February 18, 2009

Staples/Corporate Express Representatives

Staples/Corporate Express Joel Klevan / David Gorman Staples/Corporate Express Merger 2009 Pricers and Catalogs

Furniture Needs for 2009/2010 If your campus/department has any furniture needs for the 2009/2010 school year, the spreadsheet for requests can be found on the Purchasing Department’s webpage Once completed, the spreadsheet to Jami Manning Deadline: March 31, 2009

Timekeeping System

Timekeeping Procedures The payroll department is working to prepare two handbooks that will pertain to the Timekeeping Process for paraprofessional employees One handbook will address the clocking procedures and guidelines for the paraprofessional staff The second handbook will address the policies and procedures for the Timekeepers that are making the adjustments and corrections to employee’s time

Timekeeping Guidelines An employee who is going to be late should notify their supervisor as soon as possible Employees must clock in at the beginning of the shift Employees may not clock in more than six minutes before their shift, and are expected to start work on time Employees will not clock another employee in or out under any circumstances Employees involved in such activity, will be subject to termination Employees will clock out for lunch, and back in at the end of the lunch break

Timekeeping Guidelines An employee leaving work for any reason and expecting to return before the end of their shift must clock out, and back in when returning Any employee conducting personal business off campus while on the time clock will be subject to termination Employees will not clock out before the end of their work shift, without prior approval of their immediate supervisor Employees must clock out at the end of their shift

Updates/Reminders

There has been a limit on the amount of checked baggage fees that you can claim. That maximum has been set at two bags per person When ordering from School Specialty, some items may have a shipping charge, therefore it is best to ALWAYS call and get a quote There should always be a separate line item for shipping charges School Specialty Representative Shelia Koski Phone: (972)

Updates/Reminders Fundraisers Before the fundraiser starts, a budget preparation fundraising packet needs to be completed and submitted to the Business Office in order to have funds advanced Purchase orders must be put on for all fundraising components Camp In order to have funds advanced for camp expenses, the budget preparation camp packet should be completed and submitted to the Business Office

Updates/Reminders New Requisition Tracking Log Business Office Website Forms Monthly Go through pink purchase orders, and call on orders that you have not received in a timely fashion

Cash Handling

Cash Handling Procedures All cash/checks should be secured at all times Funds should not be kept in desk drawers/file cabinets Receipts should be written for all monies received Checks should be endorsed as soon as received Deposits should be made on a weekly basis Funds over the amount of $500 that are received, should be deposited same day Cash is NEVER to be sent to the Business Office through inter-campus mail Whenever possible, two people need to count deposits, and both signatures should be on the Deposit Reconciliation form

Budget 2009/2010

Important Dates April 21, 2009 Pentamation Budget Work Session Location: Technology Training Room April 24, 2009 Budgets are due in the Business Office by 5:00 pm May 8, 2009 Last day to submit a budget amendment to the Business Office for fiscal year See Administrative Services – Calendar of Events for additional deadlines

Per Pupil Allocation Preliminary Per Pupil Budget Elementary: $ 92/Student Middle School: $ 82/Student High School: $ 155/Student S:\Budget 09-10\Per Pupil Budget\ Per Pupil Allocation.pdf Proposed Per Pupil Allocation Model Includes: Modified Per Pupil Free and Reduced: $10/Student Limited English Proficiency (LEP): $12/Student October 1 st – Adjustment for actual enrollment counts

Budget Adjustments October 1 st – Enrollment Adjustments Budget is adjusted for actual counts and remaining 10% of Per Pupil Allocation General Fund Rollover from the prior year will be posted in January after the audit is complete Adjustments (October 1 st and Rollover) will be posted to 198X XXX

Items to Include in the Budget Fixed Costs Oce Copiers Print Shop Charges Staff Development Travel Teachers and Librarians traveling for staff development should be coded to function 13 Everyone else traveling for staff development should be coded to their respective function

Transportation Rate Rates for reserving transportation will increase for the 2009/2010 year The new rates will be as follows: Hourly Rate: $13.50/hour Mileage Rate: $2.85/mile

Department Budget Budget amounts will be sent to each Budget Manager by The budgets will be based on prior year amounts Additions to the budget should be requested with a Budget Request Form (“O” Drive) and submitted to the appropriate Division Head O:\Business Office\Budget\Budget Request Form template xls

Budget Instructions S:\Budget 09-10\Budget Instructions\Budget Instructions docx S:\Budget 09-10\Budget Instructions\Budget Instructions docx

End of Year Procedures

Purchase Orders for 2009/2010 Purchase Orders for the 2009/2010 year may be entered starting May 15 th When entering purchase orders for next year, use the Next Year’s Requisitions option in Pentamation Reminder: Purchase Orders for the 2009/2010 year will not be mailed to the vendor until after July 1 st If there is an order that your campus/department will need at the beginning of the new fiscal year, contact the Purchasing Department

End of Year Reminders… Pink Purchase Orders Before June 30 th All orders should be finalized (received or canceled) Turn in all pink purchase orders to the Business Office Petty Cash If you are leaving for Summer vacation, your petty cash needs to be turned into Ray Leake in the Business Office Petty Cash instructions are in the Purchasing section of the Procedures and Guidelines manual

End of Year Reminders… All cash and checks need to be deposited at the Business Office prior to 6/30/09 If your campus is out for the Summer, all deposits need to be made prior to your vacation

Oce Copiers Oce pink purchase orders should be sent to Janna Kemper before 6/30/09 Tips for entering Oce purchase orders for the 2009/2010 year: Enter a separate purchase order for each copier Include a line on the purchase order for overages Include the model and serial numbers of the copier on the purchase order

Any Questions?