EASY REFERENCE GUIDE

PROCEDURES IN TREASURER’S OFFICE Revised–05/2018

CONTENTS Payroll Procedures

Requisition/PurchaseOrder Process Receivingor Returning Merchandise Reimbursements

Fixed Assets

Student ActivityProcedures

Student Fees InvoiceProducing Forms

Tuition Reimbursement

Student Competition

Vision Statement

WCCCisthevaluedpartnerofchoicewithintheeducationalandeconomicsystemsofourcommunities,byproviding qualityacademicandcareertechnicaleducation.Wepavetheway forafutureofopportunitiesuniquetoeachofour

learners.

INDEX

T REASURER’S OFFICE ST AFF 3

PAYROLL PROCEDURES4

REQUISITION / PURCHASEORDER PROCESS4

RECEIVINGOR RETURNINGMERCHANDISE7

REIMBURSEMENTS8

FIXED ASSETS9

STUDENT ACTIVITY PROCEDURES10

STUDENT FEES11

INVOICING 12

FORMS12

TUITION REIMBURSEMENT13

STUDENT COMPETITION 13

TREASURER’SOFFICESTAFF

ForquestionsinregardstoTreasurer’sOfficeprocedures,seeoneofthefollowingstaffwiththeir

correspondingphone extension, title and areaof expertise.Officehoursare Mondaythru

Friday, 7:00 a.m. to 3:30p.m.

CathyMcMonigle – Ext. 5205Treasurer:

Financial planning, forecasting, monitoringof entiredistrict budget, investments, andchieffinancial officemanager.

Nita Slaven – Ext. 5207Assistant Treasurer:

Federal/StateGrant processingand tracking, receipts, and accounts receivable, po and accounts payable processing forgrants, fixed assets/inventory,assist Treasurer in financial planning.

Kassie Hosley– Ext. 5432Assistant to Treasurer/Payroll:

Processingof paychecks,time sheets, staff attendance, leaverequests, W-2’s, changes to taxwithholding, extended and supplemental payand changes to tax

withholdingdueto address change(i.e.school district tax.) Kiosk and Timewareissues.

Appointments forbenefits willbescheduled witheither

CathyMcMonigle orKassie Hosley.

CathyWysong– Ext. 5208Accounts Payable:

Part-time Monday/Tuesday/Wednesday Requisition/purchaseorder processing,accounts payable, reimbursements forprofessional meetings and monthly travel, employeetuitionpayments, Adult Ed accounts, Formshareissues with requisitions and field trips.

Debbie Pickett-Ext. 5276Accounts Payable:

Part-time Wednesday/Thursday/Friday Requisitions/purchaseorder processing,accounts payable, student activityandcustomer service accounts, Board meetingminutes, Dorn’sand Amazon accounts.

PAYROLLPROCEDURES

NewEmployees:

Makesureyou havereceived and completed insuranceenrollment forms. Pleaseschedule ameetingwith Kassie Hosleyto return the completed insuranceforms. You have30daysfromyour start dateto enrollforinsurances.

Anychangesand/or additions to covered dependents must be madewithin 30 days of the qualifyingevent (suchasthe birth of a child, marriage, divorce,etc.). Dependingupon the event, it maybenecessaryto provide additional documentation prior tothechange (i.e. birth certificate, marriagelicense, divorcedecree). Contact Kassie Hosleyat extension 5347 to obtainthe appropriateforms.

 Payroll forms, addresschanges, contract and register forfingerprints contact Human

Resources Director, Melissa Solazzo, ext. 5238.

Anychanges toyour W-4/IT-4changes can bemadebycontactingKassie Hosleyin Payroll, extension 5347.Name changes can onlybechangedwith providing new socialsecuritycard.

Leave:

Complete the appropriateonlineLeaveRequestwhenyouwillnot be in the buildingforSick Leave, PersonalLeave,Vacation Leave(if eligible), and ProfessionalLeave. Certified Staff usethe Aesop System. Administrators, Non-Certified Staff and Adult Education Staff use

the Kiosk system to enterleave. Usethelinks forboth viathe WCCCPortal.

