erp first sheet february 2012 - broward county public schools · bcps broward county public schools...

ERP Department 1643 N. W. 136th Avenue

Building H Sunrise, FL 33323

Melissa Grimm, Director

Marta L. LaCasse, Process Analyst

Training and Support

Website: web/erp

www.broward.k12.fl.us.erp

Broward County Public Schools April 2012

i.

Introduction to Budgetkeeping 101 INTRODUCTION SECTION

Housekeeping Acronyms Course Objectives “Knowledge Inventory”

Section 1 - SECURITY & ROLES IN SAP SAP Security Issues Access Roles & Responsibilities

Budgetkeeper Requisitioner Area Business Analyst/ Budget Office

Section 2 - FORMS Section 3 - BUSINESS PRACTICES

Bulletins Basic Budget Coding Transaction Log “Charlie Checker” Overview of Ordering Process

Section 4 - ORGANIZATIONAL TECHNIQUES Filing Guidelines What’s Next?

Section 5 - GLOSSARY Section 6 - SUPPORT

Help Desk Directory Who Do I Call? Other Support

Section 7 - SUMMARY AND FOLLOW-UP

Section 8 - INDEX

ii

HOUSEKEEPING

iii

ACRONYMS Webster’s Ninth New Collegiate Dictionary defines an acronym as “a word formed from the initial letter or letters of each of the successive parts or major parts of a compound term”. Here are a few of the most common acronyms used in the day-to-day operations at The School Board of Broward County, Florida (SBBC). See, we can’t even start an acronym list without using an acronym. ACRONYM MEANING AP Accounts Payable BCPS Broward County Public Schools BECON Broward Education Communications Network BPB Business Practice Bulletin CAB Communicating Across Broward (email system) CCM Catalog Content Management COA Chart of Accounts COMPASS Comprehensive Online Maintenance Purchasing and Scheduling System

(Maintenance work order system)DOE Department of Education ECC Enterprise Central Component ERP Enterprise Resource Planning ESS Employee Self Service (part of the SAP system for updating personal information) ETS Education Technology Services FAST Financial Applications System Technology (Legacy System) FEFP Florida Education Finance Program (DOE revenue to SBBC) FTE Full Time Equivalency (student hours per FEFP) GL General Ledger HR Human Resources (covers employee info, hiring, payroll, benefits, etc) HRD Human Resource Development KCW Kathleen C. Wright Building (600 SE 3rd Avenue, Ft. Laud. 33301) MSA Management Sciences of America (FAST Program developers) MWBE Minority/Women Business Enterprise PAF Personnel Action Form PO Purchase Order PRF Position Request Form SAP Systems Applications & Processes (payroll, benefits and human resources

management software)SAPGUI Systems Applications & Processes Graphical User Interface (connection to SAP

system) SAPO School Activity Purchase Order SBBC School Board of Broward County SIU Special Investigative Unit TDA Temporary Duty Authorization TERMS Total Educational Resource Management System (Student Database) TSSC Technology & Support Services Center (7720 W. Oakland Park Blvd.) WO Work Order

iv

Course Objectives At the end of this course, participants will be able to:

Explain the importance of security access in SAP Organize documents to track budget and

procurement information Identify SBBC business procedures for budget and

procurement Distinguish the use of various forms Understand various terms used in SAP

SAP What is SAP? SAP is an integrated system that supports all business and

accounting practices of SBBC. Why are we using SAP? One business system Reporting of real-time

data Increased security

v

“KNOWLEDGE INVENTORY” (Match Terms To Definitions)

TERMS ANSWER DEFINITIONS Expenditure 1. Class + Object + 4 zeros

Budget Transfer 2. Requisition entered online, but not yet a purchase order.

Mileage Voucher 3. Email communications regarding SAP

Standard Requisition 4. To transfer budgeted amounts between accounts.

Current Appropriation or Consumable Budget

5. To reimburse allowable expenses for pre-approved trip/conference

Storage Location 6. To pay invoices not associated with purchase order.

Journal Entry 7. Used to make changes to existing orders.

Availability Control Report 8. Business Area + Type + Location + 1 zero.

Stock Transport 9. To correct expenditure coding error.

Check Request 10. 4 digit number that identifies a specific school or department.

Pre-encumbrance 11. To order in-house printing services.

Travel Voucher 12. Provides budget balance information.

Change Order Request 13. To order specific line items from outside vendors.

Commitment Item or G/L Account 14. Budgeted dollars “held aside” for purchase orders.

Printing Request 15. Publications documenting standard accounting and purchasing practices in accordance with Board policy.

Cost Center/Fund Center 16. Dollars designated to each location by budget office at beginning of fiscal year.

Encumbrance 17. To reimburse for mileage driven for SBBC business reasons

BRITE CAB Conference 18. Requisition to order warehouse/textbook materials

Business Practice Bulletins 19. Information entered into SAP impacts budget immediately

Realtime 20. Amount charged against budget when invoice or payroll is paid, or stock orders are filled.

Complete this form and save: at the end of all your training you can return to it and see how much you’ve learned.

Points of Discussion: • SAP Security is only issued to employees who attend all

required day(s) of SAP training. • Security is unique – it is a secured operator number and

password given to the trainee only. The trainee’s location and budget determines coding; security allows access to this coding and the screens necessary to fulfill the trainee’s job duties.

• If an SAP user transfers to another location and SAP access is

needed, complete an SAP user access form, scan it and email it to the ERP Security mailbox in CAB. Security will be changed to allow access to the new location.

• Keep your security in a safe place. Never give your security to

someone else to use and never use the security of someone else. Every location should have a trained back-up person. The backup person should have completed all required training and received their individual personal security number and password.

• If the regular approver or their backup is unable to approve a

requisition, schools must contact their Area Office and departments must contact the Budget Office. They will handle the situation.

• Direct any SAP security questions to the ERP security mailbox

in CAB.

SAP SECURITY ISSUES

Section 1-1

Section 1-2

BASIC BUDGETKEEPER

FORMS

Section 2

FORMS Table of Contents

Key to Online Location of Forms:

D = District Forms http://www.broward.k12.fl.us/ets/css/recret/recordsret/forms.html E = ERP http://www.broward.k12.fl.us/erp/ T = Treasurer’s Office http://www.broward.k12.fl.us/comptroller/cfo/treasurer/index.html P = Supply Management & Logistics (Purchasing Dept.) http://www.broward.k12.fl.us/supply/ PA = Payroll Department http://www.broward.k12.fl.us/Payroll/index.html ∗ = Electronic Fill & Print Form

Many forms in this manual are under revision – please check with the appropriate department for the most current version of the form.

Bookkeeper/Budgetkeeper-Related Forms

BASIC FORMS LOCATION

KEY Budget Transfer D

Budget Transfer – Grants/Special Revenue D

Change Order Request Form (for Purchase Order Maintenance) D, P

Check Request D

Consultant Agreement D

Expense Voucher - Non-county personnel D

Journal Entry * D

Order Form D, P

Printing Request Form From Printing

Services

Registration Invoice Form D

Stock Transport Order Maintenance Form D, P

Tax Exempt Certificate P

Transaction Log

TRANSMITTAL FORMS

Elementary Child Care Transmittal * T

Middle School After Care Transmittal * T

Remittance Transmittal * T

Technical Centers, Alternative High Schools and Community Schools Transmittal * T

TRAVEL FORMS

Mileage Voucher * D

Mileage Voucher Summary Form * D

TDA - Temporary Duty Authorization D

Class "C" Travel Meals Voucher D

Travel Voucher D

Trip Report D Refer to applicable Business Practice Bulletin as needed for further information.

Section 2-1

FORMS Table of Contents

(cont’d.)

Key to Online Location of Forms: D = District Forms http://www.broward.k12.fl.us/ets/css/recret/recordsret/forms.html E = ERP http://www.broward.k12.fl.us/erp/ T = Treasurer’s Office http://www.broward.k12.fl.us/comptroller/cfo/treasurer/index.html P = Supply Management & Logistics (Purchasing Dept.) http://www.broward.k12.fl.us/supply/ PA = Payroll Department http://www.broward.k12.fl.us/Payroll/index.html ∗ = Electronic Fill & Print Form

Many forms in this manual are under revision – please check with the appropriate department for the most current version of the form.

Miscellaneous Forms


KEY

BECON—Media Duplication Work Order, Fees Page From BECON

Communications Work Order D

Financial Aid Fee Reimbursement Request (Tech Centers Only) * T

Petty Cash Reimbursement Form * T

Property Pass D

SAP 6.0 User Access Form* E

Surplus Declaration Transfer - Capital Assets Activity Form * D

Tangible Property Loss/Equipment Acquisition – Capital Assets Activity Form * D

Telephone Long Distance Form D

Payroll-Related Forms


KEY

Direct Deposit Authorization Form PA

Overtime/Compensatory Time D

PAF - Personnel Action Form D

Payroll Notification - Change/Deletion of Hours (Instructional) PA

Payroll Notification - Change/Deletion of Hours (Non-Instructional Only) PA

Resignation / Retirement Form D Refer to applicable Business Practice Bulletin as needed for further information.

Section 2-2

Section 2-3

INSTRUCTIONS FOR COMPLETION OF BUDGET TRANSFER Please Type or Print Clearly

Header Information:

Grant/Center Name – The name of your grant, school, or department Period – The period of the budget fiscal year (ex. July = 01, June = 12) Page of - Number pages consecutively, i.e., 1 of 3, 2 of 3, 3 of 3, etc.

Column Information:

Line – Number each line 1, 2, 3, etc. If multiple pages, lines will continue consecutively. Sndr (-)/Rcvr (+):Sender is the account the budget funds are transferred FROM; Receiver is the

account the budget funds are transferred TO.

Coding Information should be verified in the Chart of Accounts. Fund – Enter appropriate Fund number (4 digits) Fund Center – Business Area + Type + Location + 0 (10 digits) Funded Program – Use Grant coding as provided by Grant Department

Functional Area – Function + Activity + 0000000 (16 digits) Commitment Item – Class + Object + 000 (8 digits) Amount – Enter an amount here for each line of the budget transfer to be

increased/decreased.

Footer Information:

Explanation – Give brief statement as to the purpose of this Budget Transfer. Principal/Department Head – Signature of Principal or Department Head. Date – Date prepared SAP Doc ID# - Document number assigned by the SAP system after completion of

transaction FMBB Budget Amendment

Section 2-4

The School Board of Broward County, FloridaBUDGET TRANSFER

Date: Completed Document #:

Grant Name Page____ of ____

Line Fund Grant Number Funds Center Funded Program Commitment Item Functional Area Amount1234567891011121314151617181920

Total 0.00

Explanation:Additional Funds

Principal/Dept. Head

GRANTS - SPECIAL REVENUE FUNDS

Section 2-5

School Board of Broward County, Purchasing Rev: 23 March 2011 Form #3279 04/10

CHANGE ORDER REQUEST FORM

REQUESTS FOR CHANGES TO PURCHASE ORDERS FROM PRIOR YEAR GENERAL FUND OR WITH POSTED RECEIPTS AND INVOICES CAN NOT BE CHANGED AND WILL BE RETURNED TO REQUESTOR.

DATE: _____________________ REQUESTOR: ____________________ PHONE #: _____________________ LOCATION NAME: ___________________ PURCHASING GROUP (PGr):________ REQ.________________ PURCHASE ORDER #: ________________ VENDOR NAME:________________

FUND TYPE: GENERAL CAPITAL GRANT

APPROVED BY: ____________________________________ APPROVED BY: _____________________________________ (DEPARTMENT HEAD / PRINCIPAL) (AREA BUSINESS ANALYST)

FRAMEWORK ORDERS starting with 75

PLACE A NEXT TO YOUR REQUEST

Cancel PO ‐ No Invoices received

Close PO to invoicing – REDUCE TO $_________

Reduce Actual Limit to $____________

Reduce Overall Limit to $___________

Add Line to PO $____________

TO INCREASE A FRAMEWORK PURCHASE ORDER:

1) ENTER A NEW LINE ON THE EXISTING REQUISITION (OR) 2) CREATE A NEW REQUISITION FOR THE AMOUNT TO INCREASE & REFERENCE THE PURCHASE ORDER TO BE INCREASED,

IN THE TEXT FIELD. 3) REQ #:______________________________________

STANDARD ORDERS starting with 45

PLACE A NEXT TO YOUR REQUEST

Cancel Entire PO (No Invoices/No Goods Receipt)

Close PO to invoicing (In table below provide invoiced unit price for each PO Line).

(If the item has been received, pricing cannot be changed until the receipt is reversed. If an invoice is posted to the PO, the PO cannot be changed unless a Credit has been processed and then the GR is reversed.)

Make changes indicated below:

Add Shipping and Handling Line PO _______________________

(IF YOU NEED MORE LINES PLEASE COMPLETE AN ADDITIONAL FORM)

PO Line Item # Increase Quantity to Decrease Quantity

to Increase Unit Price

to Decrease Unit Price

to Cancel

CHANGE NOTICES CAN BE FAXED OR EMAILED. DO NOT SEND DUPLICATES. NOTE: If you have any questions or need assistance, please call Purchasing @ 754‐321‐0505

***FOR PURCHASING USE ONLY***

CANNOT PROCESS DUE TO BUDGET ISSUES MUST REVERSE GOODS RECIEPT IN ORDER TO PROCESS

REMARKS:______________________________________________________________________________________

COMPLETED DATE: ____/_____/20___ INITIALS:_______________

Copy to Vendor Y ‐ N

Copy to Vendor Y ‐ N

Section 2-6

CHANGE ORDER REQUEST FORM INSTRUCTIONS

1. Enter date that the Change Order Request Form is created 2. The Requestor is the person creating the document 3. Location Name can either be a school or a department 4. Phone Number is for the person creating the document 5. Purchasing Group (PGR) is the Purchasing Module who will process the Change Order:

Carol Barker – V Michelle Wilcox – E Chuck High – N Phyllis Ben-Asher – B Kay Lloyd – T Mark Alan – R

6. Requisition Number is the requisition that is associated with the change 7. Purchase Order Number is the Purchase Order to be changed and there are multiple

changes for the same Purchase Order 8. Vendor Name is the vendor that the change affects 9. Approved By is the authorizing Department Head/Principal and the Area Business Analyst

75 FRAMEWORK ORDERS

• Reduce Limits to $___ - If a Framework Order needs to be reduced, enter

the dollar amount that the order should be. Not the amount it is to be reduced by; i.e, if the Limit is set at $1,000 and it needs to be reduced TO $900, enter the $900.

• Increase Limits to $___ - If a Framework Order needs to be increased, enter the dollar amount that the order should be. Not the amount it is to be increased by; i.e., if the Limit is set at $1,000 and it needs to be increased TO $1,100, enter the $1,100.

• Purchase Order Number – Enter the PO Number that the change will Affect

45 STANDARD ORDERS

• Cancel PO – POs starting with 45 can only be cancelled if there are not invoices or receipts for the Order.

• Close PO to invoicing – The order needs to be flagged to close invoicing. This means that we have received all that we will receive and that there are not more materials to be delivered and no more invoices will be submitted.

• Cancel Line Item Number – If a single line item needs to be cancelled, enter the Line Item Number. This means that the material will not be delivered and is no longer needed. A Line cannot be cancelled if there is a receipt or invoice for that line.

Section 2-7

• Reduce Quantity to ___, Line Item – This means reduce the line TO a lesser quantity; i.e., if the original PO had 5 items for Line Item 1 and the quantity needs to be reduced to 4, then enter the 4 and the Line Item it is associated with.

• Increase Quantity to ___, Line Item – This means to increase the line TO a greater quantity, i.e., if the original PO had 5 items for Line Item 1 and the quantity needs to be increased to 6, then enter the 6 and the Line Item it is associated with.

• Change Unit Price to $___, Line Item – This means that the price, unit price, on the PO is incorrect and must be changed; i.e., if the price on the PO is $1.00 each and price is actually $.125 each, then enter the $1.25 and the Line Item it is associated with. This can be used for both increases and decreases in price.

• Purchase Order Number – For the above instances, enter the PO Number that is associated with the change to the Line Item identified.

IF MORE THAN ONE CHANGE TO A PO IS REQUIRED

If a single Purchase Order requires multiple changes, the matrix is to be used to identify the Line Item Numbers and the Changes that are required. If the Vendor is to be notified of the changes, indicate a Y for Yes or an N for No. If Yes, the Purchase Order Change Notice will be sent to the vendor.

NOTE: Only one form is to be used per Purchase Order. DO NOT combine multiple Purchase Orders onto one form. If there are any questions regarding this form or how to use it, contact Purchasing for assistance at 754-321-0505

Section 2-8

Section 2-9

INSTRUCTIONS FOR COMPLETION OF CHECK REQUEST Please Type or Print Clearly

Header Information:

A/P System Document Number – For use by Accounts Payable only. Vendor Number – For use by Accounts Payable or enter if you have been provided the correct vendor # from A/P. Pay To - Type the complete name, street address (or P.O. Box), City, State and Zip Code of the Vendor. Check Box ONLY if for Next Fiscal Year – Check this box if the expenditure pertains to next fiscal year. Amount – Total the invoices. Type the total of the invoices, less any adjustments. Reason – Type the reason for the purchase, i.e., copier paper, typewriter ribbons, PC disks, etc.

Class/Department – Type area where purchase will be used, i.e., Classroom when used by students, Department when used by the Principal’s Office, Guidance Department, Custodian or in a District Department.

Column Information:

Invoice Number – Type the vendor’s invoice number exactly as it appears on the invoice – including leading or trailing digits, dashes, letters, etc.

Invoice Date – Type the date of the invoice - not the date prepared.

Check Req Number – Type the next available number from your budget transaction log. Gross Amount – Type the total of the vendor’s invoice. Coding Blocks – (Refer to the Chart of Accounts BPB A-401, for coding help.) GL Account (8) - Class – One digit class number plus - Object – Three digit object number plus - four zeros 0000 Business Area (4) – New four digit code for the department or school Cost Center (10) – Type the 10-digit Cost Center

Business Area (4 digits) + Type (1 digit) + Location ( 4 digits) + 0 Fund (4) – Three-digit fund plus one zero 0 Internal Order or WBS Element with Grant # - complete only if applicable. Functional Area (16) – Function four digit plus

- Activity five digit plus - Seven zero’s 0000000 should already be on form.

Footer Information:

Was the service or item purchased…. – Indicate with a check mark, yes if the service or item was available from the warehouse or through a bid. Indicate with a check mark, no if the item was not available. If yes and item in warehouse, indicate reason for purchase on lines below. If yes and item on bid, indicate bid number and reason for purchase on lines below. Enter Vendor Tax ID or SS number….. – Complete these fields only if this is the first time the vendor has provided products or services to the District. Deliver Check to – Complete this field only if check is to be delivered to someone other than the vendor, i.e., send to the person requesting the check. Date Check Required – Complete this field only if check is required before normal check run. Prepared by - Name of person completing the check request Phone # - Direct phone number of person completing the check request. Date – Date Prepared. Approved – Principal/Department Head signature. Additional Approval – Area/Associate Superintendent or other, as required.

Distribution of Check Request:

Make one copy of the check request and the invoice for your files. Attach original invoice to the original check request and forward to Accounts Payable.

Section 2-10

CONSULTANT AGREEMENT

I, _____________________________________________________________________________, have been requested to serve as CONSULTANT/TRAINER for the School Board of Broward County, Florida on

_______________________________________________________________ ________________________ Date(s) Time for ______________________________day(s) to perform the following services: PROJECT/PROGRAM TITLE:________________________________________________________________________________ COMPONENT TITLE:_______________________________________________________________________________________ Develop New Program Deliver Program Evaluate Program Special Project I understand that this agreement may be terminated if there is insufficient enrollment/attendance in the course assigned.

Signature of Consultant/Trainer Date

Business Event Type

PRIVATE/NON-BROWARD COUNTY CONSULTANT /TRAINER

My DAILY FEE is $______________________________. My HONORARIUM total amount is $_________________________. My estimated expenses are $___________________ Upon completion of these services, I will forward the necessary INVOICE and TRAVEL INVOICE and receipts (airline, hotel, airport parking, etc.) to verify actual expenditures. ______________________________________ ______________________________ ___________________ ________________ Signature of Consultant/Trainer Social Security Number/EIN Home Telephone Fax Number

MAILING ADDRESS:

_____________________________ ___________ _________________________ ________ ______________ Street Apt. # City State Zip Code

A

Business Event #

REQUESTING ADMINISTRATOR_________________________________________Position/Title_____________________________________ Department/School/Center_____________________________________Telephone_________________________ Date______________________ Request for CONSULTANT/TRAINER services is hereby approved in accordance with existing School Board policies.

