LEMON GROVE SCHOOL DISTRICT

BUSINESS OFFICE

POLICIES AND PROCEDURES OVERVIEW

Travel PoliciesConference Registrations

The following paperwork is due to the business office (Amber Elliot) at least 4 weeks prior to the registration deadline:

Signed travel request Registration paperwork attached showing subject, date, location,

fees, and registration confirmation Purchase requisition must be entered with the following info:

Note that it is for “Conference Registration” Attendees Title of workshop Date of workshop Location of workshop Board Approval Date for Out-of-State locations and Non-employees

Note: Attendee is responsible for making hotel reservations, travel arrangements and registration prior to conferences

Travel Policies (cont’d) Travel Reimbursements

The following paperwork is due to the business office (Michelle Flores) within 10 working days after travel:

Signed Conference/Travel Reimbursement Voucher Attached original itemized receipts Allowances

$35 per diem for meals to include up to 15% tip if included on the receipt (overnight trips only)

Liquor is not reimbursable Mileage is reimbursed at the current IRS approved mileage

rate, currently .575 (changes annually)

Please keep in mind that all receipts and travel paperwork are public records and can be requested by anyone at any time

Travel Policies (con’td) Mileage Reimbursements

The following paperwork is due the business office (Michelle Flores) monthly: Signed Expense Claim for Mileage of Employee’s Car

Mileage is reimbursed at the current IRS approved mileage rate, currently .575 (changes annually)

Mileage should be from your school site and not from your personal home address

Please make sure that the claimant’s signature is legible so that the check is printed correctly

Reimbursement Policies

The following paperwork is required for all reimbursements: Completed reimbursement requisition form and invoice/receipt

Original itemized receipts must be attached

Board Policy Highlights: No individual item should cost over $50.00 and no single

reimbursement should be over $200.00 unless prior approval is given by a cabinet member

Reimbursements are only for items that cannot be purchased on a purchase order. Purchase orders must be entered whenever possible

Reimbursements should be submitted by a site or department monthly… not left for the end of the year

Invoices and Receiving

All invoices and receiving paperwork must be signed and sent to the business services department (Kathy Osborn) to process for payment.

Please sign all receiving/packing slips and write the date the items were received.

Invoices

The following items must be included on all invoices to ensure timely payment:

Name of Firm School District (not your site) as addressee Date of invoice PO number Description of each item Quantity Unit price Extended price of each item Hours/Rates for Labor Shipping and Handling charges if applicable Subtotal of taxable amount Amount of sales tax Total Invoice amount

Invoices for service providers (i.e., consultants, etc…) must be signed by the site administrator after the services have been provided before payment can be made. Please have all invoices sent to the business office, not the school site. If the school site receives an invoice, please forward to the business office immediately.

Contracts

Independent Contractors must have the following on file with the business office prior to starting services:

Independent Contractor Agreements signed by the contractor, site administrator, director of educational services, and deputy superintendent. These contracts will be going to Board for approval

W-9 form completed by the contractor

Purchase order with what, when & where on PO

The purchase order and contract can be for the entire school year (multiple occurrences) but the contract and purchase order must be for the same amount

What the auditors look for …

Purchase order (must be dated prior to purchase/service)

Invoice (matches PO)

Receiving (matches PO and Invoice)

Budget account number used is correct classification

Signature approval on invoices when services were provided Signed contract on file for services provided and dated prior to

start of service

Budget Account Numbers 1000 – 1999 Certificated Personnel Salaries 2000 – 2999 Classified Personnel Salaries 3000 – 3999 Employee Benefits 4000 – 4999 Books and Supplies 5000 – 5999 Services & Other Operating Exp. 6000 – 6999 Capital Outlay ( > $5,000)

Example:03-00-0000-001-1110-1000-4300-000-010

RESOURCE-SUB OBJECT-SUB

Budget Account Numbers (cont’d)

4300 Materials and Supplies Useful life < 1 year Item cost < $500

4400 Noncapitalized Equipment Useful life > 1 year Item cost > $500 but < $5,000

5200 Travel and Conferences 5300 Dues and Memberships 5600 Rentals, Leases & Minor repairs 5800 Professional and Consulting Services 6400 Equipment – Item cost > $5,000

PURCHASE REQUISITIONS

Important Screens TRANS (Budget Screen-Enter Specific Account

Number-Current Balance) EXPSUM (Budget Screen-Entire Program-Current

Balances) EXPINQ (Expenditure Inquiry-hyperlink to accts) PRQUPD (Initial Order Screen) SIGLST (Signature List Screen) VENLST (List of Vendors)

WAREHOUSE Gregg delivers once a week.

If you have an emergency, put the requisition in first and then call

Check back ordered items and make decision to change order

Check stock items and be careful of quantities and units of measure

Receive only your items. Return what is not yours

Use form for returning stock items

Notify Kathy of back ordered items

MAIL Send someone from site if

over 50 pieces in one day

Notify all site employees to mark envelopes with your site name or number

Bulk Mail – 24 hours notice; complete revolving cash form

Rubber band all envelopes. If sealing is required, fold over all envelopes individually and rubber band them together. We must feed through postage meter individually

Please keep in mind that there are 10-12 sites/departments that send us outgoing mail daily

We do not see Gregg until 3:15 each day. Gregg drives to the post office daily at 4:00

We have to empty blue bags, postmark the outgoing mail, sort through and distribute everything else during last 45 minutes of the day

Bulk Mail

Every piece of mail must be exactly identical & must be 200+ pieces

Need to complete PS Form 3602-N

Need to complete the zip code form

Need to complete revolving cash form

Bulk mail needs to be taken directly to La Mesa Post Office 10-12 a.m. & 1-4 p.m.

Student Records/Cums

When sending student cum folders, please send a list on Excel of the student’s last name, first name and birth date

Please do not put the buff cards inside the student cum folders; these get filed separately

Who’s Who in the Business Dept.

Business Services WebsitePlease go to the District website, choose Our District, Business Services, then Business Services Information or type in http://www.lgsd.k12.ca.us/Page/1805to go directly to our web page

 TOPIC

 

 RESOURCE LINKS

 Account Codes•General Fund (03-00) Account Codes

•Restricted Fund (06-00) Account Codes

•Other Fund (12, 13, 21, 25, 35, 40, 63) Account Codes

Adopted Budget •2015-16 Adopted Budget•2014-15 Adopted Budget•2013-14 Adopted Budget•2012-13 Adopted Budget•2011-12 Adopted Budget•2010-11 Adopted Budget

ASB / Student Council •ASB Tips from the Business Office•ASB General Guidelines

•ASB Advisor & Student Council Adjunct Duty Informational Sheet•ASB/Student Council Accounting PowerPoint

•Student Body Minutes Template•Student Body Check Request Form•Cash Collection Deposit Directions

•Cash Collections Deposit Form•AR 3451.1 Procedures for Handling Money

•BP 1321 Solicitation of Funds – Fundraising Guidelines •AR 1321 Solicitation of Funds – Fundraising Guidelines•E 1321 Solicitation of Funds – Fundraising Guidelines

•Associated Student Body Manual

PEOPLESOFT

PEOPLESOFT - New Financial System and new Personnel Requisition System (HCM)

The new financial system (PeopleSoft) will be implemented approximately January 2016

The new personnel requisition system Human Capital Management (HCM) will be implemented approximately July 2016

Implementation dates may change Training will be provided on these new systems This system will be taking the place of FIS & PCS Tutorials are available at the following website

http://crc.sdcoe.net/resources/peoplesoft/tutorials

search-sit

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