1 Welcome to the 2016-2017 Fall District Bookkeepers’ MeetingThursday, November 17, 2016

2 Introductions Joanne Millovitsch – Director of Finance Servicesext Dominick Cristofaro – Senior Finance Manager ext 42086 Jayne Haire – Financial Accounting Analyst - Budget ext 42279

3 Bookkeeping CoordinatorsDeEtte Parrish ext Carol Jugan ext Sharon Trese ext Michael Gonzalez ext Contact one of the Bookkeeping Coordinators with any questions for team:

4 Agenda Welcome & Introductions Office Depot Purchasing Break HREQFMLA/Leaves Payroll Break Accounts Payable Property Control Budget Wrap Up

5 Office Depot – David Herold & Jack HuffThank you Breakfast!!

6 Date /17 Pasco County Schools

7 Agenda Introduction Store Purchasing Card Program – DavidDavid Herold – Vertical Business Development Manager/Public Sector – Florida Jack Huff –Vertical Market Manager – Central/West Florida Peggy Cochrane – Store Manager Office Depot #2603 ? – Store Manager Office Depot #306 Store Purchasing Card Program – David Benefits and Solution Store Purchasing Card Program – Managers How it works in the Store Customer Service – Jack When to call Customer Service at or Jack Questions Proprietary & Confidential

8 Purchasing Ann Altman - Purchasing Manager ext. 42226 Stephanie Swinson - Senior Buyer ext Deb Mateo - Senior Buyer ext Stephanie Bunford - Senior Buyer ext Nicole Westmoreland - Purchasing Director ext

9 Purchasing Updates

10 Purchasing Team RestructurePurchasing Services – Senior Buyers are Stephanie Bunford, Deb Mateo, and Stephanie Swinson Each cost center has been assigned a team and a specific contact person See website for contact list-Purchasing Department>Important Links>Purchasing Team Assignment Exceptions are: Contracts - Stephanie Swinson, Debbie Reaves Office Depot - Amy Eaton Furniture - Zsuzsi McGovern P-card forms - Vendor requests -

11 Purchasing ThresholdsThresholds are governed by Pasco’s School Board policy and Florida State Statute. Telephone Quotes ($3,000 to $6,999.99) from three (3) vendors Written Quote ($7, to $49,999.99) Purchasing will assist Formal Sealed Bid or Request for Proposal ($50,000+) Purchasing will assist Exemption examples: Sole source, single source, professional services, etc.

12 Advantages of Contracted VendorsSee Purchasing Services website “Current Bid List” for contracted vendors Controlled pricing Established vendor relationships Vendors have been vetted through the bid/contract/quote process Quality products (you know what you are getting) Recourse if issues arise (returns, credits, billing disputes, etc.)

13 Vendor Complaints Use the complaint form to notify Purchasing Services of vendor complaints as they arise The complaint form is located on Purchasing Services website>P.R.I.D.E.>Complaint Form to

14 P-Card Preapproval RequirementsCommodity/Item Preapproval Needed From Furniture Purchasing Purchase totaling $10, or more Purchase of items not on bid totaling $3, or more (three quotes are required) Aeronautic Equipment CCTE Computers, Tablets OTIS Projectors Printers Software, Capitalized (cost is $1, or over) Televisions Online Educational Subscriptions OTL Textbooks Videos, DVD’s Defibrillator SSPS Note: Audio Visual bid and Printing Services bid require three quotes from awarded vendors when purchase is $3, or more.

15 Preapproval Examples Is pre-approval required for the following purchases? If so, from whom? Printing business cards at Pro-Copy for a purchase totaling $3,252.35? HP Color Printer? Office supplies from Office Depot totaling $9,825.32? The Lion King DVD for kindergarten class? Special flavored bubble gum wrapped in the school logo from “Bubble Gum R Us” totaling $3,525.50?

16 P-Card Other If the vendor that appears on a transaction in Munis needs to be corrected, contact Purchasing before releasing it. This will make transactions easier to find in the future. (Especially if it is just “PAYPAL”). School checkout card is only for employees. For fraud or disputed transactions make sure to attach dispute/fraud s, forms, or at a minimum missing receipt affidavit. If sales tax is paid in error, the cardholder must work with the vendor to issue a credit or the cardholder is responsible for personally reimbursing the District. Tax reimbursements should not be paid by school checks.

17 Requisition Entry Tips/RemindersNew field in 11.1 – “Receive by Quantity or Amount” Vendor numbers are now located on all requisition/PO line items (see example on the following page). If a change is made to the vendor number on the Main Screen once the record is saved, it will not update on the line items automatically (Vendor number updates must be done manually on each line item.)

18 Vendor on Header Also on line detail

19 Contract ClarificationsContracts are needed for: Training Services (e.g. Murals, Clinician) Rentals (venues, decorations, photo booths, etc.) Entertainment (DJ, reptile show, etc.) Fundraisers (only in certain circumstances when money is required up front) Officials for Athletics SROs – additional duty With exception of fundraisers, contract is needed whether deposit is required or not. ** American Reading

20 Human Resources and Educator QualityLori Perreault - Human Capital Partner ext

21 communication After candidate is placed in OFFER status and released into workflow in Munis HREQ sends the electronic New Hire paperwork.

