purchasing and accounts payable...green po received, sign, and date. for partial deliveries send a...
TRANSCRIPT
Finance Dept.’s
Annual
Treasurer’s
Meeting
8/13/19
Opening
Please welcome
Mrs. Joyce Jarrett, CFO
Payroll Department
Meet the Payroll Staff
Shanice Sanders- Sr. Financial Analyst
Marilyn Foster Tammy Jackson Renee Hudson
Financial Analysts
Visit the webpage for details on the locations each of them cover!
Payroll Webpage
Just Another Reminder….
3 Bonus Days
Code 29
NO PAYOUT
Any balance left for the 3 previously issued bonus days
should be used by 12/31/18 (for Christmas Break)
12 Pay Option
Forms are due to Payroll
AUGUST 15, 2019.
PLEASE HAND DELIVER
Professional Leave Forms
Please make sure the forms are completed with the CORRECT
BUDGET CODE and employee information before sending in with your payroll.
B. B.
L. L.
D. D.
Total Total
Yes 1/2 day Full Day Budget Code:
No Sub Name
Flight Prepayment Y N
Attach completed Request for Prepayment form, with budget code and attachments
required.
0.540-$ -$
TOTAL REIMBURSEMENT
Substitute
Date:
Date:
21.60$
Copies to: Finance Office, Principal, Employee NRMS Form PL: Revised 9/27/16
Employee Signature:
Immediate Supervisor:
Administrator Or Superintendent:
Finance Officer:
Attach completed Request for Registration Prepayment form, with budget code and
attachments required
N
This instrument has been preaudited in the manner required by the School Budget and Fiscal Control Act.
18.90$
8.40$
11.00$
8.40$
11.00$
In-State #meals
Vendor # PO#
N
(There is no meal reimbursement for
Meals
-$
Approved Car#
Date called
Meals Daily Rate:
Estimated Expenses
Please note: For prepayment, forms must be submitted 3 weeks in advance.
Attach completed Request for Hotel Prepayment form, with budget code and
attachments required.
-$
Prepayment YRegistration Fee
Hotel YPrepayment
Title of Activity Activity Location
County vehicle requested
TOTAL PREPAYMENT
Transportation Information: Please call.
Name School/Location
Area of Licensure Current Assignment
Ending DateSponsoring Agency Beginning Date
one day trips.)
-$
County vehicle NOT available
Mileage: $.54 per mile - private car
Travel (#miles)
Out-of-State #meals
$ Amount
Nash-Rocky Mount Public Schools
Professional Leave Request Form
Date:
Date:
Budget Code
(Voc.Ed, Except. Children, Fed Programs, Student Serivces, etc.)
(Does not include expenses requested prepaid.)
Additional Pay
School Nutrition Everyone Else
(Including SN (additional hours)
Subs)
Organization of Payroll Before Submitting
Absence Edit Reports
Use Last 6 of SSN
Use Legal Name
Original Copy
(In Alphabetical Order?) Please create a Checklist to ensure you are
submitting everything correctly
Timesheets
Breakdown of
a Paycheck
You can help us answer questions!
Verification of Staff List
Please review and keep the list up to date! If you notice any changes, please let the payroll department know as soon as
possible.
Pay Day
Accounts PayableDeloris Bobbitt and Karen Williams
Accounts Payable Staff
Deloris Bobbitt Karen Williams
Itemized Purchase Orders
Submitted for Payment
•Check off items received on Purchase Order
Checking in Items
•Write Cancel beside any items you or the vendor have cancelled
Cancel•Sign and Date PO
•Send copy of PO if all items are NOTreceived
•Send Green PO if ALLitems are received.
Paperwork
Blanket Purchase orders
Because Blanket PO’s are not itemized, AP must know what items are
received!!
Check items on Packing
Slip to be Paid
Send Packing Slip/ Receipt to Correct AP Specialist
• Send Copy of PO with Packing Slip/ Receipt
Close Purchase Order
• Sign Purchase order
• Submit to Correct AP Specialist and request that the PO be Closed.
Invoices
Submit ORIGNIAL Invoices~ NOT COPIES
Submit ORIGINAL Receipts~ NOT COPIES
DO NOT hold Partial Receiving! Or Partial Invoices! Submit as
soon as you receive.
Professional Leaves, Prepayment Requests, &
Reimbursements
Obtain Proper Signatures
Legal Names only (i.e. Elizabeth Jones…., not Liz Jones)
All travel must be PRE-APPROVED. PLR must be sent to finance prior to
your travel date.
If the PLR requires a sub, there MUST be a budget code provided.
You must include registration and confirmation info for your
prepayment.
Professional Leave form DOES NOT provide reimbursement! You must
submit a travel reimbursement sheet upon your return. (Very important
step.)
Professional Leaves, Prepayment Requests, &
Reimbursements
Professional Leave form
Accompanied by
Any Prepayment Requests
ReimbursementsUpon
Return
Purchasing, School Funds and Cash Management
Barbara Whitman
PURCHASING
Quote
Requisition
Approval
Purchase Order
Receive Order
Payment
QUOTESAttach quotes to your orders. Ask
the vendor if your items are in
stock when you request the quote.
