erp first sheet september 2008 - broward county public schools · broward county public schools...
TRANSCRIPT
Budget 101
Participant Guide
Broward County Public Schools July 10, 2008
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
Broward County Public Schools August 2008 Broward County Public Schools
ii
HOUSEKEEPING
2Employee Self Service 101
Logistics
Before we get started ...
1Employee Self Service 101
Have fun and enjoy the opportunities to contribute to SBBC’s future success! Turn off or silence cell phones and pagersDo not read or send email messages during class timeKeep side discussions to a minimumDo not interrupt the person speakingWe will start, break, and end on timeAll unanswered questions will be placed in the “Parking Lot” and answers will be distributed later
Welcome and Ground Rules
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 BRITE BRoward’s Innovative Tool for Education 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
“KN
OW
LED
GE
INVE
NTO
RY”
(Mat
ch T
erm
s To
Def
initi
ons)
T
ERM
S A
NSW
ER
D
EFIN
ITIO
NS
Exp
endi
ture
1.
Cla
ss +
Obj
ect +
4 z
eros
Bud
get T
rans
fer
2.
R
equi
sitio
n en
tere
d on
line,
but
not
yet
a p
urch
ase
orde
r.
Mile
age
Vou
cher
3.
Em
ail c
omm
unic
atio
ns re
gard
ing
SA
P
Sta
ndar
d R
equi
sitio
n
4.
To tr
ansf
er b
udge
ted
amou
nts
betw
een
acco
unts
.
Cur
rent
App
ropr
iatio
n o
r
Con
sum
able
Bud
get
5.
To
reim
burs
e al
low
able
exp
ense
s fo
r pre
-app
rove
d tri
p/co
nfer
ence
Sto
rage
Loc
atio
n
6.
To p
ay in
voic
es n
ot a
ssoc
iate
d w
ith p
urch
ase
orde
r.
Jour
nal E
ntry
7.
Use
d to
mak
e ch
ange
s to
exi
stin
g or
ders
.
Ava
ilabi
lity
Con
trol R
epor
t
8.
Bus
ines
s A
rea
+ Ty
pe +
Loc
atio
n +
1 ze
ro.
Sto
ck T
rans
port
9.
To
cor
rect
exp
endi
ture
cod
ing
erro
r.
Che
ck R
eque
st
10
. 4
digi
t num
ber t
hat i
dent
ifies
a s
peci
fic s
choo
l or d
epar
tmen
t.
Pre
-enc
umbr
ance
11.
To o
rder
in-h
ouse
prin
ting
serv
ices
.
Trav
el V
ouch
er
12
. P
rovi
des
budg
et b
alan
ce in
form
atio
n.
Cha
nge
Ord
er R
eque
st
13
. To
ord
er s
peci
fic li
ne it
ems
from
out
side
ven
dors
.
Com
mitm
ent I
tem
or G
/L A
ccou
nt
14
. B
udge
ted
dolla
rs “h
eld
asid
e” fo
r pur
chas
e or
ders
.
Prin
ting
Req
uest
15.
Pub
licat
ions
doc
umen
ting
stan
dard
acc
ount
ing
and
purc
hasi
ng
pra
ctic
es in
acc
orda
nce
with
Boa
rd p
olic
y.
Cos
t Cen
ter/F
und
Cen
ter
16
. D
olla
rs d
esig
nate
d to
eac
h lo
catio
n by
bud
get o
ffice
at b
egin
ning
o
f fis
cal y
ear.
Enc
umbr
ance
17.
To re
imbu
rse
for m
ileag
e dr
iven
for S
BB
C b
usin
ess
reas
ons
BR
ITE
CA
B C
onfe
renc
e
18.
Req
uisi
tion
to o
rder
war
ehou
se/te
xtbo
ok m
ater
ials
Bus
ines
s P
ract
ice
Bul
letin
s
19.
Info
rmat
ion
ente
red
into
SA
P im
pact
s bu
dget
imm
edia
tely
Rea
ltim
e
20.
Am
ount
cha
rged
aga
inst
bud
get w
hen
invo
ice
or p
ayro
ll is
pai
d, o
r
st
ock
orde
rs a
re fi
lled.
C
ompl
ete
this
form
and
save
: at
the
end
of a
ll yo
ur tr
aini
ng y
ou c
an re
turn
to it
and
see
how
muc
h yo
u’ve
lear
ned.
Section 1.1
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 and fax to ERP security (754-321-3696). 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 on
CAB.
SAP SECURITY ISSUES
SAP 6.0 User Access
Section 1.2
Section 1.3
SAP 4.6b (Legacy Payroll/ HR) & Kronos User Access
Section 1.4
FAST/ MSA
(Legacy System)
• No changes can be made to information stored in the legacy system. It is view only.
• For information regarding access to FAST/MSA
(Legacy System), contact the Treasurer’s Office at 754-321-0577.
BASIC BUDGETKEEPER
FORMS
Section 2.1
FORMS Table of Contents
Key to Online Location of Forms:
D = District Forms http://web/forms/formsoptions.htm
B = BRITE/ERP http://web/erp/
T = Treasurer’s Office http://www.broward.k12.fl.us/comptroller/treasurer_doclinks.htm
P = Supply Management & Logistics (Purchasing Dept.) http://www.broward.k12.fl.us/supply/forms-policies.htm
• = 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 2.2
FORMS Table of Contents
(cont’d.)
Key to Online Location of Forms: D = District Forms
http://web/forms/formsoptions.htm B = BRITE/ERP
http://web/erp/ T = Treasurer’s Office
http://www.broward.k12.fl.us/comptroller/treasurer_doclinks.htm P = Supply Management & Logistics (Purchasing Dept.)
http://www.broward.k12.fl.us/supply/forms-policies.htm * = 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
BASIC FORMS LOCATION
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 B
SAP 4.6b /KRONOS User Access Form B
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
BASIC FORMS LOCATION
KEY
Direct Deposit Authorization Form B
Overtime/Compensatory Time D
PAF - Personnel Action Form D
Payroll Notification - Change/Deletion of Hours (Instructional) B
Payroll Notification - Change/Deletion of Hours (Non-Instructional Only) B
Resignation / Retirement Form D Refer to applicable Business Practice Bulletin as needed for further information.
2.1 b
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
The
Sch
ool B
oard
of B
row
ard
Cou
nty,
Flo
rida
BU
DG
ET
TR
AN
SFE
R
Dat
e:C
ompl
eted
Doc
umen
t #:
Gra
nt N
ame
Pa
ge__
__ o
f ___
_
Lin
eFu
ndG
rant
Num
ber
Fund
s Cen
ter
Fund
ed P
rogr
amC
omm
itmen
t Ite
mFu
nctio
nal A
rea
Am
ount
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20T
otal
0.00
Expl
anat
ion:
Add
ition
al F
unds
Prin
cipa
l/Dep
t. H
ead
GR
AN
TS
- SPE
CIA
L R
EV
EN
UE
FU
ND
S
2.1
c
Form #4593 Rev: 7/08 School Board of Broward County, Purchasing
CHANGE ORDER REQUEST FORM
Initiator: ___________________________ Date: _____________________ Locatio
n Name: _____________________
Phone Number: _____________________ Purchasing Group (PGr) ___ Approved By: _______________________ R
equisition Number: _________ (Department Head/Principal)
P
urchase Order Number: ______________
V
endor Name: _______________________
ONLY ONE FORM PER PURCHASE ORDER
Requested Changes (Check all that apply)
STANDARD ORDERS starting with 45 _ __Cancel PO – No invoices received ……………PO Number ___________
_ __Close PO to invoicing ………………………… PO Number ___________
C
ancel Line Item Number: _____ PO Number: __________
Reduce Quantity to ______ Line Item: _____ PO Number: __________ I ncrease Quantity to _____ Line Item: _____ PO Number: __________
Change Unit Price to $_____ Line Item _____ PO Number: __________
FRAMEWORK ORDERS starting with 75
R
educe Limits to $____________ PO Number: __________
I ncrease Limits to $ ___________ PO Number: __________
C
ancel PO – no invoices PO Number: __________
(If more than one change on a Standard Order is required, fill in the form below) Line Item Changes
Line Item #
Increase Quantity to
Decrease Quantity to
Increase Price to
Decrease Price to
Copy to Vendor Y - N
NOTE: If you have any questions, call 754-321-0505, Purchasing, for assistance.
