Principal Leadership Academy 18 September 2018 1

Course Goals Upon completion of this course, you will be able to: Describe the departments within the Finance Division Contact employees within the Finance Division Understand the reason for the SAP Upgrade Project Describe the changes to the Account Structure

Agenda Lesson 1 - Introduction Lesson 2 – Budget Overview Lesson 3 - SAP Enhancement Project Lesson 4 – Grants Management Lesson 5 – Purchasing Lesson 6 - Accounts Payable Lesson 7 - Fiscal Control Lesson 8 – Treasurer’s Office Lesson 9 - Risk Management Lesson 10 – Payroll Lesson 11- Computer Labs

Agenda Lesson 1 - Introduction Lesson 2 – Budget Overview Lesson 3 - SAP Enhancement Project Lesson 4 – Grants Management Lesson 5 – Purchasing Lesson 6 - Accounts Payable Lesson 7 - Fiscal Control Lesson 8 – Treasurer’s Office Lesson 9 - Risk Management Lesson 10 – Payroll Lesson 11- Computer Labs

Budget Overview Supports the budgetary and financial obligations of the District Facilitate and monitor District resources in order to achieve organizational goals Allocates resources according to organizational needs and resource availability Monitors and helps regulate compliance issues Regulates financial compliance issues

2015 Budget Objectives Improve academic outcomes Implement SLPS Initiatives Re-align resources to support principals, teachers and students Target resources to schools based on academic need Full Accreditation Balance expenditures and revenues Reinforce a culture of high expectations and accountability

Agenda Lesson 1 - Introduction Lesson 2 – Budget Overview Lesson 3 - SAP Enhancement Project Lesson 4 – Grants Management Lesson 5 – Purchasing Lesson 6 - Accounts Payable Lesson 7 - Fiscal Control Lesson 8 – Treasurer’s Office Lesson 9 - Risk Management Lesson 10 – Payroll Lesson 11- Computer Labs

Forms and Support Documents The following documents are used in support of this process: Tab Document Title 03.01 Budget Transfer Form 03.02 Fund QRG (Quick Reference Guide) 03.03 Internal Order QRG 03.04 Fund Center QRG 03.05 Frequently Used Commitment Items QRG 03.06 Commitment Item Look Up Spreadsheet QRG 03.07 Internal Order Look up Spreadsheet QRG 03.08 Extra Service Spreadsheet Process 03.09 Extra Service Activity Code QRG Review with participants the supporting documentation.

Project Overview Redesign the structure of SAP financial system Convert chart of accounts to align with DESE Eliminate redundant coding Enhance financial reporting Implement Human Resource enhancements and new reports

Project Overview Implement new Budget Control System Minimize need for budget transfers Create new budget reports Correct the fiscal year Obtain SAP training and documentation

Refer to the Fund Quick Reference Guide Changes to Fund Former fund is 8 digits long consisting of SLPS fund and function value For example: 110-1111 Current fund is 3 digit value For example: 110 Grant funds are static, no longer rollover to new fund number every year Refer to the Fund Quick Reference Guide

Changes to Function No longer part of the fund The function, a new 4 digit field, will now be derived/determined by the system Benefits: Less data entry for users Fewer errors

Changes to Project Code Formerly, Project Codes were used to identify grants and specific types of expenditures that needed to be tracked Project Codes are being replaced with Internal Orders (I/O), a new field

Changes to Project Code Grant Internal Orders will consist of 6 digits: The first digit consists of the source of the grant The next three represent the DESE revenue source account (last 3 digits) The final two digits will consist of an alpha-numeric assignment (i.e., current project code) Refer to the Internal Order Quick Reference Guide

Internal Order Examples Grant I/O F – Grant Source Code (Federal) F451 – DESE revenue recognition code (last three digits of revenue code) F451AM – Project Code (Title One) Statistical I/O (tracking a specific type of expenditure) 600066 – Next Number in Sequence Capital Internal Orders are under development and will be 9 digits

Internal Order Lookup Spreadsheet

Refer to the Fund Center Quick Reference Guide Changes to Fund Center Fund Center = Cost Center The former Fund Center is 10 digits comprised of the Location Code, Project Code, and Fund number: 436-AB-789 The project and fund will no longer be part of the fund center Refer to the Fund Center Quick Reference Guide

