1. 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

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

3. 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

4. Chart of Accounts Presentation

6. Monthly Reconciliations Presentation

7. Door Prizes

8. Budget Manual Updates Invoice Routing Sales Tax Advancements
Outstanding Purchase Order Report
State Contract (
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;

9. 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”

10. 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#

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

12. 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

13. Thank you for your service