locations and the Central Office and should
be completed, signed, and submitted monthly (only one report per
month)
Mileage Form should include name, last 4 digits of social security
number, location, fund number, travel date, location to and from and the
number of miles each way
Mileage is processed through SAP and is issued as part of your
paycheck (Car Allowance)
If the mileage reimbursement request exceeds $100.00 for a month,
submit a memorandum of explanation attached to request
Blank mileage forms are found on the SLPS intranet under department
forms (Fiscal Control)
Refer to Mileage Reimbursement Form and Automobile Mileage Report
86
Non-Encumbered Payment
– Meeting Expense



Always include the attendee sign-in sheet and
agenda
Schools with checking accounts need to include
the school issued checks with the voucher for
reimbursement
Schools without checking accounts (personally
paid by an employee) need to include the receipt
with the voucher for reimbursement. Check copy
not needed
87
Meeting Expense Process
For a school
check submit
voucher* and
copy of school
check
Create Agenda
and Sign-in
Sheet
Complete
Voucher*
Certification
For Employee
payment submit
voucher* and
receipt
Submit for
Processing
Paid on next
check run
* On the Voucher, enter the new the format for the Fund, GL Account and Fund Center
88
Non-Encumbered Payments
- Postage




Complete voucher form
The vendor number is always
600004544
The name of vendor is always
Postmaster
A receipt is not required
See Voucher Certification for Postage Form
89
Postage Expense Process
Location
Completes
Voucher*
A/P
Processes
Voucher*
Treasurer’s
Office Sends
Check to
School
Location Buys
Stamps
* On the Voucher, enter the new the format for the Fund, GL Account and Fund Center
90
Agenda











Lesson 1 - Introduction
Lesson 2 – Budget Overview
Lesson 3 - SAP Enhancement Project
Lesson 4 – Grants Management
Lesson 5 – Purchasing
Lesson 6 - Accounts Payable
Lesson 7 - Fiscal Control
Lesson 8 – Treasurer’s Office
Lesson 9 - Risk Management
Lesson 10 – Payroll
Lesson 11- Computer Labs
91
Forms and Support
Documents
The following documents are used in support of this process:
Tab
Document Title
07.01
Bank Reconciliation Form
07.02
Cash Transactions Form
07.03
High School Audit Checklist
07.04
Elementary and Middle School Audit Checklist
92
Fiscal Control Directory



Kevin McKenzie, Interim Controller
Ron Martindale, Accountant III
Armando Lopez, Accountant II
Phone: 345-2275
Phone: 345-2258
Phone: 345-2274
93
Overview





Development of Fiscal Policies
All vendor payments
Outside reporting to State and Federal
Agencies
Maintaining general ledger
Process/Release Purchase Requisitions
94
Forms




Bank Reconciliation Form – This form is available
to reconcile bank accounts
Cash Transaction – used to keep track of checking
account activities
School Audit Checklist (High School) – a checklist
of financial items to maintain and provide for an audit
of a High School’s funds.
School Audit Checklist (Elementary and Middle
Schools)- a checklist of financial items to maintain
and provide for an audit of a Elementary or Middle
School’s funds
95
Agenda











Lesson 1 - Introduction
Lesson 2 – Budget Overview
Lesson 3 - SAP Enhancement Project
Lesson 4 – Grants Management
Lesson 5 – Purchasing
Lesson 6 - Accounts Payable
Lesson 7 - Fiscal Control
Lesson 8 – Treasurer’s Office
Lesson 9 - Risk Management
Lesson 10 – Payroll
Lesson 11- Computer Labs
96
Forms and Support
Documents
The following documents are used in support of this process:
Tab
Document Title
08.01
New Bank Account Form
08.02
School Checking Account
08.03
Direct Deposit Form
97
Treasurer’s Office Directory



Donna Johnson, Manager
Phone: 345-2290
Artis Larry, Accounting Clerk Phone: 345-2235
Derwin Jordan, Cashier
Phone: 345-2232
98
Treasurer’s Office Overview




Responsible for receiving all District cash,
and for the accounting and safekeeping of
these funds from the receipt to disbursement
Set-up and maintenance of all central office
bank accounts for SLPS
Set-up and maintenance of school checking
accounts as needed
Processing of mandated wage deductions
99
When to Contact the
Treasurer’s Office
Contact the Treasurer’s Office for questions about:

School Checking Accounts

Payroll Direct Deposit Accounts

Stop Payments on Accounts Payable or Payroll checks

Year-End Closeout Deposits (i.e., lost textbooks)

Payment for Replacement Employee ID

Salary Overpayment

Questions on wage deductions (see next slide)
100
When to Contact the
Treasurer’s Office
Questions about the Following wage deductions:
 Child/Spousal Support
 IRS Levies and Agreements
 Bankruptcy
 Student Loan
 Writs of Sequestration
 Miscellaneous Garnishments
101
Checking Accounts





Principals may open checking accounts in schools’ names to
deposit money and make payments on behalf of the school
It is recommended (not mandatory) that the accounts be held at
the District’s depository which is currently US Bank
There should be no less than two signers for each account
 The Principal must always be a signer
Account Title should read “St. Louis Board of Education” on the
first line with the school name on the second line
 No individual person’s name should appear on the title lines
The Principal or their designee should maintain all records
regarding school checking accounts
102
School Checking Accounts


f



The Treasurer’s Office
prepares the Open/Change
Account form
The completed form is sent
for your specimen
signature
The form is returned to the
Treasurer’s Office for
bottom line approval by
CFO
Once form is complete the
account will be opened
within two working days
103
Agenda











