1. Welcome Donna Chu, Director of District Financial Services
Finance Update / Introductions

2. Finance Update Introductions: Patrick Ranspot, Treasury Manager
Tullan Spitz, Senior Grant Writer
Robyn Faraone, Grant Writer
Aaron Musk, Senior Accountant
James Young, PERS Specialist
Megan Salvador, Senior Administrative Secretary, Finance
Matt Howe, AR Fiscal Services Associate III

3. Donna Chu Financial Services dchu@pps.net 503-916-3115
Finance Update
Donna Chu Financial Services

4. Sonya Harvey, Accounting
Student Body Funds
Sonya Harvey, Accounting
Year End Procedures

5. Year End Procedures District will do…
Reconcile your May bank statement. Print, review and eEnter all June checks, receipts (SchoolPay) and the June bank wire statement into EPES.
Activity Account Deficits
with:
Final receipt and check numbers used
Make available files and records
Make sure you have identified accounting of all donations aggregating to $5K or more.
Year End Procedures
To do before you leave for summer…
District will do…
Reconcile your May bank statement. Print, review and to
Enter all June checks, receipts (SchoolPay) and the June bank wire statement into EPES.
Activity Account Deficits
Final receipt and check numbers used and to
Make available files and records
Make sure you have identified accounting of all donations aggregating to $5K or more.
June bank reconciliation report
We will use your files if we find discrepancies while doing your June reconciliation

6. Escheatment Run outstanding check report – 6/30/15
Attempt contact and document
Start escheatment file folder
Results Due – Friday, May 19, 2017

7. Finance Workshop Survey

8. Finance Workshop Survey

9. Student Body Funds,Accounting
Sonya Harvey
Student Body Funds,Accounting

10. Travis Allison, Purchasing and Contracting
Purchase Orders
Travis Allison, Purchasing and Contracting
When and How to Use

11. P&C Updates P-Card Training -Stephen Hirai Contracts Training Reminder
-Erica Kreger
Health Purchases
-Travis Allison

12. Current Resources Quick Guide to Buying
Purchasing Methods: Direct Vouchers, P-Cards, POs, & Contracts

13. Thank You Travis Allison Purchasing & Contracting tallison@pps.net

14. Ondra Matthews, Payroll Manager
It’s About Time

15. Agenda – Time & Labor Leave of Absence Reporting
Reporting expectations using AESOP
Reporting in Peoplesoft
Time Admin Schedule

16. Leave of Absence Reporting
Keep copies of LOA notice from Jodie in Benefits Office, as well as the LOA Tracking form worksheet for hours to report in your yellow T&L folder.
Only enter Leave Hours up to the balance as reflected on the right side of the time entry screen.
Recommend entering Paid Leave hours after the 2nd of each month, after new accruals and remaining hour balances are posted.

17. LOA Reporting ( cont.)
When you begin to report consecutive days of unpaid leave, please the Benefits office to alert that all leave hours are exhausted and that you are now reporting unpaid leave

20. AESOP Reporting Expectations
You can update the type of leave requested by teacher in AESOP, prior to reconciling.
Once reconciled, the hours will load to Time & Labor automatically the next morning.
All teacher hours must be confirmed as accurate or corrected after it is loaded into Time & Labor.

21. Reporting in AESOP (cont.)
Go into the individual absence by clicking on the confirmation number, then click on “Edit Absence” to change to the absence you need.
Reporting in AESOP (cont.)
Go into the individual absence by clicking on the confirmation number, then click on “Edit Absence” to change to the absence you need.

22. Reporting in AESOP (cont.)
Best practice is to reconcile on a daily basis, especially in the final week of reporting for the period.
Avoid manually entering hours that are also automatically loaded from AESOP.

23. Reporting in Peoplesoft
Leave Hours now reflect Benefit panel hours. Accrual process is run on the 1st business day of every month, so updated hours will be reflected no later than the 2nd business day of month. Important to never enter leave hours above amount in balance.
Reporting in Peoplesoft
Leave Hours now reflect Benefit panel hours. Accrual process is run on the 1st business day of every month, so updated hours will be reflected no later than the 2nd business day of month. Important to never enter leave hours above amount in balance.

25. Final Day- Time Reporting Day Schedule
10 am pm pm
Final lockout at 4:30pm.
Priority must be given to Substitute employees, especially on the Final Day.
During lockout the pay period will automatically default to next period. Do not submit time during the lockout period.

26. Reporting in Peoplesoft (cont.)
We have added a new signature approval statement on the Time Summary reports (copy following).
After hours are submitted, print out summary report and get an “inked” signature from Principal.
Signed report is due via to payroll by 1pm the day following lockout.
Scan directly to your , rename the file and save a copy on your computer in the format of “School_Period End Date” (ex. “School_021517”) before attaching in to payroll.

27. Time Summary Report Signature Approval Statement

28. The place to store all time reporting paperwork for the current period

29. Employee Self Service In web browser type: selfservice.pps.net
AVAILABLE ANYTIME - ANYWHERE YOU HAVE CONNECTION TO THE INTERNET (even on your mobile phone.)
In web browser type:
selfservice.pps.net

30. Payroll
Ondra Matthews
Payroll Services

31. School Pay Accounts Receivable Update
Patrick Ranspot, Treasury Manager
Accounts Receivable Update

32. SchoolPay Comprehensive receipting system
Integration with Desitiny (library system)
Additional future integrations
SchoolPay is available for assistance
Finance will provide additional training

33. SchoolPay
Survey results

34. Check Reimbursements
Wire SBF is the to scan Check Reimbursements
Jill Bellone

35. Accounts Receivable Contacts
Main number:
Patrick Ranspot
Outdoor School – Matt Howe
Monthly Settlement Wire – Jill Bellone
Cashier/Bank Supplies – Teresa Eckblad

36. Abdullah Elmadhoun and Debra Watkins, Accounts Payable
Accounts Payable / Pcard Updates

37. Abdullah Elmadhoun and Debra Watkins, Accounts Payable
PCard Updates
Year End Updates

38. Abdullah Elmadhoun and Debra Watkins, Accounts Payable
Debra Watkins

39. Questions