Fall District Bookkeeper Meeting District
Description: Fall District Bookkeeper Meeting District Bookkeeper Meeting October 5th 2015 2:00 pm to 4:00 pm AGENDA Travel Guidelines District Budget Information P-Card Procedures Finance Procedure Reminders Updates Refreshments Provided by the Pasco
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slide1. Fall District Bookkeeper Meeting<br>
slide2. District Bookkeeper Meeting October 5th 2015 2:00 pm to 4:00 pm AGENDA
Travel Guidelines
District Budget Information
P-Card Procedures
Finance Procedure Reminders
Updates<br>
slide3. Refreshments Provided by the Pasco Education Foundation<br>
slide4. Travel Guidelines<br>
slide5. Types of Travel
In-County
Out-of-County
Out-of State Forms Used
MIS Form 108
MIS Form 110
Professional Development Travel Request Form and Attachments To access MIS forms: http://10.1.7.81/TravelForms/
To access Professional Development Form: http://www.pasco.k12.fl.us/library/common/documents/travel_requests_pro_dev.pdf Travel Guidelines<br>
slide6. Travel Guidelines Mileage Rate Lodging Rate $.38 per mile
TIP: If using another source for map mileage, such as Google Maps or MapQuest, do not round up mileage. Use exact miles. $150 single occupancy
$175 double occupancy
TIP: Prior to traveling, approval in writing from Superintendent or the Area Superintendent is required if lodging rate is over the above rates.<br>
slide7. Travel Guidelines Rates Per Diem
$90.00 Per Diem
Applies to overnight travel of 24 hours or more
TIP: The $90 rate is calculated for hotel and meal expenses combined.<br>
slide8. Travel Guidelines Per Diem Meals Allowances for out-of-county travel not requiring overnight travel.
$ 5.00 Breakfast
(travel begins before 6am – after 8am)
$11.00 Lunch
(travel begins before Noon – after 2pm)
$23.00 Dinner
(travel begins before 6pm – after 8pm)
TIP: The exact time when travel begins is what should be recorded on form. The exact time when the traveler arrives back at his/her destination should be recorded on form. Use AM/PM times.<br>
slide9. Travel Guidelines Staff Member Approvals *Required by state law: Travel requests must be received 6 to 8 weeks prior to Board date for approval.<br>
slide10. Travel Guidelines Principal or Director Approvals *Required by state law: Travel requests must be received 6 to 8 weeks prior to Board date for approval.
TIP: A Principal or Director cannot approve their own travel.<br>
slide11. Travel Guidelines Examples of Supporting Documents Conference Workshop Agenda
Registration Receipt or P-Card statement ID number
Lodging receipt (approval required if over the allowance of $150 single or $175 double)
Airline ticket/baggage fee receipt
Parking and/or toll receipts
Rental car agreement receipt
Gas receipts
Only reimbursed when a county or rental vehicle is used for transportation<br>
slide12. Travel Guidelines Travel Economically Travel should be done in the most economical manner possible.
Carpooling should be considered
Lodging should be sought at the lowest possible room rate<br>
slide13. Travel Guidelines Reimbursement Payment Travel for employees is paid through payroll
Will show on pay stub
Class C Meals only are taxable
Travel for non-employees is paid through accounts payable
Check is issued<br>
slide14. Travel Guidelines Reimbursement Submission Travel Reimbursement forms should be completed and submitted within 30 days after travel ends.
Traveler signature and date are required on all forms & receipts.
Administrator signature(s) are required on all forms.
Original signatures required.