Signature of Principal/Administrator Date

Signature of Area Superintendent/Deputy Superintendent/Associate Superintendent Date

Signature of Superintendent Date

EXPENSES WILL BE CHARGED AS FOLLOWS: Consulting

Check Request No.

Gross Amount

G/L Account (8) Class+Obj+0’s

Bus. Area (4)

Cost Center (10) BA+T+L+O

Fund (4)

Internal Order (12)

WBS Element (16

Grant (16)

Functional Area (16) Function +Activity+0’s

316

335 0000 0000 0000000000

0000

000000000000

000000000

000000000000000

0000000000000000

Refer to School Board Policy 3400 for limitations of travel expenses. Broward County Public Schools Form 2007 (Rev 12/07)

Section 2-11

INSTRUCTIONS FOR COMPLETION OF CONSULTANT AGREEMENT

Refer to Business Practice Bulletin A-466 for further information about the Consultant Agreement.

http://www.broward.k12.fl.us/erp/brite/support/businesspracticebulletins/index.htm

Section 2-12

EXPENSE VOUCHER (Non-county personnel) The School Board of Broward County, Florida VENDOR

NUMBER Date Name

Social Security Number:

Address:

COMPLETE APPLICABLE SECTIONS - ATTACH A COPY OF THE CONSULTANT AGREEMENT SEND APPROVED DOCUMENTS TO ACCOUNTS PAYABLE.

I. PURPOSE OF TRIP:

II. TRANSPORTATION:

Private Car Mileage (_____ miles x______ cents per mile)* $ Place/Common Carrier (attach ticket stub)

Rental Car (attach rental contract) Taxi Limousine Parking (attach receipts)

Food (Class C Only) Hotel (Class C Only)

*Current rate as published in the most recent memorandum from the Treasurer’s Office.

III. PER DIEM: Computed by quarters: __________ days x _________*


Departed from Home _______ A.M. ______ P.M. ____________, 20 ____

Returned to Home _______ A.M. ______ P.M. ____________, 20 ____

Total Of Sections II, III = Total Of Expense Voucher $

IV. AUTHORIZATION:

I hereby certify that the above claim is just and true in all respects, that it conforms with the requirements of School Board Policy, and that payment therefore has not been received. Approval_________________________________ __________________________________ Principal/Department Head Signature of requesting person

V. EXPENDITURE INFORMATION:

Check Request

No.

Gross Amount

G/L Account (8)

Class+Obj+0’s

Bus Area (4)

Cost Center (10)

BA+T+L+0

Fund (4)

Internal Order (12)

WBS Element Capital Use

Grant (14)

Functional Area (16) Function + Activity

+0’s

Form 3044A (Rev 11/07)

Section 2-13

INSTRUCTIONS FOR COMPLETION OF EXPENSE VOUCHER

Refer to Business Practice Bulletin A-435 “Travel Reimbursement” for further information about the Expense Voucher.

http://www.broward.k12.fl.us/erp/brite/support/businesspracticebulletins/index.htm

Section 2-14

Doc. Header Txt (25) Document Balance 0GL Account (8) D/C* Amount Description/Text (50) BA (4) Cost Center (10) Order (10) WBS Element (14) Fund (4) Grant (14) Functional Area (16)

12345678910111213141516171819202122232425

* D=Debit (S), C=Credit (H)

Date DateDoc #4528 - Rev 2/22/08

Approved by (print)

Telephone

( )= The number inside the parenthesis represents the length of the field

Prepared by (print)

School/ Department

JOURNAL ENTRYDocument Number

Date Entered

Document Date

Posting Date

Provide any additional remarks:

Prepared by (signature) Approved by (signature)

Section 2-15

_

0 0 0 0 0

School Board of Broward County Order Form

Desired Vendor:____________________________ Req#:____________________________ Address:__________________________________________________

City:______________________________ State:______________ Zip:__________________ Phone#:________________________ Fax#:_____________________ Date:_____________G/L Account Cost Center Fund Functional Area

Class Object General Bus. Area Type Loc. Gen. Fund Function Activity General(1 Digit) (3 Digit) (4 Zeros) (4 Digits) (I Digit) (4 Digits) (Zero) (4 Digit) (4 Digits) (5 Digits) (7 Zeros)

0 0│ │0 │ │ │ │

Line Manuf. Name & Description Material # Qty UOM Unit Price Total Cost& Model/Material #

ea

Requestor:_____________________________________ Subtotal

Approver:______________________________________Amount Discount

Explanation of Purchase:_________________________

Shipping & Handling

Bookkeeper/Budgetkeeper:________________________ TotalBookkeeper/Budgetkeeper Phone #:_________________School or Dept. Name:____________________________

Section 2-16

Section 2-17

PRINTING REQUEST FORM HELPFUL HINTS

1. Obtain YELLOW original printing request forms from Printing Services at 754-321-4260. This is a one-sided form and only the yellow original can be used to submit printing requests.

2. Fill in one yellow printing request form for each form/print job needed.

3. When ordering letterhead stationery and letterhead envelopes, please fill

out a separate yellow printing request for each. Also attach a Xerox copy with any changes necessary.

4. Don’t forget to fill in your school/department name, location number and a

phone number where Printing Services can reach you. DO NOT abbreviate your school name; you can use a stamp if you have one.

5. The Print Request field is where the printing request number from your

transaction log is entered. This number is helpful in tracking jobs in process.

6. If a form/job is needed by a specific date, please put the actual date

desired. Please try to give us at least 7 to 10 business days. If you need it sooner, call the office for help.

7. If the line of coding is not completed, the printing request will be returned

to the school/department for proper coding. If you are paying by a check, please write that in the coding section.

8. Delivery: “To Whom?” (The name of the person the package should be

delivered to). Please check the line if you want the pony to deliver or you want to pick up the printed job.

9. Any other questions regarding printing requests should be directed to Jill

Taylor at Printing Services 754-321-4260.

Section 2-18

Name of event/event #:

Date of event:

Sponsoring Department:

Cost per attendee:

Names and personnel no. of those attending the event:

x Cost of Event

TO BE COMPLETED BY THE SCHOOL/DEPARTMENT BEING CHARGED (Debit):

GL Acct. Bus Area

Fund

Approved by (signature):

TO BE COMPLETED BY THE SPONSORING DEPARTMENT (Credit):

GL Acct. Bus Area

Fund

Approved by (signature):

1

2

Form #4629 Rev 1/08

Registration fees for an event that is sponsored by Broward County Public Schools that are to be paid by a School/Department/Grant budget should use this form. Event includes a conference, workshop, seminar, etc.

The registering school or department must complete sections one and two and submit the form to the sponsoring location.The sponsoring location must verify the information in sections one and two, complete section three, and submit the form to Financial Reporting for processing.

SEC

TIO

N 2

SEC

TIO

N 1

SEC

TIO

N 3

Approved by (print): Location NamePrepared by (print): Phone

Prepared by (print): Phone

Grant Functional Area Description

Cost Center Order WBS Element

Location Name

DescriptionFunctional Area

Approved by (print):

Cost Center Order

Grant

WBS Element

THE SCHOOL BOARD OF BROWARD COUNTY, FLORIDAREGISTRATION INVOICE FORM

No. of Participants = Registration Fee -

Section 2-19

Stock Transport Order Maintenance Form School or Department Name/Location#: _______________________________________ Contact Person: ___________________Phone #:_________________Date:___________ Enter STO and Requisition Numbers, Item Number and Description. If the Item has not been delivered check Cancel Item or indicate the quantity to be reduced. For Items that have been delivered indicate the quantity you are returning. STO Number: ___________________ Req. Number:__________________________ Item Number: ___________ Description: ____________________________ Cancel Item Y/N: ________ Reduce by: _________ Returned: __________ Item Number: ___________ Description: ____________________________ Cancel Item Y/N: ________ Reduce by: _________ Returned: __________ Item Number: ___________ Description: ____________________________ Cancel Item Y/N: ________ Reduce by: _________ Returned: __________ Comments:

Materials Logistics Department 9613 (Central Warehouse, Textbooks Warehouse, Pony Room, B-Stock, Central Processing Lab) 3800 NW 10th Avenue Oakland Park, FL 33309 754-321-4721 Office, 4725 Warehouse, fax 4775 Form 3280 New 6/08

Section 2-20

The School Board of Broward County, Florida

Materials Logistics 3800 N. W. 10th Avenue, Oakland Park, Fl 33309

Brian E. Little, Manager, Materials Logistics Phone: 754-321-4724 Fax: 754-321-4775

June 27, 2008 TO: Distribution FROM: Materials Logistics RE: INSTRUCTIONS TO COMPLETE THE STOCK TRANSPORT ORDER

MAINTENANCE FORM (STOM).

This document describes the procedure to be followed when returning materials, obtained from the Central Warehouse or Textbook Warehouse. The Central Warehouse will use the complete document to initiate the process for funds to be credited back to the

ordering Locations budget.

I. PURPOSE To provide an efficient means for schools and departments to receive credit to the budget for materials returned to the Materials Logistics warehouses. The goal is to reduce paperwork and ensuring accurate tracking and accountability.

II. GENERAL GUIDELINE

The STO Maintenance form may be completed electronically or manually. The form may be found on the Purchasing, SBBC Forms, BRITE, and the Warehouse web sites. Once completed the form is to be e-mailed via CAB, or faxed to 754-321-4775, to Thelma Barrow, Deryck Clarke or Sherry Koren.

III. REQUIRED INFORMATION 1. Enter the school or department name and location (org. unit) number. 2. Enter the name of the person responsible for the material to be returned,

i.e. the Bookkeeper/Budgetkeeper, Head Facilities Service Person, or designee.

3. List the phone number of the person responsible for the materials to be returned.

4. Enter the date the form is completed. 5. Enter the original Stock Transport Order (STO) number on which the

materials were ordered from the warehouse. 6. Enter the original requisition number. 7. List the seven (7) digit item number (material number).

Section 2-21

The School Board of Broward County, Florida

Materials Logistics 3800 N. W. 10th Avenue, Oakland Park, Fl 33309

Brian E. Little, Manager, Materials Logistics Phone: 754-321-4724 Fax: 754-321-4775

8. Enter a brief description of the materials to be returned. This information can be found on the original STO.

9. “Cancel Item Y/N” allows the ordering department to notify the warehouse that the materials will be removed from the order which has been placed in the BRITE system.

10. “Reduce By” allows the ordering location to cut down the quantity of materials to be shipped to the facility. The location’s budget will only be charged for items shipped.

11. “Returned” should be completed by the ordering location for the units of he items to be sent back to the warehouses.

12. “Comments” allows the location to notify the warehouse of any issues with the items, storage capacity, etc. which impact the need to change the STO.

13. The ordering location may visit or call the Central Warehouse754-321-4725, to obtain information concerning the STOM at.

Section 2-22

Section 2-23

Draft Copy TRANSACTION LOGEXHIBIT 1

GRANT #________________________________

Date Vendor Name Document Number Amount G/L Account (8)

Class+Obj+0'sFund (4)

#+0 Functional Area Internal Order/ WBS Element Originator Description

6 digits = type + 5 sequential numbersBECON Request Printing RequestCheck Request School Activity Purchase Order (SAPO)Expense Voucher Travel VoucherMileage Voucher

Form #4571Revised 5/2008

Location______________________________

Fiscal Year______________Page______Section 2-24

TRANSMITTAL FORMS

Section 2-25

THE SCHOOL BOARD OF BROWARD COUNTY, FLORIDATREASURER'S OFFICE

ELEMENTARY CHILD CARE TRANSMITTAL

Report for Period Number:

Days program in operation:

Reportng Location: Funds Center #

Program Location:

Number of fee waivers authorized:

Category G/L Account#Amount

Collected Less: RefundsNet

Transmitted

Before School Care Fees 4 3473 101 $ $ $ -

Late Pickup Fees 4 3473 105 -

After School Care Full Fee Students 4 3473 102 -

After School Care Partial Fee Students 50% 4 3473 103 -


On-Site Staff Fees 4 3473 107 -

Non-School Day Full Fee 4 3473 108 -

Child Care Registration Fee 4 3479 200 -

TOTAL REMITTANCE $ $ $

TOTAL TO SCHOOL From FeesFrom Trust Fund -

$

This is a true and accurate statement of net collections received for the period indicated.

FOR TREASURY USE ONLY

Number of Full Fee Students (Amount Collected / 20 Days / $8.00)

Number of Partial Fee Students 50% (Amount Collected / 20 Days / $4.00)


Trust Fund Contribution (Full Fee amount collected * 7.0%)

BASCC Department (Full Fee amount collected * 3.0%)

SBBC Contribution (Full Fee amount collected * 5.0%)

Trust Fund Reimbursement (Partial fee FTE x 20 Days)

JOURNAL ENTRY

Journal Entry No. Fund: 1000

Total Debits

Fund G/L Account Cost Center Functional Area Amount Total Credits

1000 4 3473 101 9102640240000000 CR

1000 4 3473 105 9102640240000000 CR

1000 4 3473 102 9102640240000000 CR

1000 4 3473 103 9102640240000000 CR

1000 4 3473 110 9102640240000000 CR

1000 4 3473 107 9102640240000000 CR

1000 4 3473 108 9102640240000000 CR

1000 4 3479 200 9102640240000000 CR

1000 4 3479 300 9105640240000000 CR

1000 4 3479 303 9105640240000000 CR

1000 4 3640 102 9102640240000000 CR

4910 4 3473 100 9999999990000000 CR

4910 5 9110 000 9700000000000000 DR

5000 1 1111 105 DRForm 4542 (07/10)

Approved By (Print Name): Signature: Date:

Report Prepared By (Print Name):

2600097900

Signature: Date: Telephone:

7.0% of fees collected will be deposited in the After School Child Care Fund, 3.0% will be deposited into BASCC, and 5.0% will be deposited into SBBC. This does not apply to partial fees collected.

2600097900

Section 2-26

INSTRUCTIONS FOR COMPLETION OF ELEMENTARY CHILD CARE TRANSMITTAL

The Elementary Child Care Transmittal form can be found on the Treasurer’s

Office website.

http://www.broward.k12.fl.us/Comptroller/cfo/treasurer/T_forms&bulletins.html

Note: The Elementary Child Care Transmittal is formatted as an electronic fill & print

form. Please be sure to use this format because of the built-in calculations.

For further information, call the Treasurer’s Office at 754-321-0578.

Section 2-27

THE SCHOOL BOARD OF BROWARD COUNTY, FLORIDATREASURER'S OFFICE

MIDDLE SCHOOL AFTER CARE TRANSMITTAL

Report for Period Number:

Days program in operation:

Reportng Location: Funds Center #

Program Location:

Number of fee waivers authorized:

Category G/L Account#Amount Collected Less: Refunds

Net Transmitted

Before School Care Fees 4 3473 203 $ $ $ -

Late Pickup Fees 4 3473 204 -

After School Care Full Fee Students 4 3473 201 -



On-Site Staff Fees 4 3473 205 -

Child Care Registration Fee 4 3479 201 -

TOTAL REMITTANCE $ $ $

TOTAL TO SCHOOL From FeesFrom Trust Fund -

$

This is a true and accurate statement of net collections received for the period indicated.

FOR TREASURY USE ONLY

Full Fee Students - FTE (Amount Collected / 20 Days / $8.00)



Trust Fund Contribution (Full Fee amount collected * 7.0%)

BASCC Department (Full Fee amount collected * 3.0%)

SBBC Contribution (Full Fee amount collected * 5.0%)

Trust Fund Reimbursement (Partial fee FTE x 20 Days)

JOURNAL ENTRY

Journal Entry No. Fund: 1000

Total Debits

Fund G/L Account Cost Center Functional Area Amount Total Credits

1000 4 3473 203 9103640240000000 CR

1000 4 3473 204 9103640240000000 CR

1000 4 3473 201 9103640240000000 CR

1000 4 3473 202 9103640240000000 CR

1000 4 3473 210 9103640240000000 CR

1000 4 3473 205 9103640240000000 CR

1000 4 3479 201 9103640240000000 CR

1000 4 3479 301 9105640240000000 CR

1000 4 3479 304 9105640240000000 CR

1000 4 3640 103 9103640240000000 CR

4910 4 3473 200 9999999990000000 CR

4910 5 9110 000 9700000000000000 DR

5000 1 1111 105 DRForm 4628 (07/10)

2600097900

7.0% of fees collected will be deposited in the After School Child Care Fund, 3.0% will be deposited into BASCC, and 5.0% will be deposited into SBBC. This does not apply to partial fees collected.

2600097900

Report Prepared By (Print Name): Signature: Date:

Approved By (Print Name): Signature: Date:

Telephone:

Section 2-28

INSTRUCTIONS FOR COMPLETION OF MIDDLE SCHOOL AFTER CARE TRANSMITTAL

The Middle School After Care Transmittal form can be found on the Treasurer’s

Office website.


Note: The Middle School After Care Transmittal is formatted as an electronic fill & print

form. Please be sure to use this format because of the built-in calculations.


Section 2-29

Cost Center (10) Bus Area (4)

Fund (4)G/L

Account (8) WBS Element (14) Grant # (14)Functional Area (16) Internal Order (10) Amount

Facilities Rental - Other (including Custodial Salaries) 1000 4 3425 1001000 4 3425 1011000 4 3425 200

Payments on School Internal Accounts Check #Internal Accts - Other 8920 4 3495 600 1142000000000000Internal Accts - Salary 8920 4 3495 601 1142000000000000Internal Accts - Fringe Benefits 8920 4 3495 602 1142000000000000Internal Accts - Athletics 8920 4 3495 650 1142000000000000

Premium Revenues (Health Occupational Insurance) 7120 4 3484 1011000 2 2260 1001000 4 3372 1001040 4 3372 1001000 4 3473 1061000 4 3490 3004990 4 3490 8351000 4 3490 8001000 4 3490 8001020 4 3490 8421020 4 3490 8431020 4 3490 8451020 4 3490 8461020 4 3490 8481000 4 3495 1011000 4 3495 1021000 4 3498 100

Click on Cell & Select a Fund

Click on Cell & Select Internal Order if

Applicable

4 3440 1004 3490 8404 3490 8404 3490 8404 3490 8404 3490 840

**For Treasury Use Only** Clearing Account 5000 1 1111 105 Total $0.00

Date: Telephone: Check box that applies (may select more than one box):

Date:

4601 (07/08)

School Board of Broward County, Florida

REMITTANCE TRANSMITTAL

Description

School/Department Name For the month ending

Approved By (Print Name): Signature:

*

Signature:Report Prepared By (Print Name):

****

Lost & Damaged Textbooks

Type in Description of Miscellaneous Revenue*Gifts,Grants,Bequests

BECON - ProductionBECON - School Services/RepairsIndustrial TrainingSales & Services Fees

Dual EnrollmentBECON - DubbingBECON - Print GraphicsBECON - School Services/Installation

Commercial Food ProgramVending MachineUnofficial Telephone Calls

Pre-School Projects VPK Summer School

Sales and Use tax (enter total from worksheet)

*Note: Attach a copy of KSB1 Report for Fund 8920

Facilities Rental - UtilitiesFacilities Rental - Lockhart Stadium

Pre-School Projects VPK Regular School Year

After Care Operational Fees

Check Money OrderCash

Section 2-30

INSTRUCTIONS FOR COMPLETION OF REMITTANCE TRANSMITTAL

The Remittance Transmittal form can be found on the Treasurer’s Office website.


Note: The Remittance Transmittal is formatted as an electronic fill & print form. Please

be sure to use this format because of the built-in calculations.


Section 2-31

THE SCHOOL BOARD OF BROWARD COUNTY, FLORIDATECHNICAL CENTERS, ALTERNATIVE HIGH SCHOOLS AND COMMUNITY SCHOOLS

TRANSMITTAL FORM

School/Center Name: Cost Center# For the month ending:

FEE CATEGORY ACCOUNTFEES

COLLECTEDACCOUNTS

RECEIVABLENET

CASH REFUNDSTOTAL

REMITTANCE

A(6500-0000)

4 3461 100 -$ -$ -$ -$

B(6520-0000)

4 3462 100 -$ -$ -$ -$

C(6515-0000)

4 3463 100 -$ -$ -$ -$

D(6505-0000)

4 3466 100 -$ -$ -$ -$

E(6510-0000)

4 3469 210 -$ -$ -$ -$

F(6525-0000)

4 3469 610 -$ -$ -$ -$

G TOTAL TRANSMITTAL -$ -$ -$ -$

* A PERCENTAGE OF THE AMOUNT LISTED ON THESE LINES WILL BE RECORDED IN THE "FINANCIAL AID FEE TRUST FUND". -$ ** McFATTER TECHNICAL CENTER ONLY.

