fall district bookkeeper meeting. district bookkeeper meeting october 5th 20152:00 pm to 4:00 pm...
TRANSCRIPT
Fall District Bookkeeper Meeting
District Bookkeeper MeetingOctober 5th 2015 2:00 pm to 4:00 pm
AGENDATravel Guidelines
District Budget Information
P-Card Procedures
Finance Procedure Reminders
Updates
Refreshments
Provided by the Pasco Education Foundation
Travel Guidelines
Types of Travelo In-County
o Out-of-Countyo Out-of State
Forms Usedo MIS Form 108
o MIS Form 110o 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
Travel GuidelinesMileage Rate Lodging Rate
o $.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.
Travel Guidelines
Rates Per Diem
$90.00 Per DiemApplies to overnight travel of 24 hours or
more
TIP: The $90 rate is calculated for hotel and meal expenses combined.
Travel GuidelinesPer Diem MealsAllowances for out-of-county travel not requiring
overnight travel.$ 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.
Travel Guidelines Staff Member ApprovalsStaff Member Travel Required Approval Professional
Development Travel Request Form
In-County Advanced approval is not required
No
Out-of-County Principal or Director YesOut-of-County Overnight within 60 miles of work location
Principal or Director AND Superintendent staff
Yes; written explanation required
Out-of-State Principal or Director AND Superintendent staff AND School Board Approval*
Yes
*Required by state law: Travel requests must be received 6 to 8 weeks prior to Board date for approval.
Travel GuidelinesPrincipal or Director Approvals
Principal or Director Travel
Required Approval Professional Development Travel Request Form
In-County Advanced approval is not required
No
Out-of-County Superintendent staff YesOut-of-County Overnight within 60 miles of work location
Superintendent staff Yes; written explanation required
Out-of-State Superintendent staff AND School Board approval*
Yes
*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.
Travel GuidelinesExamples of Supporting DocumentsConference Workshop AgendaRegistration Receipt or P-Card statement ID
numberLodging receipt (approval required if over the
allowance of $150 single or $175 double)Airline ticket/baggage fee receiptParking and/or toll receiptsRental car agreement receiptGas receipts
Only reimbursed when a county or rental vehicle is used for transportation
Travel GuidelinesTravel Economically
Travel should be done in the most economical manner possible. o Carpooling should be consideredo Lodging should be sought at the lowest
possible room rate
Travel GuidelinesReimbursement 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
Travel GuidelinesReimbursement SubmissionTravel 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.
Travel GuidelinesContacts
• Denise Sheffield, Accounts Payable [email protected] Extension 42291
• Karin Smith, Accounts Payable [email protected] Extension 42292
Budget Information
Budget InformationRunning YTD ReportsSet year to 2016 and period to 99Period 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
Budget Information2015 – 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
Budget InformationMoving Budget to Schools
For one school Complete a budget amendment to move the
budget to the school’s cost centerFor 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
Budget InformationRemindersDepartment Expenditures in your 01000
project Items for schools should not be purchased with
these fundsOrdering 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
Budget InformationContacts
Jayne Haire, Financial Accounting Analyst – [email protected] 42279
Christine Higgins, Sr. Finance [email protected] 42567
P-Card Procedures
P-Card ProceduresReceipts/InvoicesItemized Receipts and Invoices on TCM Purchases for another cost centerScanning documents in orderMissing Receipt AffidavitCredit TransactionsSignaturesConference registrants and receiptsRenewals, memberships, or subscriptions
P-Card ProceduresTransactions and ApprovalsIncorrect vendorPreapprovalsApprovals for Capital Special RequestsPartial shipmentsCardholders who retire, transfer or resignCredit LimitsManage daily
10 day limit to dispute a charge
Contracts
Requirements for complete contract in Munis
Munis Contract options
When to use encumbered contracts
Contract Approval Process
Finance Procedure RemindersPurchases with approvals
P-Card, PO, or ContractRequest for Payment should be exception not rule
Fixed AssetsItems over $750 to be taggedMIS 212 to move to cost center
Computer requests for next Lease cycle – MarchFileMaker Pro including coding for funding
ANY coding going out needs to be reviewed by FinanceNeed to see final memo before sending
Updates
True North Logic to sign up for training
Monthly Newsletter
Ethics Hotline