2020 2021 Back to School Kick Off Training

2020 -2021 Back to School Kick Off Training Presented by: Lori Dench Cecil Comstock Jessica Kirby Hannah Lehman Jodi Renn

Housekeeping • RECORDING in progress! • Please turn off your video and sound • CONFIRM attendance through the Google Sheet! • Will be sent via the CHAT at the end of the meeting and in a follow-up email (with handouts) • Attend entire session (minus requisitioner’s) • Reporting attendance is a requirement per KDE THANK YOU!

Introduction • Cecil Comstock – Coordinator Accounting • Bookkeeper Support • Primary Approver • Expense Transfers • General Fund Travel/Payment Vouchers • Oversee Bank Activity and Reconciliations at Central Office level

Bookkeeper Support

Bookkeeper Support

Bookkeeper Support • Online Banking & School Payments

Bookkeeper Support

New Requisition to Purchase Form • NEW! Email address • Check NEW Vendor Google sheet from Purchasing for vendor email • Email not there? Add it! • Via the Vendor Google Form sent by Purchasing

Purchasing Need to Knows • Chrome Books – Back ordered until Dec. /Jan. • PPE Equipment – Items are being ordered from the warehouse. Reference the PPE bid tabulation for ordering information • Vendor E-mail Addresses – Google Sheet • Delivery Inquiries – Check directly with the vendors on a status of deliveries before contacting Purchasing

Purchasing Pointers • Blanket Requisition change the “Receive By” method from Quantity to Amount before leaving the main screen to add your line item(s).

Purchasing Pointers • Review your REQ! • Always ensure your order is either ALL inventory or all non-inventory • If not, you could tie up your funds until the next end of year processing (each June)

Multiple Line Requisitions % bids and non-bid req’s • 11+ line items: Line bid items • Always enter all line items individually • attach a quote and enter it as one line item • 10 or less line items: • Enter line items individually

Safety & Environmental • Cleaning Products: • Only order from Custodial Warehouse or with a PO • Approved products now include Hand sanitizer, Clorox Wipes, and Clorox due to COVID-19 • DO NOT ORDER: • Odor-enhancing Products • Bouncy inflatables • Bleach • Face Paint • Tattoos School/PTA/Booster/etc. can NOT order these with a PO, school check, or credit card!

AP Tips • Try to do your receiving ASAP after delivery/receipt • Only receive items accepted to use/distribute • Don’t receive damaged items – work with vendor to get a credit, then AP will receive that credit and apply it • Don’t delete your receiving… • Your AP clerk may have already approved the payment against a PO

AP Tips • Emails from AP clerks on receiving: • Sent to you when AP receives an invoice directly from vendor • ONLY receive in MUNIS if you have physically received the goods/services • Let your AP clerk know if…. • There are problems with the order • The order has not yet been received • You are waiting on something from the vendor

Print Management (Copy Machine and Print Charges) • AP will pay for this vendor monthly with ONE district-wide invoice • It will be paid out of a Central Office MUNIS code • The expense will then be transferred via a journal entry to each school’s code • AP will confirm each school’s MUNIS code via an emailed survey soon

Customized Face Mask Orders • GF money can’t be used on JCPS staff, only for students • SAF check could be used • If selling for re-sale, they can use Non. Competitive D&F reason #5 (re-sale) • If giving away to students, then school would need 3 price quotes • Could also sell via MSB

Registration • Being handled (mostly) online • Registration (and other board approved fees) are not being collected from students at this point • Selling items that aren’t on the fees list is OK • Examples: Yearbook, Spirit Wear items, bookstore items, etc. • Athletic insurance/try out fees/gates are now allowed based on Monday night’s special Board meeting

FEES 2020 -2021

FEES 2020 -2021

My School Bucks • Great option for contactless payment • Could be used for many things…. . • Fundraisers, donations, spirit wear shop, lost library books, prom tickets, registration fees, athletic insurance, bookstore items, field trips, the list goes on and on! • JCPS is using it to collect online donations for NTI Student Support • Contact Hannah at x 7727 for more info!

Note: Schools will continue to report SCNS employees’ time for payroll purposes

If you’re not a Bookkeeper, you are dismissed!

