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FINANCE TRAINING

JUNE 2016

FINANCE TRAINING ● Payroll ● Personnel ● Accounts Payable/Receivable ● Purchasing

FYI Please note: ● General Ledger Account Number, GL#, and Funding Account Number all mean the same thing. ● Systems 3000= S3K

PAYROLL ALL extra pay must be Board approved, other than normal overtime such as: clerical, bus drivers, field trips No Board approval= no payment Substitutes for programs/hours need Board approval as well

PAYROLL Time Sheet ALL information must be filled out: employee name, employee number, location, pay period, general ledger number Employee should fill out their time sheet in totality You may type a GL# and description and make mint green photocopies for efficiency

PAYROLL Time Sheet (continued) The time in/out and total hours for the day must add up and must not include hours already being paid for in the salary check GL# and description come right from the Extra Pay form submitted for Board approval Employee and supervisor must sign time sheet THE TIME SHEET IS A LEGAL DOCUMENT. When you sign, make sure to check all information

PAYROLL Time Sheet (continued) Time sheets must be submitted to Payroll on a weekly basis no later than Monday following the week worked. (No saving time sheets so they can get a big check) No time sheets should be submitted to Personnel No time sheet should be submitted for substitutes unless they are working more or less hours than the standard work day that was submitted to Aesop

PAYROLL Time Sheet (continued) Do not sign off time sheets with pre-dated information All time sheet work will have a GL# ending in “-5xx” Please select the correct position title and refer to board approved Extra Pay forms when giving a description of work

PAYROLL Cumulative Time Sheet Now mandatory for all Board approved items except Schedule B and Clubs Enter program name (should match Board approved program name from the Extra Pay form) Enter location Enter Board approval date

PAYROLL Cumulative Time Sheet (continued) Input all employees associated with the program in alphabetical order Include employee #, position, and budgeted hours per Board approved agenda Cumulative time sheets should encompass the entire staff that was Board approved on the Extra Pay form. There is no reason to submit a cumulative time sheet for each individual in the program Enter hours worked for each week from the time sheets

PAYROLL Cumulative Time Sheet (continued) Must be sent up with the related time sheets paper clipped as a package Time sheets and cumulative sheet must be signed by the program supervisor The total hours/funds for each employee should not exceed the budgeted hours/funds Keep one file and continually save over it with the current week’s information

PAYROLL Pay schedule, other Payroll forms available:

http://www.vineland. org/pages/Vineland_Public_Schools/District/Departments/Payroll/General_Info

PERSONNEL Employee Hire Request Anytime an employee needs to be hired, this form must be filled out (not including subs) Principal/Supervisor, Accounting, Superintendent, Personnel (order of approvals) This is a pre-approval so Accounting and Personnel know they are hiring for an open position

PERSONNEL Employee Hire Request (continued) Fill out all information If you do not have some of the information, please contact Accounting and/or Personnel for that information

PERSONNEL Employee Hire Request (continued) Electronically sign and date the form Send the form to JUST Accounting, via email Accounting will forward to Personnel upon approval for accounting/budgeting purposes

PERSONNEL Employee Change Request This does not include new employment This is specifically for transfers and assignment changes Some transfers do not require Board approval but still need an Employee Change Request to inform Accounting and Personnel of the change for account number, unique position code, and substitute reasons

PERSONNEL Employee Change Request (continued) This is not for substitutes Fill out all information If you do not have some of the information, please contact Accounting and/or Personnel for that information

PERSONNEL Employee Change Request (continued) Electronically sign and date the form Send the form to JUST Accounting, via email Accounting will forward to Personnel upon approval for accounting/budgeting purposes

PERSONNEL Extra Pay Form This form is used for any employee working additional hours for additional pay (not including regular overtime) ALL extra pay must be Board approved It is also used for all Schedule B items (Clubs, Athletics, Non-Athletics stipends) Electronically send to JUST Accounting via email Accounting will forward to Personnel upon approval for accounting/budgeting purposes

