BUSINESS OFFICE PROCEDURES

JOURNAL ENTRY TRANSFERS

All JETS are required to have backupCopy of InvoiceNutrition Services billingVehicle Trip Ticket from TransportationShort paragraph with details of why transfer is

needed

JET needs to be authorized by building or department that is incurring the additional expense

EXPENSE ACCOUNTS

Code items to the proper accountDo not just “use up” accounts that still have a

remaining budget balance

Budgeting Allocation requirementsAuditors reviewLook at overall budget for over/under status

PURCHASE ORDERS

Approvals need to be timelyAt least every couple of daysOOO – usually can log in remotely

Should include shipping, if applicable If amount is unknown - estimate

Need an invoice in order to payCannot pay from a packing slip, quote or order

number

PURCHASING CARDS

Transaction Logs Need support for expense – even if for pre-

authorizationDetail of what has been, or is going to be,

purchased APPROVED Leave Form needs to be attached, if

applicable

As a general rule, food items should not be purchased Exceptions: Parent Involvement, SPED, in-service

No sales tax

PROFESSIONAL LEAVE & REIMBURSEMENT REQUESTS

Completed information must include Dates Departure & return time Account number Detailed agenda (when sending in for reimbursement)

Business office does not request vehicles

Plan Ahead!! – Cannot do any of the following until Leave Form has been approved generate a PO, request a vehicle, use Purchasing Card

PAYROLL

Skyward timesheetsSupervisor approval

Paper timesheets

Absence report

Every FridayFollowing Monday

First Friday of month

Every Monday

Reporting Due / Cutoff

STUDENT FUNDS

Should have a PO for every purchase If unavailable then use an identifier in place of

PO numberClub nameName of person placing the order

PO must includeDescription of what is being purchasedSupport for amount to be paid

QUESTIONS??