Submit all original forms and attachments to the Accounts Payable Department.<br>
slide15. Travel Guidelines Contacts Denise Sheffield, Accounts Payable
dsheffie@pasco.k12.fl.us
Extension 42291
Karin Smith, Accounts Payable
ksmith@pasco.k12.fl.us
Extension 42292<br>
slide16. Budget Information<br>
slide17. Budget Information Running YTD Reports
Set year to 2016 and period to 99
Period 99 allows items that have not posted (i.e. p-card charges) to still show up on your report
Budget amendments will not show on report until the amendment is posted<br>
slide20. Budget Information 2015 – 2016 Budget Information Book
(Chart of Accounts)
Book is located on the Finance Services website http://www.pasco.k12.fl.us/finance/
At the bottom of the page select 2016<br>
slide22. Budget Information Moving Budget to Schools
For one school
Complete a budget amendment to move the budget to the school’s cost center
For multiple schools
Budget department may set up a roll up group
The budget stays in your department
Available to be used at the schools’ cost center<br>
slide23. Budget Information Reminders
Department Expenditures in your 01000 project
Items for schools should not be purchased with these funds
Ordering for Schools
Expenditures need to be placed at the schools’ cost centers
Please notify the school bookkeeper so they can confirm when the items are received<br>
slide24. Budget Information Contacts
Jayne Haire, Financial Accounting Analyst – Budget
jhaire@pasco.k12.fl.us
Extension 42279
Christine Higgins, Sr. Finance Assistant
cmhiggin@pasco.k12.fl.us
Extension 42567<br>
slide25. P-Card Procedures<br>
slide26. P-Card Procedures Receipts/Invoices
Itemized Receipts and Invoices on TCM
Purchases for another cost center
Scanning documents in order
Missing Receipt Affidavit
Credit Transactions
Signatures
Conference registrants and receipts
Renewals, memberships, or subscriptions<br>
slide27. P-Card Procedures Transactions and Approvals
Incorrect vendor
Preapprovals
Approvals for Capital Special Requests
Partial shipments
Cardholders who retire, transfer or resign
Credit Limits
Manage daily
10 day limit to dispute a charge<br>
slide28. Contracts Requirements for complete contract in Munis
Munis Contract options
When to use encumbered contracts
Contract Approval Process<br>
slide29. Finance Procedure Reminders Purchases with approvals
P-Card, PO, or Contract
Request for Payment should be exception not rule
Fixed Assets
Items over $750 to be tagged
MIS 212 to move to cost center
Computer requests for next Lease cycle – March
FileMaker Pro including coding for funding
ANY coding going out needs to be reviewed by Finance
Need to see final memo before sending<br>
slide30. Updates True North Logic to sign up for training
Monthly Newsletter
Ethics Hotline<br>
slide2. District Bookkeeper Meeting October 5th 2015 2:00 pm to 4:00 pm AGENDA
Travel Guidelines
District Budget Information
P-Card Procedures
Finance Procedure Reminders
Updates<br>
slide3. Refreshments Provided by the Pasco Education Foundation<br>
slide4. Travel Guidelines<br>
slide5. Types of Travel
In-County
Out-of-County
Out-of State Forms Used
MIS Form 108
MIS Form 110
Professional Development Travel Request Form and Attachments To access MIS forms: http://10.1.7.81/TravelForms/
To access Professional Development Form: http://www.pasco.k12.fl.us/library/common/documents/travel_requests_pro_dev.pdf Travel Guidelines<br>
slide6. Travel Guidelines Mileage Rate Lodging Rate $.38 per mile
TIP: If using another source for map mileage, such as Google Maps or MapQuest, do not round up mileage. Use exact miles. $150 single occupancy
$175 double occupancy
TIP: Prior to traveling, approval in writing from Superintendent or the Area Superintendent is required if lodging rate is over the above rates.<br>
slide7. Travel Guidelines Rates Per Diem
$90.00 Per Diem
Applies to overnight travel of 24 hours or more
TIP: The $90 rate is calculated for hotel and meal expenses combined.<br>
slide8. Travel Guidelines Per Diem Meals Allowances for out-of-county travel not requiring overnight travel.
$ 5.00 Breakfast
(travel begins before 6am – after 8am)
$11.00 Lunch
(travel begins before Noon – after 2pm)
$23.00 Dinner
(travel begins before 6pm – after 8pm)
TIP: The exact time when travel begins is what should be recorded on form. The exact time when the traveler arrives back at his/her destination should be recorded on form. Use AM/PM times.<br>
slide9. Travel Guidelines Staff Member Approvals *Required by state law: Travel requests must be received 6 to 8 weeks prior to Board date for approval.<br>
slide10. Travel Guidelines Principal or Director Approvals *Required by state law: Travel requests must be received 6 to 8 weeks prior to Board date for approval.