 Anypayreceivedfrom the court system forJuryDutymustbesubmitted to the

Treasurer, WCCC willpay your fullwages fortheday.

 Address anyquestions aboutyour payroll check to Kassie Hosleyin the Treasurer’s

Office(extension 5347). In Kassie’sabsencepleasecallthe Treasurer, extension 5205.

ExtendedTimeandSupplementalPay:

Pleaseseeinstructions on Extended Time and Supplemental paycontracts.

REQUISITION/PURCHASEORDERPROCESS

Requisitions:

AllrequisitionsmustbecreatedinFormshare. Itisrecommendedthatyouallow5workdaysforyourrequisitionto completetheFormshareprocess.PleasecheckFormshare forthe status ofyourrequest.

Needyourpo#?OnceyourformstatusiscompleteinFormshare,opentheformandscroll to thebottom forthe po number.

AdvanceChecks:

Normallychecksareproduced onceaweek.

Ifanadvancecheckisneededforcompetition,meetings,etc.,onaspecificdate,thedate needed mustbeunder thespecial instructionsin Formshare.

Requisitions must arriveinthe Treasurer’s Officeat least 5 business days prior to

dateneeded forspecial handling. PurchaseOrders:

Purchaseordersarecreatedfromapprovedrequisitionsandmailedorfaxedunlessthe special instructions section dictates otherwise.

Purchaseordernumbermust be assigned priorto one calling inanorderor charging anitem. Otherwise, ifthe invoiceis dated prior to the purchaseorderdate thiscouldresult inanemployeebeing heldresponsible forpayment.

Vendors:

Thefollowingvendors requireashoppingcard, which is available in the Treasurer’s Office.

Wal-Mart/Sam's Club / Kroger’s / Tractor Supply
HomeDepot / Lowe’s
Gordon Foods / Rural King

A purchaseorder must be in placewhen ashoppingcard is signed out. Whenyouare finished, the shoppingcard must be returned to theTreasurer’s Officewith thepurchaseorder number written on theitemized receipt. Pleasephoneor email ahead to makesure that the shoppingcard is available foryour use.

Weurgeyou to usethesevendors whenever possible ratherthan avendor that does not takea purchaseorder. Ifyou haveaquestionconcerningavendor,callCathyWysongatext. 5208 or Debbie Pickettat ext. 5276.

Thefollowing is a smalllist ofvendors that willaccept a purchaseorder.

ACE Hardware / Kohl’s / Sherwin Williams
Brants Hardware / LaRosa’s Pizza / SouthLebanonAuto Parts
CC Trophies / Lebanon Electric / SpringboroTrophy
CityElectric / MCM Electronics / PCM Sales
Dalco Electronics / Minuteman Press / TruPointe
Dominos Pizza / NAPALebanon / WaynesvilleLumber
Dorn’s OfficeSupply / Oeder’s Sand & Gravel / LeisureTimeEmbroidery
Eastern Welding / PapaJohn’s Pizza / Weiler Welding

NewVendor-Ifyouwishtohavea new vendor addedtooursystem,aW9formisrequired. PleasehavethemfaxthecompletedW9formtoCathyWysong@513-932-0775. Thevendor willnotbeaddeduntilaformisreceived.Cathywillalsoneedadditionalvendorinformation,not foundontheW9form,suchasaddress,faxandphonenumber. PleaseemailCathy Wysongthe information and it will be matched up with theW9 form.

Amazon.com–ThedistricthasanaccountwithAmazon.com. Ifyouwishtoorderfrom Amazon.com youwillneedtobesetupasabuyeronour account.PleasecontactDebbiePickett, ext. 5276. A po must be in placebeforeanorder can beplaced.

DORN’S -AllofficesuppliesaretobeorderedthroughDorn’s. Allfull-timeemployeesareset upasDorn’sbuyers. Logontoshopdorns.com. UsernameisyourWCCCemailaddressandthe passwordiswarrencountycc. PleasecontactDebbiePickett,ext.5276ifyouhave questions concerningyourDorn’sorders. OnceyouhaveplacedyourorderintheDorn’s systementerthe items in arequisition inFormshare. Onceyour requisition is approved to a POyour order will be approved in thesystem and processed.

