Secretarial Update Session

OIEP Conference

September 2010

Central Office Changes

Ilesa WVEIS, Purchase Orders

Nicole Receiving Reports, Invoices

Vickie Travel, Time Sheets

Procedural Changes Finance Office

Purchasing Audit

PC Codes One per school

Non-Discretionary / Full-Time Payroll All under PC 34 Grant ID 18618

All Substitutes and Part-Time Out of School’s Discretionary Budget

Surplus Property

Work with Connie & Karen Must have disposition letter If landfill, use PC Renewal (ERCYCL07) If surplus and need it transported, use MOVE

Furniture POs

New Procedures SYSFURN, Prison Industries

Forms ED48

Use rather than WV48 “per invoice” no longer acceptable

New Language – “per actual expenses incurred”

WV50 How to print without comments WVFIMS # -- FIMS Vendor ID, not account

number Question 7 cannot be none, n/a, blank, etc.

Forms - continued

Non-Conflict Certification Form POs $5,000 or greater

Same rule as Purchasing Affidavit

Must be completed by person getting the bids

Let us coordinate forms Send all in to OIEP Central Office

WVEIS

School calendars completed by new school year (early August)

OfficeMax Some confusion due to OfficeMax and Purchasing

changing everything Now a Piggyback Contract instead of a Statewide

Contract Means items on other statewide contracts now take

precedence over OfficeMax.

Pricing Issues No net pricer, must use web

Include web site print out list with Release Order

Handout

Sundry Items

“Just send in a PO” Does NOT mean purchasing rules and regulations

have been suspended.

Quotes – $5,000 or greater must be signed Must get quotes for shipping PC Codes are not necessary on POs &

Release Orders

Sundry Items - continued

WV39 Release Order correct account number format: XXXX-XXXX-XXX-XXXXX-XXX FUND-GRANT YEAR-ACTIVITY-GRANT ID-OBJECT CODE

Provide full account number on POs, Release Orders, and Service Agreements. This includes Pomeroy POs. Put it in the tech request to Gary.