SECRETARIES MEETING€¦ · Standard 01.0.95000.0.00000.00000.8699.???0000 o Budget To Be Allocated...
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FISCAL SERVICES SECRETARIES MEETING July 16, 2019 1
Transcript of SECRETARIES MEETING€¦ · Standard 01.0.95000.0.00000.00000.8699.???0000 o Budget To Be Allocated...
FISCAL
SERVICES
SECRETARIES MEETING July 16, 2019
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Dr. Frances UfonduChief Business Officer
Shaminder BrarFiscal Services Administrator
Maria AlatorreAssistant Director of Business Services
Lori KuriyamaExecutive Assistant to the Chief Business Officer
Emerald GarciaAdministrative Secretary Fiscal Services
Business Services Leadership Team
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Payroll Directory
Rosie Moreno-Molnar Senior Payroll Tech
661.789.6529
• Certificated Subs
∙Time Sheets: Salmon
Cassie McCraw Benefits/Payroll Clerk - Classified
661.789.6527
• Classified Hourly & Casuals
∙ Time Sheets: Brown, Hot Pink & Purple
Elizabeth DeLaCruzBenefits/Payroll Clerk - Classified
661.789.6528
• Classified Monthly & Classified Subs
• 125 Cafeteria Plan
∙ Time Sheets: Green & Light Blue
Joane Sampson Benefits/Payroll Clerk - Certificated
661.789.6522
• Certificated Permanent & TSA's
∙ Time Cards
Jim Firth Benefits Analyst
661.789.6526
• Health Benefits
Donnita Talavera Benefits/Payroll Clerk - Benefits
661.789.6525
• Health Benefits
• Certificated Extra Hours
∙ Time Sheets: Dark Blue & Gray
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COMPLETING TIMESHEETS:
➢ Print legible name on timesheets (Same name as in HRS – or name hired with)
➢ Complete timesheets in black or blue ink only (no pencil or other colors please)
➢ All timesheets must be completed in full, including the description/reason:
• Extra hours or overtime
• Full name of employee a substitute is covering for
• AESOP confirmation number
• Extra or additional work
• Open position
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SORTING TIMESHEETS:
• Classified Hourly – Brown and Pink (regular hours with extra hours, if any)
• AVID/Math Tutors – Lilac (Intermingle with the Brown and Pink by last name)
• Noon Duties – Brown Sheet (Intermingle with Brown and Pink by last name)
• Classified Substitutes - All Green into separate stack (verify employee is entered in Absence Management
System - AESOP)
• Classified Monthly Overtime - Light Blue (please indicate if employee is “Hourly” in upper right corner)
• Certificated Extra Hours - Dark Blue and Certificated Substitutes – Salmon (Verify employee is entered in
Absence Management System (AESOP); confirm timesheet has signatures from Employee and
Administrator and add necessary account string)
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SUBMITTING TIMESHEETS:
➢ Please ALPHABETIZE all timesheets by LAST name, then FIRST name
➢ Timesheets must be received in a timely manner in order to pay within that pay period
➢ Classified Timesheets are generally due on the 15th and the last working day of the month (unless otherwise indicated
via email correspondence)
➢ Classified Monthly Overtime Timesheets are due on the 20th of the month for pay on the 10th of the following month.
Timesheets received after the 20th are considered late and will be processed on the 10th of the subsequent month
➢ Timecards are due on the last working day of the month (unless otherwise indicated via email correspondence)
➢ Certificated Extra Hours are due on the 20th and last working day of the month (unless otherwise indicated via email
correspondence)
➢ Substitute Certificated are due last working day of the month
➢ Time Conversion Sheet (available on District website)
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AESOP:
➢ Reporting absences in AESOP for all employees is essential
FEDERAL & STATE WITHHOLDING:
➢ Entered when received
➢ Submit on 25th of the month to affect the entire month
DIRECT DEPOSITS:
➢ Payroll makes every effort to enter when received and prior to cut off date
➢ Closing an account with your financial institution affects a deposit (please contact Payroll Services immediately)
➢ A returned/rejected direct deposit or replacement of any check may take up to two (2) weeks to process by
LACOE
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Q & A
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TBD ShamiRoseGratziellaAnnette Valerie Cindy Wanda
BUDGETSCHOOL SITE BUDGET INFORMATION
❖ Updated Budget Tech Assignments
❖ Chart of Accounts
❖ BEST Budget to Actuals Report
❖ Personnel Requisitions (PARS)
❖ Time Sheets
❖ Cash Collections
❖ Master Rate Sheet
❖ LCAP Site Allocation
❖ Saturday School Incentives
❖ Certificated Extra Duty & Subs Worksheet
❖ Questions; Suggestions; Concerns
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BUDGET UPDATED BUDGET TECH ASSIGNMENTS
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BUDGET
CHART OF ACCOUNTS
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BUDGETBEST BUDGET TO ACTUALS REPORT
Budget to Actuals Reports will be sent via email monthly
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BUDGETPERSONNEL REQUISITIONS (PARS)
Submit For:
➢ All Stipends (Admin Intern, Yearbook, ASB, Leadership, Sports, etc.)
