february 18, 2009. staples/corporate express representatives
TRANSCRIPT
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Secretary MeetingFebruary 18, 2009
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Staples/Corporate Express Representatives
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Staples/Corporate Express
Joel Klevan / David GormanStaples/Corporate Express Merger2009 Pricers and Catalogs
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Furniture Needs for 2009/2010If your campus/department has any furniture
needs for the 2009/2010 school year, the spreadsheet for requests can be found on the Purchasing Department’s webpageOnce completed, email the spreadsheet to Jami
ManningDeadline: March 31, 2009
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Timekeeping System
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Timekeeping ProceduresThe payroll department is working to prepare
two handbooks that will pertain to the Timekeeping Process for paraprofessional employeesOne handbook will address the clocking
procedures and guidelines for the paraprofessional staff
The second handbook will address the policies and procedures for the Timekeepers that are making the adjustments and corrections to employee’s time
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Timekeeping GuidelinesAn employee who is going to be late should notify
their supervisor as soon as possibleEmployees must clock in at the beginning of the shift
Employees may not clock in more than six minutes before their shift, and are expected to start work on time
Employees will not clock another employee in or out under any circumstancesEmployees involved in such activity, will be subject to
termination Employees will clock out for lunch, and back in at
the end of the lunch break
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Timekeeping GuidelinesAn employee leaving work for any reason and
expecting to return before the end of their shift must clock out, and back in when returning Any employee conducting personal business off
campus while on the time clock will be subject to termination
Employees will not clock out before the end of their work shift, without prior approval of their immediate supervisor
Employees must clock out at the end of their shift
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Updates/Reminders
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Updates/RemindersThere has been a limit on the amount of checked baggage
fees that you can claim. That maximum has been set at two bags per person
When ordering from School Specialty, some items may have a shipping charge, therefore it is best to ALWAYS call and get a quoteThere should always be a separate line item for shipping
chargesSchool Specialty Representative
Shelia Koski
Phone: (972) 304-2593Email: [email protected]
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Updates/RemindersFundraisers
Before the fundraiser starts, a budget preparation fundraising packet needs to be completed and submitted to the Business Office in order to have funds advanced
Purchase orders must be put on for all fundraising components
CampIn order to have funds advanced for camp
expenses, the budget preparation camp packet should be completed and submitted to the Business Office
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Updates/RemindersNew Requisition Tracking Log
Business Office Website Forms
MonthlyGo through pink purchase orders, and call on
orders that you have not received in a timely fashion
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Cash Handling
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Cash Handling ProceduresAll cash/checks should be secured at all times
Funds should not be kept in desk drawers/file cabinetsReceipts should be written for all monies received
Checks should be endorsed as soon as receivedDeposits should be made on a weekly basis
Funds over the amount of $500 that are received, should be deposited same day
Cash is NEVER to be sent to the Business Office through inter-campus mail
Whenever possible, two people need to count deposits, and both signatures should be on the Deposit Reconciliation form
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Budget 2009/2010
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Important DatesApril 21, 2009
Pentamation Budget Work Session Location: Technology Training Room
April 24, 2009 Budgets are due in the Business Office by 5:00
pmMay 8, 2009
Last day to submit a budget amendment to the Business Office for fiscal year
See Administrative Services – Calendar of Events for additional deadlines
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Per Pupil AllocationPreliminary Per Pupil Budget
Elementary: $ 92/StudentMiddle School: $ 82/StudentHigh School: $ 155/StudentS:\Budget 09-10\Per Pupil Budget\2009-2010 Per Pupil Allocation.pdf
Proposed Per Pupil Allocation ModelIncludes:
Modified Per Pupil Free and Reduced: $10/Student Limited English Proficiency (LEP): $12/Student
October 1st – Adjustment for actual enrollment counts
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Budget AdjustmentsOctober 1st – Enrollment Adjustments
Budget is adjusted for actual counts and remaining 10% of Per Pupil Allocation
General Fund Rollover from the prior year will be posted in January after the audit is complete
Adjustments (October 1st and Rollover) will be posted to 198X-11-00-XXX-99-000-6300
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Items to Include in the BudgetFixed Costs
Oce CopiersPrint Shop ChargesStaff DevelopmentTravel
Teachers and Librarians traveling for staff development should be coded to function 13
Everyone else traveling for staff development should be coded to their respective function
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Transportation RateRates for reserving transportation will
increase for the 2009/2010 year
The new rates will be as follows:Hourly Rate: $13.50/hourMileage Rate: $2.85/mile
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Department BudgetBudget amounts will be sent to each Budget
Manager by email
The budgets will be based on prior year amounts
Additions to the budget should be requested with a Budget Request Form (“O” Drive) and submitted to the appropriate Division Head
O:\Business Office\Budget\Budget Request Form template 09-10.xls
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Budget Instructions
S:\Budget 09-10\Budget Instructions\Budget Instructions 2009-2010 - 2-3-09.docx
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End of YearProcedures
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Purchase Orders for 2009/2010Purchase Orders for the 2009/2010 year may
be entered starting May 15th When entering purchase orders for next year,
use the Next Year’s Requisitions option in Pentamation
Reminder: Purchase Orders for the 2009/2010 year will not be mailed to the vendor until after July 1st If there is an order that your
campus/department will need at the beginning of the new fiscal year, contact the Purchasing Department
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End of Year Reminders…Pink Purchase Orders
Before June 30th All orders should be finalized (received or canceled) Turn in all pink purchase orders to the Business Office
Petty CashIf you are leaving for Summer vacation, your
petty cash needs to be turned into Ray Leake in the Business Office
Petty Cash instructions are in the Purchasing section of the Procedures and Guidelines manual
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End of Year Reminders…All cash and checks need to be deposited at
the Business Office prior to 6/30/09If your campus is out for the Summer, all
deposits need to be made prior to your vacation
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Oce CopiersOce pink purchase orders should be sent to
Janna Kemper before 6/30/09Tips for entering Oce purchase orders for the
2009/2010 year:Enter a separate purchase order for each
copierInclude a line on the purchase order for
overagesInclude the model and serial numbers of the
copier on the purchase order
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Any Questions?