1. LEMON GROVE SCHOOL DISTRICT
BUSINESS OFFICE
POLICIES AND PROCEDURES OVERVIEW

2. Travel Policies Conference Registrations
The following paperwork is due to the business office (Amber Elliot) at least 4 weeks prior to the registration deadline:
Signed travel request
Registration paperwork attached showing subject, date, location, fees, and registration confirmation
Purchase requisition must be entered with the following info:
Note that it is for “Conference Registration”
Attendees
Title of workshop
Date of workshop
Location of workshop
Board Approval Date for Out-of-State locations and Non-employees
Note: Attendee is responsible for making hotel reservations, travel
arrangements and registration prior to conferences

3. Travel Policies (cont’d) Travel Reimbursements
The following paperwork is due to the business office (Michelle Flores) within 10 working days after travel:
Signed Conference/Travel Reimbursement Voucher
Attached original itemized receipts
Allowances
$35 per diem for meals to include up to 15% tip if included on the receipt (overnight trips only)
Liquor is not reimbursable
Mileage is reimbursed at the current IRS approved mileage rate, currently .575 (changes annually)
Please keep in mind that all receipts and travel paperwork are
public records and can be requested by anyone at any time

4. Travel Policies (con’td) Mileage Reimbursements
The following paperwork is due the business office (Michelle Flores) monthly:
Signed Expense Claim for Mileage of Employee’s Car
Mileage is reimbursed at the current IRS approved mileage rate, currently .575 (changes annually)
Mileage should be from your school site and not from your personal home address
Please make sure that the claimant’s signature is legible so that the check is printed correctly

5. Reimbursement Policies
The following paperwork is required for all reimbursements:
Completed reimbursement requisition form and invoice/receipt
Original itemized receipts must be attached
Board Policy Highlights:
No individual item should cost over $50.00 and no single reimbursement should be over $ unless prior approval is given by a cabinet member
Reimbursements are only for items that cannot be purchased on a purchase order. Purchase orders must be entered whenever possible
Reimbursements should be submitted by a site or department monthly… not left for the end of the year

6. Invoices and Receiving
All invoices and receiving paperwork must be signed and sent to the business services department (Kathy Osborn) to process for payment.
Please sign all receiving/packing slips and write the date the items were received.

7. Invoices
The following items must be included on all invoices to ensure timely
payment:
Name of Firm
School District (not your site) as addressee
Date of invoice
PO number
Description of each item
Quantity
Unit price
Extended price of each item
Hours/Rates for Labor
Shipping and Handling charges if applicable
Subtotal of taxable amount
Amount of sales tax
Total Invoice amount
Invoices for service providers (i.e., consultants, etc…) must be signed by
the site administrator after the services have been provided before payment can be
made. Please have all invoices sent to the business office, not the school site. If the
school site receives an invoice, please forward to the business office immediately.

8. Contracts
Independent Contractors must have the following on file with the
business office prior to starting services:
Independent Contractor Agreements signed by the contractor, site administrator, director of educational services, and deputy superintendent. These contracts will be going to Board for approval
W-9 form completed by the contractor
Purchase order with what, when & where on PO
The purchase order and contract can be for the entire school year (multiple occurrences) but the contract and purchase order must be for the same amount

9. What the auditors look for …
Purchase order (must be dated prior to purchase/service)
Invoice (matches PO)
Receiving (matches PO and Invoice)
Budget account number used is correct classification
Signature approval on invoices when services were provided
Signed contract on file for services provided and dated prior to start of service

10. Budget Account Numbers
1000 – Certificated Personnel Salaries
2000 – Classified Personnel Salaries
3000 – Employee Benefits
4000 – Books and Supplies
5000 – Services & Other Operating Exp.
6000 – Capital Outlay ( > $5,000)
Example:
RESOURCE-SUB OBJECT-SUB

11. Budget Account Numbers (cont’d)
4300 Materials and Supplies
Useful life < 1 year
Item cost < $500
4400 Noncapitalized Equipment
Useful life > 1 year
Item cost > $500 but < $5,000
5200 Travel and Conferences
5300 Dues and Memberships
5600 Rentals, Leases & Minor repairs
5800 Professional and Consulting Services
6400 Equipment – Item cost > $5,000

12. PURCHASE REQUISITIONS
Important Screens
TRANS (Budget Screen-Enter Specific Account Number-Current Balance)
EXPSUM (Budget Screen-Entire Program-Current Balances)
EXPINQ (Expenditure Inquiry-hyperlink to accts)
PRQUPD (Initial Order Screen)
SIGLST (Signature List Screen)
VENLST (List of Vendors)

13. WAREHOUSE
Gregg delivers once a week. If you have an emergency, put the requisition in first and then call
Check back ordered items and make decision to change order
Check stock items and be careful of quantities and units of measure
Receive only your items. Return what is not yours
Use form for returning stock items
Notify Kathy of back ordered items

14. MAIL Send someone from site if over 50 pieces in one day
Notify all site employees to mark envelopes with your site name or number
Bulk Mail – 24 hours notice; complete revolving cash form
Rubber band all envelopes. If sealing is required, fold over all envelopes individually and rubber band them together. We must feed through postage meter individually
Please keep in mind that there are sites/departments that send us outgoing mail daily
We do not see Gregg until 3:15 each day. Gregg drives to the post office daily at 4:00
We have to empty blue bags, postmark the outgoing mail, sort through and distribute everything else during last 45 minutes of the day

15. Bulk Mail
Every piece of mail must be exactly identical & must be 200+ pieces
Need to complete PS Form 3602-N
Need to complete the zip code form
Need to complete revolving cash form
Bulk mail needs to be taken directly to La Mesa Post Office a.m. & 1-4 p.m.

16. Student Records/Cums
When sending student cum folders, please send a list on Excel of the student’s last name, first name and birth date
Please do not put the buff cards inside the student cum folders; these get filed separately

17. Who’s Who in the Business Dept.

18. Business Services Website
Please go to the District website, choose Our District, Business Services, then Business Services Information or type in
to go directly to our web page
TOPIC
RESOURCE LINKS
 Account Codes
General Fund (03-00) Account Codes
Restricted Fund (06-00) Account Codes
Other Fund (12, 13, 21, 25, 35, 40, 63) Account Codes
Adopted Budget
Adopted Budget
Adopted Budget
Adopted Budget
Adopted Budget
Adopted Budget
Adopted Budget
ASB / Student Council
ASB Tips from the Business Office
ASB General Guidelines
ASB Advisor & Student Council Adjunct Duty Informational Sheet
ASB/Student Council Accounting PowerPoint
Student Body Minutes Template
Student Body Check Request Form
Cash Collection Deposit Directions
Cash Collections Deposit Form
AR Procedures for Handling Money
BP 1321 Solicitation of Funds – Fundraising Guidelines 
AR 1321 Solicitation of Funds – Fundraising Guidelines
E 1321 Solicitation of Funds – Fundraising Guidelines
Associated Student Body Manual

19. PEOPLESOFT
PEOPLESOFT - New Financial System and new Personnel Requisition System (HCM)
The new financial system (PeopleSoft) will be implemented approximately January 2016
The new personnel requisition system Human Capital Management (HCM) will be implemented approximately July 2016
Implementation dates may change
Training will be provided on these new systems
This system will be taking the place of FIS & PCS
Tutorials are available at the following website

20. THE
END