Form #4593 Rev: 7/08 School Board of Broward County, Purchasing
CHANGE ORDER REQUEST FORM
INSTRUCTIONS
1. Enter date that the Change Order Request Form is created 2. The Initiator 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 Felicia McRae – E Chuck High – N Roni Evans – H Jeanne Larson – X 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 Principal or Department Head
45 STANDARD ORDERS
Cancel PO – POs starting with 45 can only be cancelled if there are no invoices or receipts for the Order.
Close PO to invoicing – The order needs to be flagged to close to invoicing. This means that we have received all that we will receive and that there are no 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.
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 the 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 the price is actually $1.25 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.
Form #4593 Rev: 7/08 School Board of Broward County, Purchasing
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.
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
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.
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)
INSTRUCTIONS FOR COMPLETION OF CONSULTANT AGREEMENT
Refer to Business Practice Bulletin A-466 for further information about the Consultant Agreement.
This bulletin is currently under review by Purchasing and will be posted upon approval at:
http://www.broward.k12.fl.us/erp/brite/support/businesspracticebulletins/index.htm
A/P Document Number ____________________
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 _________*
*Current rate as published in the most recent memorandum from the Treasurer’s Office.
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)
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
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server/systems&procedures/fast2006/clerical/day1/forms/jeinstr SECTION 2- 12A 11/20/2008
INSTRUCTIONS FOR COMPLETION OF REQUEST FOR JOURNAL ENTRY This form has been developed to give locations an opportunity to request adjustments to expenditure coding errors which appear on Monthly ACT503, Year-to-Date ACT506, or ACT768 reports. A copy of the report displaying the error must accompany all Requests for Journal Entry, with error underlined. Request for Journal Entry must be received in Financial Reporting by the last workday of the month the reports were received, i.e., August reports are received in September; therefore September 30 is the last day the August Requests for Journal Entry will be accepted without a higher level approval (Schools=Area Superintendent; Departments=next higher level approver). The ACT506 Year-to-Date expenditure report will be accepted only with a higher level approver’s signature.
Correcting expenditures is an “after the fact” solution to coding errors that occurred on original documents, i.e., requisitions, check requests, etc. Journal entries provide a means to make these corrections by manually moving the expenditure amounts from one coding line to another. Note: To correct purchase order coding, make a copy of the purchase order, indicate appropriate coding, have signed by administrator and send to Purchasing. (Purchasing will also accept memos signed by the location’s administrator in lieu of a signed PO copy.) To avoid errors, refer to the Chart of Accounts. Always code expenditures to appropriate functions and objects. Do not code an expenditure to a function and/or object just because that is where there is a budget. Header Information:
School/Department Name – Board approved name of School or Department. Location/Type – The four digit location number for your school or department; and the one digit type: 1=Elementary, 2=Middle, 3=High, 4= Center, 5=Vocational/Technical (stand alone site), 6=Community (sharing site with day school), 0=Department.
Reason – place a mark in the field to the left of the reason for the Request for Journal Entry.
Coding error on original document or coding not properly keyed. This means the original entry was coded incorrectly or incorrectly entered into one of the online systems. Coding error on previous Journal Entry. This means the coding you authorized for a journal entry pertaining to Printing Services, Transportation, Support Fund, etc., was incorrect. Previously requested a Journal Entry for this item on (date). This means you submitted a Request for Journal Entry and the requested corrections have not been made. Other. Indicate reason if other than above; or if change to Restricted Activity, indicate Activity Name in blank and forward to Area Office for additional approval.
Directions for completion of the Journal Entry (JE) – To correct an expenditure amount, the expenditure must be reduced (credited). Enter the complete coding line for the error on the first line with the amount listed in the decrease (credit) column. Enter the correct coding on the next line with the amount listed in the increase (debit) column. Reverse the procedure if the amount appearing with the incorrect coding on the ACT503/506 is a minus (i.e., 50.00-). Complete the following fields (Fund 100 is already coded.): Account Element – Insert the 8-digit account in the appropriate fields:
CL (Class) – 1 digit (only a “”5” when using the ACT503 or ACT506; and a “1” when using the ACT768 are valid). Function – 4-digit function number (ACT503/506) or 1142 (ACT768). Object – 3-digit object number (ACT503/506) or 100 (ACT768). P (Phase) SO (Sub object) – leave blank. Center Element – Insert the 11-digit center in the appropriate fields: Location – 4 digits. T (Type) – 1 digit. U (Use) – 1 digit (only 0=regular budget at schools and departments and 1 or 3=summer program at schools are valid). Activity – 5 digits.
Increase Amount – Insert the amount pertaining to the expenditure line to be increased. Decrease Amount – Insert the amount pertaining to the expenditure line to be decreased. Journal Entry # - Enter your next available document number (from the transaction log) in the description column. When the JE is entered you will see the document number that you assigned in the “Pay Entity……” column of the ACT503/506. Approved – Principal/Department Head signature. Additional Approval – Area Superintendent or next higher level approver for departments. Prepared by – Name of person who prepared the Request for Journal Entry. Phone – Phone number of person who prepared the Request for Journal Entry. Distribution of Request for Journal Entry – One copy for your files. Originals to Financial Reporting with “Expenditure Report” ACT503/506, or “School Internal Account Ledger Report” ACT768 attached. ERRORS MUST BE UNDERLINED – DO NOT HIGHLIGHT!
_
00
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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.
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
THE SCHOOL BOARD OF BROWARD COUNTY, FLORIDAREGISTRATION INVOICE FORM
No. of Participants = Registration Fee -
WBS ElementCost Center Order
Grant
Approved by (print):
DescriptionFunctional Area
Grant Functional Area Description
Cost Center Order WBS Element
Location NamePrepared by (print): Phone
Prepared by (print): Phone
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 Name
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
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).
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.
Dra
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TRANSMITTAL FORMS
THE SCHOOL BOARD OF BROWARD COUNTY, FLORIDA TREASURER'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:
G/L Amount Less: NetCategory Account# Collected Refunds 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 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 & STUDENTS $ $ $
This is a true and accurate statement of net collections received for the period indicated.
Report Prepared By (Print Name): Signature: Date: Telephone:
Approved By (Print Name): Signature: Date:
* 7.5% of this fee will be deposited in the After School Child Care Fund and 2.5% will be deposited into BASCC.
FOR TREASURY USE ONLY
Full Fee Students - FTE (Amount Collected / 20 Days / $8.00)
Partial Fee Students - FTE (Amount Collected / 20 Days / $4.00)
Trust Fund Contribution (Full Fee amount collected * 7.5%)
BASCC Contribution (Full Fee amount collected * 2.5%)
Trust Fund Reimbursement (Partial fee FTE x 20 Days x 3.20)
Total Debits
Fund G/L Account Cost Center Functional Area Amount Total Credits
4 3473 101 9102640240000000 CR
4 3473 105 9102640240000000 CR
4 3473 102 9102640240000000 CR
4 3473 103 9102640240000000 CR
4 3473 107 9102640240000000 CR
4 3473 108 9102640240000000 CR
4 3479 200 9105640240000000 CR
4 3479 300 9105640240000000 CR
4910 4 3473 100 9999999990000000 CR
1000 4 3640 100 9102640240000000 CR
4910 5 9110 000 9700000000000000 DR
5000 1 1111 105 DRForm 4542 (06/08)
2600097900
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/treasurer_doclinks.htm
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.
THE SCHOOL BOARD OF BROWARD COUNTY, FLORIDATREASRUER'S OFFICE
MIDDLE SCHOOL AFTER CARE TRANSMITTAL
Report for Period Number: Days program in operation:
Reportng Location: Funds Center #
G/L Amount Less: NetCategory Account# Collected Refunds Transmitted
Before School Care Fees 4 3473 203 $ $ -
Late Pickup Fees 4 3473 204 -
After School Care Full Fee Students * 4 3473 201 -
After School Care Partial Fee Students 4 3473 202 -
On-Site Staff Fees 4 3473 205 -
Child Care Registration Fee 4 3479 201 -
TOTAL REMITTANCE & STUDENTS $ $ $
This is a true and accurate statement of net collections received for the period indicated.
Report Prepared By (Print Name): Signature: Date: Telephone:
Approved By (Print Name): Signature: Date:
* 7.5% of this fee will be deposited in the After School Child Care Fund and 2.5% will be deposited into BASCC.
