1. Staff Fiscal Responsibilities
August 28, 2019
Vision Statement:
A BOCES providing world-class opportunities for the districts we represent.”

2. Fiscal Responsibilities
What does “Fiscal” mean?
Definition per Merriam-Webster Dictionary –
1) “of or relating to taxation, public revenues, public debt”
2) “of or relating to financial affairs”
Synonyms: dollar-and-cents, financial, monetary
Responsibilities = our roles

3. Fiscal Responsibilities Overview
WinCap vs. MyWinCap
Budget & Revenue
Purchasing
Receiving
Inventory
P-Cards
Reimbursements
Conference Requests
Electronic Timesheets
Cash Receipts
Extra Class Accounts

4. WinCap vs. MyWinCap WinCap is the financial system ONC BOCES uses
No other option for BOCES due to the aid calculations
WinCap (desktop version) - can access all of the options
MyWinCap or WinCapWeb is web based and offers only a few options (requisitions and timesheets)

5. Budget & Revenue
Each ONC BOCES Program is responsible for their budget(s) and revenue.
We currently have 82 budgets
Budget and revenue change according to district participation
Program Leader
Staff
Business Office
Monitor entire budget
Budget Transfers
Ensure revenue is correct
Do not overspend budget appropriation
Billing
Balance budget and revenue with holding account
Approves budget transfers

6. Purchasing
ONC BOCES Program has a decentralized electronic purchasing process. Each program is responsible for their own purchasing. A purchase order requires the Purchasing Agent approval. (PND is NOT a purchase order)
Program Leader
Staff
Business Office
Follow ONC BOCES Purchasing Policy
Assist with compliance to ONC BOCES Purchasing Policy
Decide on requisitioner assignment
Enter requisitions if assigned to do so
Purchasing Agent assigns requisitioner rights
Approve requisitions – does it make sense for the program?
Follow requisition format (unit cost, PO description line, etc.)
Ensure requisitions are formatted correctly
Schedule purchasing training for staff
Understand who to reach out to for assistance
Provide assistance with purchasing – Cathy Jacob, Purchasing Assistant

7. Purchasing Process Best Price or Value Where do I start?
Is item or service less than $20,000?
3rd Question
2nd Question
1st Question
Not required to buy from bid, but should always look to get best price or value!
Best
Price or
Value
Is item or service $20,000 or more?
Is item or service “LIKE” other items or services purchased by other ONC Programs?
Follow quote guidelines:
Cost less than $500
Cost $500 to $2,500
Cost $2,501 to $5,000
Cost $5,001 to $19,999
Must be purchased on a bid
Does the BOCES purchase $20,000 or more of these like items or services?
No additional quote needed
2 verbal quotes (one using plus another)
2 written quotes
3 formal quotes
Bids:
DCMO bids, NYS contract, ONC BOCES bid, National Purchasing Cooperative bid
If Professional Services (architect, accountant, attorney) – need to do RFP
Remember:
Threshold is not per vendor
Examples: office supplies, welding supplies, technology, culinary (food)
Quotes on vendor letterhead or internet price sheet with price circled.
Quotes on vendor letterhead or internet price sheet with price circled.
Need vendor name, person who gave quote, date and price

9. Receiving
Receiving is how a program tells the Business Office that the items or services have been received and they are satisfied with their purchase.
Receiving automatically processes payment to the vendor.
Program Leader
Staff
Business Office
Assign the receiving responsibility to a staff member (items are received in one location)
The person doing the receiving verifies receipt of goods or services and does receiving in WinCap; notifies requisitioners of receipt of order
Enters invoices and when item(s) or service are received, payment is automatically released and sent to the Claims Auditor for approval
Person with receiving responsibilities can revise POs via WinCap only
Only Purchasing Agent approves revised POs
Training for person doing the receiving
Notify Business Office of any issues with an order
Works with Program staff to resolve any invoice issues

10. Inventory
Equipment purchases costing $1,000 or more must be tagged and added to our Fixed Asset Listing via an Inventory Change Form.
Program Leader
Staff
Business Office
Assign the inventory responsibility to a staff member– who is responsible for completing Inventory Change Form
Equipment purchases are coded to the 200 budget line or 299 for technology equipment
The completed inventory form is required from the Program in order to pay vendor
Training for person doing inventory
Annual review of inventory
Deputy Superintendent’s Office tracks all inventory
Approve disposal of any inventory; assist with surplus sales
Must have Board approval to dispose of inventory