This is a true and accurate report of collections and net remittances as reflected on cashier's reports completed during the time period indicated above.

Report Prepared By: Phone: Date: Paid by check #:

Report Approved By: Date: Dated:

FOR ACCOUNTING USE ONLY

Journal Entry No. Effective Date: Total: -$

Fund Account Cost Center Functional Area Internal Order AMOUNT1000 4 3461 100 0000 9999999990000000 -$ CR Total Category A1000 4 3462 100 0000 9999999990000000 - CR 80% of Category B1000 4 3463 100 0000 5340670240000000 - CR Total Category C1000 4 3466 100 0000 5952640230000000 - CR Total Category D1000 4 3469 210 0000 9107000000000000 OB09781B07 - CR Total Category E1000 4 3469 610 0000 9105640230000000 - CR Total Category F1050 4 3469 300 0000 9999999990000000 - CR 10 % of Category B1000 4 3469 620 0000 5653670290000000 - CR 5% of Category B1000 4 3464 100 0000 9999999990000000 - CR 5% of Category B5000 1 1111 105 - DR

FORM #3063D (Oct 2011)

-$

-$

-$

-$

-$

-$ Registration

(Certificate/ATD Program Fees) Postsecondary Voc Tech Fees*

-$

Fire Academy (Fee Support)**

Adult General Education Fees

Lifelong Learning (Fee Support)

GED Testing

Section 2-32

INSTRUCTIONS FOR COMPLETION OF TECHNICAL CENTERS, ALTERNATIVE HIGH SCHOOLS AND COMMUNITY SCHOOLS

TRANSMITTAL FORM

Refer to Business Practice Bulletin A-455 “Technical Centers, Alternative High Schools and Community Schools Accounting for Financial Aid Fees” for further

information about the above-mentioned Transmittal form.

http://www.broward.k12.fl.us/erp/brite/partnerbusinesspracticebulletins.html

Note: The Technical Center, Alternative High Schools and Community Schools

Transmittal form is formatted as an electronic fill & print form. Please be sure to use this format because of the built-in calculations.

Section 2-33

TRAVEL FORMS

Section 2-34

TYPES OF TRAVEL (From BPB A-435 Section E)

Class A and B Travel Class A is a continuous travel period of twenty-four (24) hours or more away from official headquarters, in or out of the county. The travel day shall be a calendar day (midnight to midnight).

Class B is a continuous travel period of less than twenty-four (24) hours which involves overnight absenc e from of ficial headquarters, in or out of the county. The travel day shall begin at the time of departure. Reimbursement of travel expense s for Class A and B is made by completing the Per Diem section of the Travel Voucher (Exhibit 2).

Class C Travel This involves short or day trips in or out of county, but not inv olving an overnight trip away from official headquarters. The Internal Revenue Service has issued regulations requiring employers to withhold income tax and social security tax on Class C meal payments. The amount of taxes is withheld at the same rate as the employee is taxed on wag es and the applicable social security percentage rate. Therefore, Class C meals are paid through the payroll system rather than a vendor check. A traveler shall not be reimburs ed on a per diem basis for Class C Travel, but shall receive an allowance for meals for out of county travel only.

TRAVEL VOUCHER (from BPB A-435, Section H-2)

The traveler may elect to claim per diem rather than actual expenses for meals and lodging. This rate is set by the IRS on an annual basis and is updated by the Treasurer’s Office annually via memorandum.

Per Diem Computation (Class A and B only) Per Diem for meals is to be com puted on the quarter of day bas is with the first quarter beginning at midnight. For example, a traveler departing from home base at 8:30 a.m. would be entitled to per diem b eginning with the sec ond quarter because the departure time of 8:30 a.m. represents the major portion of the 6:00 a.m. - 12 noon quarter away from home base.

Section 2-35

A traveler departing from home bas e at 9:30 a.m. would not be entitled to per diem beginning with the second quarter because the departure time of 9:30 a.m. does not represent the major portion of the 6:00 a.m. - 12:00 noon quarter away from home base.

Per Diem for lodging is based on whether or not the temporary duty required an over night stay away from official headquarters.

Hotels

According to Chapter 212, Flori da Statutes Sales and Use T ax Law, “transient rental accommodations billed to and paid by an individual representing an exempt organization or a governmental entity, i.e., state, county, city or political subdivision, are taxable whether or not the representative receives an advance or reimbursement from the exempt organization or governmental entity. However, when transient rental accommodations are billed directly to and paid directly by a governmental entity or an organization exempt from tax under section 212.08 (7) (a), ® or (u), F.S., such accommodations are exempt from tax”.

Miscellaneous

Enter the amount paid for regist ration, telephone and any other reimbursable business expense. If registration was prepaid by the District, no entry should be made. Al so include explanations of any differences in airplane prices from the agreed upon bidding price to the actual dollars incurred. This would be due to, for example, an extension of a trip which would involve changing flight reservations.

The Travel Voucher must be signed by the traveler and approv ed by the appropriate administrator . Supervisory and administrative personnel must have approval of an administrator at least one level higher than the employee. If the Travel Voucher exceeds the TDA-1, a memo should be attached outlining why approved e xpenses were exceeded.

Section 2-36

AP SYST DOCUMENT#______________________

MILEAGE VOUCHER The School Board of Broward County

Form 3042 (Rev 11/07) Page ___

Vendor Number

Name: (Please Print) Month Ending: (Use proper name, not nick name) Personnel Number: Position: School/Dept.Name:

Date Places Visited Gross Miles

Less Miles Home to Office

Net Miles

Purpose Parking & Tolls

Total Parking & Tolls, etc. = Total Miles X 0.55 (cents per mile) = Total Requested

Bookkeeper/Budgetkeeper Name Phone

*The current rate is determined in a memorandum issued annually by the Treasurer’s Office. Insert the current rate as per the most recent memorandum.

I certify that this claim is true and correct; that expenses were actually incurred by me as necessary travel expenses in the performance of my official duties.

Date Signed Approved Check

Request No.

Gross Amount

G/L Account (8)

Class+Obj+0’s

Bus Area (4)

Cost Center (10)

BA+T+L+0

Fund (4)

Internal Order (12)

WBS Element (14) Grant (14)

Functional Area (16) Function + Activity +0’s

53360000

Attach Mileage Voucher Summary Form when submitting Mileage Vouchers with multiple pages or multiple months with same coding. Staple all pages together with summary on the top. A single page Mileage Voucher does not require a Summary Form.

of _______ Pages Section 2-37

lungaromo9268

Text Box

For use effective 7/1/11

INSTRUCTIONS FOR COMPLETION OF MILEAGE VOUCHER

Refer to Business Practice Bulletin A-442 “Mileage Reimbursement Procedures” for further information about the Mileage Voucher and the proper method of computing the number of miles.


Note: The Mileage Voucher is formatted as an electronic fill & print form.

Please be sure to use this format because of the built-in calculations.

Standardized mileage from Site to Site is available online at: http://web/propertymgmt/mileage_chart_search_revised.asp

Section 2-38

Name Month Ending Personnel Number: Position: School/Dept.Name:

Page#

GROSS MILES

LESS MILES HOME

TO OFFICE

NET

MILES

CENTS PER

MILE

TOTAL

PARKING AND

TOLLS

TOTAL REQUESTED

Total Requested

Bookkeeper/Budgetkeeper Name Phone

Check Request

No.

Gross Amount

G/L Account (8)

Class+Obj+0’s

Bus Area (4)

Cost Center (10)

BA+T+L+0

Fund (4)

Internal Order (12)

WBS Element (14) Grant (14)

Functional Area (16) Function + Activity +0’s

53360000

VENDOR NUMBER

Signed: Date Approved Date

I certify that this claim is true and correct; that expenses were actually incurred by me as necessary travel expenses in the performance of my official duties.

*The current rate is determined in a memorandum issued by the Treasurer Office annually. Insert the current rate as per the most recent memorandum.

AP SYST DOCUMENT # _____________________

Section 2-39

lungaromo9268

Text Box

For use effective 7/1/11

INSTRUCTIONS FOR COMPLETION OF MILEAGE VOUCHER SUMMARY

Refer to Business Practice Bulletin A-442 “Mileage Reimbursement Procedures” for further information about the Mileage Voucher Summary form.


Note: The Mileage Voucher Summary form is formatted as an electronic fill & print form. Please be sure to use this format because of the built-in calculations.

Section 2-40

TEMPORARY DUTY AUTHORIZATION (TDA-1) The School Board of Broward County, Florida

Applicant: Personnel Number Date Position School/Department The applicant requests temporary duty assignment for the following period: Depart on: , 20 ; Return on , 20 ; Total work days requested (This excludes week-ends and holidays) I. PURPOSE OF TRIP: (Complete A or B and C) A. Conference/Convention of (Name of Sponsor):

Meeting in (City and State):

B. Other School Board business (specify)

Meeting in (City and State):

C. Briefly describe benefits accruing to School Board:

II. ESTIMATED TRAVEL EXPENSE: TRANSPORTATION:

Airplane (If ticket is to be charged to the School Board, enter travel agency name here):

$ Rental Car: Private Car Mileage (__________ miles x __________ cents per mile):


Taxi, limousine, tolls, etc.: PER DIEM: Current rate (as published in the most recent memorandum from the Treasurer’s Office) x ____________ days requested

or HOTEL: ($ __________ per day x __________ days requested) MEALS: Current rate (as published in the most recent memorandum from the Treasurer’s Office)

MISCELLANEOUS: Registration:

Other: (specify) TOTAL ESTIMATED EXPENSES: $

TRAVEL ADVANCE REQUEST (explain): $

III. TRAVEL EXPENSES WILL BE CHARGED AS FOLLOWS: Name of Cost Center being charged Internal Account Fund being charged, if applicable

IS A SUBSTITUTE REQUIRED DURING ABSENCE? NO YES IV. AUTHORIZATION (For signature requirements see School Board Policy 4007): Applicant:

Date:

Principal/Department Head: Date: Chief Operating Officer/Associate/Assistant/Area/Deputy Superintendent: ________________________

Date:

Additional Approval:

Date:

Form 4082 (Rev 11/07) Section 2-41

INSTRUCTIONS FOR COMPLETION OF TEMPORARY DUTY AUTHORIZATION (TDA)

Refer to Business Practice Bulletin A-435 “Travel Reimbursement Procedures”

for further information about the Temporary Duty Authorization (TDA) form.


Section 2-42

CLASS “C” TRAVEL MEALS VOUCHER The School Board of Broward County, Florida

NAME DATE PERSONNEL NO. TRANS (RA-007) SCHOOL/DEPARTMENT LOC. NO. CLASS “C” TRAVEL MEALS VOUCHER is to reimburse meals only for travel which does not include an overnight stay. This reimbursement request must be supported by a Trip Report, Agenda/Program & TDA-1 and send to Accounts Payable. Please note that the Class C Meal Voucher reimbursement will be paid out of the employer payroll rather than an A/P check. Please refer to p 6 section E #2 of A-435. I. ITINERARY:

Travel Dates

Departure Time

Arrival Time

Destination From/To

II. REIMBURSEMENT REQUEST: BREAKFAST_____________________ @ *________ = $___________________ LUNCH _________________________ @ *________ = $___________________ DINNER ________________________ @ *________ = $ ___________________ TOTAL = $____________________


III. AUTHORIZATION: I hereby certify that the above claim is true and conforms with the requirements of School Board Policy 3400. Approval_____________________________ ______________________________ Principal/Department Head Signature of requesting person

IV. PAYROLL DISTRIBUTION: Retro Active Pay Adjustment RA-007

Job Class Earn Type

Gross Amount

Pay End Date

Adj Job

060000 MLC

G/L Account (8) Class+Obj+0’s

Bus Area (4)

Cost Center (10) BA+T+L+0

Fund (4)

Internal Order

WBS Element Capital Use

Grant


+0’s

Form 4307 Rev 11//07

Section 2-43

Class “C” Travel Meals Voucher

1. Name – name of traveler 2. Date – date form is completed 3. Personnel No. – Personnel number of traveler 4. School/Department – location name for person traveling 5. Loc. No. – location number for person traveling 6. Itinerary -

a. Travel Dates – same as Travel Voucher b. Departure Time – same as Travel Voucher c. Arrival Time – same as Travel Voucher d. Destination From/To – same as Travel Voucher

7. Reimbursement Request a. Breakfast, Lunch and Dinner – number of meals by category and

multiply by amount allowed. b. Total – enter total of all amounts for all meals

8. Authorization – must be signed by traveler and approved by appropriate administrator

9. Payroll Distribution a. Job Class – defaults to 06000 b. Earn Type – defaults to MLC c. Gross Amount – total of all Class C Meals expenses d. Pay End Date – ending date of pay period e. Adj. – Adjustment, if applicable f. Job – Job # of Class C Meal g. G/L Account, Business Area, Cost center, Fund, Functional Area h. Internal Order, WBS Element, Grant – complete only if applicable

Section 2-44

AP SYST DOCUMENT #

Name: Personnel Number:

School/Department Loc. No Date

I. ITINERARY: Travel Dates

Departure Time

Arrival Time

Destination From/To

Days

Total Days Used to Compute Per Diem

II. TRANSPORTATION: (check items that apply) AIRPLANE______ RENTAL CAR ______ PRIVATE CAR _____ OTHER_____ If ticket is purchased through travel agent and charged to the School Board, enter agent’s name and amount. (ticket stub must be attached) Name of Travel Agent:

III. REIMBURSEMENT REQUESTED: TRANSPORTATION:

Common Carrier (attach ticket stub)……………………….………………..…..

Rental Car (attach rental contract)…………………………………………...…..

Private Car Mileage (________ miles x _______ cents per mile)…………...…. *Current rate as published in the most recent memorandum from the Treasurer’s Office.

Tolls, parking and storage (attach receipts)…………………………………...…

Taxi, limousine, etc. (attach receipts)……………………………………………

PER DIEM:

Current rate (as published in the most recent memorandum from the Treasurer’s Office) x ______ days (as computed in I above)…………

or

Hotel (attach receipt)………………………………………………………….....

Meals Current rate (as published in the most recent memorandum from the Treasurer’s Office)……………………..…....

MISCELLANEOUS:

Registration (attach receipt and program)……………………………………….

Telephone, telegraph (attach receipt and statement)…………………………….

Other (attach explanation)……………………………………………………….

LESS TRAVEL ADVANCES:……………………………………………………..

( ) TOTAL REIMBURSEMENT REQUESTED $

Attach applicable original receipts, a Trip Report & TDA-1 to support this request for reimbursement.

IV. AUTHORIZATION: I hereby certify that the above claim is true and conforms with the requirements of School Board Policy 3400.

Approval___________________________________ ____________________________________ Principal/Department Head Signature of requesting person

V. EXPENDITURE INFORMATION: Check

Request No.

Gross Amount

G/L Account (8)

Class+Obj+0’s

Bus Area (4)

Cost Center (10)

BA+T+L+0

Fund (4)

Internal Order (12)

WBS Element (14)

Grant (14)


+0’s

W18894 11/07

Section 2-45

Section 2-46

Exhibit 3a

Instructions for Completion of Trip Report (W18893)

Name: name of person traveling

Position: position of person traveling

City and State: city and state where trip was taken

Convention/Seminar, etc.: the name of the convention or seminar

Date/Summary of Day’s Events: summarize by each day, the events of the day.

Signature: person traveling must sign form.

Section 2-47

MISCELLANEOUS FORMS

Section 2-48

Section 2-49

Duplication Fees

Payment Methods

Duplication Request Form

SBBC, Allied Groups, Government and Not-For-Profit 501(c)3 Organizations Business & industry

$3.00 per tapeTape stock supplied by client

$5. 00 per tapeTape stock supplied by BECON

$3.00 per CD/DVD-RDisc stock supplied by client *

$5.00 per CD/DVD-RDisc Stock supplied by BECON *

$5.00 per tapeTape stock supplied by client

$7. 00 per tapeTape stock supplied by BECON

$5.00 per CD/DVD-RDisc stock supplied by client *

$7.00 per CD/DVD-RDisc Stock supplied by BECON *

Effective Date: 05/03/04

1. By Check upon submission of duplication request, and made payable to The School Board of Broward County, Florida

3. By Budget Coding. SBBC requests must include the budget numbers categories for Cost Center, WBS Element, Internal Order, Fund, Functional Area, Grant and Amount.

Shipping costs will be added to the total bill when applicable.

The Duplication Request Form must always be filled out prior to requesting services. The duplication form can be found at http://www.becon.tv clicl on “Video/DVD Duplication Form”

* Printable CDs are required for labeling. BECON supplies generic, black-and-white labeling on printable CDs only. BECON only accepts DVDs in -R format.

Section 2-50

THE SCHOOL BOARD OF BROWARD COUNTY, FLORIDA

FINANCIAL AID FEE REIMBURSEMENT REQUEST

School/Center Name: Cost Center # Term:

Fee Category G/L Account Amount

A Adult General Education Fees 43461100

B 43462100

C Supply Fees

D Insurance Fees 43484101

E Registration Fees 43469600

F TOTAL REIMBURSEMENT REQUESTED $0.00

This is a true and accurate report of Financial Fee Registration Approval Forms for the term indicated.

Report Prepared By (print and sign): Date:

Report Approved By (print and sign): Date:

Report Approved by ABA: Telephone: Date:

FOR ACCOUNTING AND FINANCIAL REPORTING USE ONLY

Doc. No.: ___________________ Date Entered: ____________________

Doc. Date: ___________________ Posting Date: ____________________

Fund G/L Account Fuctional Area Cost Center Amount

1000 43461100 9999999990000000 00000 CR 0.00

1000 43462100 9999999990000000 00000 CR 0.00

1000 43469600 9105640230000000 00000 CR 0.00

7120 43484101 9999999990000000 00000 CR 0.00

1050 57940000 9101000000000000 00000 DR 0.00

8/1/2011 - #4365

(Certificate/ATD Program Fees) Postsecondary Voc Tech Fees

Section 2-51

INSTRUCTIONS FOR COMPLETION OF FINANCIAL AID FEE REIMBURSEMENT REQUEST

Refer to Business Practice Bulletin A-455 “Technical Centers, Alternative High Schools and Community Schools Accounting for Financial Aid Fees” for further

information about the Financial Aid Reimbursement Request form.


Note: The Financial Aid Fee Reimbursement Request form is formatted as an

electronic fill & print form. Please be sure to use this format because of the built-in calculations.

Section 2-52

THE SCHOOL BOARD OF BROWARD COUNTY, Fl

PETTY CASH REIMBURSEMENT FORMPay To: For the use of A/P Dpt only

Location Name: Location# SAP Document #

Vendor# Reference/ Inv # Invoice Date: Amount Requested

G/L Account (8) Bus Area (4) Cost Center (10) Fund (4) Internal Order (12) WBS Element (14) Grant (14) Functional Area (16)

22120799 N/A N/A N/A N/A

I, _____________________________, request reimbursement for the disbursement of funds as shown in the attached documents (i.e. receipts,

invoices, refunds, etc), which total $ ______________. Funds were disbursed for the purpose(s) of:

Deliver Check to: ___________________________ Prepared By (Print): __________________ Approval:_______________________________________

Phone No.: __________________________

Date Required: ____________________________ Date Prepared:_______________________ Additional Approval: ____________________________

Section 2-53

INSTRUCTIONS FOR COMPLETION OF PETTY CASH REIMBURSEMENT FORM

The Petty Cash Reimbursement form is currently located on the Treasurer’s Office website.


The online location of the form may change. For further information, call the Treasurer’s Office at 754-321-0588

Note: The Petty Cash Reimbursement form is formatted as an electronic fill & print form.

Please be sure to use this format because of the built-in calculations. .

Section 2-54

EMPLOYEE/STUDENT NAME (Circle one ) DATE LOCATION NO./NAME

The above-named person is authorized to remove from the location above, subject to the conditionsestablished in Board Policy #5306, the tangible personal property described below.

PROPERTY DESCRIPTION BPI # SERIAL NUMBER

By signing below the borrower agrees to the following stipulations:

a. The property remains the property of The School Board of Broward County, Florida, and must bereturned by the expected return date indicated below in good condition.

b. The property shall be used only in connection with borrower's employment/study assignments.c. The borrower shall ensure the safety of the property while it is in his possession. d. The borrower has read, and understands, the provisions of Board Policy #5306e. In case of loss or damage, the borrower shall adequately compensate The School Board of Broward

County, Florida. (Not applicable to computer borrowing by District staff.)