Refer to the Fund Center Quick Reference Guide Changes to Fund Center The new Fund Center is an 8 digit number comprised of the DESE prefix, Location Code, and Extension Code: 40436-90 4 – DESE prefix for elementary schools 40 – Place holder for future expansion 40436 – Location code 40436-90 – Extension code Refer to the Fund Center Quick Reference Guide

DESE Location Prefixes 1 – High School (111 10111-00) 3 – Middle School (339 30339-00) 4 – Elementary School (400 40400-00) 8 – Central Office Location (810 80810-00) 11 – Vocational Location (026 11026-00)

Fund Center Extensions: What Does This Mean? There are multiple fund centers to select from The extension determines the “activity” related to the expense. For example: Fund center 40436-90 identifies expenditures as the office of the Principal of Clay Elementary 40436-09 identifies expenditures as Kindergarten at Clay Elementary School Extension Description -00 Base/General Programs -01 Art -02 Science -03 Vocal Music -04 Instrumental Music -05 Physical Education -06 Preschool Academy -09 Kindergarten -10 Media Services -11 ESOL/Bilingual -12 Counselors -13 Career & Technical Education -70 Special Education -71 Title I -90 Office of the Principal -91 Infant Care Center -92 Parents as Teachers -93 Professional Development

Change to Commitment Item Former Commitment Items were 4 digits 6383 – Travel and Conference Expenses New Commitment Items are 6 digits and aligned with DESE; Some were re-numbered 6383 634301 (base number) The last two digits represent the District’s detail level Refer to the Commitment Item Quick Reference Guide

Commitment Item With Multiple Numbering Some former Commitment Items have multiple accounts for more detail: Former Commitment Item 6143 – Extra Service New Commitment Items 613101 – Extra Service (Base) 613102 – Extra Service – Professional Development 613103 – Extra Service – Security (Metal Detector)

Commitment Item Lookup Spreadsheet A spreadsheet is available to convert from the former to new Commitment Item Commitment Items ending in “XX” have multiple numbers Refer to the Commitment Item Lookup Spreadsheet

Commitment Item Lookup

Budget Checking & Availability Former budget checking was at the commitment item level New GOB budget checking occurs at the fund and internal order level (trial basis) Grants will continue to be budget checked at line item level

Budget Check by Commitment Item Travel 634301 Discretionary 636301 613101 641101 Payroll 620000 - 629999 611000 – 699999

Less Budget Transfers Exceptions: Travel (634301) cannot be overspent GOB Example: 641101- $100.00  613101- $1000.00 $500.00 of supplies can be purchased without a budget transfer Grant Example: 641101-$100.00  613101-$1000.00 A budget transfer is required for purchasing $500.00 worth of supplies Exceptions: Travel (634301) cannot be overspent A regular review of your budget is required to make sure it’s not exceeded in any one area

Budget Report Changes ZCOFA and FMEQ no longer exist To delete the old ZCOFA Report right click on the report name and select “Delete Favorite” Budget vs Actual Reports are now displayed using the transaction code ZFM_COFA

ZFM_COFA Report The ZFM_COFA report is taking the place of ZCOFA and FMEQ There are two reports displayable within the Budget vs Actual report: By F/CI (Fund/Commitment Item) By Program (Internal Order)

Creating a Favorite To create a Favorite: 1 To create a Favorite: Select Favorites from the menu bar Then select insert transaction Enter the transaction code and select Enter 2 3

Accessing the Budget vs Actual Report 1. Click Command Field 2. Enter Transaction: ZFM_COFA 3. Click Enter the Budget to Actual Report displays

Budget vs Actual – F/CI Select Budget vs Actual – Fund / CI 1 Select Budget vs Actual – Fund / CI 2 Select variation of Fund Center 3 The results of your selection display

Budget vs Actual – With Program (Internal Order) 1 Select Budget vs Actual – by Program 2 Select variation of Fund Center 3 The results of your selection display

Extra Service Extra Service is the process where exempt employees are able to enter extra time for services performed outside their normal workday Refer to the Extra Service Process Quick Reference Guide