FOR TREASURY USE ONLY
Full Fee Students - FTE (Amount Collected / 20 Days / $8.00)
Partial Fee Students - FTE (Amount Collected / 20 Days / $4.00)
Trust Fund Contribution (Full Fee amount collected * 7.5%)
BASCC Contribution (Full Fee amount collected * 2.5%)
Trust Fund Reimbursement (Partial fee FTE x 20 Days x 3.20)
Total Debits
Fund G/L Account Cost Center Functional Area Amount Total Credits
4 3473 203 9102640240000000 CR
4 3473 204 9102640240000000 CR
4 3473 201 9102640240000000 CR
4 3473 202 9102640240000000 CR
4 3473 205 9102640240000000 CR
4 3479 201 9105640240000000 CR
4 3479 301 9105640240000000 CR
4910 4 3473 200 9999999990000000 CR
1000 4 3640 100 9102640240000000 CR
4910 5 9110 000 9700000000000000 DR
5000 1 1111 105 DRForm 4542 (06/08)
2600097900
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.
http://www.broward.k12.fl.us/comptroller/treasurer_doclinks.htm
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.
For further information, call the Treasurer’s Office at 754-321-0578.
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INSTRUCTIONS FOR COMPLETION OF REMITTANCE TRANSMITTAL
The Remittance Transmittal form can be found on the Treasurer’s Office website.
http://www.broward.k12.fl.us/comptroller/treasurer_doclinks.htm
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.
For further information, call the Treasurer’s Office at 754-321-0578.
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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/support/businesspracticebulletins/index.htm
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.
TRAVEL FORMS
BPB A-435 Section E) TYPES OF TRAVEL
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 absence from official headquarters, in or out of the county. The travel day shall begin at the time of departure. Reimbursement of travel expenses 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 involving 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 wages 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 reimbursed 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 computed on the quarter of day basis 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 beginning with the second 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. A traveler departing from home base 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, Florida Statutes Sales and Use Tax 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 registration, telephone and any other reimbursable business expense. If registration was prepaid by the District, no entry should be made. Also 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 approved 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 expenses were exceeded.
AP
SYST
DO
CU
MEN
T#__
____
____
____
____
____
MIL
EAG
E V
OU
CH
ER
The
Scho
ol B
oard
of B
row
ard
Cou
nty
Form
304
2 (R
ev 1
1/07
)
Page
___
Ven
dor N
umbe
r
Nam
e: (P
leas
e Pr
int)
Mon
th E
ndin
g:
(Use
pro
per n
ame,
not
nic
k na
me)
Pers
onne
l Num
ber:
P
ositi
on:
S
choo
l/Dep
t.Nam
e:
D
ate
Plac
es V
isite
d G
ross
M
iles
Less
Mile
s H
ome
to
Off
ice
Net
M
iles
Purp
ose
Park
ing
& T
olls
Tota
l Par
king
& T
olls
, etc
. =
To
tal M
iles
X
0.
505
(ce
nts p
er m
ile) =
T
otal
Req
uest
ed
Boo
kkee
per/B
udge
tkee
per N
ame
Pho
ne
*The
cur
rent
rat
e is
det
erm
ined
in
a m
emor
andu
m i
ssue
d an
nual
ly b
y th
e T
reas
urer
’s O
ffic
e. I
nser
t the
cur
rent
rat
e as
per
the
mos
t rec
ent m
emor
andu
m.
I cer
tify
that
this
cla
im is
true
and
cor
rect
; tha
t exp
ense
s wer
e ac
tual
ly in
curr
ed b
y m
e as
nec
essa
ry tr
avel
exp
ense
s in
the
perf
orm
ance
of m
y of
ficia
l dut
ies.
Dat
e
S
igne
d
App
rove
d
Che
ck
Req
uest
N
o.
Gro
ss
Am
ount
G
/L A
ccou
nt
(8)
Cla
ss+O
bj+0
’s
Bus
A
rea
(4)
Cos
t Cen
ter
(10)
B
A+T
+L+0
Fund
(4
) In
tern
al
Ord
er
(12)
WB
S El
emen
t (14
) G
rant
(1
4)
Func
tiona
l Are
a (1
6)
Func
tion
+ A
ctiv
ity +
0’s
5336
0000
Atta
ch M
ileag
e V
ouch
er S
umm
ary
Form
whe
n su
bmitt
ing
Mile
age
Vou
cher
s with
mul
tiple
pag
es o
r mul
tiple
mon
ths w
ith sa
me
codi
ng.
Stap
le a
ll pa
ges t
oget
her w
ith su
mm
ary
on th
e to
p. A
sing
le p
age
Mile
age
Vou
cher
doe
s not
requ
ire a
Sum
mar
y Fo
rm.
of _
____
__ P
ages
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.
http://www.broward.k12.fl.us/erp/brite/support/businesspracticebulletins/index.htm
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
TH
E S
CH
OO
L B
OA
RD
OF
BR
OW
AR
D C
OU
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Y, F
LO
RID
A
MIL
EA
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R S
UM
MA
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onth
End
ing
Nam
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S
choo
l/Dep
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ositi
on:
Pers
onne
l Num
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Page
#
G
RO
SS
MIL
ES
LE
SS M
ILE
S H
OM
E
TO
OFF
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N
ET
M
ILE
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l Req
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udge
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ame
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uest
N
o.
Gro
ss
Am
ount
G
/L A
ccou
nt
(8)
Cla
ss+O
bj+0
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Bus
A
rea
(4)
Cos
t Cen
ter
(10)
B
A+T
+L+0
Fund
(4
) In
tern
al
Ord
er
(12)
WB
S El
emen
t (14
) G
rant
(1
4)
Func
tiona
l Are
a (1
6)
Func
tion
+ A
ctiv
ity +
0’s
5336
0000
VEN
DO
R
NU
MB
ER
Dat
e Si
gned
:
Dat
e A
ppro
ved
I ce
rtify
that
this
cla
im is
true
and
cor
rect
; tha
t exp
ense
s w
ere
actu
ally
inc
urre
d by
me
as n
eces
sary
tra
vel
expe
nses
in
the
perf
orm
ance
of m
y of
ficia
l dut
ies.
*The
cur
rent
rat
e is
det
erm
ined
in a
mem
oran
dum
issu
ed
by th
e T
reas
urer
Off
ice
annu
ally
. In
sert
the
curr
ent r
ate
as p
er th
e m
ost r
ecen
t mem
oran
dum
.
AP
SYST
DO
CU
MEN
T #
____
____
____
____
____
_
For
m 3
042A
Rev
11/
07
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.
http://www.broward.k12.fl.us/erp/brite/support/businesspracticebulletins/index.htm
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.
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):
*Current rate as published in the most recent memorandum from the Treasurer’s Office.
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)
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.
http://www.broward.k12.fl.us/erp/brite/support/businesspracticebulletins/index.htm
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 = $____________________
*Current rate as published in the most recent memorandum from the Treasurer’s Office.
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
Functional Area (16) Function + Activity
+0’s
Form 4307 Rev 11//07
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
AP SYST DOCUMENT #
TRAVEL VOUCHER The School Board of Broward County, Florida
VENDOR NUMBER
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)
Functional Area (16) Function + Activity
+0’s
W18894 11/07
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.
MISCELLANEOUS FORMS
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.
The
Sch
ool B
oard
of B
row
ard
Cou
nty
Edu
catio
n T
echn
olog
y Se
rvic
es
Com
mun
icat
ions
Wor
k O
rder
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ate:
____
____
____
____
_
Loca
tion:
____
____
____
Scho
ol/D
ept.
Nam
e:__
____
____
____
____
____
____
____
____
___
Con
tact
Nam
e:__
____
____
____
____
____
____
____
___
Con
tact
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____
____
____
____
___
C
onta
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mai
l:___
____
____
____
____
____
____
____
____
W
ork
Req
uest
ed:
(Ple
ase
prin
t or t
ype)
B
LD
G#
FIS
H #
Pl
ease
send
Req
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to:
Ed
ucat
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Tech
nolo
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ervi
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Com
mun
icat
ions
Dep
t.
7720
Wes
t Oak
land
Par
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lvd.
, Sun
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FL
333
51
Fa
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907
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1050
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Prin
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ead:
____
____
____
____
____
____
____
____
____
____
____
_ D
ate:
____
____
____
____
____
____
_
DO
NO
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____
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____
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____
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ours
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____
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rm 3
994A
- R
ev. 1
1/30
/07
INSTRUCTIONS FOR COMPLETION OF COMMUNICATIONS WORK ORDER
This form is used to request additional wiring, additional quad jacks or for moves, adds and changes in telephones. Complete this form and return to ETS. You will receive an estimate of the charges for principal/department head approval.
http://web.broward.k12.fl.us/forms/formsoptions.htm
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.
http://www.broward.k12.fl.us/erp/brite/support/businesspracticebulletins/index.htm
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.
