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Thank you for all of your
hard work and efforts in this
first year in SAP!!!
You did it! We all survived!
Oklahoma City Public SchoolsEnd of Year Update
Student Activity Fund
Presented on 5/16/18
Staffing UpdatesReports and Questions on Student Activity Funds should always be
sent to
Sherrye Cravens
Director of Accounting
405.587.0479
Janet Cimbalo
Manager General Ledger
405.587.0018
Lisa Rodgers
Accounting Specialist
405.587.0108
Linda Henry
Accounting Specialist
405.587.0510
Year End Deadlines
1. All Cash Receipts need to be entered by May 31st
2. Any June Cash Receipts need to be entered before you leave for the summer
3. Verify with Athletic Director that all officials and sports workers have been paid
4. Last day of Courier pick up will be June 4th, so any deposits received on June 4th
and going forward you will need to take it to the bank
Year End Deadlines
June 4th Deadline for the following items:
Send to [email protected]
1. May Monthly Reporting
2. Dormant/Inactive Sub-Account Letter to
transfer subaccount balance to 801 –
General Activities
Send to [email protected]
1. P-Card Reconciliation
a. Log and Receipts
OKCPSYear End Deadlines
May 24th
o Funds due to Treasury
1. Daycare/Latchkey #807,
2. Preschool Tuition #808,
3. Lost Text Book #814 and
4. AP Test #958
o Review all open POs and complete GR-IR to allow for closing (as appropriate).
o Request receipt books for the new school year. Allprevious year receipt books must be turned in to the Financial Secretaries from Sponsors.
o Ensure timely processing of GR/IR Transportation activity.(Fieldtrips, etc.)
Transportation contact is Theresa Ross 587-1155 ([email protected]).
o All unused checks should be sent back to Accounts Payable to be voided. o All Fundraisers are closed out, P&L turned in, and all invoices paid for the fundraiser.
May 30th
19 Budget Report
1. To find out the balance of any cost center (subaccount) you will
need to run a Y_OKD_48000019 report
2. New cost centers look like XXX(site) 60(BA) XXX (project) [e.g.
XXX60801 general funds for your school]
807 Enter a PR to close out to zero.
STUDENT ACTIVITY FUND
REMINDER
1. PRINCIPAL/CUSTODIAN should notify Mark Waldrip, Treasurer ([email protected]) of any changes in staffing related to the online banking access.
2. Any contract information should be submitted to Lisa McKean ([email protected], 405.587.0049) in the ILD office.
SAF Fundraiser Inventory/Profit and Loss
The blank template is on the
Accounting webpage.
REFPAY
NEW FOR NEXT FISCAL YEAR
1. District Athletic department will cover ALL fees for game officials for
all schools.
2. Athletic Directors will assess the total number of games, officials needed
per game, price per official, transaction fees, etc. and will complete a
Form for PR/PO/GR/IR use.
3. Athletic Directors will submit these Forms to the OKCPS District Athletic
department.
4. District Athletic department are responsible for reconciling the
Program and ensuring funds are available.
5. School sites will now purchase their OWN athletic equipment.
6. Gate Keepers, Ticket Takers, Non-Official Workers – No change in process
and are paid through a SAF PO. (Need Vendor # [non-employee] or
Vendor - OKCPS-Student Activity Payment w/ Employee ID & 38% benefits
[employee])
Accounts Payable
1. Refunds to Student/Parent
a. Fill out a request for refund form
b. This form is on our website under Departments < Financial Services < Accounting
c. This is the ONLY time a PR is not created, since this is a ONE time payment
d. E-mail the request form to our Accounts Payable [email protected]
e. NO MORE REFUNDS after June 28th
Accounts Payable
1. Email all invoices that you receive at
your site
a. We DO NOT pay off of statements,
quotes, screen shots, etc.
b. Exceptions – couriered checks (must send
in receipt or invoice)
2. Always send an invoice with PO number
written on the invoice to
a. Do not send to one person in case they
are out of office
Accounts Payable
1. AP WILL NOT know there is a payment DUE until an invoice is received
a. If attached to the PR or PO AP will not see the attachment
b. If you have sent it in previously, forward the original email so this can be addressed with AP staff.
2. AP needs you to GR and they need the IR (INVOICE) to issue payment
3. Be sure to make it clear the payment needs to go by courier if necessary
a. Write go by courier on the requisition or documentation, then send to [email protected]
b. Clearly state in the email subject line that it needs to go by courier
Questions from the Audience
Student Activity Fund
Purchasing Updates
Kathy Padilla,
Director of Purchasing
Staffing UpdatesQuestions on Purchasing send to [email protected]
Kathy Padilla
Director of Purchasing
405.587.1041
Marti Sturm-Sawyer
Manager Purchasing
405.587.1046
Billy McMeans (Elementary)
Purchasing Specialist
405.587.1049
Carlos Cardoza (Operations/Athletics)
Purchasing Specialist
405.587.1052
Bonnie Thomas (Middle/High School)
Purchasing Specialist
405.587.0063
Jan Saylors (P-Card/Admin/Travel)
Purchasing Specialist
405.587.1047
Purchasing FundamentalsProcurement Thresholds
18
FEDERAL Funded Purchases: (Title I, SNS, Grants)
$0 - $3,500.00 – Written Quote (Primary Vendor)
$3,500.01 - $150, 000.00 – Three (3) Written Quotes
$150,000.01 – And Over – RFQ/RFP Sealed Bid
Process.
