1. Thank you for all of your hard work and efforts in this first year in SAP!!! You did it! We all survived!

2. Oklahoma City Public Schools End of Year Update Student Activity Fund
Presented on 5/16/18

3. Staffing Updates Reports and Questions on Student Activity Funds should always be sent to
Sherrye Cravens Director of Accounting Janet Cimbalo Manager General Ledger
Lisa Rodgers
Accounting Specialist
Linda Henry

4. Year End Deadlines All Cash Receipts need to be entered by May 31st
Any June Cash Receipts need to be entered before you leave for the summer
Verify with Athletic Director that all officials and sports workers have been paid
Last day of Courier pick up will be June 4th, so any deposits received on June 4th and going forward you will need to take it to the bank

5. Year End Deadlines
June 4th Deadline for the following items: Send to
May Monthly Reporting
Dormant/Inactive Sub-Account Letter to transfer subaccount balance to 801 – General Activities
Send to
P-Card Reconciliation
a. Log and Receipts

6. OKCPS Year End Deadlines
May 24th
All unused checks should be sent back to Accounts Payable to be voided.
All Fundraisers are closed out, P&L turned in, and all invoices paid for the fundraiser.
Funds due to Treasury
Daycare/Latchkey #807,
Preschool Tuition #808,
Lost Text Book #814 and
AP Test #958
Review all open POs and complete GR-IR to allow for closing (as appropriate).
Request receipt books for the new school year. All previous year receipt books must be turned in to the Financial Secretaries from Sponsors.
Ensure timely processing of GR/IR Transportation activity.
(Fieldtrips, etc.) Transportation contact is Theresa Ross
May 30th

7. 19 Budget Report
To find out the balance of any cost center (subaccount) you will need to run a Y_OKD_ report
New cost centers look like XXX(site) 60(BA) XXX (project) [e.g. XXX60801 general funds for your school]

8. 807 Enter a PR to close out to zero.

9. STUDENT ACTIVITY FUND REMINDER
PRINCIPAL/CUSTODIAN should notify Mark Waldrip, Treasurer of any changes in staffing related to the online banking access.
Any contract information should be submitted to Lisa McKean ) in the ILD office.

10. SAF Fundraiser Inventory/Profit and Loss
The blank template is on the Accounting webpage.

11. REFPAY NEW FOR NEXT FISCAL YEAR
District Athletic department will cover ALL fees for game officials for all schools.
Athletic Directors will assess the total number of games, officials needed per game, price per official, transaction fees, etc. and will complete a Form for PR/PO/GR/IR use.
Athletic Directors will submit these Forms to the OKCPS District Athletic department.
District Athletic department are responsible for reconciling the Program and ensuring funds are available.
School sites will now purchase their OWN athletic equipment.
Gate Keepers, Ticket Takers, Non-Official Workers – No change in process and are paid through a SAF PO. (Need Vendor # [non-employee] or Vendor - OKCPS-Student Activity Payment w/ Employee ID & 38% benefits [employee])

12. Accounts Payable Refunds to Student/Parent
a. Fill out a request for refund form
b. This form is on our website under Departments < Financial Services < Accounting
c. This is the ONLY time a PR is not created, since this is a ONE time payment
d. the request form to our Accounts Payable Dept
e. NO MORE REFUNDS after June 28th

13. Accounts Payable Email all invoices that you receive at your site
a. We DO NOT pay off of statements, quotes, screen shots, etc.
b. Exceptions – couriered checks (must send in receipt or invoice)
Always send an invoice with PO number written on the invoice to
a. Do not send to one person in case they are out of office

14. Accounts Payable
AP WILL NOT know there is a payment DUE until an invoice is received
a. If attached to the PR or PO AP will not see the attachment
b. If you have sent it in previously, forward the original so this can be addressed with AP staff.
AP needs you to GR and they need the IR (INVOICE) to issue payment
Be sure to make it clear the payment needs to go by courier if necessary
a. Write go by courier on the requisition or documentation, then send to
b. Clearly state in the subject line that it needs to go by courier

15. Questions from the Audience

16. Student Activity Fund Purchasing Updates Director of Purchasing
Kathy Padilla,
Director of Purchasing

17. Staffing Updates Questions on Purchasing send to purchasing@okcps.org
Kathy Padilla Director of Purchasing Marti Sturm-Sawyer Manager Purchasing Billy McMeans (Elementary) Purchasing Specialist
Carlos Cardoza (Operations/Athletics)
Purchasing Specialist
Bonnie Thomas (Middle/High School)
Jan Saylors (P-Card/Admin/Travel)

18. Purchasing Fundamentals
Procurement Thresholds
FEDERAL Funded Purchases: (Title I, SNS, Grants)
$0 - $3, – Written Quote (Primary Vendor)
$3, $150, – Three (3) Written Quotes
$150, – And Over – RFQ/RFP Sealed Bid Process.
GENERAL Funded Purchases: (Public Funds)
$3, $250, – Three (3) Written Quotes
$250, – And Over – RFQ/RFP Sealed Bid Process.