TIP: A Principal or Director cannot approve their own travel.<br>
slide11. Travel Guidelines Examples of Supporting Documents Conference Workshop Agenda
Registration Receipt or P-Card statement ID number
Lodging receipt (approval required if over the allowance of $150 single or $175 double)
Airline ticket/baggage fee receipt
Parking and/or toll receipts
Rental car agreement receipt
Gas receipts
Only reimbursed when a county or rental vehicle is used for transportation<br>
slide12. Travel Guidelines Travel Economically Travel should be done in the most economical manner possible.
Carpooling should be considered
Lodging should be sought at the lowest possible room rate<br>
slide13. Travel Guidelines Reimbursement Payment Travel for employees is paid through payroll
Will show on pay stub
Class C Meals only are taxable
Travel for non-employees is paid through accounts payable
Check is issued<br>
slide14. Travel Guidelines Reimbursement Submission Travel Reimbursement forms should be completed and submitted within 30 days after travel ends.
Traveler signature and date are required on all forms & receipts.
Administrator signature(s) are required on all forms.
Original signatures required.
Submit all original forms and attachments to the Accounts Payable Department.<br>
slide15. Travel Guidelines Contacts Denise Sheffield, Accounts Payable
dsheffie@pasco.k12.fl.us
Extension 42291
Karin Smith, Accounts Payable
ksmith@pasco.k12.fl.us
Extension 42292<br>
slide16. Budget Information<br>
slide17. Budget Information Running YTD Reports
Set year to 2016 and period to 99
Period 99 allows items that have not posted (i.e. p-card charges) to still show up on your report
Budget amendments will not show on report until the amendment is posted<br>
slide20. Budget Information 2015 – 2016 Budget Information Book
(Chart of Accounts)
Book is located on the Finance Services website http://www.pasco.k12.fl.us/finance/
At the bottom of the page select 2016<br>
slide22. Budget Information Moving Budget to Schools
For one school
Complete a budget amendment to move the budget to the school’s cost center
For multiple schools
Budget department may set up a roll up group
The budget stays in your department
Available to be used at the schools’ cost center<br>
slide23. Budget Information Reminders
Department Expenditures in your 01000 project
Items for schools should not be purchased with these funds
Ordering for Schools
Expenditures need to be placed at the schools’ cost centers
Please notify the school bookkeeper so they can confirm when the items are received<br>
slide24. Budget Information Contacts
Jayne Haire, Financial Accounting Analyst – Budget
jhaire@pasco.k12.fl.us
Extension 42279
Christine Higgins, Sr. Finance Assistant
cmhiggin@pasco.k12.fl.us
Extension 42567<br>
slide25. P-Card Procedures<br>
slide26. P-Card Procedures Receipts/Invoices
Itemized Receipts and Invoices on TCM
Purchases for another cost center
Scanning documents in order
Missing Receipt Affidavit
Credit Transactions
Signatures
Conference registrants and receipts
Renewals, memberships, or subscriptions<br>
slide27. P-Card Procedures Transactions and Approvals
Incorrect vendor
Preapprovals
Approvals for Capital Special Requests
Partial shipments
Cardholders who retire, transfer or resign
Credit Limits
Manage daily
10 day limit to dispute a charge<br>
slide28. Contracts Requirements for complete contract in Munis
Munis Contract options
When to use encumbered contracts
Contract Approval Process<br>
slide29. Finance Procedure Reminders Purchases with approvals
P-Card, PO, or Contract
Request for Payment should be exception not rule
Fixed Assets
Items over $750 to be tagged
MIS 212 to move to cost center
Computer requests for next Lease cycle – March
FileMaker Pro including coding for funding
ANY coding going out needs to be reviewed by Finance
Need to see final memo before sending<br>
slide30. Updates True North Logic to sign up for training
Monthly Newsletter
Ethics Hotline<br>