EXPECTED RETURN DATE EMPLOYEE/PARENT/GUARDIAN SIGNATURE(No later than end of fiscal year) (Circle one )

SIGNATURE OF AUTHORIZING PRINCIPAL/SUPERVISOR

The return of the above-described property in good condition is hereby acknowledged.

DATE PROPERTY RETURNED SIGNATURE (PRINCIPAL/DIRECTOR/SUPERVISOR)

Form No. 0013Revised 4/01W18122

THE SCHOOL BOARD OF BROWARD COUNTY, FLORIDA

PROPERTY PASS

Section 2-55

MLaCasse

Stamp

The School Board of Broward County ERP SAP User Access Form

A completed form is required when requesting any change in authorization in the SAP System. If the form is not completed, your request will not be processed.

Date Requested: Date Required: (3 business days from initial request) Date Received at ERP Support:

Action Requested: Add Authorization

Delete Authorization

Change Authorization

Location No.: (8 digits) Location Name: Phone No.:

Last Name: First Name: Personnel No.:

Position No.: (8 digits) Position Title: Expiration Date: (Contract or temporary employees)

SAP Role (Grants Manager, AP Processing, Payroll Contact, Requisitioner) or Description of Request: Missing Authorization Report Attached: (SU53) Yes No

Authorization Information * Business Area: Cost Center:

Is this Role assignment responsible for Grants Activity? Yes No

Approval Signatures Print Name Signature Date Employee

Director/Principal

*Business Area, Cost Center information may be found in Chart of Accounts documents on Financial Reporting Website at http://www.broward.k12.fl.us/comptroller/cfo/fin-reporting/finrptg_sap_chart_of_accounts.htm Email completed form via CAB to ERP Security Mailbox.

SECURITY USE ONLY Security Initials: Date Completed:

Action Taken:

Process Analyst, Date & Initials: Training Analyst, Date & Initials:

Section 2-56

http://www.broward.k12.fl.us/comptroller/cfo/fin-reporting/finrptg_sap_chart_of_accounts.htm�

The School Board of Broward County, Florida Capital Assets Activity form

____ OF ____ PAGES

Submit Surplus / Transfer Form to B-stock

Surplus Declaration Transfer *SURPLUS (Principal / Director authorization signature required) TRANSFER (both issuing and receiving Principal / Director authorization signatures required)

Removal Assistance Required YES NO

Issuing Location #: Receiving Location #: Location Name: Location Name: Contact Name: Contact Name: Phone #: Phone #:

BPI Number

Refer to Asset Record download as needed

Serial Number

Model Number

Equipment Description

Obs

olet

e

Bro

ken

Equipment Transfer / Surplus Approved by: Date: ___ / ___ / ___ Released by: Date: ___ / ___ / ___

Principal / Director (per Policy 3204) Please Print Name, Title

Receipt of Transfer Acknowledged by: Date: ___ / ___ / ___

Principal / Director (per Policy 3204)

Item(s) Delivered by: Date: ___ / ___ / ___

Please Print Name, Title Form 3290A Rev. 07/08 * Pick-Up Verification document from a SBBC approved removal agent should be retained for Audit Purposes as well (SURPLUS). Section 2-57

Instructions for completing the Capital Assets Activity Form 3290a Surplus Declaration / Transfer

Check SURPLUS or TRANSFER if items are to be removed from a location

o Surplus ‐ When removing obsolete, unusable assets. o Transfer ‐When transferring items from one location to another School Board of Broward County

location. o Removal assistance required – By checking the box, locations are requesting transfer assistance

from the Supply Management & Material Logistics B-stock Department (754-321-2850).

Information on fields:

A. Issuing Location #‐Four digit number identifying location initiating the request. Location Name – Enter full name of school or department. Contact Name –Print name of the person at the location to contact if questions develop. Phone #– Enter phone number of contact person at the location.

B. Receiving Location # ‐Four digit number identifying location receiving the equipment.

Location Name – Enter full name of school or department. Contact Name‐Print name of the person at the location to contact if questions develop. Phone #– Enter phone number of contact person.

_____________________________________________________________________________________

C. BPI Number (if applicable) – Identifying number assigned by Financial Reporting‐ Capital Assets Division, refer to Master File of Assets Record Download (PNI 811) as needed.

D. Serial Number – Enter manufacturer’s serial number, to Master File of Assets Record Download (PNI 811) as needed.

E. Model Number – Enter model number of item. F. Equipment Description – Brief description of item as listed in the Master File of Assets.

_____________________________________________________________________________________

G. Equipment Transfer/Surplus Approved by – Signature of Principal / Department Director authorizing the transfer or surplus disposal of assets for a designated location. Date – Enter the date on which the Principal / Department Director approves the transfer or surplus of the asset(s).

H. Equipment Transfer/Surplus Released by – Signature of person/location contact present when releasing the asset for physical removal from a location to a School Board approved removal agent, Print Name. Date – Enter date the transfer/surplus was released.

I. Transfer Received By – Signature of Principal / Department Director recognizing receipt of the transferred item(s) into the newly assigned location. Date – Enter date the transfer was received.

J. Transfer Delivered By – Signature of person delivering transferred item, Print Name. Date – Enter the date the transfer was delivered.

NOTE: A Verification document of removal/pick-up should be obtained by the location from the SBBC approved removal agent and retained for Audit Purposes (SURPLUS).

Section 2-58

Tangible Property Loss/Equipment Acquisition

Location Name and Number _________________________

Tangible Property Loss Equipment Acquisitionfor equipment valued at $1,000 or more that isacquired with internal funds or by donations

Date of Loss:

Acquisition Date BPI Serial Model Equipment Cost/Estim. Room/(for acquisition Number Number Number Description Value Bldg

only) If applicable

Loss Acknowledged By: ___________________________________ Name of Donor: _____________________________________ Principal��

Donor Address: _____________________________________ _____________________________________

Acquisition Approved By:Principal, Director (per policy 3204)

Loss: Submit to Capital Assets Accounting Acquisition: Submit to Capital Assets AccountingNOTE: Attach copies of Police and SIU Immediate Notification Report NOTE: Attach copy of Invoice(s)

Retain a copy for your records

Capital Assets Activity FormThe School Board of Broward County, Florida

Form #03290 Rev. 10/2010 Section 2-59

Instructions for completing the Capital Assets Activity Form: Tangible Property Loss/Equipment Acquisition

This form has been developed to combine and replace two existing forms: Equipment Acquisition Report (form PC-3) and Tangible Personal Property Loss Report (form #3291B).

• Enter Location Name & Number Select one of the following boxes, depending on the action desired:

• Check Tangible Property Loss to identify items lost/stolen. • Check Equipment Acquisition if items are acquired through a donation or

internal accounts funds. • Date of Loss – Enter date loss occurred.

Information on fields:

A) Acquisition Date (for acquisition only) – Date item was acquired. B) BPI Number (if applicable) – Identifying number assigned by Capital Assets

Accounting. C) Serial Number – Enter serial number of item. D) Model Number – Enter model number of item. E) Equipment Description – Brief description of item. F) Room/Bldg. – Enter room number/bldg... number where item is located. G) Loss Acknowledged by – Signature of Principal, Department Head or

Designee of the location where the loss occurred. H) Name of Donor – Enter name of person or organization donating item. I) Donor Address – Enter address of Donor. J) Acquisition Approved by – Signature of Principal, Department Head or

Designee accepting the donation or item purchased with internal funds.

Section 2-60

BUSINESS PRACTICE BULLETIN The School Board of Broward County, Florida

BULLETIN NO.: A-448 PAGE: 1 OF 4 DATE: December 3, 2007

SUBJECT: Long Distance Calling Procedure

Supersedes: A-152, Dated: September 1, 1994

Issued By: ERP Department

GENERAL: School Board Policy 6G6-3201 states that “all long distance phone calls made for School Board and/or school business shall be properly logged and accounted for at each administrative location. Employees shall not make personnel long distance phone calls and charge them to the School Board phones”. This procedure explains how long distance calls must be logged and accounted for at all locations. A. Making Long Distance Calls

1. Dialing direct should only be done when approved by the appropriate administrator.

2. Use directory assistance with care. This service is very costly to the District.

Directories are available from Telecommunications Services. 3. No third party calls will be charged to SBBC telephone numbers. Third party

calls are those made outside of the office where the operator is asked to charge the call to the School Board.

If an official call must be made from outside the school phone system, it must be

made by charging the call to their home phone and obtaining reimbursement by submitting to Accounts Payables, a copy of the itemized bill and a properly authorized check request in the amount of the reimbursement.

B. Logging Calls

1. Every long distance call must be logged by the person making/originating the call.

2. Every call that appears on the long distance listing must be accounted for at each

location. 3. Long distance calls must be logged on Form 3035B (see attached) at the time the

call is made as follows: a. School/Department-enter name of school/department. b. Location Code – enter eight digit location code. c. Month-enter month and year for which log is being maintained. d. Date-enter date call is made.

Section 2-61






B. Logging Calls (continued)

e. City Called-enter city called. f. No. Called-enter access code and phone number called.

g. No Calling From-in this column you should enter the number from which you are calling.

h. Person/Business Called and Purpose-enter person called and the purpose

of call. Example-“John Smith/FEFP Funding for current fiscal year”. “Official Business” is not an acceptable purpose.

i. Call Made By-enter name of person making the call. j. Approved By-the log sheets must be approved by Principal/Department Head or authorized designee upon verification of monthly bills.

C. Principal/Department Head shall be responsible for:

1. Insuring that a log is maintained and verified against the AT&T list of toll calls each month. (ETS will forward the telephone bills to each location.)

2. Submitting verified long distance bills to Telecommunications Services no later than five (5) working days after receipt of long distance listing.

3. Accounting for every long distance call on the AT&T itemized list of calls. 4. Investigating calls that are believed to be personal and collecting funds from

individuals involved. 5. Requesting “Toll Restrictions” on telephones if unaccountable calls are

identified in a given area. 6. Remitting amounts collected for personal long distance calls by employees to

Accounting. (See Personal Emergency Long Distance Calls section for the correct procedure for remitting payments.)

D. Calls Made While on Official Travel

Section 2-62






1. Collect calls made by employees on official travel must be logged by the person

accepting the call. This method is preferred because it is less costly. 2. Calls made from hotel rooms while on official overnight travel shall be

reimbursed to the employee on the travel reimbursement check. A copy of a completed log should accompany the travel expense form.

3. Official calls made from pay phones where coins are used shall be reimbursed on

the travel expense reimbursement check. A log must accompany the expense voucher documenting the amount spent. Business number called, date of call, person contacted and purpose of call.

E. Telephone Credit Card and Cellular Calls

1. Credit card and Cellular calls made must be logged in the same manner as all other long distance calls.

2. When completing the log for credit card calls, the credit card number should be

entered under “No. Called From: column of the log sheet. F. Personal Emergency Long Distance Calls

If personal emergency long distance calls are made from official School Board phones, the School District must be reimbursed as follows: 1. Schools/Centers-Collect monies from persons who made calls and remit a check

from the school/center’s Internal Activities Fund checking account payable to The School Board of Broward County and forward to ETS for further processing.

2. Departments-Have the person who made the call write a check made payable to

The School Board of Broward County and forward to ETS for further processing.

3. Schools/Centers/Departments-

a. Make a copy of the pages reflecting unofficial calls that are to be paid.

b. Highlight the pertinent calls on the copy so that Accounting can easily identify them.

F. Personal Emergency Long Distance Calls (continued)

Section 2-63






c. Send payment to ETS for further processing.

d. Put original telephone bill back in numeric sequence and return to ETS within five (5) days.

Section 2-64

THE SCHOOL BOARD OF BROWARD COUNTY, FLORIDATELEPHONE LONG DISTANCE LOG

RETAIN THIS FORM AT YOUR LOCATION FOR AUDIT PURPOSES

MONTH

SCHOOL/DEPT LOC #CHECK SUNCOM COLUMN IS CALL

WAS MADE USING SUNCOM ACCESS

DATE NO. CALLED CITY NO. CALLED FROM PURPOSE OF CALL MADE BY SUNCOM

USE THIS FORM TO RECORD LONG DISTANCE CALLSFORM 3035BRev. 5/02

Signature

Section 2-65

For Detailed Instructions

see BPB A-448 Long Distance Calling Procedure Logging Calls

1. Every long distance call must be logged by the person making/ originating the call.

2. Every call that appears on the long distance listing must be accounted for at each location.

3. Long distance calls must be logged on Form 3035B (see attached) at the time the call is made as follows: a. School/Department-enter name of school/department. b. Location Code – enter eight digit location code. c. Month-enter month and year for which log is being maintained. d. Date-enter date call is made. e. City Called-enter city called. f. No. Called-enter access code and phone number called. g. No Calling From-in this column you should enter the number from

which you are calling. h. Person/Business Called and Purpose-enter person called and the

purpose of call. Example-“John Smith/FEFP Funding for current fiscal year”. “Official Business” is not an acceptable purpose.

i. Call Made By-enter name of person making the call. j. Approved By-the log sheets must be approved by Principal/

Department Head or authorized designee upon verification of monthly bills.

Section 2-66


BULLETIN NO.: A-469

PAGE: 1 of 3 DATE: December 3, 2007

SUBJECT: CELLULAR TELEPHONE ACCESS and USAGE

Supersedes: A-469 Dated: 7/1/2003

Issued By: ETS

This bulletin pertains to the access and usage of cellular telephones that are the property of The School Board of Broward County, Florida. It also addresses invoice processing, personal use of School Board owned cellular telephones and official school board business use of personal cellular telephones. A. Procurement

1. Schools/Departments will submit request(s) for new cellular telephones to the Education

Technology Services (ETS) Department via a Communications Work Order (CWO) form (Number 3994A).

2. ETS will provide Budget Office with annual charge at the beginning of each fiscal year.

This charge will be based on the number of phones and type of services requested by each location. Each location’s budget will be charged and funds will be placed in the District Cell Phone Budget to Cost Center 1380098580, functional area 7903721780000000, G/L Account 53000000, Commitment Item 53000000, Fund 1000. Charges included are as follows:

Full Service Cellular Phone @ $30.00 per month Blackberry Service @ $62.00 per month Air Cards @ $48.00 per month Lockdown Phone Set @ $ 9.00 per month

ETS will also provide the Budget Office with adjustments to the original budget charge on a quarterly basis. This adjustment can be a decrease or an increase to the locations budget depending on closed or new account services requested by said location. This quarterly adjustment would be provided to the Budget Office by ETS during the months of October, January, April and June.

3. ETS will process the order.

4. The vendor will deliver the cell phone(s) to ETS.

B. Billing

1. Itemized call records will be distributed to each district cellular user for accountability

purposes. Any personal calls must be identified and processed as follows:

a. Review detailed call statement for accuracy. b. Indicate personal calls.

Section 2-67


BULLETIN NO.: A-469




Issued By: ETS

C. Billing (continued)

c. The district will be reimbursed for all personal calls at the package rate of $.06/per minute plus any associated long distance, roaming, or other related charges listed on the statement.

d. Schools/Departments will:

1) Submit the highlighted call detail statement, and the reimbursement check

payable to School Board of Broward County for the remittance amount to the ETS Department.

2) Retain a copy of submitted items for the School/Department records.

2. Official school board business calls made on an employee’s personal cellular telephone

will be reimbursed at the rate of $.06/per minute. Requests for reimbursement will be processed in the following manner.

a. Indicate official school board business calls on the itemized billing. b. Total the number of minutes used and multiply times $.06/per minute.

c. Complete a Telephone Long Distance Log (form number 3035B) indicating the

official school board business calls.

d. Schools and Departments will:

1) Submit to Accounts Payable a copy of the highlighted itemized billing, the Telephone Long Distance Log and a properly authorized Check Request in the amount to be reimbursed.

C. Personal Use of Cellular Telephone

1. SBBC issued cellular telephones are to be used for official school board business. Any

costs associated with personal calls (incoming or outgoing) including airtime, roaming charges, and long distance charges are the financial responsibility of the user to which the cell phone has been assigned.

2. Convenience calls that incur costs, e.g. automatic dialing of numbers using directory

assistance (411), will be considered personal in nature and are the financial responsibility of the user.

Section 2-68


BULLETIN NO.: A-469




Issued By: ETS

C. Personal Use of Cellular Telephone (continued)

3. Each SBBC employee being issued a SBBC cellular telephone must read and sign the

SBBC Employee Cellular Telephone User Agreement. (Exhibit 1) 4. The unit administrator authorizing the cellular telephone issuance must also sign the

agreement.

5. A copy of the Agreement is to be given to the employee and a copy is to be kept on file at the location for audit purposes.

6. A new agreement must be signed at the beginning of each new fiscal year.

D. Accountability

1. Office of Management/Facility Audits will initiate desk audits of select cellular telephone billings.

E. Loss or Theft

1. In the event of a lost or stolen cellular telephone, the user must notify the ETS Help Desk

or vendor immediately to have all cellular activity suspended to prevent unauthorized use.

2. All other standing procedures to report lost or stolen equipment must be followed.

F. Reassignment of Cellular Services

1. Cellular telephones will not be transferred to another user without written notice to ETS and the appropriate authorizing official.

G. General Usage and Suspension of Use

1. Using SBBC issued wireless communications devices, such as cellular phones, while operating a motor vehicle is strictly prohibited without the use of an appropriate hands-free device used within the constraints of state and local laws.

2. SBBC does not authorize the use of cell phones by non-SBBC personnel.

3. If it has been determined that communications inconsistent with district policies have

taken place, all usage other than dialing 911 for emergencies will be suspended pending investigation.

Section 2-69

Exhibit 1

Revised 12/3/2007

SBBC Employee Cellular Telephone User Agreement

By signing this form on the line provided below, the user of cellular telephone services provided by the School Board of Broward County, FL (SBBC) acknowledges and agrees to abide by the following conditions of use and associated fiscal responsibility:

• SBBC owns each of the phones provided to SBBC employees. • The cellular device has been provided to specific staff members to improve their

employee productivity and enhance their work-related communication. • Any charges that are incurred as a result of personal use of the cellular device

must be reimbursed to SBBC. The following list highlights, but may not be inclusive of all billable items relating to the personal use of SBBC cellular phones: • Per-minute airtime charges incurred for all personal calls. • Roaming charges associated with any personal calls. • Directory Assistance charges incurred when requesting numbers needed to

place personal calls. • Long Distance fees for any personal calls. • Per-minute airtime fees for accessing toll free services. • Per-minute airtime fees associated with accessing toll free credit card Long

Distance gateways for personal calls. • Per-minute airtime charges for accessing toll free gateways used in prepaid

Calling Card services for personal calls. • Other charges invoiced to SBBC that are not listed above, but that resulted

from personal use of the cellular phone service must be reimbursed to SBBC by the individual user.

• Using SBBC issued wireless communications devices, such as cellular phones, while operating a motor vehicle is strictly prohibited without the use of an appropriate hands-free device used within the constraints of state and local laws.

It is understood and agreed by the individual signing below, that the use of the Cellular device provided by SBBC will be conducted in accordance with the above conditions. Failure to comply with these stated terms and conditions will result in the revocation of access to the cellular services provided by SBBC, and the mandatory return of any phone set (s) provided by SBBC. Additional sanctions may be imposed as required or recommended by other Board policies and directives. SBBC Employee to which the Cellular service is being provided Date SBBC Administrator authorizing Cellular service provision Date

Section 2-70

PAYROLL FORMS

Section 2-71

Employee Name: Per # Phone Number:Employee Signature: Date:School/Department Location Name: Location Number:

Net DepositName Of Financial Institution New Transit routing number Checking ChangeAccount Number Savings Stop

Fixed Amount BalanceName Of Financial Institution New Transit routing number Checking ChangeAccount Number Savings Stop

Fixed Amount Name Of Financial Institution New Transit routing number Checking ChangeAccount Number Savings Stop



ProcessorDate ProcessedDate Received

The School Board of Broward CountyDirect Deposit Authorization Form

Further, I agree that The School Board of Broward County will not be held responsible for any delay or loss of funds due to incorrect or incomplete information supplied by me or my financial institution or due to an error on the part of my financial institution in depositing funds to my account. I also understand that my employer can not issue the funds to me until the funds are returned to my employer by my financial institution.

In the event that funds are erroneously deposited into my account, I further authorize my employer to debit my account for an amount not to exceed the original amount of the credit, with the understanding that all debits will be made before the assigned pay-date.

