Contracts - Pasco County Schools

Contracts - Pasco County Schools

Welcome to the 2015-2016 Spring Bookkeepers Meeting Tuesday, April 26th Introductions Joanne Millovitsch Director of Finance Services ext 42268 e-mail: [email protected] Dominick Cristofaro Senior Finance Manager ext 42086 e-mail: [email protected]

Jayne Haire Financial Accounting Analyst - Budget ext 42279 e-mail: [email protected] Bookkeeping Coordinators DeEtte Parrish ext 42264 e-mail: [email protected] Carol Jugan ext 42445 e-mail: [email protected] Randi Moran ext 42261

e-mail: [email protected] Contact one of the Bookkeeping Coordinators with any internal/student activity questions E-mail for team is [email protected] .fl.us Agenda 2016-17 Budget EOY Internal/Student Activity closeout procedures Updated Bank Reconciliation/

Monthly Checklist Break Due to District procedures Property Tracking and Inventory (Prism) Lunch (Provided by Pasco Education Foundation) Sales Tax Fundraiser/Entertainment Agreements P-Card Procedures Accounts Payable Updates Internal Accounts Committee

2016-2017 Budget Information Chart of Accounts Book Book is available on the website @ http://www.pasco.k12.fl.us/finance/ at the bottom of the page labeled 2017 Discretionary Funds, Project 01000 $494 per instructional allocation - Comparability funds = Total Discretionary Budget Comparability Funds, Project 01080 Funding is based on Average Daily Membership (ADM) $4 for Elementary Schools

$2 for Middle and High Schools Only for purchase of consumable supplies 1100.XXXX.XX.01080.551000.5100.0000 Media Funds, Project 01020 Funding is based on Average Daily Membership (ADM) $14 for Elementary Schools $17 for Middle and High Schools Restricted to Function 6200 1100.XXXX.XX.01020.XXXXX.6200.0000 Principals Travel, Project 01050 $990 Principals Travel for Secondary Schools Submit travel on a monthly basis 1100.XXXX.XX.01050.XXXXX.7300.0000

(objects 533000 and 533002 available) Data Entry Supplies, Project 01060 $180 per school Only for purchase of consumable supplies 1100.XXXX.XX.01060.551000.5100.0000 Budget Development Link Budget Entry Information May 27 - Allocation worksheets will be provided to Principals and Bookkeepers Excel spreadsheets for budget development will be sent with

your allocation worksheets QSGs for Budget Entry and Pre/Post Capital Requests June 13 - 17 - Budget entry is scheduled in Building 3 Training Room F Option to enter at School or District, please sign up Title I schools will enter the budget for Title I during scheduled time July 1 - Access to budget amendments Running Budget Reports Instructions are in the Budget Input Quick Start Guide on Page 2 Next Year Budget Reports This report allows you to see 2015 actual, 2016 actual, 2016 revised and original budget by project.

If you need assistance running your reports, please contact myself or Christine and we will walk you through it. Pre/Post Capital Requests Quick Start Guides - Handout Projection 17380 Pre-capital request due June 17th User Defined: Priority Level (1-3) Describe items with estimated cost Projection 39999 Post-capital request after July 1,

2016 User Defined: Funding Source 2000 2001 2002 2003 School Funded Grant/Program Funded Grant Application Review

District Funded Describe item and justification Budget Updates Budget Freeze School Recognition Lottery Funds Classroom Supply Funds Warehouse Back Order Process Secondary Schools Official Reimbursement request High Schools Use of Pool Project Year End Security

District Year End Close Out May 27 - Cut-off for requisitions June 23 - Requisitions not completed will be deleted June 27 - Budget available for 2016-2017 requisition entry June 30 - Any purchases posted at the bank on or before June 30, 2016 will be charged to the 2015-2016 Budget July 7 P-Cards transactions are managed for the month of June 2016 All receiving documents entered for June 30 Travel reimbursement requests due Year End Procedures Year End Report Packet is due by July 18 Accounts Receivable GL Liability Accounts Due To District

Purchase Order Clean-Up Secondary Schools Contact one of the Bookkeeping Coordinators to come in for Year End Report Packet assistance the week of June 13-17 Month End Reconciliation Month End Reconciliation Guide When the bank statement becomes available, it is time to make end of the month adjustments and balance the month. Enter Cash Adjustment(s) for Interest and Bank Fees Enter Cash Transfer(s) for Money Market, Savings or CD Interest Review Adjustment(s) on prior months Reconciliation sheet Reconcile Receipts