Cas
INSTRUCTIONS FOR COMPLETION OF PETTY CASH REIMBURSEMENT FORM
The Petty Cash Reimbursement form is currently located on the Treasurer’s Office website. http://www.broward.k12.fl.us/comptroller/treasurer_doclinks.htm
The online location of the form may change.
For further information, call the Payroll Department at 754-321-8150
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. .
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
(BRITE) SAP 6.0 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:
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, Requisitioner) or Description of Request:
Authorization Information * Business Area: Cost Center:
Is this Role assignment responsible for Grants Activity?
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/finrptg_sap_chart_of_accounts.htm Pony or Fax (754-321-3696) completed form to Security at BRITE Support Center.
SECURITY USE ONLY Security Initials: Date Completed:
Action Taken:
HR Action, Date & Initials: HRIS Action, Date & Initials:
Add AuthorizationDelete Authorization
Create User
Delete User Other - Explain:
Yes No
SAP 4.6b (Legacy) and Kronos User Access
KRONOS User Access Form
A completed form is required when requesting authorization in Kronos. (NOTE - Only 3 Employees Per Location Can Have A Kronos License.)
Date Requested: Date Required: Date Received at SAP Support Center:
Action Requested
Add Authorization
Delete Authorization
EMPLOYEE INFORMATION Location #: Location Name: Phone #:
First Name: Last Name: Personnel #:
Position #: (8 digits) Position Title:
Approval Signatures
Print Name
Signature
Date
Employee:
Director/Principal: (Required)
Fax (754-321-8177) or Pony completed form to Security at SAP Support Center. Notification will be sent, via email, to the employee (cc. Director/Principal), when authorization has been given.
Security Use Only:
Database: Date & Initials Kronos: Add/Delete (Email)
Update: Kronos/Kronos Conference:
Email: Employee and Director/Principal
Form No. 4716 Rev: 6/20/06; 11/06; 1/14/08, 2/15/08
The
Scho
ol B
oard
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lori
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____
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AN
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Lo
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290A
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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).
T
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____
____
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____
____
____
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____
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____
____
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____
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Acc
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NO
TE:
Att
ach
copi
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f Po
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and
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Im
med
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Not
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OTE
: Att
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copy
of
Invo
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s)
Ret
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or y
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Cap
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Act
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f B
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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 and Number Select one of the following boxes, depending on the action desired:
• Check Equipment Acquisition if items are acquired through a donation or internal accounts funds.
• Check Tangible Personal Property Loss to identify items lost/stolen.
• 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) Cost/Estim. Value – Enter dollar value of item. G) Room/Bldg. – Enter room number/bldg. number where item is located. D) Loss Acknowledged by – Signature of Principal, Department Head or Designee of the
location where the loss occurred. E) Name of Donor – Enter name of person or organization donating item. F) Donor Address – Enter address of Donor. F) Acquisition Approved by – Signature of Principal, Department Head or Designee
accepting the donation or item purchased with internal funds.
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.
BUSINESS PRACTICE BULLETIN The School Board of Broward County, Florida
BULLETIN NO.: A-448 PAGE: 2 OF 4 DATE: December 3, 2007
SUBJECT: Long Distance Calling Procedure
Supersedes: A-152, Dated: September 1, 1994
Issued By: ERP Department
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
BUSINESS PRACTICE BULLETIN The School Board of Broward County, Florida
BULLETIN NO.: A-448 PAGE: 3 OF 4 DATE: December 3, 2007
SUBJECT: Long Distance Calling Procedure
Supersedes: A-152, Dated: September 1, 1994
Issued By: ERP Department
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)
BUSINESS PRACTICE BULLETIN The School Board of Broward County, Florida
BULLETIN NO.: A-448 PAGE: 4 OF 4 DATE: December 3, 2007
SUBJECT: Long Distance Calling Procedure
Supersedes: A-152, Dated: September 1, 1994
Issued By: ERP Department
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.
TH
E S
CH
OO
L B
OA
RD
OF
BR
OW
AR
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Y, F
LO
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A
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NE
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DIS
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TAIN
TH
IS F
OR
M A
T YO
UR
FA
CIL
ITY
FO
R A
UD
IT P
UR
POSE
S
USE
TH
IS F
OR
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NG
DIS
TAN
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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.
STANDARD PRACTICE BULLETIN The School Board of Broward County, Florida
BULLETIN NO.: A-469
PAGE: 1 of 4 DATE: July 1, 2003
SUBJECT: CELLULAR TELEPHONE ACCESS and USAGE
Supersedes: A-469 Dated: 9/1/2002
Issued By: Systems & Procedures/Treasurer’s Office
This bulletin pertains to the access and usage of cellular telephones that are the property of The School Board of Broward County, Florida. The purpose of this bulletin is twofold: to acknowledge the value of enhanced communication via cellular telephone technology and to identify which district employees should have School Board owned cellular telephone access. It also addresses invoice processing, personal use of School Board owned cellular telephones and official school board business use of personal cellular telephones. A. Recommended access (recommended access is contingent upon availability of funds in
the location budget)
1. Superintendent, Deputy Superintendent, Associate Superintendent a. One cellular telephone per Superintendent, Deputy Superintendent and
Associate Superintendent.
2. Elementary, Middle, High Schools and Centers a. Two cellular telephones per location are recommended: one for the
Principal’s use and one to be used during athletic events, field trips, emergency operations, and/or other school activities.
b. The Area Superintendent must authorize cellular telephone access for additional school/center employees.
3. Area Offices
a. One cellular telephone per Area Superintendent, Area Director and Area Student Service Coordinator.
b. The Area Superintendent will authorize cellular telephone access for additional employees who spend the majority of their time out of the office.
4. All Department Directors
a. One cellular telephone per Department Director b. The Associate/Deputy Superintendent and Division Head will authorize
cellular telephone access for their respective Department Directors. 5. Others
a. Upon written request of the employee, the appropriate Division Head or Associate/Deputy Superintendent will authorize access for any employee not identified in the above listing.
B. 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) which has been approved according to the authorization levels outlined in Section A.
STANDARD PRACTICE BULLETIN The School Board of Broward County, Florida
BULLETIN NO.: A-469
PAGE: 2 of 4 DATE: July 1, 2003
SUBJECT: CELLULAR TELEPHONE ACCESS and USAGE
Supersedes: A-469 Dated: 9/1/2002
Issued By: Systems & Procedures/Treasurer’s Office
B. Procurement (continued) 2. A hard copy budget transfer must be created to transfer funds from your location to ETS.
The transfer must be submitted to ETS at the time the cell phone order is placed. Calculate the number of months from the point of order through June 30th of the current fiscal year and multiply times $30 per month, per unit. The budget transfer credit side must be coded as follows: credit to function 7903, object 300, location 9858, and activity 72178.
3. ETS will process the order and contact the School/Department regarding how to activate
the service. 4. The vendor will deliver the cell phone(s) to ETS. Then the equipment will be forwarded
to the requesting School/Department. C. 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. 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.
STANDARD PRACTICE BULLETIN The School Board of Broward County, Florida
BULLETIN NO.: A-469
PAGE: 3 of 4 DATE: July 1, 2003
SUBJECT: CELLULAR TELEPHONE ACCESS and USAGE
Supersedes: A-469 Dated: 9/1/2002
Issued By: Systems & Procedures/Treasurer’s Office
C. Billing (continued)
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.
D. 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.
3. Each SBBC employee being issued a SBBC cellular telephone must read an 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.
E. Accountability
1. Office of Management/Facility Audits will initiate desk audits of select cellular telephone billings.
F. Loss or Theft
1. In the event of a lost or stolen cellular telephone, the user must notify the ETS Help Desk 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.
STANDARD PRACTICE BULLETIN The School Board of Broward County, Florida
BULLETIN NO.: A-469
PAGE: 4 of 4 DATE: July 1, 2003
SUBJECT: CELLULAR TELEPHONE ACCESS and USAGE
Supersedes: A-469 Dated: 9/1/2002
Issued By: Systems & Procedures/Treasurer’s Office
G. Reassignment of Cellular Services
1. Cellular telephones will not be transferred to another user without written notice to ETS and the appropriate authorizing official.
H. 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.
Exhibit 1
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.