Changes to Extra Service The process for extra service has not changed Two new wage activity codes have been added that include: 0523 Tutoring 0524 Professional Development www.slps.org/Page/121  Forms  Extra Service Form (Spreadsheet)

Changes to Extra Service Contd. The following have changed in the Extra Service Approval Listing Fund Internal Order Fund Center Refer to the Extra Service Activity Code Quick Reference Guide

Extra Service Validation Process GOB: Budget Analyst verifies all information and verifies funding is appropriate and budget capacity Form is assigned to Budget Analyst who decides if funding is GOB (General Operation Budget) or Grant Form filled out gets approved by principal Form is approved by Associate Superintendent Form sent to HR for uploading Grant: Budget Analyst verifies all information and if funding is appropriate and budget capacity and will forward to grants management for approval

Budget Directory Kevin Dial, Interim Budget Director Phone: 345-2262 Stephanie Piatt, Budget Analyst Phone: 345-4425 ShaLonda Wickerson, Budget Analyst Phone: 345-2319

Agenda Lesson 1 - Introduction Lesson 2 – Budget Overview Lesson 3 - SAP Enhancement Project Lesson 4 – Grants Management Lesson 5 – Purchasing Lesson 6 - Accounts Payable Lesson 7 - Fiscal Control Lesson 8 – Treasurer’s Office Lesson 9 - Risk Management Lesson 10 – Payroll Lesson 11- Computer Labs

Forms and Support Documents The following documents are used in support of this process: Tab Document Title 04.01 Title 1 Budget – FY 2014-2015 Review with participants the supporting documentation.

Overview Grants Management is responsible for: All non-GOB related revenue and expenditures from salary to equipment Medicaid billing (green forms) Miscellaneous discretionary grants

Title I - Allowable Costs What is an allowable cost for Title I grants? Is it reasonable Is it necessary Items needed should SUPPLEMENT instruction The following are Non-allowable(Non-Inclusive List): Textbooks Ceremonies, banquets or celebrations, Awards/incentives Office/Janitorial/Nurses supplies Entertain recreation or social events Meeting expenses for professional development End of year fairs Furniture

Budgets Title I and SIG budgets are loaded into to SAP for use: Your allocation will reflect what you have submitted via your Title 1 worksheet The most effective way to leverage School Budgets is to spend Grant Funds before GOB funds This only relates to allowable costs We are encouraging all technology equipment purchased with Federal funds should be purchased by 9/30/2014 We would like to have 75% of your discretionary funds spent by 12/31/14.

Parent Involvement Parental Involvement programs, activities, and procedures provided with Title I, Part A funds should be planned and implemented with meaningful consultation with parents and participating children. If you haven’t, please plan now with your Family and Community Specialist to outline what parental involvement activities will be conducted for the year and plan funds for each event accordingly Each Title I building was allocated a parent involvement budget to be used for Parental Involvement Activities activities. (Fund, 230, F451BK – Internal Order) Food may be purchased with Title I – Parent Involvement funds for Parent Driven activities Muffins with Moms Donuts with Dads Food may not be purchased for awards banquets/celebrations or End of the year fairs/activities

Technology-Related Expenditures Title I, Part A and SIG funds may be used for computers, technology labs, and/or software if: There is a documented need in the school improvement plan goals and objectives It is supplemental to the program Federally Funding Equipment must stay with the building not the person

Medicaid Random Moment Sample Forms Returned in a timely fashion “Green Forms” generate revenue for the district that pay for nurses, speech therapists, OTs and PTs The higher the return, the greater the potential for revenue. In years past the district has had a finding for lower rates of return, so we want to do our best to get these forms in. Grant Analyst, Larry Kenney, will be the point of contact. 345-2270

FAQs When should I be spending my Federal Funds? Now, and before your GOB funds, as long as it is supplemental and allowable. Who should I contact regarding my grants funds? For Title I, SIG – Charmaine Moore x72491 SPED – Larry Kenney – x72270 Misc. – Victoria Glaspy – x75310 How do get a copy of the Title I Worksheet? Well you should have a copy, and it should be done, but if you don’t, please email Charmaine @ Charmaine.Moore@slps.org. Who do I send my Extra Service Spreadsheet to? Budget, they will forward to us. If I don’t spend all of my Title I money will it be available next year? No, so please spend it while you have it available.

