Administrative Update

District MeetingsJuly 2006

Comp Time Policy

Extension Policy – CESP 3.1Classified Staff * If compensable time (time worked, holiday

time, AL, SL, etc.) is more than 40 hours in a week, compensatory (comp) time is earned

Comp time is earned at a “straight-time” rate until actual hours worked exceed 40; then “time-and-a-half” is earned

Work WeekBegins at 12:01 a.m. on Sunday

Ends at midnight on Saturday

Record KeepingAll comp time earned should be reported

(via the employee timesheet) in the period it is earned

All comp time used should be reported (via the employee timesheet) in the period it is taken

No time should be kept “off the books”

Other IssuesPart-time employees

Drive time

Overnight hours

Equipment

Financial Services

Financial Services

Equipment1. Only equipment of record is serviced by IT

2. Only NEW equipment will be recorded Purchased with Extension monies Donated – with documentation

3. Policy is to replace computers every (4) years

4. Equipment purchases should be paid from departmental resources

Financial Services Update

District MeetingsJuly 2006

Topics1. Payroll Conversion2. P-Card Reminders & News3. Quicken Backup Procedures4. Carryovers5. FS in FY07

Payroll Conversion. . .

What It Means To You

Financial Services

Payroll Employees paid monthly will begin semi-

monthly payroll on August 16th

On the 1st and the 16th of every month, you will receive ½ of your regular monthly pay

If a payday falls on a Saturday, you will be paid on Friday; if it falls on Sunday, you will be paid on Monday

Financial Services

Time & Leave Vacation and sick leave will also be earned

and posted twice per month at 50% your current monthly rate**

Electronic time entry will be required twice per month

Time (leave) will be reported after the fact

Financial Services

Payroll Deductions One half of your current deductions,

including direct deposits, will be withheld from each of your semi-monthly checks

Deductions for flexible spending accounts will increase slightly for the remainder of the year

Financial Services

Transitional Effects: 1. Your July 31 paycheck amount will reflect

your regular 2007 pay

2. **The accrued leave on your July 31 paycheck will be 1 ½ times the regular monthly amount

3. **Your August 16 paycheck will not reflect any additional accrued leave

Financial Services

P-Card Reminders & News

Restricted ItemsAlcoholic BeveragesTravel/Meals/EntertainmentState Contract ItemsGifts/Personal ItemsCash AdvancesProfessional ServicesSplit PurchasesADC/4H Foundation Purchases

Financial Services

Effective March 15, 2006 OSP has restricted the office supplies contract to Office Depot ONLY

Financial Services

Transactions to Note:1. Food or snacks for meetings –

Must include FINANCE-214 with P-Card Log

2. Cell phone accessories3. Purchases with County Checking

Account Funds (Fund 13823)

Financial Services

Merchandise Returns/CreditsIf an item purchased with the P-Card is

returned, have the vendor place a credit on your P-Card account

A credit should be issued for any item that the vendor has approved for return

Do not accept a refund in the form of cash or check

Credit amounts/transactions should be listed on the Purchasing Card Log Form

Financial Services

Coming Attractions . . .

Online review of charges before payment

Bank file downloaded directly into Banner

Quicker posting of expenses to make budget checking more accurate

Forms and receipts will still be required

Financial Services

Quicken Backup Procedures

Financial Services

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Backup Quicken file at least monthlyUse built-in backup function &

current dateUse two flash drives on a rotating basisStore the most current backup at an

off-site locationPeriodically restore the backup file at a

different computer

Financial Services

TrainingQuarterly at LRSO – August 16FS WebsiteField training in (7) locations in

September

Carryovers

Financial Services

Financial Services

Carryovers1. County (FUND 27100)

Restricted to the designated county, but unrestricted within the county

2. FSL (FUND 14001) Can move between ORGNs but not between

FUNDs If more than 10% of budget, must justify

3. Salary Savings (FUND 14000) 50% of unspent classified salary budget is

available in the next fiscal year

Financial Services in

FY07 & Beyond

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Mission1. Provide accurate and timely financial

data to support decision making

2. Ensure compliance with finance-related laws, regulations, and policies

3. Promote operational efficiency

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Goals1. Retain, hire & train competent employees2. Re-engineer internal processes for efficiencies,

effectiveness, and control3. Redesign and promote utilization of FS website4. Develop and deliver effective training to

internal customers5. Reach out to departments to identify financial-

related problems and develop solutions

Questions???

Financial Services