Payroll/Timesheets
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
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?
Dr. John 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)
When are federal claims packets due to the CFO? (Number of days before claim deadline)
5 Days Prior to Claim Deadline
Beginning on 7/31/25, who should receive all purchase requisitions for processing?
Mr. Jason Evans
In what decade did CCSD form into one, single school district as it operates today?
1960s (1968)
What is the new pay rate for all homebound and behavioral intervention instructors?
$40
If you are working with a new vendor, what forms should you submit to the business officeprior to sending in an invoice for payment?
1. Vendor Application form
2. Vendor W9
An APPA Form and associated invoice is submitted with no account number indicated. It includes signatures from the maintenance technician, Mr. Burr, and Dr. King. Who is paying for this expense?
Dr. King (highest ranking signature)
What types of purchases are allowed to be made with cash?
None (There should be no cash payments made for any reason)
What was previously on the site of the current district office building?
When are absentees due to be keyed into the Frontline Software?
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)
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.)
Who was CCSD's longest serving superintendent?
Dr. Goodwin & Mr. Bradham 10yrs
What is the effective date of the new supplemental pay rates?
October 20th - This Past Monday
When is a purchase requisition/purchase order required (two criteria)?
1. Purchase over $5,000
2. Purchase with federal funds
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.
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.
Where was the first Chesterfield County School District office located?
Upstairs/Basement of the old Chesterfield Drug Store on Main St.