Agenda Lesson 1 - Introduction Lesson 2 – Budget Overview Lesson 3 - SAP Enhancement Project Lesson 4 – Grants Management Lesson 5 – Purchasing Lesson 6 - Accounts Payable Lesson 7 - Fiscal Control Lesson 8 – Treasurer’s Office Lesson 9 - Risk Management Lesson 10 – Payroll Lesson 11- Computer Labs

Forms and Support Documents The following documents are used in support of this process: Tab Document Title 05.01 RFP Checklist 05.02 Board Resolution Template 05.03 Board Resolution Checklist 05.04 Board Resolution Guide 05.05 Board Resolution Samples 05.06 Board Resolution Helpful Hints 05.07 Contractual Agreement for Consultants 05.08 Contractual Agreement for Contractors 05.09 Contract Renewal Form Review with participants the supporting documentation.

Forms and Support Documents (Con’t) The following documents are used in support of this process: Tab Document Title 05.10 Vendor Performance Report 05.11 Sole Source Form 05.12 Which Contract Form is the Right One? 05.13 Memorandum of Understanding 05.14 MOU Approval Process 05.15 Template for Agency Agreement 05.16 Service Agreement Request 05.17 Vendor Registration Packet Review with participants the supporting documentation.

Purchasing Directory  Rick Schaeffer, Procurement Analyst Phone: 345-2298 RFP/Bids Contracts Board Resolutions Purchase Orders Greater than $5000 Ruth Carnoske, Sr. Risk Mgmt. Specialist Phone: 345-2397 MOUs Agency Partnership Agreements Service Agreements

Purchasing Directory Contd. Constance Byrd, Buyer Phone: 345-2255 School Supplies New Vendor Set up (SAP) Metro Bus Passes Purchases Less than $5000 Ketra Montgomery, Phone: 345-2495 Contract Compliance Specialist Purchase Orders Less than $5000 Contracts Board Resolutions

Purchasing Overview The Purchasing Department is responsible for: Creating Purchase Orders from the requisitions submitted by the schools Working with vendors and the schools to ensure the timely delivery of goods and services Recording and maintaining list of vendor contracts Ensuring the best price and service from vendors through Competitive Bidding/Request for Proposal (RFP) Process

Competitive Bidding Process Overview The process of competitive bids is valuable to the organization because it increases the awareness of the availability/quality of goods and services The Purchasing Department will work with you to ensure communication to a diverse audience of vendors

Procurement Process and Source Selection School identifies a need for goods or services A Purchase Requisition is the required procedure to begin the purchasing process. The Purchase Requisition goes through a workflow approval process The process splits according to: Non- Contractual Purchases (Goods/supplies) Contractual Purchases (Services)

Non-Contractual Purchases (NB) For non-contractual requisitions a Purchase Order is created and sent to the vendor Once the goods are received by the school, the requestor enters a Goods Receipt, signs the invoice and sends it to Accounts Payable In order to process a vendor payment, the Accounts Payable department must receive a signed invoice and a Goods Receipt entry The Accounts Payable department generates a vendor check upon the signed invoice

Contractual Purchases (FO) School generates a contract using one of the contract templates Contracts must be signed by the vendor, sent to the purchasing department, and signed by the superintendent prior to services being rendered A Purchase Order is issued and sent to the Vendor and Principal Services can then be rendered by the vendor Vendor submits invoice for services to Principals for signature Principal submits the signed invoice to Accounts Payable Check is issued to the vendor

Which Contracts to Use Contractual Agreement With Consultants - A contract to be signed with individuals or companies to provide consulting services Agency Partnership Agreement - A contract to be signed with an Agency Partner where no funds change hands between the partner and SLPS Memorandum of Understanding (MOU) (Non-Fund Raising) - A contract to be signed with a local organization partner to provide the contracted services. Refer to the Purchasing Department for details

Dollar Value Thresholds There are three types of Dollar Value thresholds: Purchases of less than $500 (obtain two quotes) Purchases of less than $5,000 (strongly encouraged to obtain three vendor quotes) Purchases of $5,000 or greater (must go through the RFP/Competitive bidding process)

