Payroll/Timesheets
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.
When is a purchase requisition/purchase order required (two possible criteria)?
1. Purchase over $5,000
2. Purchase with federal funds
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
Name both our oldest and newest school buildings.
Oldest - Cheraw Primary 1952
Newest - Edwards Elementary 2009
What is the pay rate for "Twilight Tutoring" instructors?
$40
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 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)
What types of purchases are allowed to be made with cash?
None (There should be no cash payments made for any reason)
The last school constructed in the county prior to racial integration was the Robert Smalls school in Cheraw (1953). Who was Robert Smalls and what was he known for?
Enslaved deckhand that commandeered a confederate slave ship carrying his family along with other slaves. Sailed the ship out of Charleston harbor, past 5 confederate forts, and into the Union blockade to secure the freedom of all passengers on board. Smalls served in the Union Navy as captain of that same ship until the end of the Civil War. He then returned home to Beaufort SC where he served 5 terms in the United States Congress.
What are three of the five key pieces of information that should be on all payroll documentation (timesheets)?
1. Employee Number
2. Job Title/Duty Performed
3. Bus Driver Status (for dual employees)
4. Proper Signature
5. Account Number
What are the three methods of purchasing available for general funds ("100" accounts)?
1. Purchase Rec/Order
2. APPA Form
3. Procurement Card
You receive an invoice from your principal for supplies and prepare an APPA form. The principal was told by another principal that the district typically pays for this so he signed it and sent it in with no account number. Who is paying for this expense?
School (Pupil Activity) Account
What is the process for a school to be authorized to use their PCard for pupil activity (school account) purchases?
Schedule a training session with the CFO. Both the bookkeeper and the school's principal must attend.
Which CCSD Superintendent had the shortest active term?
Mr. Jackie Watson Jr (November 1972 - June 1973)
Describe the process for a classified employee to go from a regular sub, to a long-term sub.
After the employee has subbed in your building for 30 consecutive work days, a letter must be sent by the school's principal to HR requesting that the employee transition to a LTS. If HR approves the change, they will inform the payroll department who will then inform the school bookkeeper to begin completing timesheets rather than absentees for that employee.
If I have a purchase order that will be open past June 30th, I have two options. What are those two options?
(Bonus Point for the exception to that rule)
1. Cancel the Order (and inform AP)
2. Inform AP that the PO should be rolled to the new year.
(Exception is when POs are partially paid against; those cannot be rolled forward.)
If I need to make a prior period adjustment in EPES after I have already submitted my bank reconciliation documentation to the finance office, what should I do?
Contact Denise Davis first and the finance office will work with you to determine the appropriate correction.
True or False: If an employee forgets their ESS
password, Mrs. Darlene James can go into their account and reset their password for them.
False: Ms. James will have to delete the account, and the employee will have to register a new account, wait for an email to complete the registration, then log back in.
What town in Chesterfield County was the first in the state to voluntarily desegregate schools (outside of a federal court order)?
Ruby, SC (Chesterfield County District 6) 1965
What are the requirements for a teacher to receive the $60 class coverage payment?
1. Must be a certified teacher
2. Must give up entire planning period to cover a class
3. Must provide instruction to students (not just classroom management)
Describe the process of making a purchase with the accounts payable purchasing authorization form.
1. Fill out top portion of the form (authorization section) with requester name, description of purchase, & account number to charge.
2. Get principal signature for approval to purchase
3. Make the purchase and receive the invoice/bill.
4. Fill out bottom section of the form (purchase reconciliation) with invoice number, vendor name, and receiving date.
5. Submit APPA form and related invoice/bill to AP office for payment.
What happens when a purchase is made that does not follow proper procurement/purchasing procedures? (No PO over $5,000, no competitive bids/solicitation over $10,000)
Employee must fill out a procurement ratification form. Loss of purchasing rights for repeat violations.
A vendor did not charge use tax on a purchase made with your procurement card. Describe the process for correcting that.
1. Fill out Credit Card Use Tax form with description, account number, invoice amount, and properly calculated use tax.
2. Have principal sign the form once complete (may be other line items on one submission)
3. Remit completed form to AP office for processing along with other PCard documentation.
Name 8 former CCSD Superintendents.
RC Campbell
Spencer Douglass
Jackie Watson Jr.
Theo Lane
John Jones
Joe Bradham
Renfro Manning
Kenneth Dinkins
John Williams
Harrison Goodwin
Chandar Anderson
Chris Ballenger