11. P-Cards Program Leader Staff Business Office
For those who are responsible for purchasing or travel, the P-Card Program is optional .
The P-Card Program is another way to make a payment to a vendor by using a credit card.
The P-Card Program does not circumvent the BOCES Purchasing Policy; prior authorization to purchase still required (PO).
Program Leader
Staff
Business Office
Contacts Purchasing Agent if there is a reason any staff should not have a p-card
Contact Cathy Jacob to order a p-card
Reconcile transactions on weekly basis; contact cardholders about any missing receipts
P-Card holders must follow the guidelines and are responsible for charges not compliant with the BOCES Purchasing policy
Processes p-card statements for payment
Track and submit itemized receipts on a timely basis
The Director of Management Services has right to revoke a p-card for misuse

12. Reimbursements
When conducting BOCES business, staff may be reimbursed for such expenses as mileage, travel costs when attending conferences and cell phone expense as per Board policy.
Program Leader
Staff
Business Office
Approves all reimbursement requests
Submit reimbursement requests on correct form with necessary back up documentation
Review submissions; process reimbursements for payment.
Most reimbursements are paid electronically via ACH to the staff member’s bank account.

13. Conference Requests
Per Board policy, staff must have prior approval by the District Superintendent or Deputy Superintendent to attend a conference or workshop.
Electronic approval process through WinCapWeb.
System tracks professional development hours.
Program Leader
Staff
Business Office
Approves all conference requests before the District Superintendent or Deputy Superintendent
Enter request in WinCapWeb under Professional Development; make sure request is approved before conference date
Monitors electronic conference request approval process; establish rights for approvers
Responsible to enter all related purchase orders – registration, hotel, meals, mileage
Approved conference request information is added to any requisitions by the Purchasing Assistant

14. Timesheets & Electronic Timesheets
For certain time worked above and beyond the normal work is submitted to the Program Leader for approval and payment via paper timesheet or electronic timesheet.
The Business Office is only responsible for processing complete, approved timesheets.
Program Leader
Staff
Business Office
Have conversation with staff who need to work extra time; determines if staff is to use a paper timesheet or electronic timesheet for submission; works with Payroll Benefits Specialist to set up electronic timesheets
Completes timesheet or enters electronic timesheet
Adds Additional Pay Items (Per Diem Days, Curr Days, etc.)to WinCap when Board approved
*Casual employees are not automatically added
Approves all timesheets by reviewing the additional pay item, hours worked and budget code.
Contact Payroll Benefits Specialist if there are any problems
Monitors electronic timesheet approvals; pulls into WinCap to be included in payroll

15. Cash Receipts
Do not hold onto any money – give to the following people and request a receipt:
NCOC – Ellen Kennedy (Business Office), OAOC – Abagale Fischer (Account Clerk – Front Office)
If a Program outside of OAOC or NCOC plans to accept payments, the cash receipt process must be approved by the Director of Management Services before doing so.
Monies received must be deposited within 5 business days per Board policy. All monies should be stored in a safe until it is deposited.
Program Leader
Staff
Business Office
Establish who is responsible for receiving checks and cash. Work with Director of Management Services to establish process.
Any monies received should be immediately turned in to the person responsible for cash receipts; request a receipt.
Provide training if needed.
Request training if needed.
Person responsible for cash receipt process will issue a triplicate receipt, code the receipt, make the bank deposit and send supporting documentation to the Business Office.
Reconciles all bank deposits during bank reconciliation process.
Review and approve bank deposit (all receipts are accounted for)

16. Extra Class Accounts
Pertains to fundraising by approved CTE and Special Ed class accounts.
Specific process must be followed according to NYSED guidelines.
Program Leader
Staff
Business Office
Approve Central Treasurer and Advisors annually
Understand the NYSED guidelines; assist student account with compliance to guidelines
Provide training if needed.
Approve fundraisers and checks
Perform two reviews of Extra Class accounts per year.
Monitor Extra Class accounts

17. Conclusion Understand the different roles
This is just an overview – next step is to learn your role
Training
Website

18. Questions for Business Office
Lynn Chase, Director of Management Services
(607) ext. 2172
Patricia Powell-Wagner, Treasurer Cathy Jacob, Purchasing Assistant
(607) ext (607) ext. 2126
Melissa Kiel, Payroll Benefits Specialist Ellen Kennedy, Accounts Payable
(607) ext (607) ext. 2174