Business & Financial AffairsClerical UpdatesAugust 23 - 24, 2012

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Clerical UpdatesAgenda• New Advertising Policy From Board of Education• Review of Some Necessary Procedures/Policies• New SAM file• Purchasing• Permits• Questions

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Advertising PolicyPermitted Uses • Advertising to members of the public as long as it is not principally directed at students.• Display of names/and or logos in recognition of grants or gifts, which is not considered advertising.

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Advertising PolicyProhibited Uses • Material or messages that don’t support the district’s mission or “would in any way compromise the educational programs or reputation of the district.”• Advertising inconsistent with district policies and administrative procedures (including wellness and tobacco-free policies, among others)• Web-based advertising that links to other sites with advertising (no “click-through” advertising)

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Advertising PolicyWhat else has changed with this revision?• Funds generated through advertising must be distributed “in an equitable way across the schools and programs of the district.”• The Board could approve use of the district’s name to endorse a commercial product or business enterprise; in the past, this was prohibited outright.

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Advertising PolicyWhat hasn’t changed?• The policy still allows advertising to support school or district publications.• Note that any advertising arrangements, in addition to adhering to the standards outlined in the revised policy, must follow the same approval process as other contracts and agreements. Schools will not be directly impacted by this change unless and until advertising contracts are considered and approved, which will happen on a case-by-case basis, guided by the revised Advertising policy.

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Advertising PolicyWho to contact?• If you have any questions about this or other SPPS Policy, please contact Joe Munnich in the Office of Accountability, Planning and Policy, at 651-767-8109 or joe.munnich@spps.org

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Consultant ProceduresWhat Procedure/PolicyW9’s Needed for every new

consultant. If we have one on file from FY2011, we don’t need a new one unless the information needs to be updated.

Independent Contractor vs. Employee (IC vs EE)

All consultants must go through the IC vs EE form and need a contract. See forms on HR website.

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Deposit/Donation/Gift Procedures

What Procedure/PolicyDeposits for Intraschool All funds collected at sites

should be receipted & deposited. Receipts should be reconciled to the deposits. Funds should remain in their original form – cash, coin or check.

Deposits for Intraschool (ex: Target, Ecolab, 3M)

Gifts or Grants received should be sent to Linda Larson to be deposited

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Deposit/Donation/Gift Procedures

What Procedure/PolicyDonations As a governmental agency,

the district, and thereby, schools cannot give gifts or make donations.(exception – Student Council initiatives)

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Deposit/Donation/Gift Procedures

What Procedure/PolicyGifts All gifts to the District need

to be approved by the Board of Education. Gifts must be accompanied by a Gift Acceptance Form and sent to the Business Office.

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P-card ProceduresWhat Procedure/PolicyP-Card: Statements and Receipts

Statements & receipts are due to the Business Office by the 1st day of each month. A “grace period” of 10 business days is allowed after the 1st of the month. P-cards are inactivated if proper paperwork is not received by the end of the “grace period.”

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P-card ProceduresWhat Procedure/PolicyBudget Codes Changes:US Bank “Access On-line” website

All budget code changes must be in place by the end of the month for the previous cycle. 14 calendar days are allowed once the cycle closes to reallocate your expenses to the appropriate budget code if necessary.

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P-card ProceduresWhat Procedure/PolicyBudget Codes Changes:US Bank “Access On-line” website continued

Multiple codes may be used for a single purchase. After the 14 day revision period, US Bank will lock the codes that are in place. If changes are needed to budget codes after the fact, a journal entry will be necessary for the correction.

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P-card ProceduresWhat Procedure/PolicyBudget Code Reviews P-card expenses will be

reviewed in the Business Office for appropriateness and proper object code usage. Contact Guy Parker with coding questions or concerns.

3 strike rule Users with 3 offenses will have their p-card permanently inactivated.

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P-card ProceduresWhat Procedure/PolicyNew P-card users Contact Betty Anderson in

Purchasing for p-card applications and training upon approval.

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Reimbursement Procedures What Procedure/PolicyPurchase Order payments Sign Receiving Copy of PO

and turn into Inna Portnova in the Business Office.

Employee Reimbursements/Mileage

Turn in within 90 days or before end of fiscal year, which-ever happens first. Must be original receipts.

Travel reimbursement Itemized original receipts required.

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Review of ProceduresWhat Procedure/PolicyProfessional Growth (including travel expenses)

PG should not be paid using petty cash or PCards.

Professional Development Room rental & consultants are approved. Fees for entertainment are not allowed.

Portable and Attractive Items (review Property Control Procedures on Business Office website)

Use object code 6402 for non-instructional items. Use object code 6432 for instructional items.

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Review of ProceduresWhat Procedure/PolicySpecial Check Pick-up Needs to be indicated on

Request for Payment form and approved by the Business Office.

Type III Field Trips (students traveling overnight)

Type III Field Trip Forms signed and approved by Assistant Superintendent are required along with Travel Authorization Forms for staff.

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Review of ProceduresWhat Procedure/PolicyTitle I Event Codes Contact Peggy Cihlar for

new event codes. Old event codes do not exist and subs will be charged to the school.

Title I Event Substitute Timesheets

Turn timesheets into Peggy Cihlar with event codes written on them to ensure proper budget coding.

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Review of ProceduresWhat Procedure/PolicyInvoices for Substitutes and Busing

Invoices must go through Accounts Receivable in the Business Office – contact Linda Larson for invoices.

