FY

2016-2017

FINANCE ROUNDTABLE

FEBRUARY 15, 2017

MANSFIELD ISD

Heather

Brubaker

A WORD FROM

YOUR HR

SERVICES

DEPARTMENT

BREAKING NEWS

2017-2018 HR will no longer

maintain excel rosters

POSITION CONTROL REPORT

HIRING A CURRENT EMPLOYEE?

A current employee is anyone paid

on a time sheet, is annualized, is

paid through Aesop, or receives a

check or direct deposit from the

MISD payroll department.

EXAMPLES

Current paraprofessional to be a teacher

Current substitute to be a paraprofessional or

a teacher

Current auxiliary employee to be a

paraprofessional

Current tutor to be a paraprofessional or a

teacher

Current tutor to be an auxiliary employee

There may be others

Starting immediately, if you are

filling a position with a current

employee you will exit the FastTrack

screen and enter a transfer.

Instructions have been updated in

the New Hire Initiator Instructions

manual

NEW PROCESS!!!!

Exiting employees must complete the

Exit Task in Employee Access

EXITING EMPLOYEES

CAMPUS/DEPT STARTS EXIT TASK

EXITING EMPLOYEE COMPLETES EXIT TASK

CAMPUS/DEPTCONFIRMS EMPLOYEE HAS RETURNED MISD

PROPERTY

POP QUIZ

PURCHASING

REMINDERS

Please make sure the purchase order states if

items being bought are to be given away or to

be sold.

Also, please always put on the purchase order:

Who is the PO for? (ex: Campus, Club)

What is the PO for? (ex: Awards, Instruction)

When is the PO for? (ex: Time of day)

Where the PO is for? (ex: Perot Museum)

REQUISITIONS

If you Tax Exempt card has expired, the

store will keep your card. We are in the

process of getting everyone new cards.

HOBBY LOBBY

If you are purchasing toners from

someone other than Dream Ranch, make

sure you have received a quote from

Dream Ranch first. They can usually give

us a better price.

TONER PURCHASES

Make sure that when you go to Kroger

that you can read the yellow copy’s that

the store gives you and that you have a

receipt. Make sure that the PO, date and

amount are readable.

KROGER

When you are ordering Technology items,

we need more than a part number.

Descriptions are necessary to make sure

we are using the correct budget codes.

TECHNOLOGY PURCHASES

Make sure you are looking at what the

warehouse stocks before you order from

other vendors. The items in the

warehouse are usually at a much lower

cost than what the vendor will charge

you.

We have provided a list of items with

instructions for you.

WAREHOUSE ORDERS

When you are using Sunshine Funds, you

will need to get with Purchasing if the

vendor you are wanting to use is not in

Skyward.

Once Purchasing has set up the vendor,

you will process your PO as usual.

SUNSHINE FUNDS

Make sure that the PDSA Form is

attached to the check request when

submitted. The original will still need to

be sent to Dr. Wiesman prior to her

approval.

This is for invoices that are dated prior to

a Purchase Order being entered.

CHECK REQUESTS AND PDSA FORMS

ACCOUNTS

PAYABLE

REMINDERS

EMPLOYEE MILEAGE

Please make sure that the mileage chart that is submitted has the date 02/01/17 on the bottom. If not, it will be returned to you.

Please pull the form from the website. DO NOT SAVE TO YOUR DESKTOP. This makes sure that the employee is pulling the latest and greatest log.

Remember, please attach Mapquest directions for mileage reimbursement – local and out of town. You do not need to do Mapquestdirections for in-district travel.

RECEIVE, RECEIVE, RECEIVE

This is our “ok to pay.”

Use the “comment” section for details (ex: close PO)

Documentation

Invoice(s) mailed to campus/department – WE NEED THESE!

AP does not need copies of POs (PO# should be on ALL invoices)

Small Receipts – please tape to paper with ALL information showing

AP does NOT pay from quotes, pro-forma invoices, changed invoices, packing slips

Check Requests

AP is not notified when a check request is entered; we pay from documentation / travel form. Send all backup documentation to: accountspayable@misdmail.org

BASIC REMINDERS

FIELD TRIP DOCUMENTATION

A/P needs these items to process field

trip checks:

1. Copy of PO

2. Skyward Rosters

3. Invoice showing # of students (this

must match Skyward rosters)

4. List of chaperones / teachers.

CHECKS

Please allow at least 72 hours to

process a check once backup

documentation is received.

Exceptions: Athletic playoff travel

A/P INBOX

Please send all documentation to:

accountspayable@misdmail.org

Please do not email A/P Assistants directly.

The goal is to get to your needs /

documentation ASAP. For example, this

week, we have had two A/P assistants out.

If you have emailed them directly, then we

cannot get to your documentation to

process.

ACTIVITY

ACCOUNTING

UPDATES &

REMINDERS

Incentives have to be equal benefit to

all of campus or all of student activity

group

EXAMPLE: Campus wide day at the

park, campus wide lunch with principal,

and student activity trip to New York

FUNDRAISERS

Make sure to write receipts for

checks/money orders/cashier’s

checks that come in the mail.

Any form of payment (check,

cash, money order, and cashier’s

check must have a MISD receipt

written).

CHECKS RECEIVED BY MAIL

Travel reimbursements paid via

check

When attaching a copy of a

cancelled check, please blank out

the checking account number. This

is good practice to protect the

employee’s account.

TRAVEL REIMBURSEMENT REQUESTS

Way to go FUND 461 on minimal

negative accounts! Keep up the good

work!

The move of fund 461 into Skyward has

allowed the district to close 22 bank

accounts so far, which saves the district

money!

KUDOS!

Extra Duty Timesheets for monthly payroll are due 3-2-17.

Direct deposit changes are due 3-3-17

Bank reconciliation for HS & sales tax forms are due 3-6-17.

March Budget Amendment deadline is 3-7-17

March Finance Roundtable is 3-9-17.

Grant PO/Fixed Asset PO deadline on 3-10-17.

REMINDERS FOR OCTOBER