Bookkeeper

Training Manual
Updated 2/25/2025
General InformaƟon
Finance Directory/Duties………………………………..2
Top 11 Financial Duties…………………………………..3
General Reminders……………………………………….4
Sick Bank Policy, Highlights, and Application……….7
Sample Annual Bookkeeper Audit Form…………...12

Bookkeeper Training Manual

 Finance Department
Staff Duties and Contact Information
Dr. Scott Burckbuchler, Chief Financial Officer | [email protected].......................................... Ext.1166
Overall leadership and management of the Finance Department including budgeting and maintaining financial control.

Tracie Hill, Accounting Coordinator | [email protected] ........................................................................ Ext. 1130

State reporting, DOE and audit compliance, all grants, including DOE and local (state, federal, and local), new ledger
account numbers and set up in system, ledger entries, reconciliations, and financial reporting. Fixed assets investment
and cash monitoring, and internal controls. Medicaid reporting.

Christy Tidwell, Budget & Procurement / Analyst | [email protected] ............................................ Ext. 1134
Budget development and analysis, purchasing policies and procedures, review and approve non-internal account
purchase orders, vendor relations including adding and modifying vendors. Issuing and record keeping of annual 1099
forms. Position control management.

Brandi Sheppard, Accounting & Financial Systems Analyst | [email protected] ........................... Ext. 1124
Munis coordination which includes adding new users, setup of user rights, login assistance, etc. Support contact for
Munis, SSUI and MySchoolBucks. Yearly employee salary notifications/statements, and payroll support as needed.
Backup to Accounting Coordinator.

Amber Alford, Finance Technician (Accounting) | [email protected] ................................................. Ext. 1123

Conduct annual internal audits, perform bank statement reconciliations. Process expense reports, utility payments,
grant reimbursements, and Trip Tracker invoices.

Kristal Chavez- Gonzalez, Finance Technician (Accounts Payable) | [email protected] ......... Ext. 1122
Review and approve non-internal account invoices, oversight of purchasing card program (currently with PNC) including
issuing cards and maintaining limits. Establishes vendor credit accounts with vendors, including questions regarding
Amazon and/or WalMart.

Gina Larry, Finance Technician (Student Activity - Internal Accounts) | [email protected] ................... Ext. 1189
Student Activity System Bookkeeper. Financial side of school club accounts, school athletic accounts, and After Care
Enrichment (ACE) for all schools.

Pam Sylvis, Finance Technician (Payroll) | [email protected] ............................................................. Ext. 1186

Payroll, benefits, State Health, and process retiree paperwork.

Whitney Green, Finance Technician (Payroll) | [email protected] ..................................................... Ext. 1121

Payroll, time sheets, benefits, and garnishments.

Tracey Townsend, Finance Technician (Payroll) | [email protected] ............................................ Ext. 1191

Payroll, benefits, direct deposits, and Sick Bank requests.

Vicky Peay, Executive Assistant | [email protected] ............................................................................ Ext. 1116

Munis ESS password resets, general Finance department questions, Board reporting, PTO/Booster Club reporting,
monthly transportation spreadsheets, entering General Fund deposits, system insurance, accounting support,
purchasing card checkout (WalMart and Hobby Lobby).

Effective 07/01/2024
2
 11
Top 10 Financial Pointers
1. Be careful not to delegate en re responsibility – YOU are ul mately responsible.
Take an ac ve role!

2. An approved Purchase Order (PO) is required before ALL purchases (including

purchased services). No staff member should ever make a purchase without a PO
and then request reimbursement.

3. Be cognizant of the rules associated with the spending of various funds (General,
grants, student ac vity) and spend funds as are originally intended and authorized,
e.g., field trip funds should be used towards field trips, ACE funds should be used
for ACE.

4. Ensure that files are kept with appropriate suppor ng documenta on (e.g.,
receipts, copies of purchase orders, me sheets) for ALL financial transac ons.

5. Regularly review account balances to verify their accuracy. Follow-up on

discrepancies and ensure that appropriate adjustments are made.

6. Encourage bookkeepers to make deposits regularly, daily deposits are preferred.

Excessive amounts of cash or checks should not be in the building.

7. Ac vely review the documents you sign – do NOT use signature stamps for financial
transac ons.

8. Know key payroll dates/processes and make sure school/department complies.

9. Be a good steward of taxpayer funds. If something doesn’t “feel” right, it probably

isn’t.