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
PAYROLL FORMS
The School Board of Broward County Direct Deposit Authorization Form
TO: Broward County Schools, PAYROLL DEPARTMENT, TSSC BUILDING
DIRECT DEPOSIT AUTHORIZATION AGREEMENT
I hereby authorize the Payroll Department to directly deposit my net pay 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 Agreement be completed and submitted to the Accounting Department by pony at least one week before the next scheduled pay date; and that the last fully completed form will stay in effect until another is received. Further, I agree not to hold The School Board of Broward County 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 your financial institution or just your account number of account type (Checking or Savings). Your direct deposit is stopped when a change request is received.
□ Check Stop if you would like to stop your direct deposit.
ACCOUNT INFORMATION
Employee Name
Name of Financial Institution
Transit Number Account Number Account Type (circle one) Deposit Amount (Select One)
Checking Savings □Specific Amount _________________
▼ Complete only if you are having funds direct deposited to two separate accounts or institutions ▼
Name of Financial Institution
Transit Number Account Number Account Type (circle one) Amount
Checking Savings □Net Balance _________________
Employee Information School / Department Location Name Location Number Employee Number Phone Number
For Payroll Use Only Date Received
Date Processed
Processor
Transit Number Account Number
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
PRE-APPROVAL AUTHORIZATIONOVERTIME/COMPENSATORY TIME
(Use this form for FLSA overtime (actual hours over 40) only)
Employee: SS#: Personnel#:
Overtime/Compensatory time may be required on the following dates. This is to acknowledge thatovertime or compensatory time has been approved in advance as indicated below.
OVERTIME
DATE
OVERTIMEHOURS
PRE-APPROVED
OVERTIMEHOURS
WORKED REASON APPROVED
1.2.3.4.5.6.7.8.9.10.
COMPENSATORY TIME
DATE
COMP. TIMEHOURS
PRE-APPROVED
COMP. TIMEHOURS
WORKED REASON APPROVED
1.2.3.4.5.6.7.8.9.10.
All Overtime and Comp. time hours MUST BE PRE-APPROVED. Fill in the date you have been approved to workovertime, the number of hours you are approved to work, and the reason for the overtime. EACH ACTUAL DATE TO BEWORKED SHOULD BE ON ITS OWN LINE. The supervisor must sign below and in the approved column for each date.After you have worked the Overtime or Compensatory time, record the actual hours you worked each day to the nearestquarter hour (.00, .25, .50, or .75) at the STRAIGHT TIME Rate for the work performed and attach it to your Time SheetLog. (NOTE: AN OVERTIME / COMPENSATORY TIME AUTHORIZATION FORM SHOULD BE FILLED OUT FOREACH PAY PERIOD. IT SHOULD CONTAIN ONLY THE DATES THAT ARE WITHIN THE PAY PERIOD YOU AREWORKING OR ARE GOING TO WORK – DO NOT COMBINE TWO PAY PERIODS ON ONE FORM.)
Employee Signature Date
Supervisor Signature Date
Form # 4707
Overtime/Compensatory Time Agreement
(To be completed at the time of hiring for each position, Job 1, 2, 3, etc.)
I understand that the primary position (Job 1) in which I am employed with the School Boardqualifies for overtime compensation under the Fair Labor Standards Act (FLSA), if I receive priorauthorization and work more than 40 hours in a work week. Overtime hours may be generatedeither by working more than 40 hours in my primary position with the School Board (Job 1), or byvirtue of a combination of the hours worked in Job 1 and hours worked in any additionalposition(s) (Job 2, Job 3, etc.) I may hold in which I perform work on a regularly scheduled basis. Iagree that if I work more than 40 hours in a work week in my primary position, or if I currentlyhold or accept any additional position(s) with the School Board in the future for which overtimepay is required the following conditions will apply:
1. Overtime pay or compensatory time off earned by working in excess of 40 hours in awork week in my primary position (Job 1) will be compensated at time and one-half the regularrate of pay for that position. Hours worked in excess of 40 in a work week must be approved priorto working such hours pursuant to School Board Policy and Collective Bargaining Agreements.
2. Overtime pay or compensatory time earned due to work performed in additionalposition(s) (Job 2, Job 3, etc.) will be calculated based upon the rate of pay for the additionalposition(s) which generated the overtime hours. Compensatory time off will be granted at a rate ofone-and-one-half hours for each hour of overtime worked. Any accrued compensatory time off Iearn as a result of working the additional position(s) can be used only towards my work schedulefor the additional position(s).
3. Compensatory time off may be mutually agreed upon in lieu of overtime pay for hoursworked in excess of 40 hours during any work week. Compensatory time due may accrue up to atotal not to exceed 240 hours.
4. I will notify my immediate supervisor(s) of all the positions that I currently hold (oraccept in the future) with the School Board. I understand that failure on my part to notify mysupervisor(s) of other jobs with the School Board may result in administrative action.
5. This agreement is not intended to alter the terms of any union contract.
By my signature on this document, I verify that I have read, fully understand and agree tothe conditions contained herein.
__________________________________ __________________ ___________________Signature of Employee/Applicant Social Security # Date
__________________________________ __________________ ___________________Signature of Hiring Administrator Location Date
Form #4708
THE SCHOOL BOARD OF BROWARD COUNTY, FLORIDAPAYROLL / ACCOUNTS PAYABLE
Telephone Number (754) 321-0698 Fax Number (754) 321-0937
PAYROLL NOTIFICATION-CHANGE/DELETION OF HOURS Instructional / ASPT / TSP / COPA Bargaining Units Only
This form should only be completed by the Payroll Contact when an employee has been paid hours in error or inadvance of days worked. . Once completed, please fax signed form to the Payroll Department for hours previouslypaid. Location should continue to delete hours entered, but not paid.
Please DO NOT use this form if employee IS NOT a part of the Instructional, ASPT, TSP, or COPA bargaining
Employee Name: _________________________________________________ Personnel #: __________________
Location Name: _________________________Location Number: _________ Pay Area: AA_______ BB_______
Complete the following section for change/deletion of hours:
Deletion of One Time Payment: Wage Type___________________ Effective____/____/____ Amount$___________
Change of 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: _____________________________________________________________________________________________________________________________________________________________I__________________________________, agree with the above information that shows I have been paid hours inerror. I have checked one of the repayment methods and signed below approving the payroll deduction, which willcommence next pay period.
DEDUCTION SCHEDULE DEDUCTION OPTIONS:
1 Payment- - - - - - - - - $0.00 - $100.00 OPTION 1 ________Single payroll deduction.
4 Payments- - - - - - - - $100.01-$500.00 OPTION 2 ________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 OPTION 3 ________I request a meeting with the Payroll Dept.
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: $__________ Recovery Beg_____/_____/_____End____/____/____
TSSC BLDG - 7720 West Oakland Park Boulevard, Sunrise, FL 33351I:Acct/Payroll2:Deletion/Change Form
THE SCHOOL BOARD OF BROWARD COUNTY, FLORIDAPAYROLL / ACCOUNTS PAYABLE
Telephone Number (754) 321-0698 Fax Number (754) 321-0937
PAYROLL NOTIFICATION-CHANGE/DELETION OF HOURS Non-Instructional Bargaining Units Only
This form should only be completed by the Payroll Contact when an employee has been paid hours in error or inadvance of days worked . Once completed, please fax signed form to the Payroll Department for hours previouslypaid. Location should continue to delete hours entered, but not paid.
Please DO NOT use this form if employee IS NOT a part of the Non-Instructional bargaining units.
Employee Name: _________________________________________________ Personnel #: __________________
Location Name: _________________________Location Number: _________ Pay Area: AA_______ BB_______
Complete the following section for change/deletion of hours:
Deletion of One Time Payment: Wage Type___________________ Effective____/____/____ Amount$___________
Change of 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 CHANGE/DELETION and/or PLV: ____________________________________________________________________________________________________________________________________________________I__________________________________, agree with the above information that shows I have been paid hours inerror. I have checked one of the repayment methods and signed below approving the payroll deduction, which willcommence in two pay periods
DEDUCTION SCHEDULE DEDUCTION OPTIONS:
1 Payment- - - - - - - - - $1.00 - $100.00 OPTION 1 ________Single payroll deduction. or more at the employee's option
4 Payments- - - - - - - - $100.01-$500.00 OPTION 2 ________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 OPTION 3 ________I request a meeting with the Payroll Dept.
Not to exceed $500- - - Above $1,800.00per paycheck
If the affected employee is on an unpaid leave of absence, payback will involve direct payment from the employee to the Board.
