Principal Leadership Academy

Principal Leadership Academy
16 September 2018

Introduction What is your name? What is your job function?
How many years with the SLPS? What are your general expectations of this course? What do you specifically want to learn from this course?

Logistics Housekeeping Breaks Bathrooms Classroom etiquette
Turn cell phones off or to vibrate No sidebar conversations No , Internet, or Messaging

Course Goals Upon completion of this course, you will be able to:
Describe how to enter time and extra service in Kronos time keeping system Understand the newly implemented Budget Process Understand how to complete a new requisition in the system.

Agenda Lesson 1 - Introduction Lesson 2 – SAP Enhancement Project
Lesson 3 – Budget 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 01.01 Fund QRG (Quick Reference Guide) 01.02 Internal Order QRG 01.03 Fund Center QRG 01.04 Frequently Used Commitment Items QRG 01.05 Commitment Item Look Up Spreadsheet QRG 01.06 Internal Order Look up Spreadsheet QRG Review with participants the supporting documentation.

Refer to the Fund Quick Reference Guide
Changes to Fund Currently the number range is 8 digits long consisting of SLPS fund and function value For example: The number range has now been distilled down into a 3 digit fund value For example: 110 Funds will be assigned a DESE number for grouping Refer to the Fund Quick Reference Guide

Changes to Fund (cont.) The fund will be derived by the system
Overall the user will benefit from the upgrade because the information will be derived by the system Function not required Fund derived by the system Less data entry

Changes to Internal Order
The Internal Orders will consist of 6 digits: The first digit consists of the source of the grant The next three are the last three digits the DESE revenue source account The final two digits will consist of numeric assignment F-Grant Source Code (Federal) F451-DESE revenue recognition code (last three digits of revenue code) F451AM-Project Code (Title One) Refer to the Internal Order Quick Reference Guide

Refer to the Fund Center Quick Reference Guide
Changes to Fund Center The current SLPS fund center is 10 digit number comprised of the Location code, Project code, and Fund number. For example: 436-AB-789 The new Fund Center is an 8 digit number comprised of the DESE code, Location Code, and Extension Code for example: 4-DESE Code 40-Place Holder 40436-Location Code Extension Code The project and fund will no longer be used as part of the fund center Refer to the Fund Center Quick Reference Guide

So What Does This Mean? The new fund center is a combination of the current fund and fund center There are multiple fund centers to select from The extension determines the “activity” related to the expense. For example: Fund center identifies expenditures as the office of the Principal of Clay Elem. identifies expenditures as Kindergarten at Clay Elem. Extension Description -00 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 Items
Currently the Commitment Items are comprised of 4 digits For example: 6383 – Travel and Conference Expenses The entry has been changed to 6 Digits and the numbering will follow the DESE chart of accounts numbering, with the additional two digits to accommodate the District’s detail level. For example: is now the entry for Travel and Conferences Expenses Refer to the Commitment Item Quick Reference Guide

Commitment Item Lookup Spreadsheet
A spreadsheet has been created to facilitate the look up going from old Commitment Items to New Commitment Items. Refer to the Commitment Item Lookup Spreadsheet

Project Overview Redesign the structure of SLPS SAP accounting system
Allow SLPS to utilize best practices to resolve current issues with financial reporting Correcting the fiscal year and converting the chart of accounts to reflect the new design Implementing new budget control system and resolving issues with human resources and payroll

Reasons for Change Resolve issues with Financial Reporting
Resolve issues with Human Resource Reporting and Payroll Bring reporting into alignment with DESE Eliminate redundant coding Minimize need for budget transfers

The following documents are used in support of this process: Tab Document Title 03.01 Budget Transfer Form Review with participants the supporting documentation.

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

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

2015 District Budget Create table Below is the approved budget

How Do I Spend My Money? School Budgets are available now
The most effective way to leverage School Budgets is to use Grant Funds first followed by GOB Note: Federal Programs = Supplemental Instruction

Budget Checking Budget availability is checked at higher level for GOB funds (example: 110, 120) Budget availality remains at the Commitment Item level for Grants (example: 230, 730)

What does that mean? Less Budget Transfers GOB Example: $100.00 $ (Can Purchase $500 of supplies without moving budget) Grant Example: $100.00 $ (Will need to transfer funds to purchase $500 of supplies) Travel (634301) is the exception. You can not over spend this Commitment Item Warning: Regular review of your budget is required to make sure it’s not exceeded in any one area.