Reconcile Disbursements Run and print Report #2 - Project Balance Report Run and print Report #7 - Outstanding Disbursements Run and print Report #8 - Outstanding Receipts STOP Go to Bank Reconciliation sheet on your computer. Enter all information to see if you are in balance. Bank Reconciliation Bank Statement Balance Add: Total Outstanding Receipts Less: Total Outstanding Checks Available Checking Account Balance Checkbook Balance Add/Less: Adjustments for check errors or encumbrances Reconciled Balance

Available Checking Account Balance = Reconciled Balance Bank Reconciliation Bank Reconciliation - Internal/Student Activity Account School: Month Balancing: December 2015 Ending Balance per Bank Statement as of: __________________ 12/31/2015 33,922.61

Bank Reconciliation Plus deposits in transit for this period's collections (Include any prior period deposits that have not yet cleared) Date of Deposit Amount Date of Deposit Total Deposits in Transit Amount 0.00

$0.00 Bank Reconciliation Less Outstanding Checks that have not cleared the bank (Include all Outstanding Checks from Report #7 - attach list) Check Number Amount 1022 154.00

1025 200.00 Check Number Total Outstanding Checks Amount 354.00 354.00 Bank Reconciliation

Bank Reconciliation - Internal/Student Activity Account School: Month Balancing: December 2015 Ending Balance per Bank Statement as of: __________________ 12/31/2015 33,922.61 Plus deposits in transit for this period's collections (Include any prior period deposits that have not yet cleared) Date of Deposit

Amount Date of Deposit Amount Total Deposits in Transit 0.00 $0.00 Less Outstanding Checks that have not cleared the bank (Include all Outstanding Checks from Report #7 - attach list) Check Number

Amount 1022 154.00 1025 200.00 Check Number Total Outstanding Checks

Amount 354.00 Available Checking Account Balance 354.00 $33,568.61 Bank Reconciliation Checkbook Balance Total (Project Balance Report #2) $33,568.61

Bank Reconciliation Enter NSF Checks Errors: Posting Date Encumbrance (PO Canceled instead of Closed) Check Error in Clearing or Voiding Adjustment Description Total Adjustments Entry Date Plus

Minus $0.00 $0.00 $0.00 Bank Reconciliation $33,568.61 Checkbook Balance Total (Project Balance Report #2) Adjustment

Description Entry Date Total Adjustments Reconciled Balance = Available Checking Account Balance Plus Minus $0.00

$0.00 $0.00 $33,568.61 $0.00 Available Checking Account Balance and the Reconciled Balance must agree before submission to the District Office. Bank Reconciliation - Internal/Student Activity Account School: Month Balancing: December 2015

Ending Balance per Bank Statement as of: __________________ 12/31/2015 33,922.61 Plus deposits in transit for this period's collections (Include any prior period deposits that have not yet cleared) Date of Deposit Amount Date of Deposit Amount

$33,568.61 Checkbook Balance Total (Project Balance Report #2) Total Deposits in Transit 0.00 $0.00 Adjustment Description Entry Date

Plus Minus Less Outstanding Checks that have not cleared the bank (Include all Outstanding Checks from Report #7 - attach list) Check Number Amount 1022 154.00

1025 200.00 Check Number Total Outstanding Checks Amount 354.00 Available Checking Account Balance 354.00

$33,568.61 Total Adjustments Reconciled Balance = Available Checking Account Balance $0.00 $0.00 $0.00 $33,568.61 Bank Reconciliation

Please complete this activity Use your February Monthly Financial Reports Identify any discrepancies Month End Reconciliation Continue running the remainder of your reports. Run Run Run Run Run and and and

and and print print print print print Report Report Report Report Report

#1 #3 #4 #5 #6 Account Summary Trial Balance Report Account Trial Balance Disbursement Register Receipt Register Transfers & Adjustments Register Monthly Financial Report Checklist MONTHLY FI NANCI AL REPORT CHECKLI ST School: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Cost Center # _ _ _ _ _ _ Month/ Year: _______ Reports Submitted 1. Account Summary Tr ial Balance Repor t 2. Pr oj ect Balance Repor t 3. Account Tr ial Balance Repor t 4. Mont hly Disbur sement Regist er Repor t 5. Mont hly Receipt Regist er Repor t 6. Mont hly Tr ansf er s & Adj ust ment Regist er Repor t 7. Out st anding Disbur sement List (dat e st ar t dat e back to oldest out st anding check) 8. Out st anding Receipt List