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____/____/____
TSSC BLDG - 7720 West Oakland Park Boulevard, Sunrise, FL 33351I:Acct/Payroll2:Deletion/Change Form
THE SCHOOL BOARD OF BROWARD COUNTY. FLORIDA HUMAN RESOURCES DIVISION
RESIGNATION/RETIREMENT FORM *CHOOSE ONE: RESIGNATION RESIGNING FROM MY PRIMARY JOB RETIREMENT
*If the employee is resigning from his/her primary permanent position but will continue to work in an additional position, complete a Stop Payment Transaction and contact payroll. Do not create a ZPAF. Send the form to the appropriate department (Instructional or Noninstructional). The Department will forward the form to HRIS for processing. If the employee is retiring, the employee must meet with the Benefits Department. The Benefits Department will forward this form to the location, the appropriate staffing department and HRIS. Do not create a ZPAF. HRIS will complete the transaction.
Submit the ORIGINAL to the appropriate department (Instructional or Noninstructional) Retain copies at your location Revised 1/6/2005 Form #4049
EMPLOYEE INFORMATION TYPE OF EMPLOYEE: ADMINISTRATOR INSTRUCTIONAL NONINSTRUCTIONAL LAST NAME FIRST NAME MI S.S. NUMBER SAP PERSONNEL NUMBER LOCATION # LOCATION NAME POSITION TITLE GRADE/SUBJECT, IF APPLICABLE
COMPLETE MAILING ADDRESS
LENGTH OF SERVICE IN BROWARD AS A TEACHER AS AN ADMINISTRATOR AS NON-INSTRUCTIONAL
LENGTH OF TOTAL SERVICE AS A TEACHER AS AN ADMINISTRATOR AS NON-INSTRUCTIONAL
LAST DAY WORKED LAST PAY DATE (TERMINATION/RETIREMENT DATE):
Indicate the PRIMARY reason for your voluntary separation (choose one): Accepted a New Job (41) Did not Feel Adequately Trained or Prepared for the Position Dissatisfied with Pay (43/A) Dissatisfied with Supervisor (C) Dissatisfied with Working Conditions (48) Dislike/Unsuitability for Assigned Duties (D) Family Obligation (42/F) Inadequate Benefits (52/K) Lack of Opportunity for Advancement (B) Medical (61)
Military (70) Personal (44/F) Relocation (46/H) Retirement (30/I) ________________________ Retirement/Disability (31/I) ________________ Returned to Continuing Education (G) Resigned in Lieu of Termination During
Probationary Period (07/08/E) Stress on the Job (L) Other (M)________________________
Employment Status Accepted another position in the field of education:
At a non-public school within Broward (A)__________ Within another district in Florida (B) _____________ Outside the state of Florida(C) ____________________
Not Applicable Did not accept employment elsewhere
Accepted another position outside of education:
Within Broward (G) Within Florida (H) Outside the state of Florida (I)
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
What, if any, changes would have made you stay in Broward County Public Schools? Please use the reverse side for any additional comments. *I currently hold the following positions and will continue to work in a temporary capacity: Assignment No. (Info Type 0554)
Organizational Unit (Location Name & No.) Position # (8 digit ID# - i.e. 80000191)
Employee Signature: Date:
Business Practice Bulletins (BPBs) are publications developed, maintained and published by BRITE documenting 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 BRITE web site at www.broward.k12.fl.us/erp , 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. Print the appropriate number of copies needed at your location. If you cannot access the Internet site, contact ERP at 754-321-8120. If you have questions regarding the content of a bulletin, contact who the bulletin refers you to for assistance. The most commonly used Business Practice Bulletins: A-429 Rental of School Board Facilities (currently under review) A-435 Travel Reimbursement Procedure A-442 Mileage Reimbursement
A-446 Signature Cards (currently under review) A-460 Budgetkeeping Practices
A-466 Use of Consultants/Clinicians/Tutors (currently under review) P-100 Purchasing Policies/Procedures (currently under review)
Section 3.1
BUSINESS PRACTICE BULLETINS (REPLACING SOME STANDARD PRACTICE BULLETINS)
(see the BRITE website for additional Bulletins) http://web/erp/brite/support/businesspracticebulletins/index.htm
A-137 Sick Leave Bank Procedures A-152 Procedure For Preparing Business Practice Bulletins A-401 Chart of Accounts
A-421 Technical Centers, Alternative High Schools & Community Schools-Fees & Expense Recovery
A-422 Technical Centers, Alternative High Schools & Technical High Schools-Commercial Food Programs
A-423 Technical Centers, Alternative High Schools & Community Schools-Industry Services Training and Sales & Service Programs
A-424 Training of Noninstructional Personnel Through CTACE A-433 Transportation-Use of Buses For Extra-Curricular Activities A-435 Travel Reimbursement Procedure A-442 Mileage Reimbursement Bulletin_Forms_Final A-444 Broward Education Communications Network Rate Chart A-448 Long Distance Telephone Log A-449 Accounting & Administration for Dual Enrollment/Dual Credit Program A-453 Budget Transfer Procedures – General Fund (1000)
A-455 Technical Centers, Alternative High Schools & Community Schools Accounting for Financial Aid Fees
A-467 Processing of Title I Financial Transactions
A-468 Procedures For Requesting Projects Not Funded in the Adopted District Educational Facilities Plan
A-469 Cellular Telephone Access & Usage A-471 Budget Petty Cash A-472 Collecting, Processing & Reporting Workforce Education Data A-475 Unique Bus Aide Payment Procedures A-480 Wire Transfer Procedures Bulletin_Form_Final B-100 Process for Acquiring Security Access in SAP
H-100 NEW Procedures for Verifying Service Credit or Eligibility with the Florida Retirement System
L-402 NEW Position Control Process
Section 3.2
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 both the FAST/MSA (Legacy System) and 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 BRITE Budget 201 or Procurement 201 classes.
CROSSWALK
Section 3.3
MSA
ECC-FM (Funds Management)
Fund General Fund 100
Fund General Fund 1000
Location & Type 0011 & 1 = Deerfield Beach Elem.
Fund Center/Cost Center Business Area+Type+Location+0
3101100110 = Deerfield Beach Elementary
Class & Object Expense & Supplies 5 & 511
Commitment Item G/L Account Expense & Supplies 55110000
Function & Activity Gr K-3 Basic 5101 & 00000
Functional Area Gr K-3 Basic 51010000000000000
Grant Activity Head Start 27615
Grant Funded Program (Head Start B97790001)
Capital Project Location & Activity 0211& 78123
Funded Program P.00011
Accounting Strings
Section 3.4
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
MSA/FAST Legacy Accounting String
Function Object(3), Cap(4) (1) (4) (3) (1) (2) (4) (1) (1) (5)
Use ActivityFund Class Location TypeBalance Sheet/ Revenue Account Sub
ObjectPhase
SAP Accounting String
GL 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 3.5
e
Each transaction debiting or crediting a location’s budget is to be identified with a document number. For thostransactions not already numbered and tracked by SAP, the following format is to be used by each location to issue document numbers following Business Practice Bulletin
A-460 -- BUDGETKEEPING PRACTICES.
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……
(continued)
Section 3.6
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 ERP Department was 000431, then:
Next document number for a Check Request for the ERP Department: Type + Next 5 Sequential Numbers = Document #
0 00432 000432
Next document number for a Mileage Voucher the ERP Department: Type + Next 5 Sequential Numbers = Document #
0 00433 000433 and so on…….
TRANSACTION LOG FORM
Section 3.7
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 2008-2009)
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 June 2008--if the mileage voucher being logged is for the month of June 2008, etc.)
School Activity Purchase Orders (SAPOs) In the Legacy system, schools used a School Activity Purchase Order for items to be paid directly from Internal Account funds. Effective December 1, 2007 all schools and departments are to use the P-card or the SAP online requisition process to order any items needed. The School Activity Purchase Order form is no longer valid.
Attached Lists In the Legacy system, there were two attached list forms - one for items over $1,000 each (assets) and one for items under $1,000. As of December 1, 2007 only one attached list form is available for use. 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: Business Practice Bulletin A-460 indicates that 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 3.8
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____
____
____
____
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ocum
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Num
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Am
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G/L
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C
lass
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BECO
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Chec
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BECO
N R
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Chec
k Req
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Act
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tion_
____
____
____
____
____
____
____
_
Fisc
al Y
ear_
____
____
____
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age_
____
_
“CHARLIE CHECKER”
I am Charlie Checker
WHO IS A CHECKER?
A Checker is the designated person who checks the items received against 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 recorded on the packing slip/delivery 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.
