B USINESS OFFICE PROCEDURES

J OURNAL ENTRY TRANSFERS All JETS are required to have backup Copy of Invoice Nutrition Services billing Vehicle Trip Ticket from Transportation Short paragraph with details of why transfer is needed JET needs to be authorized by building or department that is incurring the additional expense

EXPENSE ACCOUNTS Code items to the proper account Do not just “use up” accounts that still have a remaining budget balance Budgeting Allocation requirements Auditors review Look at overall budget for over/under status

PURCHASE ORDERS Approvals need to be timely At least every couple of days OOO – usually can log in remotely Should include shipping, if applicable If amount is unknown - estimate Need an invoice in order to pay Cannot pay from a packing slip, quote or order number

PURCHASING CARDS Transaction Logs Need support for expense – even if for pre- authorization Detail of what has been, or is going to be, purchased APPROVED Leave Form needs to be attached, if applicable As a general rule, food items should not be purchased Exceptions: Parent Involvement, SPED, in-service No sales tax

PROFESSIONAL LEAVE & REIMBURSEMENT REQUESTS Completed information must include Dates Departure & return time Account number Detailed agenda (when sending in for reimbursement) Business office does not request vehicles Plan Ahead!! – Cannot do any of the following until Leave Form has been approved generate a PO, request a vehicle, use Purchasing Card

P AYROLL Skyward timesheets Supervisor approval Paper timesheets Absence report Every Friday Following Monday First Friday of month Every Monday ReportingDue / Cutoff

STUDENT FUNDS Should have a PO for every purchase If unavailable then use an identifier in place of PO number Club name Name of person placing the order PO must include Description of what is being purchased Support for amount to be paid

QUESTIONS??