9. Copy of All Bank Statement s (Checking, Savings, Money Mar ket ,CD) 10. Copy of Bank Reconciliation Sheet 11. Account s Receivable Spr eadsheet 12. CheckCar e Web Repor t f or r epor ting mont h and pr evious mont h (60 days) Yes Monthly Financial Report Checklist Statement Verification Checking I nt Acct 111901 Savings-I nt Acct 111903 Savings-I nt Acct 111903 3. Repor t #1 Cer t . of Deposit -I nt Acct 111904 Cer t . of Deposit -I nt Acct 111904 4. Repor t #1 Change Fund-I A 111922

5. Repor t #1 Acct s Receivable-I A 113099 6. Repor t #1 Due From Ot her Fund-I nt Acct 114099 7. Repor t #1 I nventor y-I nt Accts 115099 (Adult Ed only) 8. Repor t #1 Athlet ics Payable-I nt. Acct . 222200 9. Repor t #1 Band/ Chor us Payable-I nt . Acct . 222300 10. Repor t #1 Text book Payable-I nt . Acct . 222400 11. Report #1 Sales Tax Payable-I nt . Acct . 226099 12. Reconciled Balance 1. Repor t #1 2. Repor t #1 Yes = =

= = = = = = = = = = = = Bank St at ement Savings/ MM Bank Statement

Proj ect Balance Repor t 991115 Cert . of Dep. Bank Statement Proj ect Balance Repor t 991116 Proj ect Balance Repor t 111900 Balance AR Spr eadsheet Proj ect Balance Repor t 114000 Proj ect Balance Repor t 115000 Proj ect Balance Repor t 222200 Proj ect Balance Repor t 222300 Proj ect Balance Repor t 222400 Proj ect Balance Repor t 226000 Available Checking Acct . Balance 13. Out st anding Checks - t her e should not be any checks out standing dated older t han 6 months

NA Due to District (DTD) DTD charges are expenditures that are paid by the District on behalf of the school. The District must be reimbursed from the Internal/Student Activity Accounts for the charges the school has incurred. To research DTD activity for your cost center, refer to the QSG: Account Inquiry. P-Card coded to Due to District, 114200 Charge Description field include Activity Account number and description QSG: Purchase Card Statement Management For P-Card coded to DTD complete a Cash Disbursement without a PO

QSG: Student Activities Disbursement/Checks (Internal Accounts), enter a cash disbursement without a PO. Multiple transactions on a P-Card statement, only create one cash disbursement with all the transactions. Invoice Field enter the P-Card Statement ID # No attachments Vendor # 724, District School Board of Pasco County The disbursement(s) will not show on the Activity Manager Report until it is cashed out Disbursements for DTD balances cashed out on a weekly basis If receipts need to be cashed out and there are outstanding disbursements listed in Activity Transactions, the system will require a check #, Click +1 to generate the next check # QSG: Student Activities Receipt Processing (Internal Accounts) Due to District Cash Disbursements The following documentation should be scanned as the attachment in Munis through TCM:

Warehouse Orders (INI) Signed Warehouse Requisition Delivery document received with the warehouse items Transportation Charges (GNI) TERMS screen printout for each transportation charge that shows the final/actual cost that is equal to the amount shown on the account inquiry Salary Charges (PRJ) Spreadsheet received biweekly from Finance Services Journal Entries (GEN) Copy of the journal entry completed for coding the activity P-Cards & District Purchase Orders (API) no attachments are necessary Place the P-Card statement # or Purchase Order # in the invoice field New Inventory Procedures/PRISM

Casey Cannoot Financial Accounting Analyst, Property Control ext 42093 e-mail: [email protected] PowerPoint Josh Nelson Supervisor of Information Services ext 42197 e-mail: [email protected] Lunch Provided by Pasco Education Foundation Sales Tax Marissa Walker - Internal Auditor

ext 42407 e-mail: [email protected] Michiko Strang - Internal Auditor ext 42335 e-mail: [email protected] Julia Bradley - Internal Auditor ext 42420 e-mail: [email protected] Stephanie Swinson Procurement Specialist

ext 42234 e-mail: [email protected] PowerPoint Contracts Fundraisers Entertainment Agreements Fundraisers All fundraisers MUST comply with School Board Policies 5830 & 9211 and Administrative Code 9700C Avoid fundraisers that involve selling logo rights CVS/Walmart

*NEW* FUNDRAISER PROCEDURE Contract with outside vendor? Paying money upfront? Obtain Vendor and Principal Approval/Signatur e Submit in MUNIS for Purchasings

approval/signature Complete Fundraiser Agreement & MIS 176 (Fundraising Activity Application/Recap All Other Fundraisers Complete MIS 176 Fundraising Activity Application/Recap Obtain Principals Approval/Signature Attach all documentation received from vendor

