WIXLIB

Appropriate Backup for Check RequisitionsAll backup MUST be attached in BPlus with appropriate approvals.The Accounting Dept will make a copy of appropriate backup to be sent w/ vendor check.Do NOT send hard copies of check requisitions to Accounting. Conference Registration Fees (Out of District) Approved Short Leave Form and Registration Form or Email Confirmation (use object code6411)If using Federal Funds, the short leave from MUST be signed and dated by Fed FundsBEFORE staff registerVirtual Conference Registration Fees Registration Form or Email Confirmation – approved by Supervisor (use object code 6411)If using Federal Funds, the approval email from Fed Funds MUST be dated by Fed FundsBEFORE staff registerCompetition Fees (Out of District) Approved Student Travel Request Form, Approved Short Leave Forms, Paperwork forCompetitionVirtual Competition Fees Paperwork for Competition – approved by SupervisorMembership Dues Membership Form – approved by SupervisorEntry Fees for Field Trips Approved Student Travel Request Form, Paperwork from VendorTravel Reimbursement Approved Travel and Expense Voucher, Approved Short Leave Forms, Itemized MealReceipts, Itemized Hotel Receipts, MapQuest, etc.Cash Advance for Travel Approved Cash Advance for Travel Form, Approved Short Leave Forms, Hotel Confirmation,MapQuest, etc.Refreshments for Staff Development from a Restaurant Agenda, List of Staff Attending, Supervisor Approval on Paperwork from Vendor Must be within 13 per person for Breakfast Must be within 14 per person for LunchNew Vendor Requests for Purchase Orders and Check Requisitions Send all new vendor requests along with W-9 Form to Purchasing. If a change needs to the made to an existing vendor (e.g. telephone number oraddress change) please e-mail the appropriate Accounts Payable clerk before youinput your Purchase Order or Check Requisition so that they may correct the vendoraddress first. No payment can be made before the new vendor submits a W-9 Form.12

Request for ReimbursementNameBudget Code #Date:Employee SignatureDescription of Expense:Supervisor ApprovalReimbursable Amount (Excluding Taxes)**Must be signed by Supervisorbefore submitted to Secretary.***NO PERSONAL ITEMS ON RECEIPTS!!*Receipts must be itemized. Tape your receipts below:*Please circle the amounts*Do NOT cover numbers with tape. Do NOT highlight numbers.*13

Partial Payment Instructions**If you have any questions regarding these procedures,please call the appropriate Accounts Payable clerk**The instructions to the Partial Payment Authorization Sheet (see sample on the nextpage) are as follows: Open the file from the Accounting website – Alief Homepage Departments Accounting Forms and Resources General Accounting Forms andResources. Type the name of your vendor in capital letters and hit enter at cell A1. Type the PO Number in and hit enter at cell A2. Type in your Beginning Balance and hit enter at cell E6. The running balancewill appear in every space down that column. Select File and Save As to save the file for future processing. Enter the date sent to Accounts Payable in Column A, the actual date of theinvoice in Column B and the actual date the items or services were received inColumn C. Enter the dollar amount for an invoice as a positive number and a credit memoas a negative number. You will notice that when your invoice amount is enteredthe running balance automatically changes.Send 1 set of documents to Accounts Payable each time a partial payment isrequested.Please put the documents in the following order:1. Partial Pay Authorization Spreadsheet w/Supervisor’s signature2. ORIGINAL Invoices3. Packing slips or receipts if you have them4. STAPLE THE SETS TOGETHER (NO PAPERCLIPS)5. If the vendor requires a copy of the invoice to be returned to them withthe check, you will need to make a 2nd copy of the invoice forAccounts Payable.When it is time for the ***FINAL PAYMENT***,You will need to write on the spreadsheet“FINAL PAYMENT/CLOSE OUT THE PO”.14

ABC VENDORPO # B111111DATE SENT TOACTUAL DATEAccounts Payableof INVOICEACTUAL DATEITEMS/SERVICESRECEIVEDINVOICE NCE 1,000.0010/18/2109/15/2109/08/21 PFT123 150.00 850.0010/18/2109/16/2109/03/21 PLK909 200.00 650.0010/25/2109/22/2109/14/21 CRM123 (150.00) 11/01/2109/28/2110/13/21 TFG852 15166.78800.00 633.22 633.22 633.22 633.22 633.22 633.22 633.22 633.22 633.22 633.22 633.22 633.22 633.22 633.22 633.22 633.22 633.22 633.22 633.22 633.22 633.22 633.22 633.22 633.22 633.22 633.22SIGNATURE