RECEIVINGORRETURNINGMERCHANDISE

Receiving Merchandise:

All merchandise orderedmustbereceived throughthe CentralWarehouse. This includes satellites and allAdult Ed programs.

No onemayacceptadelivery–Ifyouare approached, send the deliveryperson to the

Warehouse.

TheWarehousehas a copyof thepurchaseorderand accuratelychecks inallitems.

TheWarehousethen dates and signs this purchaseorder andreturns itto theTreasurer’s Officeconfirmingallmerchandise has beenreceived. This confirmation of receiptof merchandisefrom theWarehouseis extremelyimportantbeforea paymentcanbe processed.

Shouldyoureceive apackagein some manner without it goingthrough theWarehouse, please contact Jeannie Setser (ext. #5229). Otherwise confirmation of receiptwillnot be forwarded for payment causingmuch delay. If order is incorrector damaged, pleasecontact JeannieSetser (#5229), CathyWysong,(#5208) or Debbie Pickett, (#5276) and vendor immediately.

When items arepicked up directlyfrom a store, makesurethat anitemized sales ticket or receipt is given to CathyWysong, ext. 5208 Accounts Payablein theTreasurer’sOfficeor Debbie Pickett, ext.5276 Accounts Payable in the Treasurer's Office. ThePO number should bewritten on the sales ticket forproper handling. Paymentwillnot be madeuntil a receiptis received.

RETURNING MERCHANDISE:

All items must be readyfor shipment and taken tothe Warehousein thefollowingmanner:

Complete theUPSshippingform (foundin thefront office)

Boxed or largeenvelope

Sealed with proper tape

Addressed

Weighed and marked onfront of package

(Please check withyour supervisor’s secretaryforfurtherguidance.)

REIMBURSEMENTS

Meetings,competitions, etc:

Professional Meetings:

Ifattendingameetingyou must completealeaverequest form in Aesop ifa certified staff. Non-certified staff,Administration and Adult Ed staff willneed to usethe Kiosk system. Instructions forusingboth systems is available on thePortal under

Documents/ Treasurer’s OfficeDocuments/ BudgetaryReimbursement forms. Please follow thedirections carefully. Shouldyouneedreimbursed for expenses, please readthefollowing:

Reminders:

A purchaseordermustbein placebeforeyoutravel. A requisition must be entered in

Formsharetoget reimbursed foryourexpenses.

Food must have an originalitemizedticketfromthe vendorin order to bereimbursed.

No CreditCard receipts accepted unless theyareitemized. Guidelines forfood reimbursements are as follows: When on travel status forafull calendar day,actual meal expenses shall be reimbursed up to $50.00with receipts: When travel is forapartial day the followingschedule should be followed: Breakfast (before10:30 a.m.)$10.00,Lunch (10:30 a.m. through 4:00p.m.) $10.00 and Dinner(after 4:00 p.m.) $30.00.Exception: if meals havebeen provided, then the dollar amountallocated for that meal will be subtracted from the total.

Taxes and 15%gratuitymaybeincluded per meal, notto exceed the maximumamounts allowed. Gratuitymustbelisted on thereceipt.

Lodgingshould bepaid bytheemployee andwillbereimbursed through this form.

Actual detailed hotel receipts areto be submitted.

For moredetails on reimbursement limits, etc., refer to District Travel PolicyDLC and DLC-R.

TheEmployeeExpenseReimbursement Formmust be completed and received in theTreasurer’s Officein order foryou tobereimbursed. All receipts and/or documentation must be attached. Theform can befound on the Portal under Documents/ Treasurer’s Office Documents/ Budgetary Reimbursement Forms/EmployeeReimbursementForm.

