1. Back to School Kick-off
Presented by:
Lori Dench - School Finance Technician
Jessica Kirby - Finance Support Technician
Created June 2018

2. Welcome Back!
We are here today just to point out some commonly “forgotten” information from the summer break. Hopefully this information will get all of you off to a smoother start  Our goal is to make your job easier and keep you informed!

3. Bookkeeper All s
After several complaints on the Bookkeeper All s, we ask that you keep those to a minimum.
Find a “buddy” school and work together on those questions.
If you do respond to an , please only reply to that person…do not reply all
Remember that there are other employees on the Bookkeeper s, such as Directors. Please keep it professional.
Your job code is what determines if you are on this , therefore, you cannot be removed.

4. Items NOT Allowed to Purchase (Both School Activity Funds and Munis)
Scented items of any kind. Examples: scented markers, stickers, crayons, bookmarks, etc.
Aerosols
Hand sanitizer
Wedge door stoppers
Candy
Signature Stamps

5. Line Bids & Percentage Bids
Never mix these two bids on the same requisition, even if it is the same vendor.
Creates invoicing issues.
Different Bid, different contract and Vendors want them separated for this reason.

6. What to Attach to Requisitions
Quotes
Addendums
Title I paperwork
Professional Services Contracts
Book lists
Anything you feel is important to that particular order.

7. Attaching Documents to Requisitions
Under Requisition Entry Screen you will need to Search your requisition number
Up at the top of the toolbar you'll see a paperclip and it will say Attach - click to open
Double click where it says Requisition Attachment (line that is highlighted in blue)
On the top left of the tool bar click where it says New
To the right of that click- Import
Select Choose File and choose your file you want to upload
Select Import
Click Save at the top left of your tool bar (next to New) 
Once saved, click Return and you will be back on the Main Page of your requisition
“?” or “1” should appear next to the paperclip on the top tool bar (this means the attachment is there)

8. Addendum vs. Professional Services Contract
Addendums are only used when purchasing through MUNIS and the service is less than $
Addendums are half-sheet paper that the vendor and principal sign and date. This form is to be completed BEFORE the service is rendered.
Professional Services Contacts must be completed when purchasing a service through EPES every time no matter the cost.
Professional Services Contract will take the place of an Addendum when purchasing the service through MUNIS and the cost is $ or more.
Professional Services Contracts must be Board Approved when $ or more!

9. ***NEVER voucher an item that is on BID!***
Vouchers
All vouchers must include the following before it will be processed:
An appropriate Determination & Findings (D&F) Form, which includes the reason a purchase order could not be used.
Complete backup documentation, including original invoices/receipts, agendas, professional leave forms, etc.
A valid vendor number and account code (make sure there is money in designated code).
Appropriate approval signatures.
Must send in the Original document signed in BLUE ink to Accounting Services
***NEVER voucher an item that is on BID!***

10. Filing Guidelines
All Requisitions/Purchase Orders should be filed the same way at each location. This should be standard.
File in alphabetical order by Vendor name
Within the “Vendor” folder, file numerically by PO number

11. Spending Limits (For all non bid items)
Any purchases S20, or more MUST be formally Bid – AGGREGATE AMOUNT
Any Purchases SI0, S19, you MUST provide Written
Quotes
Any Purchases $5, $9, MUST have three telephone,
electronic (internet), or catalog quotes.

12. 1099’s
Federal guidelines in place for IRS reporting have changed the way that 1099’s are reported.
Always get a W-9 from any vendor to make certain that they are not a vendor.
Obtain the W-9 BEFORE remitting payment.
When keying the accounts payable in EPES, on the description line key “REIM” for reimbursements. When refunding an individual, key “REFUND” on the description line.
When setting up 1099 vendors:
Key the MUNIS vendor number next to the vendors’ name.
Line 2 – key the service being provided by the vendor (i.e.. DJ, t-shirt, yoga instructor, etc.)

13. At Risk Students
Never charge (field trips, class registration fees) an at risk student unless the fee waiver form has been signed at the bottom by the parent and is on file at your office.
Create color coding system that teachers/sponsors know not to collect money from the at risk students.
Should teacher/sponsor collect from an at risk student, you MUST process a refund.
At risk money does not apply to extracurricular activities.
Soliciting donations or contributions from at risk students for activities that occur during the instructional day is disallowed!
Overnight field trip cannot be “optional” pay when any part of the trip falls during the instructional day.

14. Etech Free service for all schools Manages NSF checks for you
Once set up, you will need a new endorsement stamp which is provided by Etech.

15. Fund 22
Fund 22 monies can be used to purchase ANYTHING as long as it is for students…the ”operational/instructional” rule at Student Activity level no longer applies. Redbook rules step out; JCPS purchasing rules step in once the money has become electronic (MUNIS).
Not all schools are sending money up – it must be sent up monthly on qualifying monies (book fair, pictures, disability checks) or you will be written up!
District Activity & Fund 22 are the same. Student Activity is your bank account (EPES)
Fund 22 is only a “rule change” and turns paper cash/checks into electronic money (MUNIS)
To create new codes in Fund 22, contact Robin Snoddy
It is not necessary to write multiple checks when sending money to Fund 22. One check, one set of paperwork.
Kroger rewards
Does it stay (EPES)? YES (fundraiser being conducted by a club, sport, or group)
Does it go (MUNIS)? YES (random check from Kroger that does not specify one of the above)

16. Non-Competitive D&F (Single Source)
A D&F statement is a LEGAL binding statement (mean what you say)
Not acceptable “Single Source” statements:
Proximity to school
Time restraints (in a hurry, lack of planning)
Always used this vendor
Bulk store

17. Month End Reports Due on the 15th EVERY month!
Recommend online banking for quick access to statements (principal must obtain statement and review).
Online banking enables you to obtain statement on the first day of the month, allowing you more time to complete Month End.
Scan and your reports to Shari Mattingly (no need to Pony).
Do not scan/send cancelled checks!

18. Survival Kit In this kit you will find….
A string to keep things tied together,
Marble to help you replace the ones you lost on the job,
Paperclip to hold it all together,
Rubber band to remind you to stay flexible,
Peppermint to help you keep your cool,
Tootsie roll to remind you to roll with the punches,
Starburst for the extra energy you may need,
Balloon to remind you not to blow up,
Lifesavers to remind you of all the times you have been one!