PLEASE NOTE:
The Checker procedures should apply to all deliveries, meaning someone other than the person doing the online receiving or invoice processing should be verifying contents of packages delivered.
The specific online receiving instructions in this section apply to Standard Purchase Orders (PO number starts with 45) and the receiving location should NOT see invoices for these deliveries. (However, on occasion, 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 received online after installation or once 30 days has elapsed since it arrived on site.
For Framework Purchase Orders (PO number starts with 75), the location should be receiving an invoice that should be compared to the packing slip/delivery paperwork for accuracy, then approved by the Administrator. Online receiving is NOT done on these types of purchase orders.
Remember, all invoices 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 regarding this stamp, contact Accounts Payable at 754-321-0617.
Section 3.10
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 3.11
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 3.12
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 3.13
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 School Book Depository 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 receiving materials. Signing a freight 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 packing list and fax to the Textbook Warehouse at 754-321-4359.
Section 3.14
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 3.15
3.15
O
rder
for
m
Appl
y Pu
rcha
sing
Pol
icie
s (P
olic
y 33
20 a
nd P
-100
) •
Chec
k W
areh
ouse
(ca
talo
g
o
nlin
e)
• Se
arch
for
Spe
cific
Ite
m (C
CM)
• Se
arch
for
Spe
cific
Ven
dor
(Des
ired
vend
or f
ield
)
• O
ff-B
id—
Any
Vend
or
$5
,000
• +
$5,0
00 –
Add
ition
al R
ules
Vend
or s
hips
mds
e. t
o lo
catio
n an
d se
nds
invo
ice
to A
P
Mds
e. a
rriv
es
Chec
ked
in
by “
Char
lie
Chec
ker”
Onl
ine
Rec
eivi
ng f
or
Stan
dard
PO
’s (
45)
(NO
IN
VOIC
E)
Adm
in. w
ill
sign
pac
king
sl
ip
Sign
ed
Invo
ice
for
Fram
ewor
k PO
’s (
75)
(Adm
in. w
ill
sign
act
ual
invo
ice)
Invo
ice
to A
P
AP r
evie
ws
invo
ice
and
de
pend
ing
on
the
type
of
PO
does
the
fo
llow
ing
Ente
r R
equ
isit
ion
O
nlin
e
Req
uisi
tion
appr
oved
by
adm
inis
trat
or
onlin
e
Rou
tes
syst
emat
ical
ly t
o Pu
rcha
sing
—be
com
es
Pu
rch
ase
Ord
er
Purc
hase
O
rder
is s
ent
to v
endo
r
Stan
dard
(O
nlin
e Rec
eivi
ng)
Fram
ewor
k (S
igne
d In
voic
e)
Invo
ice
wai
ts t
o m
atch
the
com
plet
ed
rece
ivin
g an
d th
en a
ch
eck
is p
roce
ssed
Send
s in
voic
e to
lo
catio
n fo
r ap
prov
al –
invo
ice
is r
etur
ned
to A
P –
chec
k is
pro
cess
ed
Verif
y pa
ymen
t is
mad
e be
fore
filin
g pa
perw
ork
in
clos
ed fo
lder
Ente
r O
nlin
e Rec
eipt
Det
erm
ine
whi
ch t
ype
of r
equi
sitio
n ne
eds
to b
e do
ne:
•
Stoc
k Tr
ansp
ort
(War
ehou
se
and
Text
book
) •
Stan
dard
(fo
r sp
ecifi
c lin
e ite
ms)
•
Fram
ewor
k (a
ll ot
hers
and
at
tach
ed li
sts)
FILING GUIDELINES (FROM BUSINESS PRACTICE BULLETIN A-460--
BUDGETKEEPING PRACTICES)
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
Bids (now located online @ www.broward.k12.fl.us/supply/ “Contract Listing”
FILES NEEDED PER BUSINESS PRACTICE BULLETIN A-460 (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.
Section 4.1
FILES NEEDED PER BUSINESS PRACTICE BULLETIN A-460 (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
FILES NEEDED PER BUSINESS PRACTICE BULLETIN A-460 (continued)
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
FILES NEEDED PER BUSINESS PRACTICE BULLETIN A-460 (continued)
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
FILES NEEDED PER BUSINESS PRACTICE BULLETIN A-460 (continued)
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 order, enters items into SAP
system one line at a time. 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 the 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 invoice. This will be a ten-digit number that begins with either 45 or 75.
• Look for documentation that supports the Purchase Order (possibly 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 4.6
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 aIf youon t
Pu
If youon t
Pu
t the Transaction Log and try to find the same vendor’s name on the log. find a six-digit number on the invoice that matches a document number he log for the same vendor, it was probably ordered on a School Activity rchase Order (SAPO) or Check Request. If so, follow instructions on next page for SAPO’s and Check Requests.
action Log and try to find the same vendor’s name on the log. find a six-digit number on the invoice that matches a document number he log for the same vendor, it was probably ordered on a School Activity rchase Order (SAPO) or Check Request. If so, follow instructions on next page for SAPO’s and Check Requests.
IF THERE IS NO ENTRY ON THE TRANSACTION LOG:IF THERE IS NO ENTRY ON THE TRANSACTION LOG:
Section 4.7
• If a match is not found, it is possible that the item was purchased via P-Card. • If no vendor requisition/purchase order was initiated for this order, it will probably
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 signed Check Request and the invoice. (see Invoice Duplication pg. 4.10)
• Send the original Check Request and invoice to Accounts Payable via the pony mail.
• File the copy of the Check Request, copy of the invoice 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 4.8
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) NOTE: As of May 2008, the cost of the stamp is $27.78 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 4.9
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. (This list was updated and provided by Accounts Payable as of 5/08.)
INVOICE DUPLICATION
Section 4.10
NOTES
Section 4.11
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 4.12
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) – A – Asset (Use in Phase 2) – 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
Authorized Signature Master File, SPB A-446
The Business Practice Bulletin with step-by-step instructions for completing Budget Signature Cards. Signature cards must be on file for the current Principal or Director, and their authorized back-up approver at each location. This Bulletin is currently under review
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, Ruth Mirailh 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 Signature Cards
In accordance with Business Practice Bulletin, A-446 “Authorized Signature Master File”, each principal and administrator responsible for expenditures must have signature cards on file. New cards must be submitted each time the authorized approving administration of a location is changed. Clerical employees may not sign these cards. For information on securing signature cards, access Systems & Procedures’ website @ http://www.broward.k12.fl.us/comptroller. Click on Treasurer, then Systems & Procedures, then click on Signature Card Template for directions.
Section 5.3
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.
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 –
Budgetkeeping Practices, BPB A-460
The Business Practice Bulletin that contains instructions on the logging and filing of budget transactions. This Bulletin is currently under review.
Section 5.4
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 will still be called Standard Practice Bulletins and will be posted on the Treasurer’s Office website at http://www.broward.k12.fl.us/comptroller/treasurer_doclinks.htm#standardpractices. Business Practice Bulletins should be directed to Marta LaCasse, Organizational Change Management Team, ERP Dept. at 754 321-8136.
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 Financial Reporting or Systems & Procedures, 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 policies per BPB P-402. 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)
Section 5.5
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.
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.
Section 5.6
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.
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.
FAST Financial Application Systems Technology. This is the legacy online system for entering requisitions and budget transfers prior to December 2007. It was also used for tracking budget information via various purchasing, accounts payable and budgetary control inquiry screens.
Section 5.7
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
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)
Section 5.8
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.
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
Section 5.9
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.
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.
Section 5.10
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)
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.
Section 5.11
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 Elluminate, Blackboard or Atomic Learning. 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 5.12
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. A copy of the form(s) is included in the Purchasing Procedure Manual, P-100 and is also available on the intranet from the District’s forms website, as well as the Systems & Procedures website.
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 Carmelo Guerra for more information 754-321-0526.
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.
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.
Section 5.13
Purchasing Policies, BPB P-100
The Business Practice Bulletin (P-402, “Purchasing Policies”) that contains step-by-step instructions for the completion of all forms relating to the purchase of goods. Also included is Board Policy regarding bid and non-bid items and dollar limitations.
Questions – Coding Assistance
Your Area/Department Budget Office - or - Financial Reporting Department, Ruth Mirailh 754-321-8262.
Questions – Regarding completion of forms
Budget Transfers, Check Requests, Mileage Vouchers, Travel Vouchers, Requisitions, Order Forms, etc. - Systems & Procedures: Danette Viso 754-321-0575 or Pam Tomlinson 754-321-0577.