Lesson 1 - Introduction
Lesson 2 – Budget Overview
Lesson 3 - SAP Enhancement Project
Lesson 4 – Grants Management
Lesson 5 – Purchasing
Lesson 6 - Accounts Payable
Lesson 7 - Fiscal Control
Lesson 8 – Treasurer’s Office
Lesson 9 - Risk Management
Lesson 10 – Payroll
Lesson 11- Computer Labs
104
Risk Management
Ruth Carnoske, Sr. Risk Mgmt. & Compliance
Phone: 345-2397
105
Forms and Support
Documents
The following documents are used in support of this process:
Tab
Document Title
09.01
Safety and Risk Management Handbook
• Bomb Threat Record Form
• Workers Compensation Form
• Security Incident Report Form
• Vehicle Accident Report Form
106
Safety and Risk
Management Committee
The Safety and Risk Management Committee meets
monthly:
 Updating and evaluating the effectiveness of safety
procedures used by employees
 Updating safety rules and policies and training
 Evaluating employee injury and accident records to
identifying trends and patterns, and formulating
corrective measures to prevent recurrence
107
Safety Rules all Employees
Safety is the responsibility of all employees of SLPS
employees. The following safety rules have been
created to ensure a safe work environment:
 Being impaired by, or under the influence of, alcohol
or illegal drugs while at work, is strictly prohibited
 Fighting, horseplay, practical jokes or other disorderly
conduct is strictly prohibited
 Threatening, intimidating, or using abusive language
to other employees is strictly prohibited
 Whenever employees are driving, they shall wear
seat belts
108
Safety Rules all Employees
(Con’t)




Employees must immediately report all injuries, no
matter how minor, to their supervisor
Employees shall report any safety hazards/conditions
immediately to management
No employee shall perform any activity which is
higher than they can reach unless they have received
the proper training
Refer to the Safety and Risk Management
Guidebook for more specific safety rules
109
Emergency Procedures



Advance planning for emergencies and disasters is
necessary for the safety of students and staff
Emergency Operation Plans are located in the
Central Office and in each school.
Refer to the Safety and Risk Management Guidebook
for specific emergency situations for:





Bomb Threats
Earthquakes
Fire
Intruder
Tornado and Storms
110
Violence Prevention
The Special Admin. Board has adopted the School
Violence and Restrictive Behavior Intervention Policy to:

Promote safety and prevent harm to students, school
personnel and visitors in the School District

Foster a climate of dignity and respect in the use of
discipline and behavior-management techniques
Provide school personnel with clear guidelines
about the use of seclusion, isolation, and restraint
in response to emergency situations
Promote the use of non-aversive, behavioral
interventions


111
Violence Prevention Training
SLPS employees impacted who utilize isolation or
restraint will receive annual training in:
 The School Violence and Restrictive Behavior
Intervention Policy
 Professionally accepted practices in the use of
restraint and isolation
 The appropriate use of isolation
112
Work Related
Injury/Accident Investigation
SLPS self-insures its workers’ compensation exposure
for employees the District requires the following:
 Prompt and proper notification of the accident/injury
 Investigation of the accident/injury
 Provision of approved medical care
 Determination of the availability of modified or light
duty job opportunity
 Elimination and reduction of losses by enforcement of
the district safety programs
113
Worker Compensation
Incentive Program


SLPS self-insures its workers’ compensation
exposure for employees
The District’s Worker Compensation Incentive
Program is designed to provide incentives for a 20%
reduction in claims

The program allows for a year-end payment (with a midyear pre-payment) to each school based on their safety
performance
114
Agenda











Lesson 1 - Introduction
Lesson 2 – Budget Overview
Lesson 3 - SAP Enhancement Project
Lesson 4 – Grants Management
Lesson 5 – Purchasing
Lesson 6 - Accounts Payable
Lesson 7 - Fiscal Control
Lesson 8 – Treasurer’s Office
Lesson 9 - Risk Management
Lesson 10 – Payroll
Lesson 11- Computer Labs
115
Payroll Directory






Payroll Division
Judy Gaughan,
SAP Configuration Specialist
Latrisa Avery, Payroll Clerk
Tequilla Jefferson, Payroll Clerk
Colleen Murphy, Payroll Clerk
Anita Mize, Payroll Analyst
Fax Number: 345-2655
Phone: 345-2243
Phone: 345-2284
Phone: 345-2378
Phone: 345-2417
Phone: 345-2291
116
Forms and Support
Documents
The following documents are used in support of this process:
Tab
Document Title
10.01
Kronos Timesheet Changes QRG
10.02
Payroll Deadlines 2015
117
Payroll Overview

Payroll is responsible for:
Resolving employee payroll issues
 Working with the Timekeepers to resolve
employee time Issues
 Work to keep the district compliant with all
union contracts, state and Federal laws
district policy
 Using Master data entered by HR and time
entered Timekeepers to create employee
paychecks

118
KRONOS Changes

Fund Center now incorporated in the transfer
columns
Refer to the Kronos Timesheet Changes Quick Reference Guide
119
Agenda











Lesson 1 - Introduction
Lesson 2 – Budget Overview
Lesson 3 - SAP Enhancement Project
Lesson 4 – Grants Management
Lesson 5 – Purchasing
Lesson 6 - Accounts Payable
Lesson 7 - Fiscal Control
Lesson 8 – Treasurer’s Office
Lesson 9 - Risk Management
Lesson 10 – Payroll
Lesson 11- Computer Labs
120
Question and Answer
121