MONTHLY TRAVEL:

A“MileageReport”shouldbekeptandcanbeturnedinmonthly forreimbursement.Amileage reimbursementformcanbefoundontheWCCCPortal under Documents/Treasurer’s

Office Documents/Budgetary Reimbursement Forms/Mileage Form. Theforms will automaticallycalculate themileage at the current rate.

A purchaseorder must be in placeprior to travel.

A purchaseorder can beforthreemonths.

MileageReport mustbeapproved prior to reimbursement.

FIXEDASSETS

Fixed assets, not consumable supplies, are recorded per classroom, per office, etc.,and itis extremelyimportant to know where everyitem is located.

There aretwo situationswhere fixed asset formswillneed to be completed.

Item needs moved or transferred?

When an item needs moved or transferred out ofyour room, the Fixed Asset Permanent Transferformmustbe completed and approved (signed off by Director ofFacilities)prior to movingitfromyour room and must includethe new location itis goingto. Veryimportant!

Item no longer useful orfunctional?

Check with theDirectorof SecondaryEducationor Director of AdultEducation first, and it maygo to thewarehouseforstorage. Complete the Fixed Asset Disposal form markingitto be warehoused.TheDirector ofFacilities mustsign allwarehoused item forms. If disposingof an item, theform must include thetag numberof theitem whenapplicable.

When disposingor transferringan inventoryitem,itmustbe authorized and coordinated through the Director of Facilities.

Technologyequipmentmustbe approved through the TechnologyCoordinator.

DO NOT DISPOSE OR MOVE ANY ITEMYOURSELF.

All Fixed Asset Forms can befound on the Portalunder Documents/Treasurer’s Office

Documents.

TheDirector ofFacilitieswillapprovethe finalauthorization and coordination ofmove or disposal.

Please contact Nita Slaven, ext. 5207 ifyou haveany questions concerning fixed assets.

STUDENTACTIVITYPROCEDURES

AllStudentActivityformscanbefoundonthePortal

STUDENT ACTIVITY MINUTES

All student activitygroups must first meet to establish theirofficers, budget and plan for

the whole schoolyear. Allactivities and expenses must be approved bythegroupand included in their minutes.Auditors periodicallycheck Student ActivityMinutes for accuracy. All Student Activitypaper work must be kept foraperiod oftwoyears bythe advisor.

BUDGET

Mustbeprepared, approved and signed bythe Director ofSecondaryEducation byMay

1. (SeePurposeStatement and Budget form)Anyrevision to the budget must also be approved andnoted in Student ActivityMinutes.

FUNDRAISERS

Mustbe approvedand fundraiserscheduled. Thisincludes aSales ProjectPotential form

completed and approved. Failureto do so willdelayingettingpurchaseorders processed.

SALESPROJECT POTENTIALS

Form mustbe completedpriorto fundraiser to project net profit offundraiser.

(Receipts minus expenses equal net profit.)

REQUISITIONS

Form mustbe completedin Formshare. It is recommendedthat you allow5workdays

foryour requisition to completetheFormshare process.Ifrequisition is forfundraiser items, a sales project potential form must be approved and on file. Do notorder products until a P.O. numberis assigned. This could resultin theStudent ActivityAdvisor being held responsible for payment.

PURCHASE ORDERS

Oncethe Treasurer’s officeis in receiptof approved Requisition and Sales Project

Potential form aP.O. will be produced.

Priorto P.O. beingprocessed budgets arecheckedto verifythatthis was aplanned expense. If aP.O. was not part ofbudget, a budget revision willneed to be completed priorto P.O. beingprocessed. Allrules applythesame as forallotherP.O.processes.

INVOICES, PACKING SLIPS, CASH REGISTER TAPES, ETC.

Mustbeturned into the Treasurer’s Office as soonas available toyou.

COLLECTION OFMONEY

TheStudent ActivityAdvisor must write areceipteach time astudent brings in money

fordues, fundraisers,etc.with a copyto thestudent and onemaintained inthe book. You need to keep thereceiptbook inyour filesforaperiod oftwoyears. Auditors

periodicallyexaminereceiptbooks for accuracy. (Special receiptbooks areobtained from theFront OfficeSecretary.)