I hereby authorize the Payroll department to deposit my net pay and/or fixed amount(s) each payday directly to my Account(s) as indicated. I understand that such deposit(s) will be made each succeeding payday, unless I choose to terminate this authorization in writing to my employer. I also understand that notification to terminate or make changes to the directives below requires that a new Direct Deposit Authorization Agreement be completed and submitted to the Payroll Department at least one week prior to the next scheduled pay date; and that the last fully completed form will stay in effect until another is received.

Direct Deposit Authorization Agreement

If choosing one banking option, provide banking information and check the "Net Deposit" box. If choosing 2,3,4 or 5 banking options, provide banking information and enter the Fixed amount.

Direct Deposit # 1

For Payroll Use Only

Direct Deposit # 2Provide banking information, enter the fixed amount, and check the appropriate boxes.




Section 2-72

Direct Deposit Authorization Form

DIRECT DEPOSIT AUTHORIZATION AGREEMENT I hereby authorize the direct deposit of my net pay or payroll deduction by my employer in the account and financial institution indicated below. I understand that such deposit will be made each succeeding payday, unless I choose to terminate this authorization in writing to my employer. I also understand that notification to terminate or make changes to the directives below requires that a new Direct Deposit Authorization form be completed and submitted to my employer and that the last fully completed form will stay in effect until another is received. Further, I agree not to hold my employer responsible for any delay or loss of funds due to incorrect or incomplete information supplied by me or by my financial institution or due to an error on the part of my financial institution in depositing funds to my account. In the event that funds are erroneously deposited into my account, I further authorize my employer to debit my account for an amount not to exceed the original amount of the credit, with the understanding that all debits will be made before the assigned pay-date. Employee Signature: _________________________________________ Date:_______________________

DIRECT DEPOSIT ACTION REQUESTED (check only one)

□

Check Start if you don’t have direct deposit and wish to.

□

Check Change if you have direct deposit and wish to change from your financial institution to BrightStar CU or just wish to change your account number or account type (Checking or Savings).

ACCOUNT INFORMATION

Employee Name

Name of Financial Institution: BrightStar Credit Union

Transit Number: 267078299

Account Type (check one)

Account Number (Enter below)

□Checking

□Savings

□□□□□□□□□□□□□□□□□□□□□

□Net Pay or

□Specific Amount $_________________

Per Pay Period

Employee Information Employer and Location Location Number Employee Number Phone Number

For Payroll Use Only Date Received

Date Processed

Processor

Transit Number Account Number

0 0 0 0

267078299

Section 2-73

OVERTIME/COMPENSATORY TIME AUTHORIZATION FORM

Employee Name: ______________________________________________________ Personnel #:_______________________

Org Unit Name/#:_______________________________________________ Pay Period Start/End Date: ___________________

OVERTIME APPROVAL

Date

Est. # Hours To Be Worked

Reason for Overtime Request

OVERTIME PRE‐APPROVED

BY

DATE Estimated Hours

Approved

Actual Time In

Actual Time Out

Actual # of

Hours Worked

ACTUAL OVERTIME

APPROVED BY

DATE Actual Hours

Approved

1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. Total Est. Hrs. Total Actual Hrs.

COMPENSATORY TIME APPROVAL

Date

Est. # Hours To Be Worked

Reason for Compensatory Time

Request

COMPENSATORY TIME

PRE‐APPROVED BY

DATEEstimated Hours

Approved

Actual Time In

Actual Time Out

Actual # of

Hours Worked

ACTUAL COMPENSATORY

TIME APPROVED BY

DATEActual Hours

Approved

1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. Total Est. Hrs. Total Actual Hrs.

Per Board Policy, all Overtime and Compensatory time MUST BE PRE‐APPROVED. Fill in the estimated number of hours and the reason for overtime/comp time by day in the appropriate Overtime/Compensatory Time section. Each date to be worked should be entered separately. The supervisor must sign below and in the Approved By column for each date. After working overtime or comp time, record the actual time in and out, and the actual number of hours worked each day to the nearest quarter hour (.00, .25, .50, .75) at the STRAIGHT TIME rate. The supervisor must sign in the Approved By column for each date actually worked. (NOTE: an Overtime/Compensatory Time Authorization form should be filled out for each pay period when overtime or compensatory time may be required. A Vacation Leave Request form should be completed when compensatory time is used.)

_____________________________________________________________ ___________________________________________ Employee Signature Date

_________________________________________ ______________________________________________ ________________ Supervisor Name (Please Print) Supervisor Signature Date

Form #4707 Revised 7.21.2011 Section 2-74

FORM #4688NEW 05/11

Non-Instructional Additional Assignment Agreement Form

Information in this Section can be obtained using SAP transaction PA20 by selecting Organizational Assignment (0001) and Basic Pay (0008).

Personnel # Last Name First Name

Primary Pos# Primary Position Title Personnel Area Exempt Status

Org Unit Location Name Hourly Rate

The location that the additional position belongs to is responsible for the payroll processing of all hours recorded on the position.

Org Unit Location Name

Addl Pos# Additional Position Title Job Class # Personnel Area

Start Date End Date Estimated Tot Hrs

Hourly Rate *Overtime Rate

Employee Name Employee Signature Date

Principal/Director Name Principal/Director Signature Date

Signatures

If yes, then the additional assignment job class must be type A or B from the Addl Assignment Job Class/Rate Schedule list.If no, then the additional assignment job class must be Type A or C from the Addl Assignment Job Class/Rate Schedule list.

List dates and total number of hours that are anticipated with the additional position. The dates and hours agreed to on this form are to be used only asan estimation and can be changed at any time based upon, but not limited to, a change in funding available to cover costs of the assignment or a changein the dates and hours necessary to complete the project.

Hourly Rate of Additional AssignmentEnter the rate that is listed on the Addl Assignment Job Class/Rate Schedule. If PR is listed, then enter the hourly rate of the employee's primaryassignment. If, for whatever reason, it is determined that the hourly rate agreed upon on this form was calculated incorrectly or the hourly rate on theemployee's primary assignment changes, the hourly rate on this agreement will be recalculated and corrected based on the guidelines outlined in theAdditional Assignments Business Practice Bulletin.

*If the Non-Exempt box in the Employee Primary Assignment Information box is checked then enter one and one half times (1.5) the Hourly Rateamount, leave this field blank if the Exempt box is checked. The overtime rate will be paid for non-exempt employees when all combined hours worked, primary assignment and any other additional assignments, for SBBC during the work week exceed 40 hours. The workweek for SBBC begins onMonday and ends on Sunday.

Personnel Area Comparison: Does the Personnel Area in the Employee Information Section of the form match the Personnel Area in the AdditionalPosition Description Section of this form?

The School Board of Broward County, FL

This form is the initiating document to approve a non-instructional additional assignment for all permanent employees. This form does not apply to temporary or substitute employees or instructional employees (Personnel Area IN01 or IN02) working an instructional additional assignment (IN01 or IN02). Instructional personnel working non-instructional additional assignments will need to complete the form.

Employee Primary Assignment Information

Assignment Information

Yes No

Exempt Non-Exempt

Section 2-75

Section 2-76

PAYROLL NOTIFICATION-ADJUSTMENT OF WAGES/DELETION OF HOURS FORMInstructional / ESMAB / TSP / COPA Bargaining Units Only

Employee Name: _________________________________________________ Personnel #: __________________

Location Name: _________________________Location Number: _________ Pay Area: AA_______ BB_______

Complete the following section for change/deletion of wages/hours: Deletion of Recurring/One Time Payment: Wage Type_____________Effective____/____/____ Amount$___________

Change of Recurring/One Time Payment: Wage Type_____________ Effective____/____/____ Amount$___________

Delete ______hrs. ___/____/___, Pos #_____________ Delete ______hrs. ___/____/___, Pos #_______________

Delete ______hrs. ___/____/___, Pos #_____________ Delete ______hrs . ___/____/___, Pos #_______________

Enter PLV for ____/____/_____ for_________ hours Enter PLV for ____/____/_____ for_________ hours

Enter PLV for ____/____/_____ for_________ hours Enter PLV for ____/____/_____ for_________ hours

REASON FOR DELETION and/or PLV: _____________________________________________________________________________________________________________________________________________________________

THE SCHOOL BOARD OF BROWARD COUNTY, FLORIDAPAYROLL

Telephone Number (754) 321-8150 Fax Number (754) 321-8231

This form should only be completed by the Payroll Contact when an employee has been paid wages/hours in error orin advance of days worked. Once completed, please fax signed form to Payroll for hours previously paid. Location should continue to delete hours entered, but not yet paid.

Please DO NOT use this form if employee IS NOT a part of the Instructional, ESMAB, TSP, or COPA bargaining units .

_______________________________________________________________________________________________

DEDUCTION SCHEDULE DEDUCTION OPTIONS: 1 Payment- - - - - - - - - $0.00 - $100.00 ________Single payroll deduction.

4 Payments- - - - - - - - $100.01-$500.00 ________Payroll deduct in _____equal payments

8 Payments- - - - - - - - $500.01 - $1,000.00 according to the deduction schedule.

12 Payments- - - - - - - - $1,000.01-$1,800.00 ________I request a meeting with a Payroll Representative

Not to exceed $200- - - Over $1,800.01per paycheck

Signature of Employee: ___________________________________________________________________________

Payroll Contact: __________________________________ Admin. Signature: ______________________________

Phone Number: ___________________________________ Date: _________________________________

A COPY OF THIS FORM MUST BE FORWARDED TO YOUR PRINCIPAL OR ADMINISTRATOR PAYROLL USE ONLY

Processed By:______________________________ Date Received:____/____/_____Date Del/Chg:____/____/____

Overpay Amt: $____________ Recovery Amt: $__________ Recovery Beg_____/_____/_____End____/____/____

SAWGRASS TECHNOLOGY PARK-1643 N. HARRISON PKWY. BLDG. H, SUNRISE, FL 33323I:Payroll2:Deletion/Change Form

OPTION 2

OPTION 3

I__________________________________, agree with the above information that shows I have been paid wages/hour inerror. I have checked one of the repayment methods and signed below approving the payroll deduction, which willcommence next pay period.

OPTION 1

Section 2-77

PAYROLL NOTIFICATION-ADJUSTMENT OF WAGES/DELETION OF HOURS FORMNon-Instructional Bargaining Units Only

Employee Name: _________________________________________________ Personnel #: __________________

Location Name: _________________________Location Number: _________ Pay Area: AA_______ BB_______

Complete the following section for change/deletion of wages/hours: Deletion of Recurring/One Time Payment: Wage Type_____________Effective____/____/____ Amount$___________

Change of Recurring/One Time Payment: Wage Type_____________ Effective____/____/____ Amount$___________



Enter PLV for ____/____/_____ for_______ hours Enter PLV for ____/____/_____ for_______ hours

Enter PLV for ____/____/_____ for_______ hours Enter PLV for ____/____/_____ for_______ hours

REASON FOR CHANGE/DELETION and/or PLV: ____________________________________________________________________________________________________________________________________________________

THE SCHOOL BOARD OF BROWARD COUNTY, FLORIDAPAYROLL

Telephone Number (754) 321-8150 Fax Number (754) 321-8231

This form should only be completed by the Payroll Contact when an employee has been paid wages/hours in error orin advance of days worked . Once completed, please fax signed form to Payroll for hours previously paid. Location should continue to delete hours entered, but not yet paid.

Please DO NOT use this form if employee IS NOT a part of the Non-Instructional bargaining units.

I__________________________________, agree with the above information that shows I have been paid wages/hours in error I have checked one of the repayment methods and signed below approving the payroll deduction which will

DEDUCTION SCHEDULE DEDUCTION OPTIONS: 1 Payment- - - - - - - - - $1.00 - $100.00 ________Single payroll deduction. or more at the employee's option

4 Payments- - - - - - - - $100.01-$500.00 ________Payroll deduct in _____equal payments

8 Payments- - - - - - - - $500.01 - $1,000.00 according to the deduction schedule.

12 Payments- - - - - - - - $1,000.01-$1,800.00 ________I request a meeting with a Payroll Representative

Not to exceed $500- - - Above $1,800.00

per paycheck

Signature of Employee: ___________________________________________________________________________

Payroll Contact: __________________________________ Admin. Signature: ______________________________

Phone Number: ___________________________________ Date: _________________________________

A COPY OF THIS FORM MUST BE FORWARDED TO YOUR PRINCIPAL OR ADMINISTRATOR PAYROLL USE ONLY

Processed By:______________________________ Date Received:____/____/_____Date Del/Chg:____/____/____

Overpay Amt: $____________ Recovery Amt: $__________ Recovery Beg._____/_____/_____End____/____/____

SAWGRASS TECHNOLOGY PARK-1643 N. HARRISON PKWY. BLDG. H, SUNRISE, FL 33323I:Payroll2:Deletion/Change Form

If the affected employee is on an unpaid leave of absence, repayment will involve direct payment from the employee to the Board.

in error. I have checked one of the repayment methods and signed below approving the payroll deduction, which willcommence in two pay periods

OPTION 1

OPTION 2

OPTION 3

Section 2-78

REFERENCE NUMBER: SEPARATION OF EMPLOYMENT (RESIGNATION) AND RETIREMENT FORM

CHOOSE ONE: RESIGNATION RETIREMENT

Form #4049 Revised 01/2012 Instructional Staffing

COMPLETE IF RESIGNING OR RETIRING FROM BROWARD COUNTY PUBLIC SCHOOLS THIS ACTION TERMINATES THE EMPLOYEE FROM THE DISTRICT.

• If the employee is resigning from Broward County Public Schools, attach this form to the Separation of Employment iForm.

• If the employee is retiring, the employee must meet with the Benefits Department. The Benefits Department will forward this form to the location and Personnel Records. No action is required by the location.

EMPLOYEE INFORMATION TYPE OF EMPLOYEE: INSTRUCTIONAL NONINSTRUCTIONAL LAST NAME FIRST NAME MI SAP PERSONNEL NUMBER LOCATION # LOCATION NAME POSITION TITLE EFFECTIVE DATE OF SEPARATION/RETIREMENT FROM BROWARD COUNTY PUBLIC SCHOOLS (THIS IS THE FIRST DAY YOU ARE NO LONGER EMPLOYED BY SBBC):

ACCESS ESS TO VERIFY/UPDATE YOUR PERMANENT ADDRESS. YOUR LAST PAYCHECK WILL BE MAILED TO YOUR PERMANENT ADDRESS.

Indicate the PRIMARY reason for your voluntary separation (choose one): Accepted a job not in another School District (51/C/M) Accepted a job in another Florida School District (49/B/M) Accepted a job in another School District outside of Florida

(50/L/M) Dissatisfied with Pay (43/D/A) Dissatisfied with Working Conditions (48/D/D) Family Obligation (42/E/F) Inadequate Benefits (52/E/K) Lack of Opportunity for Advancement (X/E/B)

Non-job connected due to medical reasons (61/E/M)

Military (70/E/M) Personal (44/E/F) Relocation (46/E/H) Retirement (30/A/I) ________________________ Retirement/Disability (31/A/I) ________________ Returned to School (47/E/G) Resigned in Lieu of Termination During

Probationary Period (07/N/E)

Please rate your level of satisfaction in the following areas (1 = least satisfied, 5 = most satisfied) Salary Benefits Work Environment Training/Orientation Administrative Support District Support Additional Information to be Completed by Instructional Employees: Accepted another teaching position:

At a non-public school within the District (A)__________ Within another district in Florida (B) _____________ Outside the State of Florida(C) ____________________

Accepted another position in the field of education: Within another district in Florida (E) _____________ Outside the state of Florida(F) ____________________

Accepted a position other than teaching or the field of education:

Within another District in Florida (H) Outside the State of Florida (I)

Not Applicable Declines to disclose future plans (Y) Has not accepted employment elsewhere (Z)

Employee’s Signature: Date:

Section 2-79

BUSINESS PRACTICES

Section 3

Business Practice Bulletins (BPBs) are publications developed various departments and maintained and published by ERP. These bulletins document standard accounting and purchasing practices of the School Board of Broward County in accordance with Board Policy. They give step-by-step directions and display required forms to aid employees in the performance of their duties. Business Practice Bulletins are located on the ERP web site at www.broward.k12.fl.us/ , click on Business Practice Bulletins. The list of BPBs will be displayed showing the bulletin number and the title of the bulletin. Any bulletin viewed through the web site will be the current bulletin in place at the time. New Business Practice Bulletins or revised BPBs are distributed electronically, via the Internet. A memo will be sent to the Administrator (cc’d to Budgetkeepers/Bookkeepers) citing changes that were made and giving directions to the web site. If you cannot access the Internet site, contact ERP at 754-321-8120. If you have questions regarding the content of a bulletin, contact the department the bulletin was prepared by for assistance. The most commonly used Business Practice Bulletins: A-429 Rental of School Board Facilities A-435 Travel Reimbursement Procedure A-442 Mileage Reimbursement A-466 Use of Consultants/Clinicians/Tutors H-220 Additional Assignments

BUSINESS PRACTICE BULLETINS

Section 3-1

BASIC BUDGET CODING

Coding is the mechanism for designating expenses within a location’s budget. Coding indicates the source of revenue, purpose of the expenditure and the responsible budget location.

• Coding information is located in Business Practice Bulletin A-401 (Chart of

Accounts).

• Revisions to BPB A-401 are the responsibility of the Financial Reporting Department.

• A Chart of Accounts for SAP 6.0 is available online at:

http://www.broward.k12.fl.us/comptroller/finrptg_doclinks.htm

Class participants must attend a separate Chart of Accounts training provided by Financial Reporting prior to their ERP Budget 201 or Procurement 201 classes.

ACCOUNTING STRINGS Business Area – Used to designate specific Department/Area/Site (4 digits) Commitment Item – Class + Object + 000 (8 digits) Same number as G/L Account Cost Center - Business Area + Type + Location + 0 (10 digits) Fund – Fund number (4 digits) Fund Center – Business Area + Type + Location + 0 (10 digits) Functional Area – Function + Activity + 0000000 (16 digits) G/L Account – Class + Object + 000 (8 digits) Same number as Commitment item Grant - Coding provided by Grants Office (will start with letters A-L) Order – Coding provided by Budget Office (will start with letter O) WBS Element – Coding provided by Grants Office or Project Management (used instead of Cost Center/Fund Center) Funded Program – Coding provided by Grants Office

SAP Accounting StringGL Acct Cost Center Order WBS Element Fund Grant Functional Area Business Area Fund Center Cost Element Commitment Item

(8) (10) (12) (14) (4) (14) (16) (4) (10) (8) (8)

End User will enter the coding in the applicable fields below: Then SAP will complete the fields below:

Section 3-2

Each transaction debiting or crediting a location’s budget is to be identified with a document number. For those transactions not already numbered and tracked by SAP, the following format is to be used by each location to issue document numbers.

Budget Transfer Assigned by SAP system Journal Entry Assigned by SAP system Requisitions (Standard, Framework, Stock Transport) Assigned by SAP system

BECON Request 6 digits: type + 5 sequential numbers Check Request 6 digits: type + 5 sequential numbers Expense Voucher (Non-county personnel) 6 digits: type + 5 sequential numbers Mileage Voucher 6 digits: type + 5 sequential numbers Printing Request 6 digits: type + 5 sequential numbers School Activity Purchase Order (SAPO) 6 digits: type + 5 sequential numbers Travel Voucher 6 digits: type + 5 sequential numbers

To determine the “type” to be used in document numbering see the list below:

TYPE= One-digit number indicating the TYPE of location: 1 = elementary school 2 = middle school 3 = high school 4 = exceptional & dropout prevention center 5 = adult and vocational center (stand alone) 6 = adult/community (on same site as day school) 9 = district administrative site 0 = department The document numbers are determined by using the “type” plus the next available sequential number from the Transaction Log.

Examples: If the last document number on the transaction log for Morrow Elementary School was 100154, then:

Next document number for a Check Request for Morrow Elementary School: Type + Next 5 Sequential Numbers = Document #

1 00155 100155

Next document number for a Mileage Voucher Morrow Elementary School: Type + Next 5 Sequential Numbers = Document #

1 00156 100156 and so on……

Section 3-3

(continued) Examples: If the last document number on the transaction log for Plantation Middle School was 200312, then:

Next document number for a Check Request for Plantation Middle School: Type + Next 5 Sequential Numbers = Document #

2 00313 200313

Next document number for a Mileage Voucher Plantation Middle School: Type + Next 5 Sequential Numbers = Document #

2 00314 200314 and so on……. Examples: If the last document number on the transaction log for Ely High School was 300221, then:

Next document number for a Check Request for Ely High School: Type + Next 5 Sequential Numbers = Document #

3 00222 300222

Next document number for a Mileage Voucher Ely High School: Type + Next 5 Sequential Numbers = Document #

3 00223 300223 and so on……. Examples: If the last document number on the transaction log for the Department was 000431, then:

Next document number for a Check Request for the Department: Type + Next 5 Sequential Numbers = Document #

0 00432 000432

Next document number for a Mileage Voucher the Department: Type + Next 5 Sequential Numbers = Document #

0 00433 000433 and so on…….