Refer to the RFP Checklist Request for Proposals The Request for Proposal process for purchases of $5,000 or greater requires: A competitive bidding process A Scope of Work Evaluation criteria Selection of an evaluation team Proposal reviews Board Resolution recommendation At least 90 days to process Refer to the RFP Checklist

Scope of Services Should be specific in order to add value to proposals submitted by vendors Vendor Performance Management ensures the District receives the services agreed upon in the contract If a vendor contract wishes to be renewed, the Vendor Performance Report Form is required with the Contract Renewal Form

Sole Source Sole Source is for a good or service that is only available from one (1) source vendor/manufacturer for Items that have the specific features of: One-of-a-kind Compatibility Replacement Part Delivery Date Research Continuity Unique Design Emergency Note: Professional Development is not typically considered a Sole Source Service

Refer to the thumb drive for Board Resolution supporting documents Board Resolutions require: Board approval on all purchases of $5,000 dollars or more The dates of service The total value of goods or services Funding source Requisition number Approval by the Department Head Board Resolution process is managed out of the Board Office Refer to the thumb drive for Board Resolution supporting documents

Preferred Vendors School Supplies The District has negotiated fixed pricing for school supplies. The list includes: Office Max Copy Paper Office Essentials Universal Business Supply School Specialty Refer to the following link for details of School Supplies: http://www.slps.org/domain/4613

Preferred Vendors Technology Computers Dell Promethean Boards Haddock Smart Boards TSI Ipads and Accessories Apple Refer to the following link for details of technology vendors: http://www.slps.org/domain/5578

Purchase Requisition Transactions The following SAP Transitions have been impact by the SAP Enhancement Project ME51 - Create NB Purchase Requisition ME51 – Create FO Purchase Requisition MIGO – Goods Receipt Instructions on how to complete these transactions are on the following slides

Create NB Purchase Requisition Enter transaction code ME51 Enter the Document Type NB Complete the required fields in the Detailed Data for Items section of the screen

Create NB Purchase Requisition Enter the Purchase Requisition Items Fill in all required entry fields

Create NB Purchase Requisition Fill in all required entry fields Click to save. The Purchase Requisition Number displays at the bottom of the page

Create FO Purchase Requisition Enter transaction code ME51 Enter the Document Type FO Complete the required fields in the Detailed Data for Items section of the screen Click enter when done

Create FO Purchase Requisition Complete the required fields Click to go to the Account Assignment screen Fill in all required entry fields Click enter when done Press Enter (keyboard) to go to the next screen Click the Back Arrow key to go back to the long text screen

Create FO Purchase Requisition Click on Item 10 to select the record Click on the Account Assignment button Enter the Vendor number in the Des. Vendor field and Material Number Hit the Enter key

Create FO Purchase Requisition Click the line item and button to create a note Click on the Long Text Screen and enter a note about the Purchase Requisition in the item text field Click to save. The Purchase Requisition Number displays at the bottom of the page

Create Goods Receipt Enter transaction code MIGO Enter your selections in the Goods Receipt, Purchase Order and Purchase Order number Click to display the purchase order

Create Goods Receipt Left click the check box Left click the

Transactions Turn to Tab B – Work Instructions Transaction Code – Work Instruction Title Tab Demo Exercise ME51 – Create Purchase Requisition NB X ME51 – Create Purchase Requisition FO MIGO- Create Goods Receipt The following transactions are being demonstrated in SAP if there is an “X” next to the Demo. Turn to Tab B to display the Work Instruction. The Exercise Data sheet is used with the Work Instruction and provides the all of the required details to complete the transaction. If there is “REF” next to the Work instruction is for reference only and is not demonstrated.

Agenda Lesson 1 - Introduction Lesson 2 – Budget Overview Lesson 3 - SAP Enhancement Project Lesson 4 – Grants Management Lesson 5 – Purchasing Lesson 6 - Accounts Payable Lesson 7 - Fiscal Control Lesson 8 – Treasurer’s Office Lesson 9 - Risk Management Lesson 10 – Payroll Lesson 11- Computer Labs

Forms and Support Documents The following documents are used in support of this process: Tab Document Title 06.01 Blank Voucher Certification 06.02 Voucher for Advancement 06.03 Voucher to Pay for Travel 06.04 IN-90 Form 06.05 Mileage Reimbursements 06.06 Automobile Mileage Report 06.07 Blank Voucher for Postage 06.08 Check Run Calendar 2014-2015 06.09 AP Clerk Assignments Review with participants the supporting documentation.

