Finance Round Table Training April 2016

Service Recognitions and Other Celebrations

Staff Announcements Sandra (Sandy) Williams, District Receptionist, is now a member of the Finance Team! Sue Holmes, Accounts Payable, will be leaving the Finance Team on May 14 th. Other Announcements:

Payroll New payroll calendar for will be posted on website soon Will follow the following schedule: – Semi-monthly to 2 nd and 4 th Fridays of the month (*new) – Substitutes will still be on 15 th – Monthly will still be on 27 th

Payroll Best Practices – Discussion: – Tracking employee time

Payroll Best Practices – Discussion: – Ensuring employees clock in and out daily

Payroll Best Practices – Discussion: – Tracking employee time-off and substitutes

Deposits New deposit form for Operating accounts – Will be similar to Activity Deposit Form. Suggestions on Activity Deposit Forms – How are things working? – Any issues?

Online Check Requests Updated step-by-step guide Reminder on naming and invoice dates Any issues/suggestions Approvals go through AP User (Currently Sue), not Linda Reynaga for Check Requests.

Online Check Requests Invoice Number: Enter from Invoice, if vendor has provided one. – Reimbursements: REIMmmddyy (date of purchase) – Meals: MEALmmddyy (first day of event) – Mileage: MILEmmddyy (monthly – use last day of month) – Field trips: {Campus initial}mmddyy (RES051016) – Refunds: REFUND – Entry fees: {Campus initial}mmddyy – No slashes/dashes/spaces in invoice number

Online Check Requests Invoice Date: Enter from invoice – do not use the date the check request is being entered.

Purchase Orders Purchase Order cutoff was April 1 st for 199 funds and Title I funds. If you have a need for a PO, please Jeffri with detailed reason why. Not all requests will be allowed. Can continue to use Activity Funds, 461 and 865. Will be allowed to use August Supplies line item.

Open Purchase Orders Please review open Purchase Order Reports. New reports will be sent out monthly, but please me if you need a report. list of Open POs that you need closed or mark up report and inter-office it to me. Do not close out MasterCard POs unless they are old. – Entries are not posted until late the next month.

15-16 Budget Amendments Continue looking at over-expended account line items. Can move between same fund and function – Complete Budget Transfer Form (on website) and send to Business Office. Can move between different fund and functions – First round went to Board in April. – Next round in May – Please turn in no later than May 4 th.

16-17 Budget Planning and Process Budget worksheets have been sent out. Review with principals and campus planning committees. Meeting with Ed and Jeffri prior to May 6 th.

16-17 Budget Planning and Process New allotments: – GT Slotted full amount into supplies ( xxx ) but can split into 62xx and 64xx, as needed. – Fine Arts Includes art, music, band, choir, drama, etc. At least $1,000 must be slotted into staff development travel for fine arts teachers – Examples: TMEA Conference in February

Form Recommendations/ Policy Recommendations What forms have you noticed need updating? Which forms do you use the most/least? What policies/procedures need updating? – Activity Handbook in the process of being updated Returned checks in deposits made after 30 days will be charged back to that campus’s/group’s activity fund.

Website Recommendations What would you like to see posted on the Business Office website? What needs to be updated?

Upcoming Round Table Topics Facility Usage Federal Funds Open PO’s – Blanket, Monthly, EOY EOY Luncheon (June)

Upcoming Round Table Topics From October, January Meetings FAXES– receiving and sending out/Scanning Printing is slow/Duplicator quality subpar/toner stock-slow machines down for days Reports on the Web instead of PAC (January) Fundraisers for other organizations Purchasing District Coin Counter?/Bill Counters? – not a topic right now; utilize Wells Fargo’s services Wells Fargo – Count Coins (Contact Angela) (January) Campus Postage Machines – New mail courier Deposit Coversheet Numbers (January)

Upcoming Round Table Topics Next meeting in May/June – will be luncheon.

Business Office Contacts Ed Ramos – Deputy Superintendent x 1005 Jeffri Orosco – Director of Finance x 1012 Linda Reynaga – Administrative Assistant to Deputy Superintendent x 1006 Victoria Melton – Financial Specialist x 1019 Sue Holmes – Accounts Payable Specialist x 1018 Sharon Bunge – Payroll Coordinator x 1014 Kimber Matocha – Payroll Specialist x 1010 Sandra Williams – District Receptionist x 1011

Thank You!!!