10. If ques ons arise, ac vely solicit guidance from central level personnel. Don’t
hesitate to ask for help when you need it.

11. No gi cards or gi cer ficates of any kind can be purchased using school system
funds. This includes both general funds and internal (student ac vity) funds.
3
General Reminders
Check Printing:

x Checks are printed weekly and are mailed out on Fridays. (SUBJECT TO
CHANGE) The cut off for invoices to be included is Tuesday at noon.
Invoices received after the cutoff will be processed the following week. All
checks are mailed out to the address in Munis. If a check needs to be sent
to a school or department, prior written notification is requested.

Deposits:

x Deposits should be kept in a locked safe until they are either given to the
courier or taken to the bank. Deposits should not be held overnight, unless
they are being sent to the bank via the courier. All money should be
deposited in the bank as soon as possible. Two signatures are required on
all Student Activity deposits containing cash. When handling cash please
follow these procedures:
a. Cash must be counted by two parties.
b. Immediately place cash in a tamper proof deposit bag and seal.
c. Both parties counting the deposit must sign the deposit bag.
d. Place the deposit bag in the onsite safe until it is picked up by the
courier.

Requisition/PO Timeline:

x Requisitions should always be entered and approved before making a

purchase or receiving a service.
x The date on the PO should be before the date on the invoice. If you’ve
received an invoice and have not created a PO for the expense yet, it’s
too late to enter a requisition. You will need to submit a Direct Invoice
Entry form.
x There is a PO cut-off date every year in May so please plan accordingly
for any PO’s that will be needed during the summer months. If you think
you may need supplies over the summer, you can always submit an open
PO in May just in case.

4
Account Number Structure:

x Account numbers are broken down into 6 sections with a dash between
each section. A typical account number looks like this:
100-0000-1000-561000-8014-25002

100 - 0000 - 1000 - 561000 - 8014 - 25002

FUND PROGRAM FUNCTION OBJECT FACILITY COST CENTER

Things to remember/consider:

x Account numbers are grouped into "Rollup Codes", by Cost Center. This
means that individual account numbers can go into a negative status as
long as the group of accounts as a whole are still positive.
x When choosing an account number for a requisition, always use the
account number that best describes the category of the purchase, even
if the budget available shows as negative.

Example:
A purchase of bookshelves is needed for an office. A requisition of $500 is
entered for the Expendable Equipment (object #561500), but the
available budget is only $400. It is ok to enter this requisition as long as the
total budget for the cost center is not exceeded.

5
Other Fund Usage

Internal Funds (Student Activity)

x Internal funds are generated by students (for example: funds from ice
cream sales) and should only be used to benefit students.
x These funds can be used for any school related purchase like food,
breakroom supplies, t-shirts, etc.
x For any additional assistance with Internal Funds (Student Activity)
contact Gina Larry.

Grants

x Grants can be used to fund many of your purchases but they do have
strict guidelines. Be sure to contact each grant’s director when using
those funds.
x If you or a staff member wish to apply for a new grant or renew an existing
grant at the school level, please contact Tracie Hill first.

6
 Board Policy Manual
Troup County Schools


 
       




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8
 Employee Sick Bank Highlights
Who Can Enroll?
All employees who work at least 50% of the work day and have completed one (1) full year of
service as of December 31 are eligible.
How Do I Enroll?
Eligible employees may become members by signing up during the annual Open Enrollment
period. (Membership requests are only accepted during this time.)
Membership is active from January 1 – December 31.
Donations to the Sick Bank are nonrefundable and nontransferable. On January 1 of the
applicable year, one (1) Illness day will be deducted from your balance. An Illness day must be
available on January 1 in order to participate in the Sick Bank.

I’m a Sick Bank Member. How Do I Apply for Sick Bank days?
Applications for Sick Bank days are available online by clicking Finance Forms under the Forms
& Links tab, or by contacting the Finance Office.
Before you apply, make sure that:
1. You are exhausting all accumulated leave (sick and annual) during your illness.
2. You are absent for at least fifteen (15) consecutive school/work days immediately prior
to the day that you will be requesting the use of Sick Bank days (the first six (6) weeks
after the birth of a baby are not eligible).
What to submit to the Finance Department:
1. Fully completed, signed application including Employee Number, Personal Information,
Physician Information, and Reason for the Request.
2. A signed Physician’s Statement verifying the illness and inability to perform assigned
duties (this is part of your FMLA paperwork).
3. Turn in completed paperwork to Tracey Townsend in the Finance Department either in
person or by email.
What happens next?
1. After the application is reviewed to make sure it is eligible, it will be sent to the Sick
Bank Committee.
x The Sick Bank Committee is made up of seven (7) members: The CFO, a Board
Member, a School-Based Administrator, two (2) Certified Members, and two (2)
Non-Certified Members.

