as of July 1, 2013 Leslie M. Wellman, Director of Purchasing/Auditor

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1 as of July 1, 2013 Leslie M. Wellman, Director of Purchasing/Auditor

2 Review State Procedure Manual Review Receipt Process Review Deposit Process Review Purchase Order Process Board PO s School PO s Review Game Process Overview of SFO Checks 1099 vendors 2

3 Each school distinct fiscal entity but not distinct legal entity Each school has own checking account Financial Secretary, Principal and Board Treasurer are signers on each account Each school set up in electronic accounting system, SFO (School Funds Online) Each financial secretary and long term substitute set up as a user DO NOT SHARE USER ID S & PASSWORDS 3

4 Read the entire manual and skim the forms at the back of the manual A copy of the Procedures Manual is kept on file at each school Questions with school procedures and financial responsibility are the responsibility of each Principal If Principal not available for questions or unsure: Leslie Wellman, Director of Purchasing/Auditor ext 278; Dawn Green, ext 287 or Joy Hubbard, Treasurer ext 229 4

5 Each school has a 2 part receipt book Complete a receipt each time $ is received by secretary Be specific on receipt, note cash or ck # If you are receiving money from multiple people (such as $ from a fund raiser), make sure you get a Cash Summary from person submitting $. The person submitting the $ must complete and sign the Cash Receipts Summary You can log Child Nutrition $ under one receipt daily if you keep in an envelope until end of day If funds raised for a charity it must be deposited into a designated account (not general or comingled with other funds) 5

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7 Write the Deposit $ Amt & Date under the last receipt deposited 7

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9 Write receipt # s for this deposit. This will match your receipt book & SFO 9

10 Sec 1-16 Bank deposits (pp 9 10) it is recommended that bank deposits be made on a daily basis. A bank deposit must be made whenever total collections on hand exceed $500 or before any extended school holiday. Bank deposits must be made at least weekly, regardless of the amount of collections. Undeposited receipts must be safeguarded against theft, loss or unauthorized use. Undeposited receipts are the responsibility of the custodian of the funds and the principal. Bank deposit slips are to be prepared in duplicate. Original is to be remitted to the bank ; copy is to be retained on file..the beginning and ending receipt numbers for the deposit must be listed on the deposit slip. 10

11 Board PO s Complete White Requisition forms and send to Purchasing Department at Central Office Fax or Elaine ext 230 ISA Funds Grants Special Education or Title I funds Superintendent or Asst. Superintendent purchases Order forms on website for warehouse items & custodial orders Send both to Purchasing Dept (information above) 11

12 Teacher or Staff completes Blue Requisition in entirety & gives to Financial Secretary (this should include account/fund to be charged) Faculty Senate Funds (signed by F.S. President or Treasurer) Athletics Clubs General School Purchases Financial Secretary prepares PO in SFO BEFORE purchase is made PO signed by Principal & copy given to requestor. 12

13 If PO > $500 must also be signed by Director of Purchasing or Treasurer. PO s must be issued for ALL purchases unless specifically excluded (utilities, payments to MCBOE, travel expense, officials, first $100 of Faculty Senate) Blanket PO s may be issued for repetitive purchases such as ice cream, water, security, etc A PO must still be issued before a purchase is made if a purchase is being charged on account (Sam s, Wal-Mart, etc) 13

14 Sec 1-19 (pp 11 13) All moneys received by a school are considered quasi-public funds and are to be expended for the benefit of the students at the school. Items for which quasi-public funds shall not be expended include flowers, gifts, banquets or service awards for school employees. See Appendix C for additional exclusions. Appendix C: Specifically excluded is the expenditure of quasi-public funds for meals which are solely for school officials, administrators, faculty and other personnel. (pages 13 & 63) 14

15 When paying an invoice at the school you must comply with Sec 1-20 in School Procedures manual: Pay by Invoice and NOT statement Cannot pay in advance unless a deposit (see 1-20) Invoice must be approved in writing before paying PO date should be prior to invoice date Make sure invoice matches PO (items, price, etc) Invoice must be Stamped as paid at time payment made. Write Paid, Check #, Date paid on invoice & file with backup documentation. File paid invoices/backup by Vendor Name in chronological order. 15

16 Tickets kept in secure location Ticket log kept & must be completed when tickets signed out Ticket Seller s Report provided to ticket taker with starting cash logged Completed Ticket Seller s Report (or Game Report) returned with ½ ticket & all cash collected No purchases made out of collections No checks cashed See page 47 for example of Ticket Seller s Report Starting cash receipted separately when deposited & copy of receipt sent to C.O. (Leslie Wellman, Director of Purchasing/Auditor) 16

17 A copy of game schedules must be kept on file with game reports. There must be a game report for every game or document why no game report (i.e. game cancelled, etc) Officials must be paid as a 1099 vendor Financial Secretary must make sure they have a copy of the officials SS# on file before setting up a vendor. Keep game official sign in sheets on file to match official payments Vendors are set up District wide. Search SFO for vendor before adding a new vendor. 17

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19 Entering Receipts Receipts New Receipts (Save) Do Not Post Receipts until you make a deposit. Post only the receipts in a particular deposit at one time. Amount posted to SFO should match deposit ticket exactly Do NOT post NSF repayments as a receipt. Write that deposit as a separate deposit ticket and post as a JE in SFO (see SFO manual for specific instructions) 19

20 Chose this to enter a new receipt 20

21 Enter the Receipt # from the Receipt Book 21

22 Type the first few letters of the Receiptee name and allow list from database to come up. Highlight in GREEN to select Fill in these mandatory boxes & then choose save. Note: The account # must be chosen from list (type in first few # s and highlight in green to select.) 22

23 Entering Purchase Orders PO s New PO Enter the PO information from the approved requisition BEFORE an order placed with vendor Most items other than payments to MCBOE, game officials, travel reimbursement and first $100 of faculty senate $ require PO s PO s > $500 must be approved by Leslie Wellman or Joy Hubbard after Principal approves 23

24 Choose New PO to create new PO or edit PO that has not been posted 24

25 Make sure the word PRINT is in the PO Number Field Do not enter anything in this area/section 25

26 Type first letter or few letters and pause to give database time to find record. Highlight in GREEN to populate. If venor not found enter as new vendor 26

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28 Click SAVE 28

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30 Click Preview PO 30

31 Print 31

32 Post 32

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34 Click to run report 34

35 Click to print 35

36 MCBOE Contact for SFO, Leslie Wellman, Director of Purchasing/Auditor: Office: Cell: Fax: TRA Contact for SFO, Teresa Maxey: Office: Cell: (304)