Dollar Limits for Petty Cash checks and Requests for Payment

$1000 or less for Petty cash checks*.$1000 or less for RFP’s*.*Refer to businessoffice.spps.org for details/exceptions.

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Review of ProceduresWhat Procedure/PolicyAuthorized signers for petty cash accounts (principals)

Only authorized signers are allowed to sign checks. Checks should not be made out to person signing check. Contact Sun Wisneski in Business Office for additions/changes to authorized signers.

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New SAM File Updates• New version of SAM file works on Filemaker 8.5, if you haven’t done so, please order a license from Nancy Chisholm and create a Help Desk ticket for installation of new software.• Email Mary Engel in Business Office for new version, be sure to attach last year’s vendor file.• Report any issues to Mary Engel so that they can be addressed. Any issues currently reported are in the process of being corrected.

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PurchasingRequisitions• Requisitions at $1,000 total or more except:• We don't need a requisition at any dollar amount for:

- Postage - Field Trips - Food (unless accompanied by a contract for

room rental etc) need to follow food policy- Memberships- Travel (follow travel procedures)- Conferences (follow travel procedures)

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PurchasingRequisitions• We don't need a requisition at any dollar amount for:

- Hotels (follow travel procedures)- Fund Raising items (food, coupon books,

wrapping paper, etc)

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PurchasingRequisitions required at any dollar amount:• Copiers• Cell phones• Computers of any type: notebooks, tablets, etc.• Printers• iPads (including Kindles, Nooks, book readers)• Software (except items bought through technology)• Appliances (may need special power, venting requirements, etc.)• Construction or any hard-wired items or anything that is screwed or nailed, or otherwise attached to surfaces

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PurchasingRequisitionsNo requisition needed for Contract Items:

• Innovative Office Solutions #1043238• Laser Technologies # 1049239• School Specialty #1049240

Enter the Contract Number in the Payment Instructions on the Request for Payment.

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PurchasingHandouts• Purchasing Threshold • Grid to show what happens at different dollar levels of Purchasing

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PurchasingContractsWhat is a contract?• Formal written contract with the word Contract or

Agreement that requires a signature.• Memorandum of Understanding(MOU) – this is

generally a start to a contract or an attachment to a contract.

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PurchasingContract Signature Authority Principals• Principals only have authority to sign contracts up to $1,000.• From $1,000 to $99,999.99 require a signature from one of the following:• Superintendent - Valeria Silva• Deputy of Schools & Business Operations - Michael Baumann• Controller - Marie Schrul• Purchasing Manager - Brad Miller• Over $100,000 requires Board Approval

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PurchasingMore on Contracts• Check out the Purchasing website at http://purchasing.spps.org• New Contract information with Step-By Step directions and what is expected of the school/department in working with contracts.

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Purchasing

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PurchasingOther• Check out the IT website for District approved items such as Computers, iPads, Printers etc and how to order them in iProcurement.• If you order District approved items, a PO is automatically generated once the requisition is approved by your accountant.• Do not put more than one Computer item on your requisition, software is automatically put on requisition.• Website is http://connect.spps.org/it_procurement_catalog

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PurchasingCell Phones – Principals• Phones issued by the District are for business use ONLY. District guidelines prohibit all forms of personal use, either outgoing or incoming. • When someone leaves the District, phones and accessories are to be returned to the Purchasing Dept.• If someone is transferring to another location, notify your accountant of the new budget to charge.• Phones are not to be passed to another person. Notify the Purchasing Dept. to request a name change on the phone.

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PurchasingCopier Site Assessments - Principals• Starting in October, Ricoh (formally IKON) our copier vendor will be contacting all sites. • They will be conducting a comprehensive site assessment of all your copiers, printers and fax machines including:

- mapping of locations of all devices- making suggestions of ways to save money on

your print/copy and fax costs

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PurchasingCopier Site Assessments - Principals• Please cooperate fully with access to your site so that they can conduct their assessments.• They will be starting with the Senior High buildings, then Middle Schools, then Elementary and other sites.• When the assessment is complete you will be able to see exactly what a copy costs for each machine in your building and will be able to make changes to maximize cost savings.

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PurchasingCopier Charges• Starting in September.• Ricoh/IKON will no longer bill the credit cards that were used for monthly charges.• A journal entry will be done for your monthly charges. • The entry will name the school site and have the ID number of the machine.• Mid September your monthly charges will be posted on a spread sheet on the Purchasing website.

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PermitsrSchool Today Activity Scheduler• This is a mandatory program that all schools will be utilizing for scheduling/permitting District space outside the defined “School Day”.• You may also find it very beneficial to keep your school day meetings, etc on the calendar as well so that everything is in one place.• A Flowchart with the instructions for reserving space at your site will be posted on the Community Education website.

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PermitsWebsiteswww.sppscalendars.org Elementary Schools & those with no athletics

www.stpauljrhighconference.org Junior/Middle Schools & K-8 Schools

www.stpaulcity.org High Schools & 8-12 Schools

http://fs-spps.rschooltoday.com Custodians only

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Permits

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PermitsContactsFor questions please call:

Jean Olsen – 651-767-8235jean.olsen@spps.org

For usernames/passwords: Mary Engel – 651-767-8248 mary.engel@spps.org

There is a help menu on rSchool today that you may access (help tab)

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Questions???

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