Section 3-4

TRANSACTION LOG FORM

COLUMN HEADINGS:

The following information must be logged for each budget transaction:

Grant # (If Applicable) Enter the Grant number to which the transactions are to be charged. (When tracking grants, a separate log may be used for each grant.) 14 Digits = Grant Type(1) + Location that owns(4) + Grant Number(4) + Period(.) + Location where spent(4) Ex. B97790001.0809 (Headstart for 2011-2012)

Date Date transaction is logged.

Vendor Name If transaction is a Check Request, Mileage Voucher, etc., enter the name of the vendor or person being paid. (Be sure to use at least a first initial and last name for individuals.)

Document Number Number of the document (i.e., Check Request, Mileage Voucher, etc.) issued by the location.

Amount Dollar amount of transaction.

G/L Account (8) Class + Obj + 4 zeroes

Enter the G/L Account to which this transaction is charged. Ex. 55110000 (Supplies)

Fund (4) # + 0

Enter the Fund to which this transaction is charged. Ex. 1000 (General Fund)

Functional Area Enter the Functional Area to which this transaction is charged, when applicable. 16 Digits = Function(4) + Activity(5) + Zeros(7) Ex. 6400123010000000 (Prof. Development / inservice)

Internal Order/WBS Element Enter the Internal Order (same as Funded Program) to which the transaction is charged, when applicable. 10 Digits = Always “O” for Internal Order(1) + Alpha Character(1) + Type(1) + Location(4) + Number(3) (consecutive numbering). Ex. OG20551001 (Special Project at Plantation Middle) Or Enter the WBS Element to which the transaction is charged, when applicable. 14 Digits = Alpha Character(1) + Project Number(6) + Phase(2) + Sub-Phase(2) + Period(.) 3 digits (2, 9, 12 digit areas) Ex. C9817000101.3731 (Title III at Everglades High)

Originator The person at your location that initiated the transaction (for orders, this may be the person to whom the merchandise will be delivered).

Description Brief description of the item(s) ordered or of the type of document being logged, (i.e., for mileage voucher, enter March 2012--if the mileage voucher being logged is for the month of March 2012, etc.)

Section 3-5

Attached Lists The Attached List form should NOT be used for items over $1,000 (assets). All assets (over $1,000 each) should be ordered as individual line items on a Standard Requisition. When receipting these items online, additional information must be added to the receipting document (FISH Room #, Serial number, etc.).

Miscellaneous Information Internal Accounts and Grant Orders: Internal Account orders should be logged separately. Maintain a separate log sheet for these orders. You should also keep a separate Transaction Log for any orders paid by Grant funds.

Section 3-6

TRANSACTION LOGEXHIBIT 1

GRANT #________________________________






Location______________________________


TRANSACTION LOGEXHIBIT 1

GRANT #________________________________




Elementary School Examples

8/13/2008 Binder express 100001 25.00$ 55110000 1000 5652000000000000 Charlie Checker FCAT supplies -

7/10/2008 Jane Doe, Principal 100002 25.00$ 53360000 1000 7301000000000000 Jane Doe Mileage Voucher form

Middle Shool Example

7/25/2008 Angi Smith 200001 310.00$ 53310000 1000 6122121090000000 Guidance Travel Reimbursement

High Shool Example

8/20/2008 Mr. Baseball 300001 50.00$ 53990000 1000 5103000000000000 Mr. Baseball Athletics form



Location______________________________


WHO IS A CHECKER?

A Checker is the des ignated person who checks the items received agains t the packing slip/delivery paperwork of the purchase order. The Checker is someone other than the person entering the receipt on-line. The items received and any differences are re corded on the packing slip/deliver y paperwork of the purchase order. The Checker then signs and dates the package slip/delivery paper work and returns it to the Budgetkeeper.

Follow this procedure to check in orders to eliminate any auditing problems.

“CHARLIE CHECKER”

PLEASE NOTE:

The Checker procedures should apply to all deliveries, meaning someone other than the person doing the online receivin g or invoic e processing should be verifying contents of packages delivered.

The specific online receiving instructi ons in this section apply to Standard Purchase Orders (PO number starts with 45) and the receiving location s hould NOT see invoices for these deliveries. ( However, on occas ion, Accounts Payable may send the location a copy of an invoice asking them to receive the items online.)

Note: Installable items (i.e., computers, printers, etc.) should only be rec eived online after installation or once 30 days has elapsed since it arrived on site.

For Framework Purchase Orders (PO num ber starts with 75), the location should be receiving an invoic e that should be c ompared to the pac king slip/delivery paperwork for accuracy, t hen approved by the Administrator. Online receiving is NOT done on these types of purchase orders.

Remember, all invoic es submitted to Accounts Payable need to be stamped with the “Goods & Services” stamp to note the actual date goods and services are received. (see page 4.9)

For additional information regar ding this stamp, contact Accounts Payable at 754-321-8250.

I am Charlie Checker

Section 3-9

COMPLETE SHIPMENTS

1. Checker checks merchandise against packing slip/delivery paperwork. 2. If the order is correct and complete, the Checker must write “ORDER

COMPLETE”, sign and date the bottom of the packing slip/delivery paperwork. 3. Checker will submit packing slip/delivery paperwork to Budgetkeeper. 4. Principal/Department Head will sign and date the packing slip/delivery

paperwork. No on-line approval is required. 5. Budgetkeeper will review packing slip/delivery paperwork, and enter receipt on-

line. 6. Attach signed packing slip/delivery paperwork to purchase order

documentation. 7. Place documentation in a tickler file for follow-up after approximately 10

business days. 8. Check financial system to verify payment has been made before filing in

closed purchase order file.

Note: Installable items (i.e., computers, printers, etc.) should only be received online after installation or once 30 days has elapsed since it arrived on site.

PARTIAL SHIPMENTS

1. Checker checks merchandise against the packing slip/delivery paperwork. 2. Checker must note quantities received and the date on the packing slip/delivery

paperwork. 3. Checker will submit packing slip/delivery paperwork to Budgetkeeper. 4. Principal/Department Head will sign and date packing slip/delivery paperwork of

PO. No on-line approval is required. 5. Budgetkeeper will review packing slip/delivery paperwork and enter receipt on-

line only for those items received. 6. File paperwork in Open P.O. file. 7. When balance of merchandise comes in, have Checker note it on packing

slip/delivery paperwork and if the order is now complete, note “Order Complete”; Checker signs and dates paperwork.

8. Principal/Department Head will sign the packing slip/delivery paperwork. No on-line approval is required.

9. Budgetkeeper will review packing slip/delivery paperwork, and enter any additional receipt on-line.

10. Place documentation in a tickler file for follow-up after approximately 10 business days.

11. Check financial system to verify payment has been made before filing in closed purchase order file.

If the vendor will not ship remainder of order, it must be noted on the packing slip/delivery paperwork. The Budgetkeeper will then complete a Change Order

Request Form to make appropriate adjustments to the Purchase Order.

Section 3-10

SHORTAGES

1. Checker checks merchandise against the packing slip/delivery paperwork. 2. Checker must note quantities received, the date and any delivery shortage

information on the packing slip/delivery paperwork. 3. Checker will submit packing slip/delivery paperwork to Budgetkeeper. 4. Principal/Department Head will sign the packing slip/delivery paperwork. No

on-line approval is required. 5. Only quantity received will be received online by the Budgetkeeper. 6. Place paperwork in open P.O. file. 7. Notify vendor of shortage. 8. When shorted items arrive, complete as if a partial order had been completed. 9. If the missing item(s) will not be delivered, note on packing slip/delivery

paperwork. 10. Budgetkeeper must process a Change Order Request Form to unencumber

amount left on P.O. line. Note: If item ordered is a set, but delivered incomplete, contact vendor and hold paperwork until remainder of set arrives. Incomplete sets cannot be receipted

on-line.

RECEIVING DAMAGED MERCHANDISE

1. Checker checks merchandise against packing slip/delivery paperwork. 2. Checker will make a notation of the damage on packing slip/delivery

paperwork. 3. Contact vendor and report it. 4. Notate if merchandise will be replaced by the vendor on packing slip/delivery

paperwork. 5. The Checker will submit the packing slip/delivery paperwork to the

Budgetkeeper. 6. Budgetkeeper will enter receipt on-line, and immediately return it on-line. 7. Enter “DMG” as reason for return. 8. File in open P.O. file. 9. When replacement arrives, pull the P.O. and check as per normal procedure. 10. If the item(s) is not to be replaced, the checker will notate “Order Complete” on

the approved packing slip/delivery paperwork and send the paper work to the Budgetkeeper also notating “DAMAGED, DO NOT PAY”.

11. Budgetkeeper will enter the receipt for the damaged item(s) on-line and then return them in the system immediately.

Section 3-11

RECEIVING AN OVERAGE

1. Checker checks merchandise against packing slip/delivery paperwork. 2. If MORE than the original order was delivered, Checker notes this on the

packing slip/delivery paperwork, signs and dates it. 3. Checker will submit packing slip/delivery paperwork to Budgetkeeper. 4. Budgetkeeper will notify Principal/Department Head that there was an overage

on the delivery. 5. The Principal/Department Head must then determine if they wish to keep the

additional item(s). If Overage will not be accepted by the Principal/Department Head: • If overage is not acceptable, write “Overage Returned, Do Not Pay” on packing

slip/delivery paperwork and arrange to return the extra item(s) to the vendor. • Principal/Department Head signs packing slip/delivery paperwork. • Budgetkeeper will enter the total quantity that was received/kept on-line. They

will then do an immediate return for the overage.

Note: Before approving an overage, the Budgetkeeper should review their budget status to ensure that there are proper funds available. If an account is in a deficit position, a budget transfer must be entered or this transaction and future transactions cannot be processed against this account.

If Overage will be accepted by the Principal/Department Head: • If overage is accepted, write “Overage Accepted” & “Order Complete”. • Principal/Department Head signs packing slip/delivery paperwork. • Further processing in SAP may be needed. Contact Purchasing for information

on how to process receipting overages in SAP.

UNIDENTIFIED SHIPMENTS

1. Do not receive on-line. 2. Identify correct location the delivery belongs to, and contact them. 3. If location is unidentifiable, report problem to vendor. 4. If package is unidentifiable, arrange to have goods picked-up by vendor.

Section 3-12

RECEIVING SUBSTITUTIONS

1. If a bid item is ordered, the vendor must ship that exact item. (NOTE: Substitutions are not allowed without the approval of the appropriate Purchasing Agent in the Supply Management & Logistics Department.)

2. The Checker must note on the packing slip/delivery paperwork that a substitution arrived, then sign and date it.

3. The Checker will submit the packing slip/delivery paperwork to the Budgetkeeper.

4. The Budgetkeeper will contact the appropriate Purchasing Agent for the specific commodity involved.

5. If the substitution is not acceptable, it should be noted on the packing slip/delivery paperwork along with the Purchasing Agent’s name and the date they were told the substitution was not acceptable.

6. The Budgetkeeper should receive the item on-line (because it did actually arrive) and immediately on the same day return the item on-line. (This will result in a net of zero being put into inventory.) At the discretion of the Purchasing Agent, the P.O. line may be deleted and a new one added.

7. Arrangements would have to be made to return the unacceptable substitution to the vendor.

8. If the substitution is acceptable, and approved by the Purchasing Agent, “Substitute MDSE Accepted” must be noted on the packing slip/delivery paperwork, along with the Checker’s signature and date as well as the name of the Purchasing Agent who approved the substitution and the date of the approval.

9. The Principal/Department Head must also sign the packing slip/delivery paperwork.

10. The Budgetkeeper will enter the receipt on-line, along with putting the substituted item description in the “NOTES” field of SAP Goods Receipt Purchase Order screen.

RECEIVING TEXTBOOK (DEPOSITORY) ORDERS Material received from the Florida Sc hool Book Dep ository will arrive with two paper instruments: a packing slip and a freight bill. The carton count on the signed freight bill must be accurate when receivin g materials. Signing a f reight bill verifies the number of cartons that are received, not the content of the cartons. It is recommended the packing list be used for checking in the orders. The Textbook Warehouse will process all shortage claims. Indicate any shortages and/or overages on the pac king list and fax to the Textbook Warehouse at 754-321-4521.

Section 3-13

RECAP of Orders, Packing Slips and Invoices” Orders starting “45xxxxxxxx” are Standard Requisitions

Checker verifies delivery on packing slip Administrator must sign packing slip Receipting done line item by line item in SAP

- For assets, must include FISH location and Serial # No invoice at site

The Admin signature on the packing slip provides “remote approval, since no invoice will arrive at the site

Orders starting “75xxxxxxxx” are Framework Requisitions Checker verifies delivery on packing slip No online receipting needed Administrator must sign invoice – send original to A/P

The Admin signature on the invoice gives Accounting permission to pay, since there is no online receipt. Keep a copy of the approved invoice.

Orders starting “95xxxxxxxx” are Stock Orders (items from Supply Warehouse or Textbook Warehouse)

Checker verifies delivery of items on stock order No online receipting of stock order items delivered to

schools/departments (except for FNS) No invoice will come to the site

- Take note of total amount charged on stock order - Order was placed using “average” price. Budget will

be charged actual price. If there is an error in the delivery (shortage, breakage, etc.),

contact the warehouse and complete a Stock Order Maintenance form.

Section 3-14

Order form

Apply Purchasing Policies (Policy 3320

• Check Warehouse (catalog

online)

• Search for Specific Item (CCM)

• Search for Specific Vendor (Desired vendor field)

• Off-Bid—Any Vendor $5,000

• +$5,000 – Additional Rules

Vendor ships mdse. to location and sends invoice to AP

Mdse. arrives

Checked in by “Charlie Checker”

Online Receiving for

Standard PO’s (45)

(NO INVOICE) Admin. will

sign packing slip

Signed Invoice for Framework PO’s (75)

(Admin. will sign actual

invoice)

Invoice to AP

AP reviews invoice and

depending on the type of PO

does the following

Enter Requisition

Online

Requisition approved by administrator

online

Routes systematically to

Purchasing—becomes

Purchase Order

Purchase Order is sent

to vendor

Standard (Online Receiving)

Framework (Signed Invoice)

Invoice waits to match the completed receiving and then a check is processed

Sends invoice to location for approval – invoice is returned to AP – check is processed

Verify payment is made before filing paperwork in closed folder

Enter Online Receipt

Determine which type of requisition needs to be done:

• Stock Transport (Warehouse

and Textbook) • Standard (for specific line

items) • Framework (all others and

attached lists)

Section 3-15

Section 3-16

Section 3-17

Section 3-18

Section 3-19

Section 3-20

Section 3-21

Section 3-22

Section 3-23

Section 3-24

Section 3-25

Section 3-26

Section 3-27

ORGANIZATIONAL TECHNIQUES

Section 4

FILING GUIDELINES

Purpose:

Establish a filing system. Maintain separate files for forms impacting budget. Most documents must be filed in numerical order. (Others may be

filed alphabetically, when indicated.) Most recent document must be filed toward the front.

Additional: Must also file/organize:

Catalogs PAFs Blank forms

(SUGGESTION: Verify that each transaction is paid/deducted from the budget prior to filing any paperwork in closed files.) BECON Requests, Open:

• Copies of initial Requests submitted to BECON. • Maintained in numerical order, most recent (highest) document number (assigned

from Transaction Log) to the front. BECON Requests, Closed:

• Copies of completed/delivered Requests submitted to BECON, plus any other paperwork and/or SAP report (i.e., KSB1) that shows charges deducted from location’s budget.

• Again, maintained in numerical order, most recent (highest) document number to the front.

Bids (now located online @ www.broward.k12.fl.us/supply/ “Contract Listing”

Section 4-1

FILING GUIDELINES (continued)

Budget Transfers (worksheets):

• Copies of budget transfer worksheets (with SAP-assigned document number noted on front).

• Maintained in numerical order, most recent (highest) document number to the front. Check Requests:

• Copies of check requests submitted to Accounts Payable, most recent (highest) document number (assigned from Transaction Log) to the front.

• Must contain copies of: o Check request form o Signed invoice o Signed packing slip (if available) o SAPO, if applicable

Vouchers (Expense, Mileage, Travel):

• Copies of vouchers submitted to Accounts Payable, most recent (highest) document number (assigned from Transaction Log) to the front OR alphabetically by person’s name on the voucher (last name, then first).

• Depending on volume, can separate into three files. Journal Entries:

• Copies of approved journal entries (along with a copy of budget printout being corrected), files chronologically, most current date to the front.

Printing Requests, Open:

• Copies of initial Requests submitted to Printing Services. • Maintained in numerical order, most recent (highest) document number (assigned

from the Transaction Log) to the front. Printing Requests, Closed:

• Copies of completed/delivered Requests submitted to Printing Services plus any other paperwork and/or SAP report (i.e., KSB1) that shows charges deducted from location’s budget.

• Again, maintained in numerical order, most recent (highest) document number to the front.

Section 4-2


Requisitions, Open:

• Copies of Order Form that initiated the order plus any supporting documentation (“packet”), with SAP-assigned requisition number noted on front. (NOTE: There are times it may only be an Order Form.)

• Depending on volume, can separate into two Open Requisition files (Standard and Framework).

• May be filed either numerically by Requisition number, most recent (highest) document number to the front OR alphabetically by vendor name.

Purchase Orders, Open:

• When Purchase Order number is assigned to a requisition by SAP, pull the corresponding vendor requisition “packet” from the Open Requisition file.

• Note Purchase Order number assigned, then file in the Open Purchase Order file (pending delivery).

• Depending on volume, can separate into two Open Purchase Order files (Standard and Framework).

• May be filed either numerically by Purchase Order number, most recent (highest) document number to the front OR alphabetically by vendor name.

Purchase Orders, Closed: When merchandise arrives or service is completed:

• If Standard Purchase Order, receive online (following policy guidelines), attach the signed/approved packing slip/delivery paperwork to the “packet”. (See BPB P-100 or “Charlie Checker” information, page 3.10).

• If Framework Purchase Order, submit approved invoice to Accounts Payable, keeping a copy of the invoice attached to “packet”. Make sure the PO# is on the invoice.

• If delivery is not complete, then re-file in the Open Purchase Order file. • If delivery is complete, file in the Closed Purchase Order file. • Depending on volume, can separate into two Open Purchase Order files (Standard

and Framework). • May be filed either numerically by Purchase Order number, most recent (highest)

document number to the front OR alphabetically by vendor name.

Section 4-3


School Activity Purchase Orders (SAPO) Open: Order Forms (P-Card), Open:

• Copies of approved SAPO attached to copy of Order Forms (for P-Card purchases), pending payment of invoice.

• Maintained in numerical order, most recent (highest) document number (assigned from Transaction Log) in front.

• If charged to Internal Accounts, file in the appropriate Internal Accounts file. • Specific training on P-Card ordering will be provided by Carmelo Guerra (P-Card

Coordinator 754-321-0526) School Activity Purchase Orders (SAPO) Closed: Orders Forms (P-Card), Closed:

• THIS IS NOT A PHYSICAL FILE. • Payment For SAPO’s from the budget are processed via Check Request. Therefore,

when Request is sent to Accounts Payable, documentation should be filed in the Check Request folder. (See Check Requests)

• Orders (P-Card) that are complete should be filed with the corresponding delivery paperwork and appropriate budget documentation attached.

• Maintained in numerical order, most recent (highest) document number to the front. Stock Transport Requisitions (Warehouse/Textbook):

• Copies of all supporting documentation for the Stock Transport Requisition (including Order Form that initiated order), with SAP-assigned Stock Transport requisition number noted on front of “packet”.

• There should be separate files for Warehouse and Textbook Stock Transport orders. • There should be an Open and Closed file for each.

Open File should contain:

• Stock Transport orders pending delivery, filed numerically, most recent (highest) document number to the front.

• Orders that have been partially received with the corresponding Stock Transport Order delivery paperwork attached and re-filed in numerical order, most recent (highest) document number to the front.

Closed File should contain:

• Stock Transport orders that are complete with the corresponding Stock Transport Order delivery paperwork attached.

• Maintained in numerical order, most recent (highest) document number to the front.