Key Changes ZCOFA and FEMQ are no longer going to be used
Budget vs Actual Reports are now displayed using the transaction ZFM_BUD_ACT_USERS

Changes to Budget Transfer Request Form
The following have changed in the Budget Transfer Request form Funds Center Internal Order Commitment Item

Budget vs. Actual Reports
The Budget vs. Actual reports are taking the place of ZCOFA and FMEQ There are two reports displayable within the Budget vs Actual report: With FC/CI With Program

Accessing the Budget to Actual Report
1. Click Command Field 2. Enter Transaction: Z_BUD_ACT_USERS 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
1 Select Budget vs Actual – by Program 2 Select variation of Fund Center 3 The results of your selection display

Transactions Work Instructions
Transaction Code – Work Instruction Title Tab Demo Exercise ZFM_BUD_ACT_USERS - Budget vs. Actuals x 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.

Grants Management Directory
Victoria Glaspy, Executive Director Phone: Juanita Kalu, Admin. Fin. Data Coordinator Phone: Larry Kenney, Grant Analyst Phone: Charmaine Moore, Sr. Grant Analyst Phone:

Overview

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 Memorandum of Understanding 05.12 MOU Approval Process 05.13 Template for Agency Agreement 05.14 Service Agreement Request 05.15 Which Contract Form is the Right One? 05.16 Vendor Registration Packet 05.17 Sole Source Form Review with participants the supporting documentation.

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

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

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 process. The process splits according to: Non- Contractual Purchases (Goods/supplies) Contractual Purchases (Services)

Non-Contractual Purchases
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 for vendor payment the Accounts Payable department must receive signed invoice, Goods Receipt entry, and Purchase Order The Accounts Payable department generates a receipt upon the signed invoice.

Contractual Purchases:
School generates a contract using one of the contract templates The contract is signed by the vendor and then sent to Purchasing to acquire the Superintendent’s approval Services are rendered by the vendor Vendor submits invoice for services to Principals for signature Contracts must be signed by the vendor, sent to the purchasing department, and signed by the superintendent prior to services being rendered Principal submits signed invoice, copy of the Purchase order and a copy of the contract to Accounts Payable Check is issued to the vendor

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

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)

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 considered a Sole Source Service

Refer to the RFP Checklist
Request for Proposals The Request for Proposal process for purchases of greater than 5,000 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

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 The District has negotiated a fixed pricing for school supplies. The list includes: Office Max Copy Paper Office Essentials Universal Business Supply School Specialty

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

Refer to Create Purchase Requisition NB Work Instruction
ME51 Create NB Changes Click the Account Assignments button to display the Account Assignment screen The following have changed: GL Account Cost Center Fund Refer to Create Purchase Requisition NB Work Instruction

Refer to Create Purchase Requisition FO Work Instruction
ME51Create FO Changes Click the Account Assignments button to display the Account Assignment of Limit screen The following have changed: GL Account Cost Center Fund Refer to Create Purchase Requisition FO Work Instruction

Refer to the MIGO Goods Receipt Work Instruction
Changes to MIGO The following have changed in the Budget Transfer Request form Cost Center G/L Account Refer to the MIGO Goods Receipt Work Instruction

Transactions Turn to Tab B – Work Instructions
Transaction Code – Work Instruction Title Tab Demo Exercise ME51N – Create Purchase Requisition NB X ME51N – 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.

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 06.09 AP Clerk Assignments Review with participants the supporting documentation.

Accounts Payable Directory
Accounts Payable Office Fax: Beverly Foster, Phone: Accounts Payable Supervisor

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

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

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 $ (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: 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. If the mileage reimbursement request exceeds $ 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 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

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
Fiscal Control Offices Fax: Kevin McKenzie, Interim Controller Phone: Ron Martidale, Accountant III Phone: Armando Lopez, Accountant II Phone: Leslie Johnson, Property Technician Phone:

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

Forms Bank Reconciliation Form – This form is available to reconcile bank accounts Cash Transaction – used to keep track of chaecking account activiites 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

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

Treasurers Office Directory
Donna Johnson, Manager Phone: Artis Larry, Accounting Clerk Phone: Derwin Jordan, Cashier Phone:

Treasurers Office Overview
Set-up and maintenance of all bank accounts for SLPS Questions about wage deductions

When to Contact Treasury
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 Treasury
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 she 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 individuals person’s name should appear on the title lines. The Principal or their designee should maintain all records regarding school checking accounts

Risk Management Ruth Camoske, Sr. Risk Mgmt. Specialist Phone:

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 to: Updating and evaluating the effectiveness of safety procedures used by employees Updating safety rule 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 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 the 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

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

The following documents are used in support of this process: Tab Document Title 10.01 Kronos Timesheet Changes QRG 10.02 Extra Service Spreadsheet Process 10.03 Extra Service Activity Code QRG 10.04 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

Extra Service Extra Service is the process where exempt employees are able to enter extra time for services the 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 they are: 0523 Tutoring 0524 Professional Development  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

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