Payroll/Timesheets
Who are our two payroll specialists?
Beth Hodges & Nikki Cassidy
If you submit a bill/invoice for an expenditure that does not have an applicable purchase order (under $5,000) what form should you complete and attach before sending to the accounts payable department?
Accounts Payable Purchase Authorization Form
By what date should you submit both your bank reconciliation/statement and signed PCard statement with receipts?
10th of the following month
What form should be attached to EVERY PCard receipt that is submitted with the monthly statement?
Credit Card Purchase Authorization Form
Who was the superintendent of CCSD in the year 2005?
Johnny Williams
If a bus driver asks what time they should put on their school timesheet for last Friday morning and afternoon, what should you tell them?
The actual time that they entered and exited the building to begin and end their school job.
If I have a travel expense on September 7th, what is the last day that I can submit that travel for reimbursement?
October 31st (End of the following month)
What is the dollar limit for cash held in your building overnight?
$200
When a student has an accident at school or at a school sponsored event, who should submit the claim form to A-G insurance (formerly Bollinger)?
While the school can assist in filling out the claim form, it is the parent's responsibility to send the form in to the insurance company.
In what decade did CCSD form into one, single school district as it operates today?
1960s (1968)
Who should be an employee's first point of contact when they have a payroll related question? (i.e. when is my next paycheck? When should timesheets be submitted; etc)
The school's bookkeeper
If you are working with a new vendor, what forms should you submit to the business office (Denise Davis) prior to sending in an invoice for payment?
1. Vendor Application form
2. Vendor W9
Who must approve all fundraisers taking place within your school prior to the campaign starting?
The School's Principal (CFO must approve all "new" online platforms)
What types of purchases are allowed to be made with cash?
None (There should be no cash payments made from a school for any reason)
What was previously on the site of the current district office building?
What are two of the three pieces of information that should be included on every timesheet/document that goes to payroll?
1. Employee Number
2. Job Title
3. Bus Driver Status
What is the general rule for determining whether sales/use tax should be paid on a particular purchase?
Physical item (if you can hold it/touch it, you pay sales/use tax. (Excludes library books)
What accounts can continue to be used after the general fund cutoff date each year?
Any accounts other than the "100" general fund accounts (pupil activity, federal, state)
In what situation would it be acceptable not to provide a receipt to a student/parent/employee for cash paid/contributed to the school?
None (all cash received should be receipted)
Dr. John Jones
How many days must a regular sub work in a certified teaching role before they have the opportunity to switch over to completing timesheets as a "long-term sub"?
15
When is a purchase requisition/purchase order required (two criteria)?
1. Purchase over $5,000
2. Purchase with federal funds
If a situation arises that requires the payroll department to run an additional payroll (timesheet submitted late/incorrect, rate change, etc) who must send the request to the payroll department?
The school's principal
How many debit/credit cards (other than PCards) is each school allowed to have for their pupil activity accounts?
ZERO
Where was the first Chesterfield County School District office located?
Upstairs/Basement of the old Chesterfield Drug Store on Main St.