Section 4-4


Vehicle Maintenance Invoices:

• Copies of signed invoices for vehicle maintenance (service, gasoline, etc.) maintained in numerical order, most recent (highest number) to the front.

Work Orders (COMPASS):

• Copies of work order estimates and charges, filed with the most recent to the front. • Work with custodian (or anyone else who may sign for work completed) to obtain

copies of Work Order paperwork in order to verify charges to the budget.

Section 4-5

OTHER RECOMMENDED FILES These files are not required but may be helpful when filing/tracking information. Budget Reports:

• SAP Reports: Staffing Report KSB1

Monthly Expenditures Year to Date Expenditures

FAGLB03 Expenses charged to Internal Accounts

(Fund 8920; Functional Area 1142000000000000)

• BI Reports Comprehensive Budget Status Staffing Report

Position Control Documents:

• Electronic files: Position Create Forms Position Change Forms Staffing Reports

• Hard copy files Noninstructional Personnel Action Forms (PAFs) for new-hires

Section 4-6

RECAP of FILING GUIDELINES

1) A staff member completes an order form. The form is filled out, including vendor name, contact info, item #, quantity, @ pricing, etc.

2) Budgetkeeper codes order form and if OK to or der, enters items into SAP

system one line at a t ime. Order form is filed in Requisitions-Open file until it becomes a Purchase Order.

3) Once the PO# is known, write it on the order form and file it in t he Purchase

Orders -Open file 4) The items are delivered to the location. Charlie Checker verifies delivery and indicates

on the packing slip 5) If a STANDARD ORDER (45xxxxxxxx):

a. Administrator signs packing slip b. Budgetkeeper receipts line items one by one in SAP, writes receipt document # on

packing slip and staples the packing slip to the back of the order form. c. If order is complete, file in Purchase Orders-Closed file

6) If a FRAMEWORK ORDER (75xxxxxxxx) – a. Budgetkeeper attaches packing slip to the back of the order form and holds for

invoice b. Once invoice arrives, Budgetkeeper compares it to packing slip c. Admin signs invoice d. Budgetkeeper sends original invoice to Accounts Payable and attaches a

copy of the approved invoice to the order packet e. If order is complete, file in Purchase Orders-Closed file

7) If items are still on back-order, return the order packet to the Purchase Order – Open file for future deliveries.

Similar processes are followed for Stock Transport Orders, Becon Orders, etc.

Section 4-7

NOTES

Section 4-8

Organize your desk:

• Put all like things together in temporary file folders and label.

• Make a “questions” list.

Locate the following:

• Open Purchase Order File

• Closed Purchase Order File

• Transaction Log

Look for INVOICES/PACKING SLIPS

• Find the Purchase Order number on the invo ice. This will be a t en-digit number that begins with either 45 or 75.

• Look for documentation that supports the Purchase Order (p ossibly in Open Purchase Order File) and pull it out.

STANDARD PURCHASE ORDERS (P.O. # starts with 45)

• Verify receipt of items listed on packing slips/delivery documents Has Charlie Checker confirmed receipt (signature)? You should not receive invoices for items ordered on Standard Purchase

Orders. Did Administrator sign packing slip/delivery document?

• Make a file folder “Receiving On-Line” and hold until you get training and security to go on-line and receive.

Your online receipting confirms Administrative approval for Accounts Payable to pay the vendor.

Section 4-9

FRAMEWORK PURCHASE ORDERS (P.O. # starts with 75)

• Verify receipt of items listed on packing slip/delivery document. Has Charlie Checker confirmed receipt (signature)? You should receive invoices for items ordered on Framework Purchase

Orders.

• Check the packing slip and attached list against the invoice to be sure you are being billed only for what was received.

• Stamp the invoice with the “goods and service” stamp and have the Administrator/ Department Head approve the invoice. (see sample stamp pg. 4.9)

• Make a copy of the invoice for your records. (see Invoice Duplication pg. 4.10)

• Send the original approved invoice to the Accounts Payable Department via the pony mail.

• Staple the copy of invoice, packing slip/delivery document and the attached list together.

If the order is complete, put in a tickler file to verify (once you get your security) that the payment is actually made; then file in the Closed Purchase Order File, alphabetical by vendor.

If the purchase order remains open (partial shipment), file in the Open Purchase Order File until the order is complete; then follow steps for a complete order above.

STOCK TRANSPORT ORDERS (# starts with 95)

• Verify receipt of items listed on packing slip/delivery document. Notify warehouse of any shortage No additional paperwork or goods receipt needs to be processed

IF THERE IS NO PURCHASE ORDER NUMBER ON THE INVOICE:

Look at the Transaction Log and try to find the same vendor’s name on the log. If you find a six-digit number on the in voice that matches a document number on the log for the same vendor, it wa s probably ordered on a School Activity

Purchase Order (SAPO) or Check Requ est. If so, follo w instructions on next page for SAPO’s and Check Requests.

Section 4-10

IF THERE IS NO ENTRY ON THE TRANSACTION LOG:

• If a match is not found, it is possible that the item was purchased via P-Card. • If no vendor requisition/purc hase order was initiated for this order, it will pr obably

have to be paid on a Check Request. • Check with the Administrator in charge of the budget to see how it is to be paid.

IF THE INVOICE IS FOR A SAPO AND IS TO BE PAID BY CHECK REQUEST:

• Complete the Check Request Form.

• Stamp the invoice with “goods and service” stamp and have the Administrator/Department Head sign the invoice and the Check Request form. (see sample stamp pg. 4.9)

• Make a copy of the si gned Check Request and the invoice. (see Invoice Duplication pg. 4.10)

• Send the original Check Request and in voice to Ac counts Payable via the pony mail.

• File the copy of the Che ck Request, copy of the invo ice and SAPO together in a tickler file to verify, once you get your security, that payment is actually made.

• After verifying payment, file in the Check Request file. INVOICES MARKED PAST DUE OR SECOND NOTICE:

• Put these in a separate file until you finish training and get your security codes to inquire on-line to see if payment was made. In an emergency situation, call Accounts Payable and ask if it has already been paid.

Section 4-11

HAVE YOU SEEN THIS STAMP?

Date Goods/Services Received: _______________________________________ Received By: ______________________________________________________ __________________________________________ __________ Principal’s Approval Date All budgetkeepers/bookkeepers should be using this stamp on all invoices. A mandate from the external auditors requires this stamp be used to note the actual date goods and services are received on all invoices submitted to Accounts Payable. If the invoice is for a service, just put the date of the invoice in the date received field. In the event you need a Goods & Service Stamp for your location, a memo must be sent to Accounts Payable with the following information: (see sample memo below) For any questions regarding this procedure, contact Accounts Payable at 754-321-0617.

The School Board of Broward County, Florida Insert Name of School or Department

Date ____________________ To: Gretchen Mahoney, Sr. Accts. Payable Specialist Accounts Payable From: (Insert Name) Administrator/ Department Head Insert School/Department RE: GOODS & SERVICE STAMP To adhere to School Board bookkeeper/budgetkeeping practices, please order one (1) Goods & Services stamp for (insert school/department). Please charge the following account:

Amount G/L account (8) (Class + Obj. + O’s)

Bus Area (4) Cost Center (10) (BA + T + L + 0)

Fund (4) (# + 0)

Functional Area (16) (Function + activity + 0’s)

If you have any questions, please do not hesitate to contact me at XXX-XXXX (insert phone #).

Note: Memo must also have authorized signature in order to debit location’s budget.

Section 4-12

MOST INVOICES DO NOT NEED ADDITIONAL COPIES ATTACHED WHEN SENDING ORIGINAL APPROVED INVOICE TO ACCOUNTS PAYABLE. HOWEVER, THE FOLLOWING VENDORS DO NEED COPIES. BE SURE TO ATTACH A DUPLICATE COPY OF EACH INVOICE FROM THESE VENDORS:

City of Ft. Lauderdale

All Police Invoices ================================================= Any questions on this process, contact Accounts Payable at 754-321-0617.

INVOICE DUPLICATION

Section 4-13

NOTES

Section 4-14

Best Practices to Keep You Organized Catalogs

Remove/discard old books Call vendors – request current issues Use Media pocket cards for catalog sign-out

Forms Have a place set aside for blank forms frequently used by your staff

Order forms TDA forms Travel forms (travel vouchers, trip reports, mileage forms)

Files/Folders

Color code your files/folders each Fiscal Year

Share your Schedule

Discuss your plan with Administration Meet with Team/Department Leads

(ex. Mon = K-1; Tues = Art/PE/Music, etc) Explain the ordering process:

- Must be submitted on Order Form (in ink, all info filled in, no stickies, no emails)

Deliver supplies from storage on sched. days (ex. Mon = Team 1; Tues = Team 2, etc)

Establish process for Money Collection - No money envelopes “dropped off” or left on your desk - Employee must stay to validate count

Do YOU have any Best Practices to share??

Section 4-15

GLOSSARY

Section 5

BUDGETKEEPER – GLOSSARY

Account Assignment Category (Procurement)

Designates how a procurement expense will be charged. The following five account assignment categories will be covered in the Procurement course:

– <Blank> - Inventory (Warehouse) – Z – Asset (Use in Phase 1) – K - Cost Center – P - Project – Y - Grant

Accounting Rule The Accounting Rule is an accounting tool, which is indicated on some

reports by two digits in the column listed as (SS/AR).

Accounts Payable (AP)

The subsystem in SAP where invoices are paid and checks are written to vendors.

Accounts Payable (AP) Department

The department responsible for processing invoices for payment to vendors.

Activity Activity (digits 5-10 of the Cost Center) is used to combine groups of expenditures into specific budgets. The Regular Budget (FEFP) Activity is always “00000”. The Activities are included in the Chart of Accounts as part of the Functional Areas section.

Assets A Requisition item is considered an asset if its value exceeds $1,000

The account assignment category on a requisition is coded as “Z” for asset

Attached List Document elctronically attached to a standard requisition (10 or more

items)

AU Unit of measure that is used with “ORDER NOT TO EXCEED” or “ORDER WITH ATTACHED LIST” requisition line.

Section 5-1

Automatic Budget Postings

SBBC will also utilize Automatic Budget Postings (ABPs) to return unused budget for carry forward Pos. Information about ABPs is provided during Budget 201 Training.

Availability Control (AVC)

Availability Control Address is where budget control occurs in Funds Management (FM). The budget available for use is controlled by the Availability Control (AVC) restraints configured in ECC/SAP 6.0.

Available Funds File (AFF)

A file within Budgetary Control that maintains Allotments, Commitments, Encumbrances, Expenditures and Available Balance for each budget in the District.

Availability Report (FMAVCR)

The Original Appropriation is the amount finalized in September and authorized by the School Board for expenditures and encumbrances throughout the year.

The Current Allotment is the Original Allotment plus or minus all Budget Transfers made after the adoption date. from FMAVCR01 report

from BI Report

Balance Sheet Accounts

These accounts are used mainly by District Departments. An exception is when the School’s Internal Accounts are used to purchase an item from the Warehouse or on a Vendor Requisition. In this case the Balance Sheet Account coding of 11142100 would be used as the account element (GL Account).

BI-IP The SAP Business Intelligence–Integrated Planning client is divided in two large and separate processing areas, IP & BI. BI-IP provides an integrated platform for entering plan data, analyzing and reporting planned budget data.

Budget Coding Assistance

Your Area/Department Budget Office - or - Financial Reporting Department, 754-321-8262.

Section 5-2

Budget Document Types

OPSD – Operating - Schools and Departments (2XXXXXXXXX) OPBO - Operating – Budget Office (1XXXXXXXXX) GRNT - Grant Budget (3XXXXXXXXX) CAPL – Capital Budget (4XXXXXXXXX) PBCS – PBC Salary Savings (5XXXXXXXXX) YECB – Year End PO CFWD Budget (6XXXXXXXXX)

Budget Exception Any document line that is not accepted in SAP because there are not sufficient budgeted funds available for the account becomes a Budget Exception.

Budget Ledger ECC utilizes two budget ledgers for budget control: – ECC Standard ledger “9H” – This is the primary ledger for budget

control – Custom Ledger “B1” – This ledger includes the following additional

budget checks:

Budget Level Budget funds will be entered at the lowest level of FM account assignments (as applicable), i.e., the individual fund/fund center/funded program/grant/ functional area level and at the current MSA 3-digit object level for commitment items. – Exception: School budgets will reside at the current 1 digit MSA

object level

Budget Process The “process” is used to distinguish between different ways of affecting the budget ECC budget processes include:

• Enter—Original budget created as part of normal budget cycle • Return—Returned budget not used / required • Transfer—Between Sender FM Budget Address and Receiver

Supplement—New source of mid-year budget

Budget Transfer To transfer budgeted amounts between accounts within the budget. Online entry of Budget Transfers must be done in compliance with current procedures. Departments and schools should refer to the current Budget Guidelines, Business Practice Bulletin A-453, Restricted Activity Matrix, other information distributed from District Level departments (i.e., the Budget Office, Area Office, etc.) and the SAP Budget Processes manual. Budget Transfers that increase or decrease the “bottom line” will continue to be handled by the Budget Office.

Section 5-3

Budget Transfer Form

The form that is used as a worksheet to facilitate online entry of a budget transfer or for manual processing of a budget transfer that increases or decreases the location’s “bottom line” balance.

Budget Versions Budget versions can be used as a snap shot in time for a particular budget. For example:

ORG (Frozen) - Original Budget ADP (Frozen) - Board approved after 2nd Hearing OCT (Frozen) - FTE October Adjustments; schools only FEB (Frozen) - FTE February Adjustment; schools only

For all budget transactions carried out in the FM Budgeting Workbench, the budget version will always be version “0” (active or current version).

Budgetary Control (BC)

The subsystem of SAP where “Real-time” Budget Transfers, Budget Creates, Journal Entries and Cash Receipts are entered.

Budgetary Control Exception

Funds Exception – Annual Budget exceed by $$ (FM PB Availability Annual Budget exceeded by $$) G/L Account Reject – Account does not exist in chart of accounts

SBBC Functional Area Reject - Function area is not defined Funds Reject - fund #### does not exist in FM area SBBC

Budgeting Workbench (BWB)

Budget transfers are executed in ECC using the Budgeting Workbench – Performing periodic budget transfers in ECC will enable real-time

update of budget changes –

Business Area New 4-digit field which allows manager to monitor the performance of their school or department; is the first part of the new Cost Center field • Each school and department will have a specific business area number, in addition to their location number.

Business Practice Bulletins (BPB)

As part of the implementation of SAP 6.0, the Standard Practice Bulletins relating to Accounting, Purchasing, Food & Nutrition Services, and labor will now be referenced as Business Practice Bulletins. Newly created bulletins and revised Business Practice Bulletins will be located on the ERP Department’s website at http://www.broward.k12.fl.us/erp/brite/support/businesspracticebulletins/index.htm Bulletins relating to Internal Accounts are still called Standard Practice Bulletins and are posted on the Treasurer’s Office website at

Section 5-4

Business Practice Bulletins (BPB)

http://www.broward.k12.fl.us/comptroller/treasurer_doclinks.htm#standardpractices. Business Practice Bulletins should be directed to the, ERP Dept. at 754 321-8100.

Catalog Content Management

Online catalog of materials available for purchase both internally and externally that are on contract.

Chart of Accounts, SPB A-401

The Chart of Accounts is a Business Practice Bulletin (A-401) that contains all possible coding combinations for the District. It is updated every other month. The Financial Reporting Department produces the Chart of Accounts. Refer questions regarding the use of the Chart of Accounts to 754-321-8262. Updates may be obtained via the Intranet at http://www.broward.k12.fl.us/comptroller Click on CFO Financial Reporting then Published Documents.

Check Request Form used to initiate payment of invoices not associated with a Purchase Order or P-Card. These orders must comply with policy. Check requests should be used for the following reasons only:

• Employee Expense Reimbursement • SRO - Student Resource Officer • Athletic Official • Tuition Reimbursement • Petty Cash Replenishment • Emergency Items (need Area Office pre-approval)

Class Class (1st digit of the G/L Account) designates the kind of transaction.

When using a function, a “5” is always used. These are the specific classifications: 1 – Assets, 2 – Liabilities, 3 – Equity, 4 – Revenue, 5 – Expenditure/Expense, 6 – Estimated Revenue, 7 – Appropriation, 8 – Encumbrance, 0 – Commitment

Closed Lines (Req)

Requisition lines that are closed. These lines have been converted into P.O. lines.

Commitment The amount charged against a budget when a Requisition is entered into SAP. When the Requisition becomes a Purchase Order, the commitment is released and the amount of the Purchase Order is encumbered.

Section 5-5

Commitment Item Used to capture the type or classification of an asset, liability, fund balance, revenue or expense. Has the same 8-digit number as its corresponding General Ledger Account

Examples: 55110000 (Supplies) 56430000 (Computer Hardware >$1000)

Company Code Needed for Financial Accounting and Grants Management (SBBC)

Controlling CO - Used to manage financial information internally; includes cost centers and internal orders; Costing (SBBC)

Cost Center A Cost Center is a unit of responsibility for capturing actual cost in Controlling (the CO module). There is a one-to-one relationship; there will be one Cost Center which will match to one Funds Center. 10-digit field consisting of business area, type, location plus zero

Ex: 3307 1 1091 0

Default SAP terminology for those fields on the SAP Online screens that are completed by the SAP system based on policy or because the same information was entered in a field on a previous screen.

Document Type (Procurement)

Used to identify the various types of purchasing documents (Standard Requisition, Framework Requisition, Stock Transport Requisition

Encumbrance The amount charged against a budget when a Purchase Order is created by SAP. When a requisition becomes a Purchase Order, this reduces the commitment and increases the encumbrance. When an invoice is paid against a Purchase Order, the encumbrance is decreased and the expense is increased. Encumbrances also occur in some of the Interfaced systems, i.e.:

Personnel/Payroll: for salaries and employee benefits. On July 1st, salaries and benefits for permanent employees are shown as encumbered. When the first paycheck is drawn in July, the encumbrance is decreased and the expense is increased by the amount of the check. Stockorder: a requisition encumbers funds until the Stockorder is printed, then the encumbrance is decreased and the expense is increased.

Section 5-6

Enterprise Central Component - ECC

New version of SAP –

• FM/GM modules are used for budget execution and control. • Integrates with IP for the budget process.

Expense The amount charged against a budget when an Invoice is submitted against a Purchase Order; or when an Invoice is submitted with a Check Request; or when a Mileage Voucher, Travel Voucher or Printing Request, etc. are submitted; or from an Interfaced System when payroll or stockorders are run.

Financial Accounting

FI - Used for external reporting; contains the SBBC Chart of Accounts, or list of General Ledger Accounts

Functional Area Used to divide costs according to Functional activities or programs to meet legal/internal reporting requirements Function + Activity + 7 Zeros (Sixteen Digits) Ex: 5101000000000000 Function (first 4 digits) means the action or purpose for which a person or thing is used or exists to accomplish the objectives of the Board. The activities of the Board are classified into five functional areas: Instruction, Instructional Support, General Support, Community Services, and Non-Programmed Charges

Fund Funds are the means to account for the Board’s various resources. School, Center and Department day-to-day expenditures are normally charged to the General Fund “1000”. Fund is a 4-digit field, Internal Account Fund is “8920”

Fund Center Represents areas of responsibility for budgetary monitoring and control at SBBC.

• is equivalent to a location or department • captures “where” the costs are incurred • equivalent to a Cost Center in SAP’s Controlling module Consists of Business Area Type, Location plus 0

Section 5-7

Funded Program Used to capture costs in Funds Management and control budget resources for:

1) Capital projects at the project or phrase level (linked to WBS element)

2) Grants (according to SBBC internal requirements) at the grant or grant program level.

3) Internal Orders: For location specific activities requiring separate tracking and budget control

FM Account Assignment

Represents the combination of all of the following: Fund Fund Center Functional Area Funded Program (if relevant) Commitment Item Grant (if relevant)

FM Address There are three types of “addresses” in FM: – Budget Address: where the budget is appropriated – Posting Address: where expenditures are recorded – Availability Control (AVC) Address: where budget control occurs

FM Area A closed system for funds management, budgeting and budgeting execution. Contains the settings that impact master data and transaction data within that area. SBBC is the only FM Area we use

Framework Requisition

Are used for external procurements Can be created using an attached list for orders of 10 or more line

items Cannot be used for assets Invoicing Plan

Funds Reservation

The funds reservation (earmarked funds) process is used to encumber funds outside the standard purchasing process. Provides for funds to be encumbered based on anticipated expenses before a requisition, purchase order, non-PO invoice or financial expense posting

General Ledger (GL)

Where accounting entries generated by various documents is maintained to produce reports, etc. Certain Journal Entries may also be entered here. Coding is validated here.