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28 Pop Quiz When do you have to complete a new hire’s I-9 by?By the end of their 3rd day of work. True or False: You cannot tell a new hire what documents to bring to prove employment eligibility. True. You cannot specify which documents a new hire brings to prove employment eligibility.

29 Pop Quiz! True or False: You can accept expired documents to complete the I-9. False. You can NOT accept expired documents to complete the I-9. What are the 2 documents you complete once a new hire starts? The Loyalty Oath and the I-9

30 Verifying Documents for the I-9The employee may present one selection from List A OR one selection from List B and one selection from List C. All documents must be UNEXPIRED. A list of acceptable documents may be found at https://www.uscis.gov/i-9- central/acceptable-documents Note: You may NOT specify which document(s) employees may present from the Lists of Acceptable Documents.

31 HREQ Onboarding ContactsCentral Region: Margarida Wainraich – x42428 East Region: Thena Jackson – x42387 Northwest Region: Elena Merritt – x42501 Southwest Region: Tomoral Pinto – x42701 District Office: Joanne Reece – x42946

32 Leaves/FMLA Jessica Rusha– Leaves Specialist– HREQ ext. 42981

33 Leave Processing 101

34 Steps to processing a Leave RequestReceive 101 leave form along with the necessary paperwork (Request for FMLA – MIS form 306 & physician’s statement – MIS form 307) from the work location and/or employee. We only need the MIS form 307 if they are requesting FMLA for their illness or a family member’s illness. Make sure employee is eligible for Leave. On first day of Leave contact school to check if the employee went out. Map out paid time (sick and/or vacation) and unpaid time. If applicable, check FMLA eligibility by running report. Create Personnel Action (PA) to stop pay record if necessary. bookkeeper/secretary and Payroll regarding what time should be entered into the system.

35 Completed 101

36 Employee Sick Accrual Records

37 Employee Vacation Accrual Records

38 FMLA Request

39 FMLA Eligibility Report

40 Email to Bookkeeper/Secretary and Payroll

41 Voluntary Sick Leave Donation (VSLD)To apply for VSLD we will need the following paperwork MIS 101 Voluntary Sick Leave Donation application FMLA Physician’s Statement This program is very time sensitive and does not retro back. The employee is not eligible for sick time until the packet is complete (application and FMLA physician’s statement) and in our office.

42 Sick Bank To apply for Sick Bank we will need the following paperworkMIS 101 Sick Bank application FMLA Physician’s Statement

43 Payroll Michelle Mills - Accounting Manager - AP & Payroll ext. 42286

44 Time Entry Checklist

45 BREAK TIME!

46 Account Payable UpdatesKarin Smith – Financial Accounting Analyst – Accounts Payable ext

47 Accounts Payable ContactsKarin Smith, Financial Analyst 4-2292 Main for accounts payable: Denise Sheffield, Finance Assistant 4-2291 Dolores Roach, Finance Assistant 4-2304 Bruce Herrmann, Finance Assistant 4-2290 Melanie Rose, Finance Assistant 4-2458

48 Invoice Entry Invoice Entry Releasing a batch is two steps ReleaseApprovals

49 Receiving Enter receiving by invoiceNo bulk receiving for multiple invoices Include description information that will tie to an invoice Invoice number Dollar Amount of invoice Description of items received

50 Travel Please use electronic MIS formsMIS 108 In County MIS 110 Out of County Contact Accounts Payable if you need the electronic version PascoMileage Tracker VI Out of County Travel Why is it important to notate exact travel beginning and ending times?

51 Per Diem Meals Out of County Travel $ 5.00 Breakfast $11.00 Lunch(travel begins before 6am – after 8am) $11.00 Lunch (travel begins before Noon – after 2pm) $23.00 Dinner (travel begins before 6pm – after 8pm)

52 Property Control Ladeana Harvey – Finance Assistant - Property Controlext Mark Sroka – Finance Assistant - Property Control ext Glenn Holmberg – Property Control Assistant ext Kenneth Stein - Property Control Assistant ext Casey Cannoot - Finance Analyst - Capital Projects ext

53 Taggable Items Items over $1,000Certain “attractive items” costing at least $250: Cameras Printers Projectors/TVs Audiometers Charging carts Band equipment Items tagged costing at least $250: Computers/Laptops iPads/Tablets

54 Budget Jayne Haire - – Financial Accounting Analyst - Budgetext

55 Budget Information

56 Budget Information Running YTD ReportsSet year to 2017 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 Additional Options- Print Journal Detail allows you to run a report with transactions that occurred during the time period

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61 2016 – 2017 Budget Information Book (Chart of Accounts)Book is located on the Finance Services website At the bottom of the page select 2017

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63 Budget Information ContactsJayne Haire, Financial Accounting Analyst – Budget Extension 42279 Christine Higgins, Sr. Finance Assistant Extension 42567

64 Wrap Up