Entertainment Agreements MUST be approved and signed by Purchasing PRIOR to services commencing Fingerprinting If money exchanged NOT a volunteer Must be cleared by Fingerprinting Services Can take up to 2 weeks- plan accordingly Fingerprinted in another county? Deposits are allowed Remaining balance due day of event P-Card Procedures Ann Altman Senior Procurement Specialist ext 42226

e-mail: [email protected] P-Cards Reminder do not transmit credit card information via email, fax, or mail. Indicate on the form call for credit card information. Best practice is to enter the information online on secure website. If the vendor on the transaction shows up incorrectly, please notify us so we can research. Often times vendors do business under multiple names. If the vendor is not matched properly we can correct it. Long lead items All employees who travel must sign hotel receipts even if someone else used their PCard to pay for the room. Please indicate if a hotel room was for students or chaperones and how many in the room. We do not need student names or student IDs.

Do not place Student names in TCM You can now liquidate a contract or a PO via the P-card transaction. An updated P-Card Program Procedures Manual is located on the Purchasing Services P-Cards, cont. Food Receipt Clarification Utilize the transaction description for more detail about the purchase. P-card statements in an approved status are now being converted weekly. P-Card transaction description will appear on the account inquiry screen when opening up the Actual(Memo) envelope once the transaction is converted. Before conversion: After conversion: Vendors

Myth: Approved vendor list Rather than creating a vendor, use the school checkout card Send vendor requests with W9 to [email protected] Limit adding an employee as a vendor. Use the school checkout card If reimbursement to an employee is a one time shot, use the one time vendor. Account Payable Updates Karin Smith Financial Accounting Analyst Accounts Payable ext 42292 e-mail: [email protected]

Invoice Entry More than one invoice can be included in a batch Each invoice entry needs documentation in TCM Accounts Payable Batch Releasing a batch is two steps Release Approvals Travel Reimbursement Request Please use electronic MIS forms MIS 108 In County MIS 110 Out of County Contact Accounts Payable if you need the electronic version

Employee number Signatures One Time Vendor Reimbursements Non-1099 single use vendors Make sure a vendor number is not already on file Single use includes no other school will be using the vendor Is the vendor/purchase appropriate? Is there single source contract with another vendor? Did the item need pre-approval? The District School Board and our schools have vendor numbers

Internal Accounts Committee Purpose To identify, prioritize and walk through processes to find solutions to obstacles that keep you, our bookkeepers, from doing your job more effectively. Technology Karen Hoge & DeEtte Parrish Training Staff Diane Boise, Linda Small & Ann Altman Munis Anita Snyder & John Vogel Payroll/HR Pam Barbara & Randi Moran Time Sharon Trese & Carol Jugan Communication Holly Gentry & Julia Bradley Bookkeeper Technology Completed: all Bookkeepers in the District have a Dell laptop and a

printer/scanner. In Progress: Investigate the possibility of purchasing the same Dell laptop and printer/scanner for Bookkeeper back-up personnel. Research portable scanners for Bookkeeper use when they are away from their desk. Training Staff Completed: Resource Guide for Buying,

Doing and Going (on website) to How In Progress: Podcast Principal Presentation MUNIS Completed: 11.1 Upgrade All QSGs updated and on Munis website All bookkeepers have direct

scanning capabilities In Progress: Introductory Munis course for new bookkeepers Advanced Munis course for current Munis users Web tutorials for common Munis functions Payroll/HR/Aesop Completed: Long Term Sub Coding Sub Coding Custodial Shift Differential

HR Applicant Central In Progress: Reviewing coding for cost report Payroll/HR/Aesop For current employees only. A receiving school can get all the info they need for the MIS303 from Applicant Central screen, eliminating the need to call the bookkeeper from the

school they are transferring from. Time Completed: Internal Account Committee Bookkeeper Survey HR sent out a Survey to clerical staff including : Bookkeepers

Secretaries Administrative Assistants Data Entry In Progress: HR is still reviewing the results Unique situations identified and addressed Communications Completed: In Progress: Newsletters:

School Dollars and $ense - Finance Services Buy it Right Purchasing Services Resource Guide for Buying, Doing and Going will be presented to Staff at the beginning of the school year as part of the Canvas welcome back presentation MIS forms on the OTIS website! Departments - Technology and Information Services District Forms - District MIS Forms ma y be accessed

HERE Communications has been reminded to include bookkeepers on any distributions Bookkeepers Corner Online Resources Questions Thank you for Coming Please complete Training Feedback

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