Section 5-8

GL Account # 8-digit field consisting partly of Class, Function or Object, plus zeros in some cases; Same number as “Commitment Item” and “Cost Element” Class + Object + 4 Zeros (Eight Digits) Ex: 55110000

GL Company Fund number.

GL Effective Date

This will default to today’s date.

Goods Receipt (Procurement)

A Goods Receipt is executed in SAP any time material is received against a standard purchase order A goods receipt can be reversed, edited or returned

Goods Return (Procurement)

A Goods Return is executed to return material to a vendor

Grant

A source of funding against which materials and services may be procured

Grants Management

GM - Used to monitor and control grant funds

Grant Number 14-Digit Field C 9 7 8 0 0 0 0 1 . 0 7 0 8

The first 9 digits (to the left of the period) are always the same as the WBS element for the grant. • C: State Grant • 9780: Department (ESE) • 0001: Grant #1 in that department The numbers to the right of the period represent the years for which the grant is active: • 0708: Fiscal years 2007 and 2008

Header (Procurement)

Contains a Text tab where internal information can be entered

Integrated Planning

IP – used for budget preparation and approval

Interfaced Systems

The interfaced systems are systems that operate independently from the SAP system. Two of these systems are:

Workorders/COMPASS Kronos

SAP incorporates the balances from these systems into the SAP General Ledger.

Section 5-9

Item Category (Procurement)

A classification of the material or service being procured (standard, stock transport, service, etc.)

Item Details (Procurement)

Shows detailed procurement information about each line item on the requisition.

Item Number Unique number assigned to an item. See SBBC Item Number.

Item Overview (Procurement)

Shows an overview of all the line items on the requisition

Invoicing Plan (Procurement)

Used to schedule regular, periodic payments to a vendor

Ledgers ECC utilizes two budget ledgers for budget control: – ECC Standard ledger “9H” – This is the primary ledger for budget

control – Custom Ledger “B1” – This ledger includes the following additional

budget checks: any negative budget balance for overtime, supplements and other salary expenses in total reduces the amount available for non-salary spending. This is known as the “overall” budget check.

Location Location is the first 5-8 digits of the Cost Center. Florida law requires financial reporting on a school-by-school basis. DOE assigns the four-digit school location number. Administrative departments are designated by the 9000 series of numbers. Departmental numbers are assigned by the District according to the Superintendent’s Organizational Chart.

Master Data Master Data records are created and stored as electronic records and play a key role in the core budgeting process Master Data records include items such as: Functional Area Fund Fund Center Funded Program Commitment Item Grant

Material Group (Procurement)

The Material Group is a code used to group together materials with the same attributes (e.g., office supplies)

Section 5-10

Material Number Alpha or numeric key uniquely identifying the material.

Net Total Cost Total amount of Order Form used as an attached list after any discounts have been deducted and/or shipping charges are added.

NFY Next Fiscal Year

Next Fiscal Year functionality is to be used when placing orders for the Summer Program or the next fiscal year. This allows separation of this fiscal year’s funding and next fiscal year’s funding without impacting the current fiscal year’s Available Funds File (AFF). A memo is sent out each year regarding when orders for next fiscal year can begin.

Object Object (digits 2-4 of the G/L Account) means the service or commodity obtained as the result of a specific expenditure. Object is always a 3-digit field. Object is used only in conjunction with a function. Listed here by the first digit of the object, are the nine major object categories: 1 – Salaries, 2 – Employee Benefits, 3 – Purchased Services, 4 – Energy, 5 – Materials & Supplies, 6 – Capital Outlay, 7 – Other Expenses, 8 – Disposition of Assets, 9 – Transfers.

Online Approval The means of approving Requisitions online in the SAP System. Every requisition entered into SAP must be approved online. (Manual orders (SAPOs) must have the administrator’s signature.) Approval security is established based on the current budget signature cards and approver training records.

Online Entry Entering requisitions, budget transfers and receipts directly into the SAP system rather than submitting paper work.

Online Inquiry Inquiring on Requisitions, Receipts, Check Requests, Invoices, Payments and Budget Balances within the SAP system.

Online Training Training sessions held electronically, these courses may be available via Blackboard/Collaborate, Blackboard. Not all courses are available via online training.

Order New 10-digit field that allows you to monitor a funded program specific to your school; a cost collector, idea of a bucket collecting costs; starts with the letter “O” • Replaces some activity numbers • Although the field is “Order”, it is often referred to as “Internal

Order”

Section 5-11

Order Form All orders should be submitted to the Budgetkeeper on this form.

Each item should be listed individually on the order form and should indicate quantity, SBBC item number (if applicable), unit of measure, vendor item number, description, unit price and extended price, totals, and any applicable discount. It should also include shipping and handling. This form must be legible since it is sometimes used as an attached list that is sent to the vendor with the purchase order.

Order with Attached List

A requisition line or purchase order line with a Word or PDF Order Form attached listing the specific items needed. The total of the requisition line and/or purchase order line must equal the total on the Order Form.

P-Card This is a procurement card. Contact 754-321-0526 for more information.

Policy, SBBC Rules and regulations established by the Board covering all functions performed in the District. This information incorporates Administrative Rules and Redbook Accounting directives established by the Dept. of Education. Available on Intranet, SBBC Policies.

Project Systems PS

Used to plan and manage capital expenditures such as new schools or classroom additions

Purchase Order Line Maintenance Form

Form used to close, cancel, reduce or increase a purchase order line. Your AFF will be impacted depending upon which action is requested.

Purchasing The subsystem of SAP where Requisitions and Receipts are entered, Purchase Orders are created and the item file, vendor file, quote file, etc., are maintained.

Section 5-12

Purchasing Group A buyer or a group of buyers, who is/are responsible for certain purchasing activities.

• Internally, the purchasing group is responsible for the procurement of a material or a class of materials.

• Externally, it is the medium through which contacts with the vendor are maintained.

Quote Number Unique number assigned to a specific quote.

Qty in U The quantity received on the receipt expressed in unit of measure in which the goods movement or inventory count is entered

Real-time Real-time means documents entered into the SAP system are updated immediately, rather than overnight or monthly.

Requisition There are three types of Requisitions as follows: Standard – Framework – Stock Transport

Requisition Line Number

An eight (8)-digit system generated number identifying a requisition line. Remember that each line of the requisition may have different coding, different ship to location (code), different vendor, etc.

Requisition Vendor

Specifies the number of the vendor suggested by the requisitioner to the purchasing department for this purchase order.

Revenue Accounts These accounts are used mainly by District Departments. An exception is when a Remittance Advice form is coded from a location to indicate the source of the revenue. Revenue Accounts are 8 digits and are coded in the Account Element field.

Revenue Increasing Budget

RIB - The RIB functionality will be used in situations where cash receipt posted as revenues will automatically create supplemental expense budget to predefined expenditure budget addresses (once cash receipt entry is posted) Two types of RIB: 1. Advance appropriations: Additional budget will be created

automatically and available once cash receipts exceed the amount of the advanced appropriations

– Will be used for various fee based services such as Aftercare, Commercial Foods and Fee Support.

2. Miscellaneous Revenues (no advances): Additional budget will be created automatically and available once cash receipts are posted. Amount of budget will equal the cash receipt

Section 5-13

School Activity Purchase Order (SAPO)

An in-house document to authorize and monitor purchases and expenditures from internal accounts (or in some instances the budget) when paying on a check request. The use of SAPO’s for budget purchases is not recommended unless authorized by appropriate personnel. Use the P-Card for minor or last-minute purchases.

Source System System from which the information contained on your reports originated. The Source System is indicated on reports by two alpha digits in the column listed as (SS/AR). GL = General Ledger, WO = Workorder (COMPASS) Interface, AP = Accounts Payable, LA = Labor Interface, SO = Stock Order/Textbook Interface, BC = Budgetary Control

Standard Requisition

• Used for external procurements • Can be entered line-by-line or via Catalog Content Management

(CCM) • Can be entered with or without reference to a Material Master

Record

Standard Practice Bulletins (SPBs)

Publications previously distributed by Systems & Procedures documenting the standard accounting and purchasing practices of the SBBC in accordance with Board Policy. Some of the former Standard Practice Bulletins (dealing with accounting and procurement) are now called Business Practice Bulletins and are available online at web/erp They give step-by-step directions to aid employees in the performance of their duties. Internal Accounts information will still be found in Standard Practice Bulletins.

Stock Transport Order (Requisition)

Stock Transport Orders are created online via SAP for items in the Warehouse.

They are used for internal procurements Schools and Departments will order items using the Catalog Content

Management (CCM) Deliveries of Warehouse orders are made according to an established schedule.

Storage Location Name of the storage location at which materials are stored. There can be one or more storage locations within a plant.

Textbook Orders Textbooks are available in SAP to facilitate the ordering of Textbooks and Text-related materials. Textbook orders are processed in SAP.

Total Value The total price of the requisition or purchase order line, i.e., the Quantity x Valuation Price = Total Value.

Section 5-14

Type Type (5th digit of the Center Element) indicates the Type of Location.

The location types are: 1 – Elementary, 2 – Middle, 3 – High, 4 – Exceptional, Dropout Prevention, DJJ Centers, and Charter Schools, 5 – Adult Vocational Center, 6 – Community School 8 – Site (No building), 9 – District Administrative Sites 0 – Department

Unit of Measure Unit in which the item is sold, (i.e., Each, Package, Case, Lot, Dozen, Pair, Set, etc.)

Unit Price Price of the item in the unit in which the item is sold,(i.e., $0.25 Each, $1.00 per Dozen, $10.00 per Case, etc.)

Vendor Group Number

Suffix assigned to identify group vendors. If a group number appears after the vendor number, it must be used with the vendor number to identify that particular vendor.

Vendor Item Number

Number appearing in the Vendor’s Catalog to identify their item on an Order Form. Do not enter the Vendor Item Number in the SBBC Item Number field on RQ1, only on the Order Form.

Vendor Number Unique number assigned to a vendor.

Vendor Requisition

See SAP Vendor Requisition.

Warehouse Order Credit Request and Backorder Cancellation

Stock Order Change Forms are used to return items or report damages/shortages. Refer questions to the Warehouse Help Desk at 754-321-4721.

WBS Element

“Work Breakdown Structure” for Capital Projects and Site Acquisitions • Used by Grants Department and Project Systems • Sschools with Grant funds will be given the proper Grant

coding to use • 16-Digit Field • Can begin with a letter from A-Li

C 9 7 8 0 0 0 0 1 0 1 . 1 7 5 1

Section 5-15

WBS Element The first 9 digits (to the left of the period) represent: o Type of Grant: (C: State Grant) o Location that owns the grant (9780: ESE Department) o Grant #1 in that department (0001)

The 01 in yellow is the program in the WBS element The 1751 to the right of the period is the location where the money is

being expensed (Miramar High)

WBS Element (Capital Facilities Projects)

Facilities Projects will have the following: – Alpha Character ‘P’ for Facilities Project – 6-Digit Sequential Project Number – 2-Digit Sub-Phase for each phase (16 different types of sub-phases:

• .01 – Planning • .02 – Pre-Design • .03 – Design • .04 – Bid and Award • .05 – Construction • .06 – Warranty • .07 – Equipment Acquisition • .08 – Technical Equipment

Workorder/ COMPASS (WO)

Workorder/COMPASS information is interfaced into the SAP system on a weekly basis.

Section 5-16

SUPPORT

Section 6

ERP Support Center/Help Desk From 7:30 am – 4:30 pm

SAP online entry, inquiry, and/or approval questions, 754-321-8120

password resets, etc. FAX 754-321-8187

ERP--Web Site http://www.broward.k12.fl.us/erp or web/erp

Purchasing Help Desk 754-321-0505 FAX 754-321-0534

Accounts Payable 754-321-8250

Coding Help Desk 754-321-8262 FAX 754-321-8196

Warehouse Help Desk 754-321-4721

Textbook Help Desk 754-321-4350

Budget Office (Departments) 754-321-8330 FAX 754-321-8198

ETS Help Desk 754-321-0411

Payroll Help Desk 754-321-8150 Area Business Analysts (Schools)

North Area Ron Smith 754-321-3413 Central Area Jose Laverde 754-321-3807

South Area Claude Remy 754-321-3608

SUPPORT/HELP DESK DIRECTORY

Section 6-1

This matrix has been updated with information pertaining to the 2011-12 Fiscal Year. It has been compiled to assist you in obtaining various types of information necessary to perform your day-to-day tasks. We hope it helps!

Item Department Person Phone

Accounts Payable For information on invoices, payments to vendors

N/A 754-321-8250

Address/Name Changes (of Schools or Departments) to SBBC computerized information (i.e. in SAP, COMPASS, etc.)

For location address change, include location number, requestor code and ship to code; for location name change, also include Board Item or letterhead with Board-approved name. Send to each of the following departments: • ERP/ERP • Education Technology Services • Mail Room • Financial Reporting

N/A N/A

Agenda Items http://www.browardschools.com/schoolboard/

N/A 754-321-2390

Bids/Contract – Vendors http://www.broward.k12.fl.us/supply/

N/A 754-321-0505

Budget Forms & Instructions

Schools, call Area Business Analyst: North Area Central Area South Area

Departments, call Budget Office

Ron Smith Jose Laverde Claude Remy N/A

754-321-3413 754-321-3807 754-321-3608 754-321-8330

Budget Transfers, Online entry in SAP

ERP N/A 754-321-8120

Business Practice Bulletins

ERP Marta LaCasse 754-321-8133

Chart of Accounts, Coding Questions

See Chart of Accounts or call Financial Reporting.

Ruth Mirailh FAX

754-321-8262 754-321-8196

Chart of Accounts, Updates Web site –http://www.broward.k12.fl.us/comptroller Click on Financial Reporting or ERP, then Published Documents.

Ruth Mirailh

754-321-8262

Section 6-2

WWHHEERREE DDOO YYOOUU SSEENNDD IITT??,, WWHHEERREE DDOO YYOOUU GGEETT IITT??,, WWHHOO DDOO YYOOUU CCAALLLL?? Item Department Person Phone

Check Requests Form is in back of Purchasing Policies (Purchasing Manual) Business Practice Bulletin P-100, Miscellaneous Purchasing Procedures section or in District forms, website. Submit completed forms with invoices attached to Accounts Payable.

Sally Hay 754-321-0654

Coding

See Chart of Accounts or call Financial Reporting.

Ruth Mirailh FAX

754-321-8262 754-321-8196

Computer Hardware & Software questions

Education Technology Services (ETS) ETS Help Desk 754-321-0411

Contract Services - for information pertaining to District Wide maintenance agreements

Maintenance Dianne Bays 754-321-4652

FTE (FEFP) Information Budget N/A 754-321-8346 GRANTS

Grant Applications Grants Administration

N/A

754-321-2260

Inservice HRD-LSO http://www.broward.k12.fl.us/hrd/

N/A 754-321-5055

Internal Accounts - Ticket Reports/Sales Tax

Send to: Treasurer's Office

Cary Fortune 754-321-0585

Internal Accounts - Bank Resolutions

Request blanks from and return completed to: Treasurer's Office

Winnie Morris 754-321-0589

Internal Accounts - Principal's Monthly Reports

Send to Treasurer's Office

Pat Roberts 754-321-0584

Internal Accounts – Remittance Transmittals

Send to: Treasurer’s Office

Hope Kerr 754-321-0578

Internal Accounts/CIA (Computerized Internal Accts.)

Treasurer's Office Pat Roberts Pam Johnston

FAX

754-321-0584 754-321-0580 754-321-0933

Items for Vendor Requisitions, and Buyer/PA Information.

Check CCM in ERP/SAP, call Purchasing or check website @ www.broward.k12.fl.us/supply/

N/A 754-321-0505

Kronos Teacher sub payroll Paula Miller 754-321-8148 Leaves Department Processing of employee leaves of

absence N/A 754-321-3130

Section 6-3


Organizational Skills - New Budgetkeepers and Bookkeepers

Budgetkeepers should follow Business Practice Bulletin A-460. For additional help, contact your Area Business Analyst:

North Area Central Area South Area

Ron Smith Jose Laverde Claude Remy

754-321-3413 754-321-3807 754-321-3608

Payroll Payroll Help Desk N/A FAX

754-321-8150 754-321-8231

Personnel Records Process all hires, and other employee status changes Verification/Records

N/A 754-321-0129 754-321-0127 754-321-0128

Personnel Directory Via the SBBC Intranet

Each school updates their own list on the Intranet with an assigned password. **To obtain password, either FAX or pony request to Education Technology Services (ETS)** For problems with updating and accessing

ETS Help Desk

FAX

ETS Help Desk

754-321-0411 754-321-0906 754-321-0411

Petty Cash

Although the Petty Cash form is located on the Treasurer’s website http://www.broward.k12.fl.us/comptroller/treasurer_doclinks.htm, all questions should be directed to the Payroll Department

N/A

754-321-0671

Quote/Bid

Check the purchasing web site @ www.broward.k12.fl.us/supply/ or call the Purchasing Help Desk.

N/A FAX

754-321-0505 754-321-0534

Receiving Online ERP Support N/A

754-321-8120

Requisition, Warehouse (to check status )

Warehouse Brian Little 754-321-4721

Requisition-Stock Transport in SAP

ERP Support N/A 754-321-8120

Requisition-Vendor ERP Support N/A 754-321-8120

SAP ERP Support

N/A 754-321-8120

Section 6-4


Security Questions - SAP ERP

N/A

Email: ERP SECURITY or ERP NEW HIRE SECURITY

Technical Services

Education Technology Services (ETS) Printer problems (including printer selection), install of SAP GUI, CAB.

ETS Help Desk 754-321-0411

Telephone Information Pay Telephones Telephone Repairs Cellular Phones

Cingular Phone Bills Cingular Mobility Bills Suncom Bills AT&T Bills

Education Technology Services (ETS) ETS Help Desk ETS Help Desk ETS Help Desk ETS Bookkeeping ETS Bookkeeping ETS Bookkeeping ETS Bookkeeping

754-321-0411 754-321-0411 754-321-0411 754-321-0490 754-321-0490 754-321-0391 754-321-0391

TERMS (Student Data Base) Education Technology Services (ETS) ETS Help Desk 754-321-0411 Textbooks - Help Desk Instructional Materials Department N/A 754-321-4350

Training - SAP

Budgetkeeper training includes Entry of Vendor Requisitions, Budget Transfers, Receipts, Warehouse and Textbook Orders; Inquiry on Purchasing, Accounts Payable and Budgetary Control documents. Administrative training includes online approval of Requisitions, payroll and Budget projection

Sign-up via ESS (Employee Self Service). See the HRD Staff Development Calendar for event number and event type @ http://www.broward.k12.fl.us/hrdcal/ Or SAP Training calendar @ http://www.broward.k12.fl.us/erp/ ERP/training/calendar

Sue Woerner

754-321-8240

Training - for Computerized Internal Accounts.

Treasurer's Office Pat Roberts Pam Johnston

754-321-0584 754-321-0580

Training – TERMS

Education Technology Services (ETS) ETS Help Desk 754-321-0411

Warehouse Catalog

Via SBBC Intranet Brian Little 754-321-4721

Warehouse/Depository Orders- Credit Requests & Backorder Cancellations

Fill out Stock Transport Order Maintenance Form and send it to Materials Logistics.

N/A 754-321-4721

Section 6-5


Work Order Requests - for repairs of equipment and property owned by SBBC

Maintenance Management - COMPASS N/A 754-321-4490

Section 6-6

SUMMARY AND

FOLLOW UP

Section 7

Budgetkeeping 101

Follow-Up

Future Courses (depending on your role)

User Support Options

QUIA Quiz and ESS Appraisal

Chart of Accounts Budget 201 Procurement 201

ERP Website: web/erp -or- http://www.broward.k12.fl.us/erp/

Blackboard/Collaborate sessions CAB Conference ERP Support Center 754-321-8120

Section 7-1

INDEX

Section 8

BUDGETKEEPING 101 INDEX

Section

Acronyms 1 Budget Coding, Basic 3 Business Practice Bulletins 3 Charlie Checker 3 Coding 3 Document Numbering 3 Invoice Duplication 3 Filing Guidelines 4 Forms 2 Glossary 5 Goods & Services Stamp 3 Help Desk Directory 6 Ordering Process -- Overview 3 Phone Directory for Budgetkeepers 6 Receiving Items (Charlie Checker) 3 Security 1 Transaction Log 3 What’s Next? 4

Section 8-1