Secretary MeetingFebruary 18, 2009

Staples/Corporate Express Representatives

Staples/Corporate Express

Joel Klevan / David GormanStaples/Corporate Express Merger2009 Pricers and Catalogs

Furniture Needs for 2009/2010If your campus/department has any furniture

needs for the 2009/2010 school year, the spreadsheet for requests can be found on the Purchasing Department’s webpageOnce completed, email the spreadsheet to Jami

ManningDeadline: March 31, 2009

Timekeeping System

Timekeeping ProceduresThe payroll department is working to prepare

two handbooks that will pertain to the Timekeeping Process for paraprofessional employeesOne handbook will address the clocking

procedures and guidelines for the paraprofessional staff

The second handbook will address the policies and procedures for the Timekeepers that are making the adjustments and corrections to employee’s time

Timekeeping GuidelinesAn employee who is going to be late should notify

their supervisor as soon as possibleEmployees must clock in at the beginning of the shift

Employees may not clock in more than six minutes before their shift, and are expected to start work on time

Employees will not clock another employee in or out under any circumstancesEmployees involved in such activity, will be subject to

termination Employees will clock out for lunch, and back in at

the end of the lunch break

Timekeeping GuidelinesAn employee leaving work for any reason and

expecting to return before the end of their shift must clock out, and back in when returning Any employee conducting personal business off

campus while on the time clock will be subject to termination

Employees will not clock out before the end of their work shift, without prior approval of their immediate supervisor

Employees must clock out at the end of their shift

Updates/Reminders

Updates/RemindersThere has been a limit on the amount of checked baggage

fees that you can claim. That maximum has been set at two bags per person

When ordering from School Specialty, some items may have a shipping charge, therefore it is best to ALWAYS call and get a quoteThere should always be a separate line item for shipping

chargesSchool Specialty Representative

Shelia Koski

Phone: (972) 304-2593Email: skoski@schoolspecialty.com

Updates/RemindersFundraisers

Before the fundraiser starts, a budget preparation fundraising packet needs to be completed and submitted to the Business Office in order to have funds advanced

Purchase orders must be put on for all fundraising components

CampIn order to have funds advanced for camp

expenses, the budget preparation camp packet should be completed and submitted to the Business Office

Updates/RemindersNew Requisition Tracking Log

Business Office Website Forms

MonthlyGo through pink purchase orders, and call on

orders that you have not received in a timely fashion

Cash Handling

Cash Handling ProceduresAll cash/checks should be secured at all times

Funds should not be kept in desk drawers/file cabinetsReceipts should be written for all monies received

Checks should be endorsed as soon as receivedDeposits should be made on a weekly basis

Funds over the amount of $500 that are received, should be deposited same day

Cash is NEVER to be sent to the Business Office through inter-campus mail

Whenever possible, two people need to count deposits, and both signatures should be on the Deposit Reconciliation form

Budget 2009/2010

Important DatesApril 21, 2009

Pentamation Budget Work Session Location: Technology Training Room

April 24, 2009 Budgets are due in the Business Office by 5:00

pmMay 8, 2009

Last day to submit a budget amendment to the Business Office for fiscal year

See Administrative Services – Calendar of Events for additional deadlines

Per Pupil AllocationPreliminary Per Pupil Budget

Elementary: $ 92/StudentMiddle School: $ 82/StudentHigh School: $ 155/StudentS:\Budget 09-10\Per Pupil Budget\2009-2010 Per Pupil Allocation.pdf

Proposed Per Pupil Allocation ModelIncludes:

Modified Per Pupil Free and Reduced: $10/Student Limited English Proficiency (LEP): $12/Student

October 1st – Adjustment for actual enrollment counts

Budget AdjustmentsOctober 1st – Enrollment Adjustments

Budget is adjusted for actual counts and remaining 10% of Per Pupil Allocation

General Fund Rollover from the prior year will be posted in January after the audit is complete

Adjustments (October 1st and Rollover) will be posted to 198X-11-00-XXX-99-000-6300

Items to Include in the BudgetFixed Costs

Oce CopiersPrint Shop ChargesStaff DevelopmentTravel

Teachers and Librarians traveling for staff development should be coded to function 13

Everyone else traveling for staff development should be coded to their respective function

Transportation RateRates for reserving transportation will

increase for the 2009/2010 year

The new rates will be as follows:Hourly Rate: $13.50/hourMileage Rate: $2.85/mile

Department BudgetBudget amounts will be sent to each Budget

Manager by email

The budgets will be based on prior year amounts

Additions to the budget should be requested with a Budget Request Form (“O” Drive) and submitted to the appropriate Division Head

O:\Business Office\Budget\Budget Request Form template 09-10.xls

Budget Instructions

S:\Budget 09-10\Budget Instructions\Budget Instructions 2009-2010 - 2-3-09.docx

End of YearProcedures

Purchase Orders for 2009/2010Purchase Orders for the 2009/2010 year may

be entered starting May 15th When entering purchase orders for next year,

use the Next Year’s Requisitions option in Pentamation

Reminder: Purchase Orders for the 2009/2010 year will not be mailed to the vendor until after July 1st If there is an order that your

campus/department will need at the beginning of the new fiscal year, contact the Purchasing Department

End of Year Reminders…Pink Purchase Orders

Before June 30th All orders should be finalized (received or canceled) Turn in all pink purchase orders to the Business Office

Petty CashIf you are leaving for Summer vacation, your

petty cash needs to be turned into Ray Leake in the Business Office

Petty Cash instructions are in the Purchasing section of the Procedures and Guidelines manual

End of Year Reminders…All cash and checks need to be deposited at

the Business Office prior to 6/30/09If your campus is out for the Summer, all

deposits need to be made prior to your vacation

Oce CopiersOce pink purchase orders should be sent to

Janna Kemper before 6/30/09Tips for entering Oce purchase orders for the

2009/2010 year:Enter a separate purchase order for each

copierInclude a line on the purchase order for

overagesInclude the model and serial numbers of the

copier on the purchase order

Any Questions?