Accounts Payable Property Control Accounts Payable Office Fax: 345-2645 Beverly Foster, Accts. Pay/Prop. Control Supr. Phone: 345-2493 Stephanie Morris Acct. Pay/Prop. Control Clerk Phone: 345-2278 Editha Birchfield Acct. Pay/Prop. Control Clerk Phone: 345-2340 Leslie Johnson, Property Technician Phone: 345-2625

Accounts Payable Overview The Accounts Payable Department is responsible for: Processing and payment of vendor invoices The reimbursement of employees for travel and mileage Cash advancements when needed for SLPS events Schedule and perform physical inventory site visits Maintain all district fixed asset records

Key Changes The processes used for the Accounts Payable have not changed The Blank Voucher form has changed

Changes to Voucher Certification The following Fields have changed Fund Code GL Account Cost Center Internal Order (added)

Non-Encumbered Payment - Reimbursements Always check fund availability in your location’s Budget vs Actual Report. Always have an accurate vendor number Always attach original receipts or check copies Dollar amount of each line item should not exceed $200.00 (food items are an exception) Always attach sign-in sheets, and agenda and check copy for meeting expense Always have the principal or administrator sign and date the completed voucher Refer to Voucher Certification Form

Non-Encumbered Payment Travel Checklist Contact Brentwood Travel: 314-439-5700 Budget Sheet (Location) Vouchers (Used when payment is requested) Expense Report (Actual/Advanced) Authorization for Travel (IN-90) Hotel Reservation/Confirmation Documentation of Conference Registration Refer to Voucher for Advancement, Voucher to Pay for Travel, and IN-90 forms

Travel Expense Process Review Budget sheet‡ Complete the Advanced Expense Report Complete the Voucher* for Advancement Complete Travel to Pay Voucher* add invoice and Itinerary Complete IN-90^ with Registration Voucher, Sample Registration and Conf. Documentation Review Actual Expense report for Changes Add additional expenses to Actual Expense Report ‡ On the Budget Sheet the Location Fund and Commitment item are different * On the Voucher, enter the new format for the Fund, GL Account and Fund Center ^ IN-90 Fund and Account Center need to be entered in the new format

Mileage Reimbursement Overview Occur only between SLPS locations and the Central Office and should be completed, signed, and submitted monthly (only one report per month) Mileage Form should include name, last 4 digits of social security number, location, fund number, travel date, location to and from and the number of miles each way Mileage is processed through SAP and is issued as part of your paycheck (Car Allowance) If the mileage reimbursement request exceeds $100.00 for a month, submit a memorandum of explanation attached to request Blank mileage forms are found on the SLPS intranet under department forms (Fiscal Control) Refer to Mileage Reimbursement Form and Automobile Mileage Report

Non-Encumbered Payment – Meeting Expense Always include the attendee sign-in sheet and agenda Schools with checking accounts need to include the school issued checks with the voucher for reimbursement Schools without checking accounts (personally paid by an employee) need to include the receipt with the voucher for reimbursement. Check copy not needed

Meeting Expense Process For a school check submit voucher* and copy of school check Create Agenda and Sign-in Sheet Complete Voucher* Certification Submit for Processing For Employee payment submit voucher* and receipt Paid on next check run * On the Voucher, enter the new the format for the Fund, GL Account and Fund Center

Non-Encumbered Payments - Postage Complete voucher form The vendor number is always 600004544 The name of vendor is always Postmaster A receipt is not required See Voucher Certification for Postage Form

Postage Expense Process Location Completes Voucher* A/P Processes Voucher* Treasurer’s Office Sends Check to School Location Buys Stamps * On the Voucher, enter the new the format for the Fund, GL Account and Fund Center

Agenda Lesson 1 - Introduction Lesson 2 – Budget Overview Lesson 3 - SAP Enhancement Project Lesson 4 – Grants Management Lesson 5 – Purchasing Lesson 6 - Accounts Payable Lesson 7 - Fiscal Control Lesson 8 – Treasurer’s Office Lesson 9 - Risk Management Lesson 10 – Payroll Lesson 11- Computer Labs

Forms and Support Documents The following documents are used in support of this process: Tab Document Title 07.01 Bank Reconciliation Form 07.02 Cash Transactions Form 07.03 High School Audit Checklist 07.04 Elementary and Middle School Audit Checklist Review with participants the supporting documentation.

