THE EASY WAY OR THE EASY WAY OR THE CORRECT THE CORRECT WAY….. CHOOSING THE WAY….. CHOOSING THE

RIGHT PATHRIGHT PATH

OCTOBER 1, 2010

FOLLOW-UP TO FUNDRAISING TRAINING

• Relations with PTA’s – Policy GE (Local)

• Payment to vendors of catalog sales• Inventory Tracking Template• Converting forms to PDF files• Promotional Items• Communication

SCENARIO #1

Need to refund a payment made through PayPams?

RIGHT PATH?

Issue refund with a petty cash

check

RIGHT PATH?

Call accounting

Rita will issue refund through PayPams or by check

SCENARIO #2

Issue a refund for payment made by cash or check and funds not deposited?

RIGHT PATH?

Write a petty cash check

Document the refund!!

What about refunds after deposits are made?

RIGHT PATH?

Return check or cash to parent

SCENARIO #3

You need an interpreter for a parent meeting?

RIGHT PATH?

Ask a parent or someone from the

community that speaks the language

What if interpreter volunteers time?

What about interpreters for other situations?

RIGHT PATH?

Look for an interpreter on the

interpreter list provided by HR

JUST FOR LAUGHS

SCENARIO #4

Realized you charged wrong account on PO?

RIGHT PATH?

Complete a budget transfer in CIMS to

move additional funds to the account that

was incorrectly charged

RIGHT PATH?

Submit a Payment Transfer Form

What if the $ amount was small?

What if PO has not been paid?

SCENARIO #5

You have to pay admission fees for a class to go on instructional field trip that was not planned nor

budgeted?

Appropriate account for fees:

Transfer funds from supplies to 199.11.6499

RIGHT PATH?

Charge instructional supply account on the direct pay because it was not planned nor

budgeted

RIGHT PATH?

Transfer funds to appropriate account because it was not

planned nor budgeted

SCENARIO #6

Teacher wants to stop for lunch during field trip?

RIGHT PATH?

Teacher collects money from students and gives

the money to OM to deposit. Then requests

a direct pay to the restaurant to pay for

lunch.

RIGHT PATH?

Teacher collects money from students and

deposits in personal checking account and

pays with personal credit card

Scenario B – Teacher informs you the day before the trip about the lunch?

SCENARIO #7

Cost of field trip is to be split between 2 accounts?

RIGHT PATH?

Submit Payment Transfer Form after cost of trip has been

posted

RIGHT PATH?

Enter all accounts to be charged on field

trip request entered in CIMS

Reminder – CIMS does not recognize more than one account on field trip request

SCENARIO #8

Need to pay for competition but do not have enough budget in scholastic competition

account?RIGHT PATH?

Charge part of the cost to competition account and the remainder to a supply account on the

direct payReminder – You may transfer funds into district budgeted accounts but CANNOT transfer out

RIGHT PATH?

Transfer additional funds to competition

account by entering a budget transfer in CIMS

before entering direct pay

SCENARIO #9

A teacher was awarded a Foundation Grant for $500 and has selected a

vendor that is not on bid?

RIGHT PATH?

Try to find items through a vendor on

bid

RIGHT PATH?

Charge it to American Express

Scenario B – If the cost is $250 or less, you may purchase with petty cash or charge to AMEX

SCENARIO #10

It is your last day before summer break and you have money to deposit?

RIGHT PATH?

Prepare the deposit and deliver

to accounting

RIGHT PATH?

Secure funds in the safe

Scenario B – What about after finance clerk leaves for summer?

SCENARIO #10

Need to pay for $1500 worth of T-Shirts?

RIGHT PATH?

Pay with a direct pay?

RIGHT PATH?

Pay with a PO?

Scenario B – You may pay with a direct pay if the cost is $250 or less

SCENARIO #11

You have a finance question??

RIGHT PATH?

Call another Office Manager

RIGHT PATH?

Call Finance

Scenario B – If you call another Office Manager and she is confused, call Finance

ANY OTHER SCENARIOS?Any topic up for discussion!!!

BID PURCHASING

PAYROLLACCOUNTS PAYABLE

ACCOUNTING

ASK AWAY ASK AWAY

NEXT TRAINING

“TAKING CHARGE OF YOUR ACCOUNTS”OCTOBER 13, 2010SOCKWELL CENTER

“CIMS TIPS & TRICKS”OCTOBER 13, 2010SOCKWELL CENTER

TGIF