➢ All Extra Duty/Overtime (Classified & Certificated)
➢ Certificated Object Code begins with 1???
➢ Classified Object Code begins with 2???
➢ Never Use Object Codes beginning with 3, 4, 5, 6, 7 or 8
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BUDGETTIME SHEETS
Must Include:
➢ Legible Name
➢ Signatures (Employee & Administrator)
➢ Reason (Example: Parent Nights, CyberQuest, Name of Person Subbing For, etc.)
➢ Never Use Object Codes beginning with 3, 4, 5, 6, 7 or 8
➢ Accurate & Complete Account String & Information. Not Sure? Refer to Your Line Item Budget Worksheet or Contact your Budget Tech
➢ Keep a copy for your records
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BUDGET
CASH COLLECTIONS REPORTS
➢ Do Not Send Cash Collections via Interoffice Mail
➢ Use Most Current Form
➢ First Line on Form is:
✓ PE Clothes 01.0.95000.0.11109.10030.4315.???0000
✓ Textbooks 01.0.00000.0.00000.00000.8699.0000000
✓ Chromebook Repair 01.0.02091.0.00000.00000.8699.2150000
✓ Standard 01.0.95000.0.00000.00000.8699.???0000
o Budget To Be Allocated Section
o Enter the Account Number, Amount & Description of Funds to Be Deposited Ex: $200 Lifetouch Rebate, Lost Library Books, etc.
o Not Sure? Place in Suspense Account (Object 5899)
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BUDGET
Template Will Be Provided via Email
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BUDGETLCAP ACTIONS
Resource# 90001.6 - HIGH LEVEL ACADEMIC PREPARATION & READINESS• Supplemental Instructional Materials & Contracts• Supplemental Instructional Salaries & Extra Duty
Resource# 90002.9 - WELCOMING, SAFE & HEALTHY LEARNING ENVIRONMENT• Student Incentives• Noon Duty & Interventionist Salaries• PE Equipment
Resource# 90003.8 - PARENT & COMMUNITY INVOLVEMENT• Extra Duty Hours • Supplies for Parent Center & Meetings• Conferences (CABE)
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BUDGETSATURDAY SCHOOL INCENTIVES
If your School participated in Saturday School for 1819FY, you will find your incentive ready for use in your 1920FY Budget. Please email your budget tech
to find out your allocation amount.
01.0.95000.0.11109.10000.5899.XXX0000
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BUDGET
CERTIFICATED EXTRA DUTY & SUBS WORKSHEET
Template Will Be Provided via Email Upon Request
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Q & A
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Accounts Payable
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Shaminder Brar Ext. 6524 Maria Alatorre Ext. 6515 Linhna Ung Ext. 6519Fiscal Services Administrator Associated Student Body Ambassador Warrants
Oversees all Fiscal Aspects [email protected] Reconciliation/Distribution/Stale-dated/Cancellations
661-789-6524 BEST Advantage System Training Credit Card (Check-In/Out)
[email protected] Internal Controls Cash Collections
ASB/PTA/PTO Jet Mail Distribution
Cash Collections US Bank Reconciliation
Bank Deposits Payroll Distribution
Liabilities Paid Records Keeping
Oversees AP/AR duties Reception Coverage
LTD Payments
661-789-6519
661-789-6515 [email protected]
[email protected] Administrative Clerk II
Assistant Director of Business Services
Lesley Tucker Ext. 6509 Nicole Pope (Maternity) Ext. 6508 Ann Modlin Ext. 6520Mileage Util ities Voucher Reconciliation
Contracts Bank Deposits/Reconciliation County Transfer
ASB Support Reimbursement Processes Purchase Order Printing/Revision/Distribution
Covering for Nicole Pope: Southwest Charge Backs
Reimbursement Processes Cal-Card Professional Development Reimbursements
Southwest EFT Outdoor Science Reimbursement
Cal-Card Vendor Payments A-F Warehouse Support
Maintenance and Operations Maintenance and Operations Board Report
Home Depot/Lowes Home Depot/Lowes Input Requisitions various Departments/Programs
661-789-6509 661-789-6508 661-789-6520
[email protected] [email protected] [email protected]
Accounting Clerk II Accounting Clerk II Accounting Clerk II
Maria Cervantes Ext. 6517 Masilamany "Indy" Indrasenan Ext. 6507 Emidio Garcia Ext. 6599Conferences Payroll Warrants BEST Logistics and Support
Field Trips WC Insurance 1099’s
Accounts Receivable Invoicing/Receiving Vendor Payments G-Z Taxes/Out of State/Sales
LTD Requisition Generation Walmart/Smart& Final Teacher’s Overage
Albertson’s/Sam’s Club Fixed Assets
661-789-6517 Covering for Nicole Pope: [email protected]
[email protected] Supplyworks and Vendor Payments A-F
Accounting Clerk II 661-789-6599
661-789-6507 [email protected]
[email protected] Accounting Clerk II
Accounting Clerk II
Accounts Payable Logistics
Accounts Payable
CASH COLLECTION TIPS
a) USE THE NEW CASH COLLECTION FORM 2019 -2020
b) YELLOW RECEIPTS ALWAYS ATTACHED TO CASH COLLECTION
c) TALLY SHEETS IF FUNDRAISER EVENT
d) DAILY CASH COLLECTION DEADLINE 4:00 PM
QUESTIONS PLEASE EMAIL: [email protected]
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Accounts PayableCONFERENCES
1. Conferences must be approved by the Governing Board 45 days prior to the
conference date.
