What Payroll Personnel Need To Know About…..Presented by: Shane Switzer

Biloxi Public Schools

PowerPoint created by: Angela Dimitry

FICA (Federal Insurance Contributions Act) *6.2% Social Security + 1.45% Medicare= 7.65% PERS (Public Employee Retiree System) *9% Employee Contribution *15.75% District Contribution 1095C- Form showing proof of employer provided

health insurance and offer of coverage. *To be distributed by March 31st, 2016

Just a Few Things You Know:

You all already know all this stuff

Plus you already know everything there is to know about PAYROLL

And you have already heard me speak about PERS

SO……..

COME ON MAN !!!

This session is really about Cross-Training

The intent is to just give you some basic knowledge so if you are ever thrown into the position of having to server in a role that is not your normal realm

Its not just you guys, your AP/Purchasing counterparts are sitting in the exact same session right now, learning about your job and payroll stuff. But probably have a better presenter

SO……..

COME ON MAN !!!

Scenario:Your Accounts Payable Clerk has fallen off a ladder and will be out for a month or two. What do you do?

Accounts Payable for Dummies for Payroll

Employees*Please note* The following

information is from Shane’s World. In which Shane is rarely in himself. Because he is

out conferencing or baby-sitting the Superintendent.

Each World (a.k.a. Business Office) may

differ.

SHANE’S WORLD

Requisitions Purchase Orders Receiving Copy

GL code / Coding Invoice

Statements Monthlies AP Proof Docket

Purchasing / AP Terminology

Every PO (purchase order) starts as a requisition. There is a chain of approval for each requisition

that may differ for each district.

Requisition PO

Purchasing Director reviews coding, makes final approval and creates PO

number

Principal/Supervisor sends to either: Technology, Sped, Title (Based on

Funds)

Requisition sent to Principal/Supervisor for approval

Originator creates requisition and codes expense

PO Coding and Creation

The original creator or Bookkeeper will Code the requisition.

Before the PO is created the Coding will be reviewed and corrected if necessary

Coding plays an important part in the financial statements

The GL Code used tells what we are paying for: Supplies Repairs Computer Equip UtilitiesProfess. Services Desk / Furniture Paper Tires Fuel / Oil Hotel Mileage Reimb. Registration

Once PO is created, purchasing department will order goods, make reservations, and create copies to disperse.

Original PO

Purchasing File Copy

Receiving Copy

Accounts

Payable Copy

Originator

Biloxi’s Purchase Order Distribution

Finally, Accounts Payable!

After the PO has been created, Accounts Payable will receive a copy.

This copy is filed alphabetically by PO number until the rest of the components are received.

When invoices are received (via email or by mail), they are date stamped and attached to back of PO.

To be complete, the PO must have the back up (invoice, school business leave, receipts, etc.), the gold office copy, and a signed *(in most cases) pink receiving copy of the PO.

Finally, Accounts Payable!

Most time consuming and important step is reconciling or comparing the invoice received to the original PO

The original PO told the vendor what we want to order and the invoice shows what we actually received. Do they agree ? In many instances these two items do not agree. So who figures it out? It’s a combined effort.

In our office the UGLY word is Monthlies. These are very simply Open POs we send to certain vendors every month in order to speed up the purchasing process. Mostly used in Maintenance department

Exceptions/Notes to Remember

Certain bills (if Board Policy Allows) are paid without a PO.

These may include but not limited to : Contracted expenses (Architect, attorney fees,

construction payments)

Utilities (MS Power, Coast Electric, City of Biloxi Water CenterPoint Energy AT&T, Etc.)

**Normally POs do the coding, but for invoices that don’t require a PO, the code is input when the invoice is processed for payment. Some of these will be paid with a monthly spreadsheet, which will break down each part of the bill into the GL code in which it should be

paid.

Exceptions/Notes to Remember

If a PO total amount varies more than $15 from the total due on the

invoice, the Purchasing Director will have to approve a price increase before the PO can be paid. *This may differ per your district’s policies*

The PO should never be paid from a statement. Statements only list the invoices and do not provide the detail necessary like an invoice does.

Should a discrepancy be found with the PO vs. the invoice, research will need

to be done via Purchasing or Accounts Payable to find the problem. AP or Purchasing may need to contact vendor directly in order to reach a solution. Its also good to involve the recipient of the good or services

(the District employee) to get specifics of variances or problems

Processing Complete PO Cutting Checks

Once all of your copies are together, invoices matched, it is time

to input your invoice, clear PO out of the system, and run the docket and checks.**Not every district has the same system, so inputting may differ for each software.

“Clear PO out of system” – what does that even mean?

The PO is simply an encumbrance which holds budget dollars until the actual invoice is paid

When entries are complete, a proof (or total of all invoices entered) should print for you to compare to the running total of your PO’s.

Processing Complete PO Cutting Checks

SHOULD WE DOUBLE CHECK WHAT WE ARE ABOUT TO PAY? OF COURSE !!

To insure accuracy we have another person (our receptionist) check over

the proof with the PO’s to ensure remit address, vendor numbers, invoice numbers, and GL accounts have all been entered correctly. She will also stamp each PO and invoice with the date they will be paid.

After all is proofed, you may now finalize the process in your system

and run the docket of claims and cut the actual checks.

The Docket will be sent to the School Board for approval before the checks are released.

File AP proof, check register, and any other final reports.

Attach check copy to PO backup and file in corresponding vendor folder.

Distribute checks accordingly after Board approval.

**Be sure to include any registrations or remit coupons with check when sending.

After Checks Are Complete:

Short break for happy dances and self-gratitude

for completing the AP process and, most

importantly,keeping the lights on and

the water running!

The Reason Shane Presented Solo: Meet baby Jace! (Kassie Bourque’s newest addition)