Welcome Donna Chu, Director of District Financial Services Finance Update / Introductions

Finance Update Introductions: Patrick Ranspot, Treasury Manager Tullan Spitz, Senior Grant Writer Robyn Faraone, Grant Writer Aaron Musk, Senior Accountant James Young, PERS Specialist Megan Salvador, Senior Administrative Secretary, Finance Matt Howe, AR Fiscal Services Associate III

Donna Chu Financial Services dchu@pps.net 503-916-3115 Finance Update Donna Chu Financial Services dchu@pps.net 503-916-3115

Sonya Harvey, Accounting Student Body Funds Sonya Harvey, Accounting Year End Procedures

Year End Procedures District will do… Reconcile your May bank statement. Print, review and eEnter all June checks, receipts (SchoolPay) and the June bank wire statement into EPES. Activity Account Deficits Email with: Final receipt and check numbers used Make available files and records Make sure you have identified accounting of all donations aggregating to $5K or more. Year End Procedures To do before you leave for summer… District will do… Reconcile your May bank statement. Print, review and email to sbf@pps.net Enter all June checks, receipts (SchoolPay) and the June bank wire statement into EPES. Activity Account Deficits Final receipt and check numbers used and email to sbf@pps.net Make available files and records Make sure you have identified accounting of all donations aggregating to $5K or more. June bank reconciliation report We will use your files if we find discrepancies while doing your June reconciliation

Escheatment Run outstanding check report – 6/30/15 Attempt contact and document Start escheatment file folder Results Due – Friday, May 19, 2017

Finance Workshop Survey

Finance Workshop Survey

Student Body Funds,Accounting Sonya Harvey Student Body Funds,Accounting sharvey@pps.net 503-916-3757

Travis Allison, Purchasing and Contracting Purchase Orders Travis Allison, Purchasing and Contracting When and How to Use

P&C Updates P-Card Training -Stephen Hirai Contracts Training Reminder -Erica Kreger Health Purchases -Travis Allison

Current Resources Quick Guide to Buying Purchasing Methods: Direct Vouchers, P-Cards, POs, & Contracts

Thank You Travis Allison Purchasing & Contracting tallison@pps.net 503.916.3441

Ondra Matthews, Payroll Manager It’s About Time

Agenda – Time & Labor Leave of Absence Reporting Reporting expectations using AESOP Reporting in Peoplesoft Time Admin Schedule

Leave of Absence Reporting Keep copies of LOA email notice from Jodie in Benefits Office, as well as the LOA Tracking form worksheet for hours to report in your yellow T&L folder. Only enter Leave Hours up to the balance as reflected on the right side of the time entry screen. Recommend entering Paid Leave hours after the 2nd of each month, after new accruals and remaining hour balances are posted.

LOA Reporting ( cont.) When you begin to report consecutive days of unpaid leave, please email the Benefits office (benefits@pps.net) to alert that all leave hours are exhausted and that you are now reporting unpaid leave

AESOP Reporting Expectations You can update the type of leave requested by teacher in AESOP, prior to reconciling. Once reconciled, the hours will load to Time & Labor automatically the next morning. All teacher hours must be confirmed as accurate or corrected after it is loaded into Time & Labor.

Reporting in AESOP (cont.) Go into the individual absence by clicking on the confirmation number, then click on “Edit Absence” to change to the absence you need. Reporting in AESOP (cont.) Go into the individual absence by clicking on the confirmation number, then click on “Edit Absence” to change to the absence you need.

Reporting in AESOP (cont.) Best practice is to reconcile on a daily basis, especially in the final week of reporting for the period. Avoid manually entering hours that are also automatically loaded from AESOP.

Reporting in Peoplesoft Leave Hours now reflect Benefit panel hours. Accrual process is run on the 1st business day of every month, so updated hours will be reflected no later than the 2nd business day of month. Important to never enter leave hours above amount in balance. Reporting in Peoplesoft Leave Hours now reflect Benefit panel hours. Accrual process is run on the 1st business day of every month, so updated hours will be reflected no later than the 2nd business day of month. Important to never enter leave hours above amount in balance.

Final Day- Time Reporting Day Schedule 10 am - 12pm - 3pm Final lockout at 4:30pm. Priority must be given to Substitute employees, especially on the Final Day. During lockout the pay period will automatically default to next period. Do not submit time during the lockout period.

Reporting in Peoplesoft (cont.) We have added a new signature approval statement on the Time Summary reports (copy following). After hours are submitted, print out summary report and get an “inked” signature from Principal. Signed report is due via email to payroll by 1pm the day following lockout. (payroll@pps.net) Scan directly to your email, rename the file and save a copy on your computer in the format of “School_Period End Date” (ex. “School_021517”) before attaching in email to payroll.

Time Summary Report Signature Approval Statement

The place to store all time reporting paperwork for the current period

Employee Self Service In web browser type: selfservice.pps.net AVAILABLE ANYTIME - ANYWHERE YOU HAVE CONNECTION TO THE INTERNET (even on your mobile phone.) In web browser type: selfservice.pps.net

Payroll Ondra Matthews Payroll Services omatthew@pps.net 503-916-3302

School Pay Accounts Receivable Update Patrick Ranspot, Treasury Manager Accounts Receivable Update

SchoolPay Comprehensive receipting system Integration with Desitiny (library system) Additional future integrations SchoolPay is available for assistance Finance will provide additional training

SchoolPay Survey results

Check Reimbursements Wire SBF (wire-sbf@pps.net) is the email to scan Check Reimbursements Jill Bellone 503.916.3767

Accounts Receivable Contacts Main number: 503.916.3005 Email: accountsreceivable@pps.net Patrick Ranspot Pranspot@pps.net 503-916-3327 Outdoor School – Matt Howe 503.916.3768 Monthly Settlement Wire – Jill Bellone 503.916.3767 Cashier/Bank Supplies – Teresa Eckblad 503.916.3762

Abdullah Elmadhoun and Debra Watkins, Accounts Payable Accounts Payable / Pcard Updates

Abdullah Elmadhoun and Debra Watkins, Accounts Payable PCard Updates Year End Updates

Abdullah Elmadhoun and Debra Watkins, Accounts Payable aelmadhoun@pps.net 503-916-3376 Debra Watkins dwatkins@pps.net 503-916-3750

Questions