Multiple Receipt Forms • Fees being collected must be Board approved (TBD) • Here’s an idea! • Create a folder • Save on desktop • Scan MRF after each use Backup if MRF gets LOST or if a teacher/sponsor needs backup electronically

Fundraiser Reminders • Are funds being raised? Soliciting Funds? IF YES It’s (most likely) a Fundraiser • Only a donation when: • You didn’t ask for money • It’s an in-kind donation (tangible items) Remember! List gates, concessions, spirit wear stores as well as bookstores as fundraisers

Fund 22 Fundraisers… • These are district activity fundraisers • Proceeds are sent to Fund 22 • Must have an SBDM policy to retain funds at school level • FSA-2 A Fundraiser approval form is required • FSA-2 B Fundraiser summary form recommended, but not required Gates Concessions Bookstore Sprit Wear Shop

Donations ALL donations, regardless of value, are to be reported including cash, check, debit/credit cards (My School Bucks), gift cards, or in-kind. Questions? Call Resource Development @ 485 -3290

Donations Refer to the (email) handouts for information on how to record Donations on the JCPS site Questions? Call Resource Development @ 485 -3290

Reminder! All JCPS Facility Rentals to the public have been placed on hold until further notice

Confirmation Signatures Original rule – person who submitted the purchase request must sign and date the invoice/receipt confirming receipt of goods/services Redbook does not specifically state the purchaser must be the signer on the invoice/receipt… Only that we must have a confirming signature Note: This was a VERY COMMON finding with Internal Audit!

Confirmation Signatures • NOW you can sign on behalf of the purchaser if you physically received the goods or confirmed the good/services were satisfactorily received • Don’t forget to include the date the items/services received were received! • Ex/Lori Lehman Dench 8/28/2020 on behalf of Hannah • Confirmation signatures are required for athletic events too!

Field Trips Planning in a NTI World üVirtual Field Trips üEnd of the Year field trips üTransportation üCheck for cancellation fees ü Ensure refund policy with vendors

Bank Service Fees in EPES • Rule of Thumb: • 98% of SAF is for students • 2% of SAF is for adults • Example: • $10. 50 bank charge in August 2020 with $0. 50 interest earned • $9. 80 (98%) Student General Fund • $0. 20 (2%) Adult Fund

Fund 22 Check Procedures • Write the REVENUE code on the check • This code is based on your Deposit Submission Form listing Fund 22 codes that Linda Z sends out periodically • Send up to Accounting monthly • Only need the check, you can keep the other portion • No staples, please! • No need to enter the checks in EPES if 100% is being sent up

Change Fund Sign In/Sign Out Log • Not a Redbook Rule • Optional log (highly recommended) • Helps keep track of $$ distributed to various sponsors so that you ensure you get back the $$ that was distributed at the end of the year- so EPES balances • Will be sent out at conclusion of meeting

Travel/Payment Voucher Procedures • Send via EMAIL to JCPS. Travel-Vouchers@jefferson. kyschools. us • Email should be sent from the supervisor with their approval • The backup should be in PDF form (1 consolidated PDF) • Please no PONY vouchers right now due to COVID • Out of State Travel is not allowed through November 30 th • Professional Leave Forms are now ONLINE

External Audit Announcements • Full external audit = 34 schools • Submit specific documentation including the principal & bookkeeper questionnaire = ALL SCHOOLS • This enables auditors to identify internal control weaknesses

Online Banking • Copies of cancelled checks required- signature validity • Check with Accounting or your Bank: • Additional charge for cancelled check copies • Look out for hidden fees • Online banking is ideal to obtain statement quickly • This helps to meet the Internal Audit deadline requirements (reconciliation done by 15 th of each month)

NEW Monthly Report Verification Form • Activity ledger is included in the packet provided to Internal Audit; must be signed by Principal and Bookkeeper • Include month activity occurred for the credit card statement provided, once provided, no need to provide in subsequent months • Added N/A column to Part III • Provide verification for new or closed bank accounts on the form in Part III

New portal created to upload monthly report verification forms. Begin using with August 2020 packets. The link to the portal will be provided in a handout after this training and included on the Internal Audit webpage. No more emailing Shari Mattingly Shari will be reviewing packets and will let you know if additional information is needed. NEW Monthly Report Verification Portal

Common Errors on Monthly Verification Form • Read the form when answering the questions; • Late submissions, due date is 15 th of each month; • Missing signatures on bank statement; • Missing or duplicate credit card statements and logs; • Misunderstanding Part III questions 11, regarding o/s checks; • Bookkeepers should go ahead and close the month in EPES before sending the packet to Internal Audit and note that date on the form on line 12.

Common Errors from FY 2020 found during monthly monitoring • Checks greater than 6 months outstanding • Confirmation signature not present • Purchase requisition not approved prior to purchase • Appropriate procurement method not used • Sole source should be rare • Receipt not deposited in timely manner • Correct receipt document not used or missing MRF

#rememberyourwhy

Final Reminders… • Don’t forget to check the CHAT box to get the link to submit your attendance! • Follow-Up Email with handouts (and attendance link) will be sent shortly! • Questions? Feel free to stay on the call or contact us!