PETTY CASH PROCEDURESIndividual departments that have been allocated petty cash may use it to purchaseitems or to reimburse employees for expenditures of 50 or less for District approvedsupplies out of their available funds.The petty cash custodian is responsible for this money. The money should be kept in asafe place such as the safe or locked departmental cabinet.LimitationsPetty cash provided to organizations is to be used to allow administrators to makeincidental purchases without having to go through the central office. Some limitationsinclude: In general, individual purchases made through petty cash should be less than 50.Controlled assets (unit cost 500 and over) cannot be purchased with petty cash.Purchases should primarily be for inexpensive or last minute unexpected items.Checks cannot be cashed from petty cash.Petty cash must not be used to pay employees for services.Invoices reimbursed through petty cash should be turned in within a reasonabletimeframe (at least annually within the same fiscal year).An annual reconciliation (Petty Cash Balance Sheet) should be submitted toSamantha Hoyt at year end.Reimbursing Petty CashWhen reimbursement of petty cash is needed, a Petty Cash Balance Sheet should beprepared (see next page). The total amount of petty cash allotted the organizationshould be entered at item 1. Cash and currency still in the custodian’s possessionshould be entered under item 2. List all receipts under item 3. Please tape smallreceipts to a full page. The total for items 2 and 3 should be entered into item 4. TheBalance on the bottom line should calculate to zero (item 1 minus item 4).Enter a Check Requisition for reimbursement of petty cash. Code the reimbursement tothe appropriate codes for the items purchased on the receipts. Attach the Petty CashBalance Sheet and all receipts in BPlus. The petty cash custodian should be used asthe vendor on the Check Requisition. A paper check will be issued to the petty cashcustodian for the reimbursement of petty cash.16

Alief Independent School DistrictPetty Cash Balance SheetInstructions: To be completed and copy attached to Check Requisition for replenishing petty cash.OrganizationDate1. Cash Allocated 2. Cash on HandCurrency Coin Total Cash on Hand 0 04. Total of Cash Drawer (2 3) 0Balance (1-4) (Should equal -0-) 03. Receipts on Hand (List)(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11) (12) (13) (14) (15) Total Receipts on HandPetty Cash Custodian:SignatureSupervising Administrator:Signature17

CREATING A CHECK REQUESTOnce logged into Business Plus click on the Purchase Requests link from your homepage to create a check request.The above screen is in “Add Mode”. If your screen is not in “Add Mode” you can hit theescape button and then click on the Add Buttonin the parent section to add arequest.18

The following fields can be found in the parent section.PR number (Step 1)Vendor (Step 2)Click on the Look up/ellipsis button and click onAuto[PR.CHCK] to get the system assigned number.** Note the number assigned for easy future reference.Enter the vendor ID number or click on the ellipsis buttonand select the lookup option or type Ctrl L to search for avendor.To search for an employee you will need to change theSearch ID Source to All.Enter the vendor or employee name (using wildcards ifnecessary) and click apply or enter.Click on the correct name.19

The following fields can be found on the “Items” tab in the child section.Item #The system auto fills the number of lines. Maximum of 22lines.Quantity (Step 3)Input the quantity.Units (Step 4)Select the appropriate Unit of Measure from the drop downlist. It will usually be each.Product Code (Step 5)Enter a product code. All lines MUST have a product codelisted.Description (Step 6)Type in a specific description.Unit Price (Step 7)Type in the unit price.Discount (Step 8)Type in any discounts.Extended AmountThe system will automatically calculate the extended amountbased on the quantity, unit price, and discounts.Account Number (Step 9) Type in the correct budget code per line item.** To charge multiple accounts for one line item review theAccounts Splits section.Press Enter to save and check to make sure you receive the “Record Accepted”message.Repeat the steps 3-9 to add another line item.Attachment(s) (Step 10) Attach ALL backup – MUST include All required approvalsOnce you have completed the input of information and added all attachments you areready to approve the request, you must go to the workflow tab on the side bar.Click on the green check mark to approve. A comment box will appear. The nextapprover will see any comments typed in this area. Any comments typed will print onyour status report.20

ACCOUNT SPLITS – CHARGING MULTIPLE ACCOUNTS FOR ITEMSItem expenses can be split to multiple accounts by either dollar amounts orpercentages. In the Account number field, click on the ellipsis button next to the SPECfield. When the menu pops up, click on ‘Show Account Splits’.Splitting accounts by percentagesAfter indicating a line item is to be charged to multiple accounts, a new field appearsnext to the SPEC field. This field can either be ‘Amount’ or ‘Percent”. If this field is setto ‘Amount’ you can change it to ‘Percent’ by clicking on the down arrow beside the‘Amount’ field and from the pop-up menu, click once on ‘Split by Percentages’.**Notice that this changes the display from “Amount” to “Percent’”1. Enter the account number.2. Next, enter the percentage of the expense you want to charge to this account. *Itis not necessary to enter a percent sign.21

