BUDGET
AP
PURCHASING
POSITION CONTROL
USE OF FACILITIES
BUDGET
AP
BUDGET
MARY ELLEN
150
What is the Code BQK12EL4 used for?
To create a Budget Query in BEST
150
What should be sent to AP once items are received from Southwest?
Packing slips
150
Where do you send your completed Asset Disposal Request Form and the photos?
To the Purchasing email at fixedassets@lancsd.org
150
Where can you access tools needed for Personnel Requests?
In the share drive “Position Control” folder
150
What form is required to request facility use for weekend events?
The completed Long Use of Facilities paperwork.
150
Where should the quote number be entered in an XREQ?
The Additional Commodity Information
150
What is the AP email?
AP@LANCSD.ORG
150
Where do you attach all documents before submitting your XREQ?
On the Header Component of the XREQ
150
Where do you complete a Conference Request Form?
InformedK12
250
What is the name of the accounting software used to enter purchase requisitions?
BEST Advantage
250
How should I tell AP to close a Purchase Order?
After I received items and or services, and by sending the yellow copy with my signature, date and writing "Ok to close PO".
250
Who must approve the disposal of items before any action is taken?
Site Principal / Department Superviosor
The Board
Fiscal Services CFO - Maria Alatorre
250
How many “PR” Personnel Request Templates are available?
There are two
1.Extra Work/hour and one
2.General Template
250
How far in advance should the Use of Facilities form be submitted?
5–10 business days in advance.
250
How long is a quote valid for?
30 days or whatever the quote states
250
What does AP need to pay your mileage reimbursement claim?
A Purchase Order (PO) that is the final step of the XERQ you previously submitted.
250
What is the correct object code for a box of paper that costs $85?
Object Code 4300 Supplies, Materials and Equipment
250
When should you expect to receive your conference advance?
NEVER
500
Who's the first point of contact when you need help on an XREQ?
Your Budget Tech/ CPS
500
When you check out at Smart & Final what should you include in the signature box?
Signature and Site Abbreviation (EN / ELO)
500
Name at least one reason for disposal that you would list on the Asset Disposal Request Form.
Total Loss (Broken/Unrepairable)
Transfer - Moving to Another Location
Sale
500
Where can you find your site/department Approved PRs?
In the Personnel Request-Approved folder
N>DO SHARE>ACCOUNTING SHARE>Personnel Requests-Approved
500
Who approves the Use of Facilities request?
The request must be approved by the site principal or director/supervisor and our Assistant Superintendent, Mr. Charles Coleman.
500
How many authorized users should be listed in the additional commodity for Smart & Final, Domino's, and Panera?
3-4 users
Or more if the Principal/Director instructs you to.
500
Once you've added all items to your cart in Amazon or Southwest what other information you are required to enter to complete your checkout process?
Review cart and ensure you have a Purchase Order PO. Do not enter an XREQ number
500
What are some supporting Documents used for a Budget Transfer when creating an XREQ?
Budget Query,
PDF copy of XREQ,
500
Name three steps on the Service Agreements Timeline before the administrator signs approval
Contract Review Form
Quote/Vendor
Send to Appropriate Department
Get Account Number with Budget Tech
750
What is the tax profile we currently use?
11.25%
750
Where do the funds go when you receive a credit from a vendor?
Back to the budget line. The Purchase Order is not affected by vendor credit. If you need to reorder the item, you must enter a new XREQ if the existing PO has no funds.
750
What detailed information must be included on the Asset Disposal Request Form for each item?
The Asset Tag Number
A Description of the Item
Item's Serial Number (if available)
750
Name two examples of supporting documents for Extra Work/hour PRs?
Budget Transfer,
Budget Query,
Benefits cost calculator
750
Is there a fee for using the facilities?
Yes, there is a fee. However, the fee only applies to outside organizations.
750
When considering using a new vendor, what must the vendor accept before a W-9 is requested?
A Purchase order (PO) because it is a legal contract between the District and the Vendor.
750
How often should your mileage claim be submitted?
Monthly
750
What is the use of the Allowable Expenditures Cheat Sheet?
To determine what resource to use.
750
What documents should you gather from the Conference Attendee comes back to your Site/Office?
Hotel Invoice
Conference Registration Receipt
Any Receipts
Parking (if applicable)
900
How many zero’s follow your school location when creating an XREQ in BEST?
4 (Example: 0680000).
Locations are 7 digits
900
When planning a Fieldtrip, what are the three items you must have.
Field trip approval (ED Services) "QUOTE"
Lunch/Snack CNS
AVSTA Transportation
900
What is the reason for keeping an Asset Log for your site or department?
For auditing and inventory purposes.
900
When is the deadline to submit PRs for the following Tuesday’s Cabinet meeting?
On Thursday before cabinet by noon; 12:00 PM
900
What groups are not charged a fee?
The following groups are exempt from facility use fees:
Boy Scouts/Girl Scouts
City of Lancaster
Little League
900
Do you enter an Open PO as an item or as a service on an XREQ?
It is entered as a Service
900
When can a contract for services invoice be paid?
After the Services are rendered.
900
What object code would you use if the unit cost is between $500 - $4,999.99?
Object Code 4490 Furniture and Equipment
Object Code 4440 Technology Hardware/Equipment
900
Name at least three items that need to be entered on the yellow AFS.
Invoice #
Invoice Amount
Invoice Date
Authorized Signature
1000
Where can you find BEST?
Classlink
1000
What information should I include in the subject line when submitting invoices and/or packing slips to AP using the ap@lancsd.org?
Site Initials - Vendor - PO number
EN-Amazon-26*0125
1000
What is included when determining the unit price of an asset?
Cost of the item, plus tax, shipping charges, and installation charges (if applicable).
1000
What tool can be used to determine the benefit object codes on a salary line?
The Benefits Cost Calculator
1000
Who arranges custodial services for events?
Custodial services are arranged through our Facilities Department.
1000
What does ELO 26000 and CCSPP 63320 have in common?
They both required prior approval to be uploaded into the XREQ.
1000
What are the 3 forms / tabs on the Excel Sheet for mileage?
Master - Approved Locations
Master - Unlisted Locations
Both Together
1000
What is the metric used to determine a Site's Title I Allocation?
(Per pupil Cost) X (Site's Free and Reduced Meal Program Count) = Title I
1000
Who is the only person that can legally sign District's Contracts?
Mr. Coleman our Assistant Superintendent of Business