Finance Summer Training Welcome! I am …… Before we get started has everyone signed in, does everyone have handouts, and most important does everyone have a door prize number? School, July 2017

Agenda/Topics to be Covered Finance Contacts Chart of Accounts Monthly Reconciliations Manual Updates

Finance Contacts Ashley Sutton – Chief Officer for School Finance Dawn George – Assistant Finance Officer Nona Whitman – Office Manager/Accountant Anita Cavenaugh – Internal Auditor/Accountant Gloria Ezzell – Payroll Specialist Lisa Williams – Payroll Specialist Jacquetta Smith – A/P & Purchasing Jackie Hanchey – A/P & Purchasing Intro Dawn Budget Builder – Dawn New Contact list for AP same for PR

Chart of Accounts Presentation

Monthly Reconciliations Presentation

Door Prizes

Budget Manual Updates Invoice Routing Sales Tax Advancements Outstanding Purchase Order Report State Contract (www.doa.state.nc.us/PandC/) Travel Rate Changes -Forwarding invoice for payment to appropriate person (Cintas example: Driver brings uniforms and leaves an invoice at the school/dept. Be sure to place the invoice in the courier to Angela Sumner at Maintenance so she can pay) -Amazon use paperwork from placing order to break out sales tax separate from shipping. -Two weeks needed to write advancement checks -Outstanding Purchase Order list is a valuable report and should be reviewed at least monthly -Travel rate changes effective 7/1;

Purchasing Manual Updates & Reminders Purchase orders for workshops Purchases Requiring Board Approval Online Duplicate Orders -If check is for workshop the description line should include person attending, workshop dates, workshop name and place of event. Abbreviations may be used if necessary. This information prints on check and is very helpful for us and vendors. -Contracts $50,000 or higher go to Board for approval; PO $30,000 or higher go to Board for approval -If place order online note on the PO “Do Not Duplicate Order. Order will be made online with this purchase order number”

Treasurers’ Manual Updates “Bad Checks” Refund Checks -Bad Checks – communicate in writing after the 2nd bad check that if receive another bad check school/dept will no longer be able to accept checks -Refund Checks – make check payable to parent referencing student ID#

Payroll Manual Updates & Reminders Payroll Resources links updated Employee Timekeeper Access from Home Sub Pay Codes

Opportunities for Improvement Best Price Electronic Supporting Documentation Provide documentation within 5 days -State Contract, Piggyback Contract (TCPN), shop for best price 2 prices -Provide better electronic documentation by scanning quotes (req), contracts (req/vendor), receiving (PO) -Within 5 days of goods/services delivered provide supporting documentation

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