the easy way or the correct way….. choosing the right path october 1, 2010
TRANSCRIPT
THE EASY WAY OR THE EASY WAY OR THE CORRECT THE CORRECT WAY….. CHOOSING THE WAY….. CHOOSING THE
RIGHT PATHRIGHT PATH
OCTOBER 1, 2010
FOLLOW-UP TO FUNDRAISING TRAINING
• Relations with PTA’s – Policy GE (Local)
• Payment to vendors of catalog sales• Inventory Tracking Template• Converting forms to PDF files• Promotional Items• Communication
SCENARIO #1
Need to refund a payment made through PayPams?
RIGHT PATH?
Issue refund with a petty cash
check
RIGHT PATH?
Call accounting
Rita will issue refund through PayPams or by check
SCENARIO #2
Issue a refund for payment made by cash or check and funds not deposited?
RIGHT PATH?
Write a petty cash check
Document the refund!!
What about refunds after deposits are made?
RIGHT PATH?
Return check or cash to parent
SCENARIO #3
You need an interpreter for a parent meeting?
RIGHT PATH?
Ask a parent or someone from the
community that speaks the language
What if interpreter volunteers time?
What about interpreters for other situations?
RIGHT PATH?
Look for an interpreter on the
interpreter list provided by HR
SCENARIO #4
Realized you charged wrong account on PO?
RIGHT PATH?
Complete a budget transfer in CIMS to
move additional funds to the account that
was incorrectly charged
RIGHT PATH?
Submit a Payment Transfer Form
What if the $ amount was small?
What if PO has not been paid?
SCENARIO #5
You have to pay admission fees for a class to go on instructional field trip that was not planned nor
budgeted?
Appropriate account for fees:
Transfer funds from supplies to 199.11.6499
RIGHT PATH?
Charge instructional supply account on the direct pay because it was not planned nor
budgeted
RIGHT PATH?
Transfer funds to appropriate account because it was not
planned nor budgeted
SCENARIO #6
Teacher wants to stop for lunch during field trip?
RIGHT PATH?
Teacher collects money from students and gives
the money to OM to deposit. Then requests
a direct pay to the restaurant to pay for
lunch.
RIGHT PATH?
Teacher collects money from students and
deposits in personal checking account and
pays with personal credit card
Scenario B – Teacher informs you the day before the trip about the lunch?
SCENARIO #7
Cost of field trip is to be split between 2 accounts?
RIGHT PATH?
Submit Payment Transfer Form after cost of trip has been
posted
RIGHT PATH?
Enter all accounts to be charged on field
trip request entered in CIMS
Reminder – CIMS does not recognize more than one account on field trip request
SCENARIO #8
Need to pay for competition but do not have enough budget in scholastic competition
account?RIGHT PATH?
Charge part of the cost to competition account and the remainder to a supply account on the
direct payReminder – You may transfer funds into district budgeted accounts but CANNOT transfer out
RIGHT PATH?
Transfer additional funds to competition
account by entering a budget transfer in CIMS
before entering direct pay
SCENARIO #9
A teacher was awarded a Foundation Grant for $500 and has selected a
vendor that is not on bid?
RIGHT PATH?
Try to find items through a vendor on
bid
RIGHT PATH?
Charge it to American Express
Scenario B – If the cost is $250 or less, you may purchase with petty cash or charge to AMEX
SCENARIO #10
It is your last day before summer break and you have money to deposit?
RIGHT PATH?
Prepare the deposit and deliver
to accounting
RIGHT PATH?
Secure funds in the safe
Scenario B – What about after finance clerk leaves for summer?
SCENARIO #10
Need to pay for $1500 worth of T-Shirts?
RIGHT PATH?
Pay with a direct pay?
RIGHT PATH?
Pay with a PO?
Scenario B – You may pay with a direct pay if the cost is $250 or less
SCENARIO #11
You have a finance question??
RIGHT PATH?
Call another Office Manager
RIGHT PATH?
Call Finance
Scenario B – If you call another Office Manager and she is confused, call Finance
ANY OTHER SCENARIOS?Any topic up for discussion!!!
BID PURCHASING
PAYROLLACCOUNTS PAYABLE
ACCOUNTING
ASK AWAY ASK AWAY
NEXT TRAINING
“TAKING CHARGE OF YOUR ACCOUNTS”OCTOBER 13, 2010SOCKWELL CENTER
“CIMS TIPS & TRICKS”OCTOBER 13, 2010SOCKWELL CENTER