9
 x The Committee will compare the application with the Sick Bank Policy. Each
member will cast a ballot. The Committee can request need more information,
and the Sick Bank administrator will let you know what additional information
you need to provide.
2. Once four (4) “yes” votes are received, Payroll is informed and they will add the Sick
Bank days to your accruals. You can receive up to twenty (20) days per application.
3. You may be eligible to apply for three (3) sets of Sick Bank days during a calendar year.
If you need additional Sick Bank days, you will need to complete a new Sick Bank
Application, and new Physician statement. The entire process will repeat from there.

Still Have Questions?

Contact Tracey Townsend at 706-812-7900 x1191 or [email protected].

10
 $SSOLFDWLRQVFDQEHIRXQGRQOLQHE\FOLFNLQJ)LQDQFHXQGHUWKH
'HSDUWPHQWVWDEWKHQFOLFNLQJRQ)LQDQFH)RUPV<RXPD\DOVR
FRQWDFWWKH)LQDQFH2IILFHIRUDFRS\
SICK LEAVE BANK WITHDRAWAL APPLICATION FORM
EMPLOYEE NAME ___________________________________________ EMPLOYEE #___________________

MAILING ADDRESS _________________________________________________________________________

TELEPHONE NUMBER _______________________________________________________________________

DATE OF REQUEST ________________ SCHOOL __________________ POSITION ____________________

HAVE YOU EXHAUSTED ALL OF YOUR AVAILABLE LEAVE? YES _____________ NO _____________

DATE OF LAST DAY WORKED _________________ # OF DAYS REQUESTED ________ (Not to exceed 20)

PHYSICIAN’S NAME _________________________________________________________________________

ADDRESS __________________________________________________________________________________

TELEPHONE NUMBER _______________________________________________________________________

REASON FOR REQUEST/NATURE OF ILLNESS _________________________________________________

A STATEMENT FROM DOCTOR MUST BE ATTACHED. THE STATEMENT

MUST INCLUDE NATURE OF ILLNESS.

Please be aware that you must be out at least fifteen (15) consecutive school days
(not including weekends, holiday, etc.) in order to be eligible for Sick Bank.

I give permission for my doctor to be contacted should the Sick Leave Bank Committee have questions.

__________________________________________________
EMPLOYEE/SICK BANK MEMBER SIGNATURE

* Leave grants from the bank shall be granted in units up to 20 consecutive days to a maximum of 60 days. Applicants may submit
requests for additional days up to 20 day units. An additional application must be submitted for each request along with an updated
statement from physician. All leave granted, but not used by the member, must be returned to the Sick Leave Bank at the end of the
calendar year.

OFFICE USE ONLY

Date Request Received _________________________ Sick Bank Membership Verified ____________________

Physician’s Statement Provided ________ Approved _____ Denied _______ Principal/Director Notified_____
11
 Department Audit Report
Auditor Date of Audit
Department Date of Prior Audit
Director School Bookkeeper

Needs
Comments and Actions
Purchase Order (PO) Always Mostly improve-
Required
ment
The status of requisitions and PO’s is
reviewed periodically. տ տ տ

The PO date is before the invoice date. տ տ տ

The PO number on the invoice matches
տ տ տ
the PO used.
Blanket PO’s are used for monthly
տ տ տ
recurring costs. (Select Amount)

Needs
Comments and Actions
PNC Card Always Mostly improve-
Required
ment
A requisition is entered with the vendor
listed in the general description field. տ տ տ

The PO is approved before purchases are

տ տ տ
made.
The PO is received and supporting
տ տ տ
documents attached. (Hotel Folio)
Any invoices received are emailed to
տ տ տ
Accounts Payable.
All invoices list the PO number. տ տ տ

Needs
Comments and Actions
Receiving and Proper Backup Always Mostly improve-
Required
ment
The receiving of POs are done in a timely
տ տ տ
manner.
Invoices are emailed to A/P. Quotes
տ տ տ
and receipts are scanned into Munis.

