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Financial Services

 

Business Office Deadlines

The following is a summary of important deadlines for financial related activities. Adherence to these dates is critical to ongoing operations and cut-off times for processing prior to fiscal year-end. Items listed below should be forwarded to the appropriate campus and department personnel.

Fiscal Year-End Schedule (July 2019-June 2020)

Campus Deadlines

Department &
Program Deadlines

Grant Deadlines

Last day to issue purchase requisitions for capital outlay ( 66XX) against current budget* April 24, 2020 April 24, 2020 April 24, 2020
Last day to issue non-capital outlay purchase requisitions against current budget* May 22, 2020 May 22, 2020 May 22, 2020
Last day to enter Warehouse requisitions against current budget May 22, 2020 May 22, 2020 May 22, 2020
Last Day Budget Transfer (BGTs) may be entered in Munis against current budget May 22, 2020 May 22, 2020 May 22, 2020
Last day to submit a Student Activity transfer to Budget for
non-capital outlay purchase and payroll
May 22, 2020 May 22, 2020 N/A
All invoices due in Accounts Payable (before summer break) June 9, 2020 June 9, 2020 June 9, 2020
All cash on hand must be receipted and deposited, and GCR entries submitted and approved June 4, 2020 June 11, 2020 N/A
Last day to submit prior year expense allocations (i.e. postage, print services, transportation) June 9, 2020 June 9, 2020 June 9, 2020
Last day to submit prior year expense billings (i.e. facility rentals) June 9, 2020 June 9, 2020 June 9, 2020
Last day to enter a Purchase Order Change Order (POM)
against current budget
June 11, 2020 June 11, 2020 June 11, 2020
Last day to issue Student Activity purchase orders. June 11, 2020 N/A N/A
Last day for Print Services work orders against current budget June 11, 2020 June 11, 2020 June 11, 2020
Last day to use Pcard for purchase against current budget
(based on vendor payment posting date)
June 11, 2020 June 11, 2020 June 11, 2020
Last Accounts Payable Check Run before summer break June 18, 2020 June 18, 2020 June 18, 2020
Procurement Card -June final import July 6, 2020 July 6, 2020 July 6, 2020
Procurement Card- convert all June statements July 16, 2020 July 16, 2020 July 16, 2020
Last day to submit prior fiscal year invoices to Accounts
Payable
July 23, 2020 July 23, 2020 July 23, 2020

 

*Excludes Bond funds.

Departments not authorized to accept credit card payments must contact Financial Services prior to initiating transactions.

Departments that are approved to accept credit card payments must verify that each card presented is a valid card prior to initiating a transaction. The validity of a card is confirmed by examining the back of the card for the 16-digit credit card number, 3-digit CID number, a 4-digit expiration date and the cardholder’s signature. Comparison to a photo ID would be an added assurance.

The cardholder must sign and date the original copy of the transaction document, receipt, bill of sale, etc. The original copy will be forwarded to Financial Services for processing.

Payments and refund processing is the responsibility of Financial Services and all documentation should be delivered in person to the Accounting Department.

Function: Coordination and supervision of the Finance, Accounting, Payroll, Benefits, Budget, Management & Information Services, Purchasing, Print Services, Distribution Center, Risk Management, Textbooks, Operations & Facilities Services, Transportation and Food Service Departments.

Accounts Payable Function: Responsible for financial accounting for all school district funds, coordination of all financial sub-systems, maintenance of federal programs and grants, accounts payable, accounts receivable, and investments of the district.

Payroll Department Function: Responsible for the preparation and distribution of monthly, bi-weekly, and substitute payroll and related employee benefits.

Purchasing Department Function: Responsible for the bids, state contracts, quotes, RFPs, processing of purchase requisitions, vendor lists, distribution of warehouse stock; and management of fixed assets.

Budget Office Function: Responsible for the development and control of the school district budget. Oversight of Beyond District Student Travel. Safety and Security Function: Responsible for campus safety programs.

Food Services Function: Responsible for preparing and serving meals at campuses and catered events.

Print Services Function: Responsible for printing and distribution of materials to campuses through quick copy and print services.

Distribution Services Function: Responsible for the receipt, maintenance and distribution of warehouse stock, distribution of district mail and the transfer of fixed assets.

Instructional Materials Function: Responsible for receiving and distributing all textbooks and testing materials, also for the ordering, monitoring and auditing of campus textbooks.