2. Conference numbers are assigned once the online form has been submitted.
3. Request for conference completion must be signed by Site/Department.
4. The Business Office books hotel reservations using the Cal-Card (if needed).
5. Once requisitions are approved by the Business Office, a purchase order will be printed,
following the issuance of a warrant.
6. The Business Office generally receives the warrant within 2 days and mails it to
the hotel.
7. Itemized receipts from meals for the expense report must be
submitted for reimbursement by attendee within 30 days after the conference.
https://forms.gle/qDjqcA9eJtqxXuyt5
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Accounts PayableCONFERENCES
PSD Approved Meal Reimbursement Rates
Revision with General Services Administration
Government Agency FY 2019
gsa.govBreakfast $16.00
Lunch $21.00
Dinner $29.00
Total Daily Allowance $ 66.00
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Accounts PayableCONFERENCES
District will reimburse up to 20% gratuity
*Meals
*Uber
*Lift
*Shuttle
District will not reimburse
*Alcohol
*Room service
*Internet or Pay per-view
*Valet parking
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Accounts PayableCONTRACTS
1. Any vendor providing services at a school facility
must have an approved PSD contract.
2. Contract must be signed by Vendor/Consultant.
3. Once EEP or BAR is approved, the Business Office will assign
a consecutive contract number which must be requested by
clicking:
4. Once your site or the Business Office receives the invoice, you will need to
sign certifying that the services were completed.
5. Site secretaries will then send the invoices to the Business Office for final payment.
https://forms.gle/7iX97tpYdhYvxtkk8
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Accounts PayableMILEAGE
1. District will reimburse any mileage related to school business.
2. Administrators must sign and approve mileage claims to validate the
accuracy
of their subordinates claim for reimbursement.
3. The Business Office will issue payment within 30 days.
4. All forms and signatures must be original, no copies will be accepted.
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Accounts PayableCREDIT CARDS
Credit Cards must be requested from the Business Office
* Administrators must sign certifying
and approving the expenditure.
* No online purchases may be made with PSD credit cards.
* Credit cards must be returned to Business Office
within 24 hours. No cards can be held over the weekend.
* Itemized receipts must be submitted at the time
of the return.
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Accounts Payable
• MAKE SURE YOU HAVE TAKEN THE TRAINING TO GAIN ACCESS
• SCHEDULE YOUR TRAINING
• TEST USING THE POWER POINT PRESENTATION FORWARDED BY
THE BUSINESS OFFICE
• CONTACT [email protected] TO SCHEDULE A
ONE-ON-ONE TRAINING IF NEEDED .
BEST Advantage System
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Accounts Payable
H E A D E R
C O N T A C T = I S S U E R A N D R E Q U E S T O R
D E F A U L T B I L L I N G = V E N D O R S H I P M E N T L O C A T I O N ( J I T = S C H O O L S I T E )
C O M M O D I T Y
O P E N P . O . = S E R V I C E
D E S C R I P T I O N = N T E S U B T O T A L O F Q U O T E
S E R V I C E P E R I O D = 0 7 / 0 1 / 2 0 1 9 T O 0 6 / 3 0 / 2 0 2 0
F R E I G H T C H A R G E S = E X T R A C O M M O D I T Y A S S E R V I C E
S H I P P I N G = W A R E H O U S E F I N A L D E S T I N A T I O N ( S C H O O L S I T E )
A C C O U N T I N G D I S T R I B U T I O N
A C C O U N T I N G D I S T R I B U T I O N = D I S T R I B U T E A C C O U N T I N G L I N E S
V E N D O R
S A V E = P O P U L A T E S
D O C U M E N T A T T A C H E M E N T
XREQ TIPS
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Q & A
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