Fiscal Control Directory Kevin McKenzie, Interim Controller Phone: 345-2275 Ron Martindale, Accountant III Phone: 345-2258 Armando Lopez, Accountant II Phone: 345-2274

Overview Development of Fiscal Policies All vendor payments Outside reporting to State and Federal Agencies Maintaining general ledger Process/Release Purchase Requisitions

Forms Bank Reconciliation Form – This form is available to reconcile bank accounts Cash Transaction – used to keep track of checking account activities School Audit Checklist (High School) – a checklist of financial items to maintain and provide for an audit of a High School’s funds. School Audit Checklist (Elementary and Middle Schools)- a checklist of financial items to maintain and provide for an audit of a Elementary or Middle School’s funds

Agenda Lesson 1 - Introduction Lesson 2 – Budget Overview Lesson 3 - SAP Enhancement Project Lesson 4 – Grants Management Lesson 5 – Purchasing Lesson 6 - Accounts Payable Lesson 7 - Fiscal Control Lesson 8 – Treasurer’s Office Lesson 9 - Risk Management Lesson 10 – Payroll Lesson 11- Computer Labs

Forms and Support Documents The following documents are used in support of this process: Tab Document Title 08.01 New Bank Account Form 08.02 School Checking Account 08.03 Direct Deposit Form Review with participants the supporting documentation.

Treasurer’s Office Directory Donna Johnson, Manager Phone: 345-2290 Artis Larry, Accounting Clerk Phone: 345-2235 Derwin Jordan, Cashier Phone: 345-2232

Treasurer’s Office Overview Responsible for receiving all District cash, and for the accounting and safekeeping of these funds from the receipt to disbursement Set-up and maintenance of all central office bank accounts for SLPS Set-up and maintenance of school checking accounts as needed Processing of mandated wage deductions

When to Contact the Treasurer’s Office Contact the Treasurer’s Office for questions about: School Checking Accounts Payroll Direct Deposit Accounts Stop Payments on Accounts Payable or Payroll checks Year-End Closeout Deposits (i.e., lost textbooks) Payment for Replacement Employee ID Salary Overpayment Questions on wage deductions (see next slide)

When to Contact the Treasurer’s Office Questions about the Following wage deductions: Child/Spousal Support IRS Levies and Agreements Bankruptcy Student Loan Writs of Sequestration Miscellaneous Garnishments

Checking Accounts Principals may open checking accounts in schools’ names to deposit money and make payments on behalf of the school It is recommended (not mandatory) that the accounts be held at the District’s depository which is currently US Bank There should be no less than two signers for each account The Principal must always be a signer Account Title should read “St. Louis Board of Education” on the first line with the school name on the second line No individual person’s name should appear on the title lines The Principal or their designee should maintain all records regarding school checking accounts

School Checking Accounts The Treasurer’s Office prepares the Open/Change Account form The completed form is sent for your specimen signature The form is returned to the Treasurer’s Office for bottom line approval by CFO Once form is complete the account will be opened within two working days f

Agenda Lesson 1 - Introduction Lesson 2 – Budget Overview Lesson 3 - SAP Enhancement Project Lesson 4 – Grants Management Lesson 5 – Purchasing Lesson 6 - Accounts Payable Lesson 7 - Fiscal Control Lesson 8 – Treasurer’s Office Lesson 9 - Risk Management Lesson 10 – Payroll Lesson 11- Computer Labs

Risk Management Ruth Carnoske, Sr. Risk Mgmt. & Compliance Phone: 345-2397

Forms and Support Documents The following documents are used in support of this process: Tab Document Title 09.01 Safety and Risk Management Handbook Bomb Threat Record Form Workers Compensation Form Security Incident Report Form Vehicle Accident Report Form Review with participants the supporting documentation.

