munis for dummies june 16, 2014 clovis unified school district technology boot camp a guide to...
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MUNIS FOR DUMMIESJune 16, 2014
Clovis Unified School District Technology Boot Camp
A guide to understanding and using the Munis Financial System at Clovis
Unified School District
Monette Taylor, Financial Analyst #79556
Kassandra Booth, Sr. Accountant #79431
Ida Tiscareno, Financial Analyst #79113
Nate Eberle, #79566
Why are you here?Why should you make time to know and
understand the Munis system?
The Keys . . . knowledgeYour program and administrator needs good
information
Where are you going?What do you want to accomplish and how
are you going to get there? Will it take money?
What’s your final destination?
You need a good map!The Munis System is your mapKnow how to use your map:Munis Manual on the CUSD Intranet (quick
links) http://dodocushareapp01.clovisusd.k12.ca.us/docushare/dsweb/View/Collection-2098
Lots of systems at CUSD – If any of them cost money the end product ends up as a charge in the Munis system – the “final destination”
Munis YTD Report
Accounts in the Munis SystemThe Basics: All of the accounts are following the
Standardized Account Code Structure(SACS) outlined in the California School Accounting Manual (CSAM)
The District’s total accounts are gathered and reported to the State of California several times during the fiscal year:
1) Adopted Budget of July 12) Unaudited Actual Report of previous fiscal year in September
3) Interim Report ending October 31st
4) Interim Report ending January 31st
All Board Approved
Standardized Account Code Structure (SACS)
Shedding light on the road
The rhyme and reason of object codes:100000: Certificated Salaries
200000: Classified Salaries
300000: Statutory Benefits & Health & Welfare
400000: Books & Supplies
500000: Services & Other Operating Expenses
600000: Building Improvements & Equipment
Keep in mind . . . XXXX99 – object codes for “reimburseables” – Parent Club or Foundation charges
XXXX40 – Hourly pay - paid by timesheet
110051 – Cert. School Business Subs – entered into
Smart Find Express
XXXX50 – Subs – entered into Smart Find Express
XXXX60 – Stipend pay
XXXX70 – Extra or Over Time Pay
XXXX90 – Other salary pay
57XXXX – Direct Cost – all district services
CUSD Direct Services (object codes 57* in Munis)
571010 Maintenance work orders571020: Transportation Dept. charges (Trip
Tracker (Versatran), field trips, use of vans or cars
571040: Graphic Arts Dept. (copies/scanback/print orders)
571050 & 571052: Copy and Scanback571070: Teacher Center571080: Fuel571085: Sierra Outdoor School (SOS)575030: Campus Catering
Overview of CUSD’s Systems & Processes
Trip Tracker, Xerox, Atlas, Online personnel requisitions, Smart Find Express, APU Scenario, Cat Scenario, Lotus Notes, etc., etc.
Human Resources & Payroll“The rules of the road”
Know how and when salary and benefits get charged
HR Policies and Payroll policies and proceduresGet Personnel Requisitions into HR with all
approval signatures by the 1st of the monthHourly timesheets to Payroll by the end of the 5th
day of the month (to be paid the last working day of the month) – check Payroll Calendar on DocuShare
http://dodocushareapp01.clovisusd.k12.ca.us/docushare/dsweb/View/Collection-2845
Substitute charges (scanning into SFE vs. hand entering accounts)
Purchasing Dept. processes
1) Outside (Buy-out) Requisitions2) Ordering equipment (technology)
3) Open Purchase Orders4) Contracts & Consultant Agreements5) Maintenance Agreements6) Software License Agreements7) Warehouse Orders8) Subscriptions9) Cal Cards
Travel/Conference ProceduresConference Registration – Lotus NotesAirfareDistrict vehicleTravel Expense ClaimsOut-of-State Board Approval
Accounting Dept.Accounts Payable - Pay all bills and invoices
for the districtConference/Expense reports/MileageMileage claimsOpen Purchase Order receipts/invoicesPayments of Contracts/MOUs/AgreementsCash ReceiptsAccounts ReceivableBooks & Class Refunds
Regularly check your map to see where you’re at!
1) Munis Year To Date (YTD) Report a) Using the Query in the YTD Report
2) Munis Account Inquirya) Get details in Account Inquiryb) Exporting from Account Inquiry to Excel
2) Budget Transfers in Munis (revisions to the plan)
How did I get here? Can I turn back?
We can turn back! We can revise the trip!Use budget transfers to manage your wayCorrect actual charges in Munis:Revise the funding of employee requisitionsUse the district’s Expense Transfer Form (find
on DocuShare)
Budget Transfer vs. Expense Transfer
Expense Transfer Form
Go to Account Inquiry in Munis – find the charge you want to move – print the PDF and attach to the expense transfer form
Don’t miss these landmarks!
Charting your courseFirst of the Year: Map a plan – Set Munis
budgets to match your plan Run YTD Budget Reports Monthly (after each
payroll posting)Have all your budgets spent by Winter Break
(either encumbered or allocated)Meet regularly with your administrator or
team and go over the budgets together
The Final Destination“Are we there yet?”
Year End Check ListRun YTD ReportsCheck Account Inquiry for answers to your
questionsWill my funding source allow carry over to
the next year?Use it or lose it funds?Consider and project all last minute charges
that may get posted to your budgetMaximize your funding sources with year-end
expense transfers
The DestinationSweet Success! You’ve arrived!
No Surprises! You and your map became friends. You know your budgets and final costs of the year
You supplied good information to your administrator
You have satisfaction knowing that you assisted your team to put all resources available into your program!
Now take a break!