All moneycollected fordues, fundraisers, etc.,areto be deposited dailywith the Front OfficeSecretary. Moneymustbe counted, wrapped and recorded onapay-in receipt form. Allmoneymust be turnedinto theFrontOfficeSecretary before1:00PM.If you receivemoneyafter this timeitis to berecorded inyour receiptbook as that day business, verified andrecorded bytheFront Office Secretaryand itisyour responsibility to bringthe deposit to theTreasurer’s Officefor secured keepinguntil thenext morning.

Ifyou do not follow theseprocedures and themoneyis stolen aFinding forRecovery

maybeissued bythe State Auditor againstthe advisor.

PAY-IN RECEIPTS

Form mustbe completedfor everycollection ofmoneyturned into the Front Office

Secretary.

SUMMARY SALESPROJECTPOTENTIALS

Form mustbe completedat the end ofthefundraiserto show actual net profitand turned into Director ofSecondaryEducation Officeforsignature. Ifyou havebeen unable to

sellallthe merchandiseand reducetheprice,youmustmark this accordingly. Your invoices willnot be paid untilthis form is approved and on file.

FISCWEB

All Student ActivityAdvisors areencouraged to useFISCWEB.Ifyouare not currently

set up contact CathyWysongatextension 5208 or email her at

.

Ifyou should haveanyquestion regardingStudent ActivitycallDebbie Pickettat extension number 5276.

STUDENTFEES

Studentfeesaretobepaidinthefrontofficebeforeoratthestartoftheschoolyear.Invoiceswill bemailed to parents throughout theyear.

No checksare acceptedafter MAY 1st forseniors-onlycash, moneyorders, cashier checks or creditcard payment willbe accepted, unless priorapproval bythe Treasurer.

INVOICING

For theTreasurer’sOfficeto producean invoice, theywillneed the followinginformation:

Date

Name

Address

Description of Services

Dollar amountto bill

Pleasefax(513) 932-0775) or email this information to .

FORMS

ThefollowingformscanbefoundontheWCCCPortalunder Documents ontherighthandside and then Treasurer’s OfficeDocuments on the left hand side.

Donation Form

InventoryForm

Student CompetitionRequest forPayment

Medical, Vision &Dental BenefitInformation

Annuity Information

MonthlyMileageLog

Tuition Reimbursement

EmployeeReimbursement

Signed W-9 Form

Student ActivityForms

oPurposeStatement and Budget

oSales Project Potential

oSummarySales Project Potential

Themajorityof formsyou would need should beon the WCCCPortal. Please check with

Treasurer’sOfficeifyoudo not seeaform on thePortal.

TUITIONREIMBURSEMENT

Priorto takingacourse,theTuition reimbursement pre-approval form mustbe completed and given to Melissa Solazzo, Human Resources, forapproval. If approved,apurchaseorderwill begenerated bythe Treasurer’s Office. Acopyof thepurchaseorder will be put in the employee’s mailbox.

Within thirtydays of course completion,returnacopyof pre-approvalformalongwith course gradereportandreceipt for tuitionto Melissa Solazzo, Human Resource Director. Upon approval, theTreasurer’sOfficewillissuea checkforreimbursement. Pleaserefer to theMaster Agreement, page46 forTuition Reimbursement guidelines.

Ifyou areaNon-Certified staffmember, thetuition reimbursement pre-approval form can be foundon the Portal underDocuments/Treasurer’sOfficeDocuments/BudgetaryReimbursement Forms.

Ifyou wererewarded tuition reimbursement and will notbeusingthe funds,please email

Melissa Solazzo, HumanResourceDirector, so thefunds may beoffered[NS1] to someoneelse.

STUDENT COMPETITION

Teachers will be responsible for purchases orders for Dues and or membership fees. All regional competition expenses will bepaid out of the earned monies from the student activity account (200 – Student Activity accounts).

Student State and National competition will be paid from our general fund with the approval of the superintendent. Each student will be allowed $15 per day from general fund for meals. Any addition student meals can be taken from the student activity account if funds are available.

[NS1]