PERSONNEL Aesop All procedures remain the same for requesting substitutes for full time employees The email should include date, time frame (am/pm), and number of subs requested for each position You must also include the account number where these floaters are budgeted in order to ensure they are charged out correctly and the reason for the floater

PERSONNEL Aesop (continued) The GL# for floaters will end in “-900” No permanent subs may be scheduled. Subs are scheduled on as needed basis

PERSONNEL Most up to date forms available: http://www.vineland. org/pages/Vineland_Public_Schools/District/Departments/Human_Resources

ACCOUNTS RECEIVABLE Payments for book fines, Z-Pass replacements, etc. should be submitted to Mil Johnson as they are collected They should not be gathered and kept until multiple payments have been made

ACCOUNTS PAYABLE No combining of purchase orders You should not exceed the amount of the purchase order (e.g. Acme/ShopRite) Make sure to use the vendor that is listed on the purchase order For events, training, assemblies, trips: put date to take place on purchase order When ordering, make sure vendor has billing address to Accounts Payable, not the school

ACCOUNTS PAYABLE Receiving (see attachment for instructions) When receiving items/services in Systems 3000, be sure to physically examine deliveries to ensure we are paying for what we actually receive. This should be done immediately upon receipt of goods or immediately after services are performed Email Accounts Payable of returns and when to close a purchase order that will not be fully received. Please don’t just put in scratch pad or receiving info Check your open purchase orders weekly

ACCOUNTS PAYABLE Forward all invoices and packing slips to Accounts Payable (include the PO# on the packing slip). Do not keep or throw out invoice Receive PO before sending over packing slips There are times when an invoice is delivered before the receipt of goods or service. When those items are delivered or those services are performed, go into S3K to receive. Then notify Accounts Payable so they know to pay the invoice Special Education Community Outings: no more than 20% tip

PURCHASING You MUST enter a requisition to purchase in Systems 3000 Differences between Requisition and Purchase Order When sending backup to Keith/Denise in Purchasing, include 1 copy of requisition and 2 copies of the quote being used (1 for the vendor and 1 for the AP department) Include the quote # used in the description of the requisition as you enter it, please include state or Co-op numbers No names of students on POs, use student ID# and student initials

PURCHASING All technology requisitions need to be sent to Katherine Rivera at Plum Street for approval who will forward to Keith/Denise If you need a PO “fast tracked”: Scan requisition and backup, then email to Keith/Denise When you scan this information, save the pdf document as the requisition# and Include the requisition# on the subject line

PURCHASING You still need to enter every item line by line as it is done now. This is done to ensure accuracy when we go to “receive” in S3K and pay for what we received Mileage/ Meal Reimbursements: must be done on a quarterly basis. There is a $25 minimum for requisitions Description: Be as descriptive as possible in the body of the req. (item#s, travel dates, # and names of attendees, etc.) PO Rationale Form: this will have to be attached to every requisition after the February 1st cut off date

PURCHASING Reimbursements: need original receipt attached, we do not reimburse for the cost of tax Scratch Pad: please check your scratch pad in S3K, see notes for corrections Home Depot: Home Depot orders are quotes only. Items are not ordered until Cruz Gomez goes to the store. Allow enough time for this process Vendor Quotes: Keep in mind vendor quotes may expire after 30 or 60 days

PURCHASING Receiving Items: please not receive items in S3K before receiving your pink copy New Vendor Information: we need a W-9 and NJ Business Registration Certificate Requisitions: all requisitions are to be sent to the Purchasing Department with all the necessary attached documentation Central Warehouse 1350 SW Blvd

ACCOUNTING STAFF Scott Musterel, extension 2243, [email protected] District Funded Programs such as Supervisors, Maintenance, Transportation, non SBB Special Ed. (GL# begins with 11-) Vickie Silva, extension 2247, [email protected] Preschool (GL# begins with 20-218)

ACCOUNTING STAFF David Hart, extension 2264, [email protected] School Based programs (GL# begins with 15-), NCLB/ESSA (GL#s 20-231, 20-241, 20-270) IDEA (GL#s 20-250, 20-255) Temporary: Other Grant funded programs

Thanks for coming!