Safety and Risk Management Committee The Safety and Risk Management Committee meets monthly: Updating and evaluating the effectiveness of safety procedures used by employees Updating safety rules and policies and training Evaluating employee injury and accident records to identifying trends and patterns, and formulating corrective measures to prevent recurrence

Safety Rules all Employees Safety is the responsibility of all employees of SLPS employees. The following safety rules have been created to ensure a safe work environment: Being impaired by, or under the influence of, alcohol or illegal drugs while at work, is strictly prohibited Fighting, horseplay, practical jokes or other disorderly conduct is strictly prohibited Threatening, intimidating, or using abusive language to other employees is strictly prohibited Whenever employees are driving, they shall wear seat belts

Safety Rules all Employees (Con’t) Employees must immediately report all injuries, no matter how minor, to their supervisor Employees shall report any safety hazards/conditions immediately to management No employee shall perform any activity which is higher than they can reach unless they have received the proper training Refer to the Safety and Risk Management Guidebook for more specific safety rules

Emergency Procedures Advance planning for emergencies and disasters is necessary for the safety of students and staff Emergency Operation Plans are located in the Central Office and in each school. Refer to the Safety and Risk Management Guidebook for specific emergency situations for: Bomb Threats Earthquakes Fire Intruder Tornado and Storms

Violence Prevention The Special Admin. Board has adopted the School Violence and Restrictive Behavior Intervention Policy to: Promote safety and prevent harm to students, school personnel and visitors in the School District Foster a climate of dignity and respect in the use of discipline and behavior-management techniques Provide school personnel with clear guidelines about the use of seclusion, isolation, and restraint in response to emergency situations Promote the use of non-aversive, behavioral interventions

Violence Prevention Training SLPS employees impacted who utilize isolation or restraint will receive annual training in: The School Violence and Restrictive Behavior Intervention Policy Professionally accepted practices in the use of restraint and isolation The appropriate use of isolation

Work Related Injury/Accident Investigation SLPS self-insures its workers’ compensation exposure for employees the District requires the following: Prompt and proper notification of the accident/injury Investigation of the accident/injury Provision of approved medical care Determination of the availability of modified or light duty job opportunity Elimination and reduction of losses by enforcement of the district safety programs

Worker Compensation Incentive Program SLPS self-insures its workers’ compensation exposure for employees The District’s Worker Compensation Incentive Program is designed to provide incentives for a 20% reduction in claims The program allows for a year-end payment (with a mid-year pre-payment) to each school based on their safety performance

Agenda Lesson 1 - Introduction Lesson 2 – Budget Overview Lesson 3 - SAP Enhancement Project Lesson 4 – Grants Management Lesson 5 – Purchasing Lesson 6 - Accounts Payable Lesson 7 - Fiscal Control Lesson 8 – Treasurer’s Office Lesson 9 - Risk Management Lesson 10 – Payroll Lesson 11- Computer Labs

Payroll Directory Payroll Division Fax Number: 345-2655 Judy Gaughan, Phone: 345-2243 SAP Configuration Specialist Latrisa Avery, Payroll Clerk Phone: 345-2284 Tequilla Jefferson, Payroll Clerk Phone: 345-2378 Colleen Murphy, Payroll Clerk Phone: 345-2417 Anita Mize, Payroll Analyst Phone: 345-2291

Forms and Support Documents The following documents are used in support of this process: Tab Document Title 10.01 Kronos Timesheet Changes QRG 10.02 Payroll Deadlines 2015 Review with participants the supporting documentation.

Payroll Overview Payroll is responsible for: Resolving employee payroll issues Working with the Timekeepers to resolve employee time Issues Work to keep the district compliant with all union contracts, state and Federal laws district policy Using Master data entered by HR and time entered Timekeepers to create employee paychecks

Refer to the Kronos Timesheet Changes Quick Reference Guide KRONOS Changes Fund Center now incorporated in the transfer columns Refer to the Kronos Timesheet Changes Quick Reference Guide

Agenda Lesson 1 - Introduction Lesson 2 – Budget Overview Lesson 3 - SAP Enhancement Project Lesson 4 – Grants Management Lesson 5 – Purchasing Lesson 6 - Accounts Payable Lesson 7 - Fiscal Control Lesson 8 – Treasurer’s Office Lesson 9 - Risk Management Lesson 10 – Payroll Lesson 11- Computer Labs

Question and Answer