GENERAL Funded Purchases: (Public Funds)
$0 - $3,500.00 – Written Quote (Primary Vendor)
$3,500.01 - $250, 000.00 – Three (3) Written Quotes
$250,000.01 – And Over – RFQ/RFP Sealed Bid
Process.
Purchasing FundamentalsProcurement Process
1. Request for Need
2. Create PR
3. Release PR
4. Convert to PO
5. Close PR
6. Goods Receipt
7. Invoice
8. Close PO
19
Request for Need
Create a PR
Convert to PO
Goods Receipt
Invoice
Close PO
COMPLETE THE CIRCLE
Close PR
Release PR
Purchasing FundamentalsProcurement Triangle
20
PURCHASE ORDER
(Purchasing Unit)
THREE WAY MATCHEQUAL LEVEL OF BALANCE
INVOICE/PAYMENT
(Accounts Payable)
GOODS RECEIPT
(School Site Location)
Purchase Quotes
1. When pulling quotes on a vendor website make
sure that:
a. Shipping is added
b. Taxes are removed
2. If it is a Primary vendor there should NOT be
shipping fees
3. ATTACH quotes to your SAP PR
Purchase Cards
1. Principal (Custodian) assumes all responsibility and liability for security of the P-card and usage
2. P-cards have a monthly credit limit:
a. Elementary $1,000
b. Middle $1,500
c. High $3,000
3. Credit charges must have an approved PO
4. Remind P-Card user to confirm TAXES were not added to the receipt
Year End P-Card Monthly Reconciliation
1. Monthly Billing Cycle ends the 10th of the Month so view your P-Card
charges ONLINE prior to your last day. Access the Chase account website:
https://smartdata.jpmorgan.com
2. Financial Secretaries will reconcile the online P-Card charges against the
Transaction Log and Original Receipts. (June statement will not be
available before you leave for the summer.)
3. P-Card Custodian (Principal) will review Financial Secretary’s Reconciled
Online charges/Log/Receipts.
4. Both Financial Secretary/Principal sign Transaction Log
5. Scan Log and Receipts and e-mail to [email protected] by June 4th.
OKLAHOMA ARTS COUNCIL (OAC)A. Audrey Fitzsimmons, Grant Manager ([email protected]) will notify Treasury,
Budget, and School Site once the OAC Grant is Awarded
1. Treasury: records receivable in MISC grant sub-ledger (1004800000 Oklahoma Arts Council)
2. Budget: loads budget accordingly at the school site XXX11048
3. School: creates two (2) Purchase Requisitions (PRs) in SAP, which is routed through release
strategy
i. PR Business Area (BA) 11 to the Artist Vendor Number – for the Project Budget amount
as per OAC application to pay artist
ii. PRAF BA 60 to Vendor – OKC-Student Activity Funds (#301591) – in the amount of the
OAC required 10% match to be paid by the District.
B. When both PRs are released (approved), Purchasing Dept. creates two (2) Purchase Orders (POs)
1. PO (BA11) is emailed to Artist
2. POSAF is mailed to Treasury
C. Workshop takes place (week-long, semester-long)
1. School GR BOTH POs indicating program is complete
2. School submits Final Report and request for payment to OAC
D. Artist submits invoice to Accounts Payable (noting BOTH PO #s) which is entered against the two
PO’s (BA11 and BA60)
E. AP mails check to Artist in the amount of the Project Budget.
F. School Treasury receives check from OAC in the amount of Project Budget and records it against
the receivable.
Kit-A-Kid Campaign (BluSource # 307383)
1. BluSource has established an OKCPS Kit-A-Kid Website. (https://okcps.bluschoolsupplies.com)
2. School Supplies funds from parents/sponsors must be receipted into Cost Center XXX60936.
3. Complete Requisition Form (total # of Kits and Bulk Items) & Signed by Principal
4. Create PRAF PR
a. General Ledger (G/L) # 5219961900
b. Cost Center XXX60936
c. Internal Order (9041050 Elem; 9040000 Mid/High)
5. Vendor will be #307383 BluSource
6. Requisition Form serves as Quote - Upload to PR
7. First Line needs to read: “SAF-KIT” separate lines for each (Kits/Bulk Items)
8. Access Website, create order, put PR # in Order Notes, and park the order. (i.e. like Staples)
9. PRAF PR follows the Release Strategies depending on dollar threshold.
10. PRAF PR converted to SAF PO by Purchasing.
11. Purchasing will access Website, add the PO number to order, and submit order for processing. (Orders will not be shipped without PO number)
12. The Secretary must enter Goods Receipt (GR) for items received
13. BluSource will send individual Invoices w/ PO # to Accounts Payable ([email protected])
Questions from the Audience