3. To enter the next account number in the split, click the down arrow next to thepercent field. From the pop-up menu, select ‘New Account Split’ by clicking onceon ‘New Account Split’. The system will clear the account number and Percentfields to allow the user to enter the next account.4. For each additional account, repeat these steps.accounts in your split as needed.You may have as many5. To display the accounts, press the down arrow beside the percent field. A menuwill pop up, displaying the accounts and total percentages. Notice that the totalpercentage [in blue] is 100%. If this does not add up, you will receive an errormessage when attempting to save the record.Splitting accounts by amount*Remember that when splitting an account by a specific amount, the split amountmust equal the extended amount.1) Click on the ellipsis and select Show Account Splits2) This field can either be ‘Amount’ or ‘Percent”. If this field is set to ‘Percent’ youcan change it to ‘Amount’ by clicking on the down arrow beside the ‘Percent’ fieldand from the pop-up menu, click once on ‘Split by Percentages’.3) Enter an account number.4) Enter the dollar amount to be charged to the account number entered.5) Now click on the down arrow next to the amount field.On the pop-up menu, click ‘New Account Split’ and enter the next account numberand corresponding dollar amount.22

6) When finished display your results by clicking on the down arrow next to theamount field, and notice the Split Total [in blue].To delete an account from split:A.B.C.D.Click the down arrow beside the amount or percent fieldClick the account to be deleted and a check mark will appear next to the accountClick once on the down arrow beside the amount or percent field [again]Then select ‘Delete Current Account’ by clicking on it.To modify an account in split:A. Click the down arrow beside the amount or percentage fieldB. Click the account to be modifiedC. Modify the displayed account number and/or amount or percentage.23

SEARCHING FOR A REQUESTClick on the Purchase Requests link from your home page to search for a checkrequest and click on the magnifying glass. Then click on the Find/Search field or Ctrl F.To search for check requests for your organization you can enter CR* in the PR fieldand enter your organization code in the Sec Cd field. Then hit enter or go back to themagnifying glass to “Apply Find Criteria”.24

Notice that this is record 1 of 1085.To view the other records you simply click on the forward arrow or click on the record inthe Entity List.25

PRINTING A COPY OF YOUR CHECK REQUEST/REQUISTIONClick on Purchase Order Status Inquiry link from your home page (or if you areviewing the request in the POUPPR screen you can click on Reports and thenPurchase Order Status Inquiry and the report will automatically open) and input yourCheck Request Number.Click on Submit or press enter. The following screen opens:Click on the Options button and print.*You can track all events related to your Purchase Order and/or Check Request bylooking at the Purchase Order Status Inquiry.You must attach the original set of backup in BPlus (i.e. approved short leave forms,invoices, registration forms, membership forms, receipts, approvals, etc.). CheckRequisitions will not be processed by Accounting until backup and approvals areattached in BPlus.26

EXPEDITING INFORMATIONBecky Schuessler – Expeditor (Ext. 29186)Problems with ordersAll of the following problems should be handled through the Expeditor:ReturnsShortages or OveragesDamaged itemsReplacementsDuplicate shipmentsOrders received in errorThe following information will help minimize problems:Avoiding Duplicate Shipments Never call in, fax or email orders. You must have an approved purchase order(approved and printed by the Purchasing Department) in place prior to thepurchase being made.Price Increase Approvals and Substitutions Requisitioner needs to notify Accounts Payable regarding any substitutionapproval on an order.Most price increase requests will come directly to the Expeditor and she willcontact you for approval (unless it’s a very small amount).If you are contacted directly by the vendor regarding a price increase, you mustnotify Accounts Payable of any changes on the order.Vendor will put your order on “hold” until they receive approval for changes.Follow-up and Canceling Orders Be aware of what orders you have that are outstanding.Always e-mail your follow-up requests to the Expeditor (even if you call first).E-mail the Expeditor if you need to cancel items or entire orders, and she willnotify Accounts Payable and the Warehouse.Checking in Orders Implement procedures for staff accountability when receiving orders.Orders must be checked when received.Arrange for staff to report problems with orders to Secretary (or designatedperson) who will contact the Expeditor.27

PAYROLL DEPARTMENT INFORMATIONDeborah Guinn-Greene, Payroll Supervisor (Ext. 29175)Cathy Wilson, Payroll Specialist (Ext. 29177)Rhonda Grate-Heath, Payroll Specialist (Ext. 29176)Payroll payments for extra-duty pay, stipends, or any payments other than the normalpayroll, must be sent to the appropriate department for approval prior to being sent tothe Payroll Department for processing.A copy of the schedule of the Pay Dates and Cut-Off Dates is attached for yourinformation. This schedule must be adhered to in order to allow time for the informationto be processed by Payroll. Please remember that time sheets/forms for payment forwork included in the period prior to the cut-off dates (Fridays) must be received in thePayroll Department by the due date on the Pay Dates and Cut-Off Dates schedule.Failure to follow this timeline may result in the employee receiving payment in thefollowing pay period.Employee Online allows you to view or print your check stub, do an address change,reprint W-2s, and make changes to your withholding status.Login to th

Accounts Payable clerk. For Blanket Purchase Orders other than Walmart, Sam's, or Teacher Pick Up Purchase Orders have the receiving person write the PO number, sign and date the packing slip, invoice, receipt, partial payment form and/or receiving sign off sheet and send it to the appropriate Accounts Payable clerk.