December 20, 2022

The Office of Business and Finance is comprised of three departments — Financial Services, Employee Services, and Procurement Services — and Board Support. 

Please read on for some important messages from Accounting, Accounts Payable, and Procurement

• Upcoming Account Key and Object Code Changes
• p-Card Check Out Agreement
• Purchasing Thresholds

BFin Bulletins are archived on the Business & Finance page of the DMPS website.    

HAPPY RETIREMENT

Please help us say good-bye to Judy Lyons and Denise Roorda

Judy Lyons is retiring from the district December 30. Judy has been with DMPS for more than 27 years! Denise Roorda is also retiring from the district after 13 years as the Payroll Manager. Thank you Judy and Denise for your expertise and dedication to the district; you will both be missed.

Please join us in wishing both of these wonderful people a very happy (and well-deserved) retirement.

WELCOME AND CONGRATULATIONS

Please help us welcome and congratulate Chance Ekstand, Janet Stonerock, Megan Fouche, and Jamie Shannon on their new positions

Please join us in welcoming Chance Ekstrand to the DMPS team. In her position as receptionist in the Business & Finance Office, Chance will be welcoming guests and staff in the annex as well as working on several special projects. Chance started with us on November 28.

Join us in also welcoming Janet Stonerock to the Accounts Payable team. Janet will begin as an Accounts Payable Technician starting January 3, 2023. She has been with the district as an office manager for more than four years at Roosevelt High School. 

The department is happy to announce that Megan Fouche will be transitioning into the Payroll Manager position beginning January 2023. Megan has served as the Payroll Supervisor for more than 12 years. Additionally, Jamie Shannon will be moving into the Payroll Systems Coordinator position. Jamie has served in the Payroll department in various rolls for more than 14 years.

ACCOUNTING

Upcoming Account Key and Object Code Changes

Attention: Office Managers, Bookkeepers, Executive Assistants, and Administrators

With year-end reporting complete, Business and Finance will be making necessary changes to some account key and object code structures. These changes are due to new guidance from the Department of Education.

The changes will be communicated as they are made. In addition, BusinessPlus will be set up to error when an incorrect account key and object code combination is used. Thank you for helping us maintain excellent financial reporting.

p-Card Check Out Agreement

Reminder for: Office Managers, Bookkeepers, and Executive Assistants

It is required to have a p-card check out system in place and to consistently use it. Before checking out a department p-card to your staff, please have them sign a checkout agreement. A sample checkout agreement is included here.

Payroll

Year-End Reminders

Reminder for: All Employees

As the year end is quickly approaching, Payroll has a few reminders:

• Help save a tree by opting out of a paper W2 in Employee Online and elect to receive an online W2 instead.
• If you have moved, be sure to update your address in Employee Online.
• Check your federal/state W4 status in Employee Online to see if a change is needed. Examples: if you have married, had a baby, divorced, or have a grown child who can no longer be claimed.
• If you change banks in Employee Online, please allow 1 - 2 payrolls for the change to take effect before closing your current account to avoid delays in pay. Verify the routing number and account number before saving.
• Use caution when considering switching direct deposit to a non-traditional financial institution promising pay in advance of payday. The District sends direct deposits dated for payday and not sooner.

PURCHASING

Purchasing Thresholds

Reminder for: Office Managers, Bookkeepers, Executive Assistants, and Administrators

As a public entity, the district has certain purchasing threshold requirements, based on the value of the purchase. These thresholds are mandated by state and federal guidelines and Board policy. Prior to making a purchase, please reference the thresholds listed below.

Cost of Purchase: $0.01 - $3,499.99

• Requestor should seek the best value for the District by research or request for quotation. Three quotes would be best.

Cost of Purchase: $3,500.00 - $9,999.99

• Requestor must contact the area-designated Supply Chain Analyst who will issue competitive quotes.

Cost of Purchase: $10,000.00 - $99,999.99

• Requestor must contact the area-designated Supply Chain Analyst who will issue competitive quotes.
• The contract document must be signed by the District’s Chief Financial Officer and counter signed by the awardee’s authorized officer.

$100,000.00 and up

• Requestor must contact the area-designated Supply Chain Analyst who will issue competitive quotes.
• Board approval is required for any expenditure in this spending threshold.
• The contract document must be signed by the District’s Chief Financial Officer and counter signed by the awardee’s authorized officer.

If you ever have a question regarding purchasing, please reach out to a Supply Chain Analyst (who are specialists in their respective areas) or the district Procurement Manager.