You can also ask them the
expected delivery for the order
following their receipt of the PO.
This will give you a clear indication
of what to expect.
The only exception is Amazon,
Office Depot, Staples, state term
contract items, and/or Brame quick
ship listed items.
REQUISITIONS Orders in AS400 are approved following receipt of
the signed request for PO form. Email me a copy
of your hard copy (paper copy) request for PO
forms for PO processing.
You do not need a hard copy request for PO form
for eProcurement orders.
APPROVAL
Nash Rocky Mount Schools has an approval
hierarchy. Everything you order has to be approved
by your Principal/Director. At the $5,000.00 level it
has to be approved by the CFO. At 10,000.00 it
has to be approved by the Superintendent. At
$100,000.00 it has to be approved by the Board.
$100,000.00 and more
Board
$10,000.00 and more
Superintendent
$5,000.00 and more
CFO
ALL
Principal
PURCHASE ORDER
Purchase orders are processed daily
between 4:00 and 5:00 p.m. Purchase
orders are distributed and go out in the
courier the following business day. If you
do not receive copies of your purchase
order/s within 3 business days please
contact me for a reprint.
Inaccurate purchase orders will not print
until corrected. If questions arise about
your purchase order you will be contacted
via email.
RECEIVING PROCESS
Order is delivered.
Inspect package for damage. If damaged, refuse package at that time. If package is not damaged inspect the items.
Compare items received to the items you ordered (PO). Note green PO received, sign, and date. For partial deliveries send a PO copy to A/P with the items received initialed and dated.
Remit green PO copy to Accounts Payable only when you are ready to close the PO.
Delivery information logged in Requestors PO tracking log.
E-O
Deloris
P-Z
Karen
A-D
Karen
BLANKET PO
✓ Receipt of the supplies shall be acknowledged on the packing slip by the
signature of a person authorized to sign.
✓ Check items off on the packing slip, sign, date and send to accounts
payable.
✓ Person signing and approving received items must notify accounts payable
when to close the purchase order.
✓ If the blanket purchase order states “List attached”, accounts payable will
need a copy of the list with items checked off, dated and signed as being
received.
✓ Do not mark through the items when checking in. If you are not the one
receiving the items in, PLEASE make sure the individual responsible knows
to do this.
ILLEGAL PURCHASES
Do not provide purchase order numbers to vendors
for order processing without having the PO first.
Orders received/invoiced prior to PO approval and
processing are illegal purchases (G.S. 115c-441). If
an employee of the school system incurs an
obligation on behalf of the school or causes to be
paid out any funds in violation of this policy or state
or federal law, he or she and the sureties of his or
her official bond will be held liable for sums so
committed or disbursed (Board Policy 8300).
AMAZON AND OFFICE DEPOT ORDERS
• Amazon and Office Depot do not get hard
copies of our purchase orders. However we
still must have the PO before placing the order
to encumber funds. Once you have received
your PO you can use that PO number to place
the order online.
Always note your PO number on your order.
If you use school funds type school funds in
the PO field to prevent delays.
School Treasurer Information
This is Just a Friendly reminder that most
information you need can be found on
the website. If there are forms that you
need all of them can be found in the
google Drive folder shared with you.
School Funds On-Line
Be sure to send in the following by the 15th of each month
Copy of Bank Statement- ALL pages
Deposits in Transit
Outstanding Checks Report
Receipt and Disbursements Detail
JE Proof Sheet
Sales & Use Tax (for those who submit monthly)
If you are unfamiliar with any of the above
ASK ME NOW
Sales and Use Tax
ASK QUESTIONS
NOW so that
everyone can get an
understanding of
what is expected.
Use Your Resources
• Information Packet
• Guidelines on drive
• Overview
• Common Issues
• Fundraisers & Sales Tax
All Vendors Need a W-9
Only use the vendor information sheet that is
provided on the website and Drive.
Send the following vendors to B.Whitman for
Entering
Individuals, sole proprietors, partnerships, as well as LLC that are Partnerships
SCHOOL COMPLIANCE
RECEIPTING
• All monies collected or received
by any employee must be
receipted and remitted to the
office daily.
• List receipts for amounts under
$5.00 and attach a log
• Always key an office receipt for
the teacher/staff receipt books
FUNDRAISERS & SALES TAX
• Sales tax has to be charged on direct
sale items. Ex. T-shirt sales, school store
sales, etc.
• A school club can have ONE tax free
fundraiser each year. It must start and
end within a sixty day period.
• A national school club can have SIX tax
free fundraisers each year. One
fundraiser at a time and it must start
and end within a sixty day period.
ChecRedi
This is our check collection service for NSF Checks.
You need to have a Log-In for the Website, if you do not have one, send an email to
Website shows lots of valuable information including Check copies, reports, etc.
Escheat Process
Must escheat checks written on or prior to
06/30/19
Must notify payee if $50+ & give them 60 days to
respond
School Checks for DST to be submitted to me (S.
Sullivan) by Oct. 23, 2019 with payee information!
(Address, Name, SSN)
Combined report due to
State by Nov. 1st each Year!
Remember to void checks that you escheated when check to DST clears the bank.
NRMPS Finance Team
Have a
GREAT YEAR!!!