THE EASY WAY OR THE CORRECT WAY….. CHOOSING THE RIGHT PATH OCTOBER 1, 2010

FOLLOW-UP TO FUNDRAISING TRAINING Relations with PTA’s – Policy GE (Local) Payment to vendors of catalog sales Inventory Tracking Template Converting forms to PDF files Promotional Items Communication

SCENARIO #1 Need to refund a payment made through PayPams? RIGHT PATH? Issue refund with a petty cash check RIGHT PATH? Call accounting Rita will issue refund through PayPams or by check

SCENARIO #2 Issue a refund for payment made by cash or check and funds not deposited? RIGHT PATH? Write a petty cash check Document the refund!! What about refunds after deposits are made? RIGHT PATH? Return check or cash to parent

SCENARIO #3 You need an interpreter for a parent meeting? RIGHT PATH? Ask a parent or someone from the community that speaks the language What if interpreter volunteers time? What about interpreters for other situations? RIGHT PATH? Look for an interpreter on the interpreter list provided by HR

JUST FOR LAUGHS

SCENARIO #4 Realized you charged wrong account on PO? RIGHT PATH? Complete a budget transfer in CIMS to move additional funds to the account that was incorrectly charged RIGHT PATH? Submit a Payment Transfer Form What if the $ amount was small? What if PO has not been paid?

SCENARIO #5 You have to pay admission fees for a class to go on instructional field trip that was not planned nor budgeted? Appropriate account for fees: Transfer funds from supplies to RIGHT PATH? Charge instructional supply account on the direct pay because it was not planned nor budgeted RIGHT PATH? Transfer funds to appropriate account because it was not planned nor budgeted

SCENARIO #6 Teacher wants to stop for lunch during field trip? RIGHT PATH? Teacher collects money from students and gives the money to OM to deposit. Then requests a direct pay to the restaurant to pay for lunch. RIGHT PATH? Teacher collects money from students and deposits in personal checking account and pays with personal credit card Scenario B – Teacher informs you the day before the trip about the lunch?

SCENARIO #7 Cost of field trip is to be split between 2 accounts? RIGHT PATH? Submit Payment Transfer Form after cost of trip has been posted RIGHT PATH? Enter all accounts to be charged on field trip request entered in CIMS Reminder – CIMS does not recognize more than one account on field trip request

SCENARIO #8 Need to pay for competition but do not have enough budget in scholastic competition account? RIGHT PATH? Charge part of the cost to competition account and the remainder to a supply account on the direct pay Reminder – You may transfer funds into district budgeted accounts but CANNOT transfer out RIGHT PATH? Transfer additional funds to competition account by entering a budget transfer in CIMS before entering direct pay

SCENARIO #9 A teacher was awarded a Foundation Grant for $500 and has selected a vendor that is not on bid? RIGHT PATH? Try to find items through a vendor on bid RIGHT PATH? Charge it to American Express Scenario B – If the cost is $250 or less, you may purchase with petty cash or charge to AMEX

SCENARIO #10 It is your last day before summer break and you have money to deposit? RIGHT PATH? Prepare the deposit and deliver to accounting RIGHT PATH? Secure funds in the safe Scenario B – What about after finance clerk leaves for summer?

SCENARIO #10 Need to pay for $1500 worth of T-Shirts? RIGHT PATH? Pay with a direct pay? RIGHT PATH? Pay with a PO? Scenario B – You may pay with a direct pay if the cost is $250 or less

SCENARIO #11 You have a finance question?? RIGHT PATH? Call another Office Manager RIGHT PATH? Call Finance Scenario B – If you call another Office Manager and she is confused, call Finance

ANY OTHER SCENARIOS? Any topic up for discussion!!! BID PURCHASING PAYROLL ACCOUNTS PAYABLE ACCOUNTING ASK AWAY

NEXT TRAINING “TAKING CHARGE OF YOUR ACCOUNTS” OCTOBER 13, 2010 SOCKWELL CENTER “CIMS TIPS & TRICKS” OCTOBER 13, 2010 SOCKWELL CENTER

TGIF