Smooth operator
What form must a department lead or team member initiate to submit a procurement request?
The Procurement Initiation Form (PIF).
On what day of the week are completed P-Card applications reviewed and submitted to HQ?
Thursday.
What are the four actions that make up the simple FY2027 finance standard for every Program Manager?
Plan early, approve correctly, document completely, and escalate quickly.
Per Policy Reminder #4, what can result from late P-Card reconciliation?
P-card closure. (late fees, allowability, budget overspend)
How often should managers review and approve time entries in Workday?
On a weekly basis (or more often)
On what basis should employee data and personnel records be shared?
A need-to-know basis.
For bulk items or purchases of $5,000 or more, whose approval is required before Operations can proceed?
ED/SD approval
Within how many hours must a signed Donation Record (DR) be returned to Operations?
72 hours
In the Texas Management & Finance Structure, which group supports budget monitoring, coding, reconciliations, documentation, close, and donor billing?
The Texas Finance Team.
Per Policy Reminder #7, what do the D1 and D3 financial dimension codes represent?
D1 identifies the specific award/funding source being charged; D3 is the Program Area used for outcome-area reporting.
What pay element needs extra attention to the correct code, window, and rate before approving?
Shift differentials
What can delayed timesheet approval cause?
Delayed pay for the employee - and in unionized offices, it can trigger a grievance.
At what dollar threshold must Operations conduct an RFP for a procurement?
$40,000 or above.
During which month is no procurement permitted due to EOY close-out?
September
Per Policy Reminder #1, does budget availability alone make an expense allowable?
No — budget availability does not automatically make an expense allowable.
Per Policy Reminder #8, whose job is it to catch a projected grant overspend early?
The Budget Holder's job. (Typically the manager)
What is unpaid leave meant to address?
A one-off, individual, unexpected circumstance - not a routine or recurring arrangement.
What should staff be encouraged to do with PTO across the year?
Use it throughout the year rather than saving it all for year-end.
What two items must be emailed to Operations to set up a new vendor?
The correctly completed vendor form and the vendor's W-9.
Per the Laptop Policy, how many laptops is any one person allowed to have?
Only one — no one is allowed to have two laptops. (all extra laptops need to be held by ops. Departments should not store their own laptops)
Per Policy Reminder #2, when does the procurement process begin?
Before the purchase — not after the invoice arrives.
In the segregation of duties model, which role validates financial treatment, support, and coding?
Finance.
Where should conduct or safeguarding concerns be raised?
The appropriate P&C or Ethics & Compliance channel.
When a policy question isn't covered in the FY27 deck, what should you check?
The current policy - not habit or precedent. (check with HR, Rescuenet, CBA, employee relations)
Who can approve a new P-Card request if the Executive Director is unavailable?
Site Director or Finance Director
How often are inventory counts conducted, and who performs versus verifies the count?
Twice a year (mid-year and year-end); non-Operations staff perform the count and Operations staff verify it.
Per Policy Reminder #3, what three questions should complete supporting documentation answer?
Who? (vendor/payee/traveler/client identifiable); What & Why? (goods/services and business/program purpose); How Much & When? (amount, date, itemized details, proof of delivery/payment).
Who is responsible to ensure budgets are spent down?
Programs (Finance is responsible for mechanics, programs for content)
Besides task status, what should 1:1s check in on?
Workload, PTO plans, development, feedback, and any support the employee needs.
What org-wide activity must be completed by deadline and tracked for the whole team?
Required compliance and safeguarding trainings.