Questions – Regarding obtaining copies of documentation /forms
Chart of Accounts Business Practice Bulletins and Internal Standard Practice Bulletins Treasurer’s Office 754-321-0576 Budget Signature Cards Systems & Procedures 754-321-0583
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.
Section 5.14
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
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
SPB Standard Practice Bulletins (SPBs) – now called Business Practice Bulletins (BPBs)
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.
Section 5.15
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.
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.
Section 5.16
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
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 5.17
Section 6.1
BRITE Support Center/Help Desk From 7:00 am – 5:00 pm
SAP online entry, inquiry, and/or approval questions, 754-321-8120
password resets, etc. FAX 754-321-8187
BRITE--Web Site http://www.broward.k12.fl.us/erp or web/erp
Purchasing Help Desk 754-321-0505 FAX 754-321-0534
Coding Help Desk Ruth Mirailh 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
HELP DESK DIRECTORY
This matrix has been updated with information pertaining to the 2008-2009 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
Section 6.2
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: • • • •
BRITE/ERP Education Technology Services Mail Room Financial Reporting
N/A N/A
Agenda Items http://www.browardschools.com/schoolboard/
N/A 754-321-2390
Benefits All inquiries
N/A 754-321-3100
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 North Central Area South Central Area South Area
Departments, call Budget Office
Ron Smith Jose Laverde Rick Cupo Claude Remy N/A
754-321-3413 754-321-3020 754-321-3807 754-321-3608 754-321-8330
Budget Transfers, Online entry in SAP
BRITE N/A 754-321-8120
Business Practice Bulletins
BRITE - OCM Marta LaCasse 754-321-8136
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 BRITE, then Published Documents.
Ruth Mirailh
754-321-8262
WWHHEERREE DDOO YYOOUU SSEENNDD IITT??,, WWHHEERREE DDOO YYOOUU GGEETT IITT??,, WWHHOO DDOO YYOOUU CCAALLLL?? Item Department Person Phone
Section 6.3
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
DROP Benefits Theresa McRae
754-321-3100
Energy Management Energy Conservation & Utility Mgmt. Jack Spear 754-321-4757 FTE (FEFP) Information Budget Becky McMahon 754-321-8346 GRANTS
Grant Applications Financial Reporting
Grants Administration Project Coordinators should call: Others should call:
Frank Mandley Carson Ramsay Department/ Project Coordinator Overseeing the grant
754-321-2260 754-321-8265 Varies depending on grant
Host On-Demand (Schools) Education Technology Services (ETS) ETS Help Desk 754-321-0411 Human Resources Information
Systems (HRIS) Process all hires, and other employee status changes
N/A 754-321-0129
Inquiry--MSA/FAST (Legacy System)
Treasurer’s Office Danette Viso Pam Tomlinson
754-321-0575 754-321-0577
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
Winie 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
WWHHEERREE DDOO YYOOUU SSEENNDD IITT??,, WWHHEERREE DDOO YYOOUU GGEETT IITT??,, WWHHOO DDOO YYOOUU CCAALLLL?? Item Department Person Phone
Section 6.4
Internal Accounts/CIA (Computerized Internal Accts.)
Treasurer's Office Pat Roberts Pam Johnston Danette Viso Cary Fortune
FAX
754-321-0584 754-321-0580 754-321-0575 754-321-0585 754-321-0933
Items for Vendor Requisitions, and Buyer/PA Information.
Check CCM in BRITE/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
MSA/FAST (Legacy System) For historical inquiry Danette Viso Pam Tomlinson
754-321-0575 754-321-0577
Organizational Skills - New Budgetkeepers and Bookkeepers
Budgetkeepers should follow Business Practice Bulletin A-460. For additional help, contact your Area Business Analyst:
North Area North Central Area South Central Area South Area
Ron Smith Jose Laverde Rick Cupo Claude Remy
754-321-3413 754-321-3020 754-321-3807 754-321-3608
Payroll Payroll Help Desk N/A FAX
754-321-8150 754-321-8231
Personnel Records Verification/Records
N/A 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
Policy Handbook/Updates Via Intranet
Deputy Superintendent/Chief of Staff
Ruth Lutz 754-321-2005
WWHHEERREE DDOO YYOOUU SSEENNDD IITT??,, WWHHEERREE DDOO YYOOUU GGEETT IITT??,, WWHHOO DDOO YYOOUU CCAALLLL?? Item Department Person Phone
Section 6.5
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
Radios, Portable Education Technology Services (ETS) ETS Help Desk 754-321-0411 Receiving Online BRITE Support N/A
754-321-8120
Requisition, Warehouse (to check status )
Warehouse Brian Little 754-321-4721
Requisition-Stock Transport in SAP
BRITE Support N/A 754-321-8120
Requisition-Vendor BRITE Support N/A 754-321-8120
Retirement Information Benefits http://www.broward.k12.fl.us/benefits/
Ronley Alexander Lannie Santiago Cindy Lamar
754-321-3100
SAP BRITE Support
N/A 754-321-8120
Savings Bond, Enrollment Cards & Information
Treasurer's Office website @ http://www.broward.k12.fl.us/comptroller/Click on Treasurer then Savings Bonds
Ivan Perrone Reya Mansour
754-321-0592 754-321-0579
Security Questions – Host On-Demand & SBBC+D screen (Schools)
First, Check with School level data processing clerk (DPC). If necessary, DPC should contact Education Technology Services (ETS)
N/A ETS Help Desk
N/A 754-321-0411
Security Questions – CICS (Depts.)
Education Technology Services (ETS) ETS Help Desk 754-321-0411
Security Questions - SAP ERP
N/A
Email: ERP SECURITY or ERP NEW HIRE SECURITY
Signature Cards & Questions (process currently under review)
Treasurer’s Office Pam Tomlinson 754-321-0577
WWHHEERREE DDOO YYOOUU SSEENNDD IITT??,, WWHHEERREE DDOO YYOOUU GGEETT IITT??,, WWHHOO DDOO YYOOUU CCAALLLL?? Item Department Person Phone
Section 6.6
Staffing Instructional: Part-time Adult Community Education After Care Worker II New Hires – (Pre Clearance) All Substitute Teacher Related Calls Terminations & Resignations Leaves Reassignment/Transfer (only part-time to full-time, temp to regular, and regular to temp and working while on leave) Additional Position Hire (excluding substitute teachers) Change in Pay Delimit Additional Position Reassignment/Transfer (All other reassignment transfers- excluding substitutes) Non-Instructional Secretary/Clerical Paraprofessional Food Service Maintenance Facilities Services Administrative
Suzanne Lopez Audrey Curry Carolyn Griffin Betty Glover Ty Cunningham Jacqueline Ackerina Janie Johnson
754-321-2330 754-321-2320 754-321-2340 754-321-2322 754-321-2075 754-321-2440 754-321-2432 754-321-2431 754-321-2434 754-321-2436 754-321-1810
Student Data Base – TERMS Education Technology Services (ETS) ETS Help Desk 754-321-0411
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 Jim Kane 754-321-4350
WWHHEERREE DDOO YYOOUU SSEENNDD IITT??,, WWHHEERREE DDOO YYOOUU GGEETT IITT??,, WWHHOO DDOO YYOOUU CCAALLLL?? Item Department Person Phone
Section 6.7
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/ brite/training/calendar
Sue Woerner
754-321-8240
Training - for Computerized Internal Accounts.
Treasurer's Office Pat Roberts Pam Johnston Danette Viso
754-321-0584 754-321-0580 754-321-0575
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
Work Order Requests - for repairs of equipment and property owned by SBBC
Maintenance Management - COMPASS N/A 754-321-4490
Budgetkeeping 101
Section 7.1
Follow-Up
Future Courses (depending on your role)
User Support Options
QUIA Quiz and ESS Appraisal Blackboard eLearning sessions
Chart of Accounts Budget 201 Procurement 201
BRITE Website: web/erp -or- http://www.broward.k12.fl.us/erp/
e-Learning Context Sensitive Help CAB Conference BRITE LITES (By Role) HELP DESK 754-321-8120
BUDGETKEEPING 101 INDEX
Section
Acronyms 1 Budget Coding, Basic 3 Business Practice Bulletins 3 Charlie Checker 3 Coding 3 Document Numbering (from BPB A-460) 3 Invoice Duplication 3 Filing Guidelines (from BPB A-460) 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 (from BPB A-460) 3 What’s Next? 4
End of Manual
Section 8.1