19. Purchasing Fundamentals
Procurement Process
Close PO
Request for Need
Request for Need
Create PR
Release PR
Convert to PO
Close PR
Goods Receipt
Invoice
Close PO
Invoice
Create a PR
Goods Receipt
Release PR
Close PR
Convert to PO
COMPLETE THE CIRCLE

20. (School Site Location)
Purchasing Fundamentals
Procurement Triangle
PURCHASE ORDER
(Purchasing Unit)
GOODS RECEIPT
(School Site Location)
INVOICE/PAYMENT
(Accounts Payable)
THREE WAY MATCH
EQUAL LEVEL OF BALANCE

21. Purchase Quotes
When pulling quotes on a vendor website make sure that:
a. Shipping is added
b. Taxes are removed
If it is a Primary vendor there should NOT be shipping fees
ATTACH quotes to your SAP PR

22. Purchase Cards
Principal (Custodian) assumes all responsibility and liability for security of the P-card and usage
P-cards have a monthly credit limit:
a. Elementary $1,000
b. Middle $1,500
c. High $3,000
Credit charges must have an approved PO
Remind P-Card user to confirm TAXES were not added to the receipt

23. Year End P-Card Monthly Reconciliation
Monthly Billing Cycle ends the 10th of the Month so view your P-Card charges ONLINE prior to your last day. Access the Chase account website:
Financial Secretaries will reconcile the online P-Card charges against the Transaction Log and Original Receipts. (June statement will not be available before you leave for the summer.)
P-Card Custodian (Principal) will review Financial Secretary’s Reconciled Online charges/Log/Receipts.
Both Financial Secretary/Principal sign Transaction Log
Scan Log and Receipts and to by June 4th.

24. OKLAHOMA ARTS COUNCIL (OAC)
A. Audrey Fitzsimmons, Grant Manager will notify Treasury,
Budget, and School Site once the OAC Grant is Awarded
1. Treasury: records receivable in MISC grant sub-ledger ( Oklahoma Arts Council)
2. Budget: loads budget accordingly at the school site XXX11048
3. School: creates two (2) Purchase Requisitions (PRs) in SAP, which is routed through release
strategy
i. PR Business Area (BA) 11 to the Artist Vendor Number – for the Project Budget amount
as per OAC application to pay artist
ii. PRAF BA 60 to Vendor – OKC-Student Activity Funds (#301591) – in the amount of the
OAC required 10% match to be paid by the District.
B. When both PRs are released (approved), Purchasing Dept. creates two (2) Purchase Orders (POs)
1. PO (BA11) is ed to Artist
2. POSAF is mailed to Treasury
C. Workshop takes place (week-long, semester-long)
1. School GR BOTH POs indicating program is complete
2. School submits Final Report and request for payment to OAC
D. Artist submits invoice to Accounts Payable (noting BOTH PO #s) which is entered against the two
PO’s (BA11 and BA60)
AP mails check to Artist in the amount of the Project Budget.
School Treasury receives check from OAC in the amount of Project Budget and records it against
the receivable.

25. Kit-A-Kid Campaign (BluSource # 307383)
BluSource has established an OKCPS Kit-A-Kid Website. (
School Supplies funds from parents/sponsors must be receipted into Cost Center XXX60936.
Complete Requisition Form (total # of Kits and Bulk Items) & Signed by Principal
Create PRAF PR
a. General Ledger (G/L) #
b. Cost Center XXX60936
c. Internal Order ( Elem; Mid/High)
Vendor will be # BluSource
Requisition Form serves as Quote - Upload to PR
First Line needs to read: “SAF-KIT” separate lines for each (Kits/Bulk Items)
Access Website, create order, put PR # in Order Notes, and park the order. (i.e. like Staples)
PRAF PR follows the Release Strategies depending on dollar threshold.
PRAF PR converted to SAF PO by Purchasing.
Purchasing will access Website, add the PO number to order, and submit order for processing. (Orders will not be shipped without PO number)
The Secretary must enter Goods Receipt (GR) for items received
BluSource will send individual Invoices w/ PO # to Accounts Payable

26. Questions from the Audience