12
 Needs
Comments and Actions
Bank Deposits Always Mostly improve-
Required
ment
All money to be deposited into the
General Fund is sent to the Finance տ տ տ
office.
The GL number for recording the deposit
տ տ տ
is listed.

Needs
Comments and Actions
Grant Accounts Always Mostly improve-
Required
ment
All monthly expenditure reports are
reviewed and acknowledged by the տ տ տ
director.
Any changes or correction to the reports
տ տ տ
are sent before the submission deadline.

Needs
Comments and Actions
Workers Compensation Always Mostly improve-
Required
ment
The panel of physicians is posted. տ տ տ
All employees understand WC
տ տ տ
procedures.
Bookkeepers are familiar with the John’s
տ տ տ
Eastern portal and what forms to send.

Needs
Comments and Actions
System Vehicle Use Always Mostly improve-
Required
ment
Inspect open trip invoices in TripTracker. տ տ տ

Invoices paid with general funds include

տ տ տ
account number & supervisor signature.
Invoices paid with internal funds are paid
տ տ տ
through an internal purchase order.

Needs
Comments and Actions
Travel Always Mostly improve-
Required
ment
All employee expense reports have
travel receipts and the hotel folio տ տ տ
attached.
All travel activities follow the travel
տ տ տ
policy.
All travel reimbursements are submitted
տ տ տ
within 60 days of occurrence.

13
 Needs
Comments and Actions
Reports Always Mostly improve-
Required
ment
Account Inquiry Report տ տ տ

Cash Balance Report տ տ տ

Resource Comments and Actions

Website Resources
Reviewed Required
Sales Tax Exemption Form տ
տ
Travel Policy
Mileage Rate Form տ
տ
Employee Expense Report

By signing below I acknowledge that I have fully read the audit report and understand the evaluation.

Director Signature: ___________________________________ Date: ___________________

14
General Fund Purchasing/Munis
Processes and Procedures……………………………..16
Logging into Munis……………………………………….19
Entering Requisitions……………………………………..21
Amazon and Staples Orders…………………………...23
Walmart and Hobby Lobby Purchases………………24
Pick Tickets—Ordering from TCSS Central Supply….25
Blanket/Open Purchase Orders……………………….27
Checking Status of Requisitions……………………….28
Receiving Purchase Orders…………………………….29
Account Inquiry—Account Balances………………..30
Purchase Order Change Order……………………….31
PNC Bank Card Requisitions and Portal……………..33
Scanning Attachments into Munis……………………35
Checking Payment Status of a PO…………………...37
Printing a PO………………………………………………38
Checking the Status of Requisitions and POs………39

Bookkeeper Training Manual

 Processes and Procedures for General Funds

1. Requisitions should be entered, the workflow process completed, and

purchase order number received before any orders are made to vendors.

2. It is recommended that any monthly or recurring purchases, such as Parmer

Water, Shred-It, etc., have an open or blanket purchase order entered either
annually or quarterly.

3. Complete the General Description field with a brief description of what is

being purchased. If the requisition is over $50,000 it will need to be Board
approved first. Include the Board approval date in the description. (e.g., Bd
Approved 6/13/24).

4. The “Receive By” method should be chosen by how you will receive the
order in Munis.
x Receive by Quantity: Choose this when you plan to receive by the
number of items ordered (pick tickets and e-procurement requisitions will
automatically be “receive by quantity”).
x Receive by Amount: Choose this if you want to receive based on the
amount of the invoice (most open PO’s need to be set up this way).
x The system defaults to “Receive by Quantity” but, in general, most PO’s
are easier to use “Receive by Amount.”

5. Check your requisition to ensure the remit address is correct.

6. Technology requisitions: Change the Ship To address to Technology. Pay

attention to the technology quote and complete the description, quantity,
and unit price.

7. PNC Credit Card Purchases: The requisition vendor must be PNC Bank Card.
Include the name of the vendor the card is being used for in the General
Description field. When the PO is generated, receive in Munis and attach
supporting documents to the purchase order.
x Increases to the credit card limit must be sent by email to
[email protected]

8. To check on the approval status of a requisition: (1) Requisition Entry (2)

Search (3) Enter Requisition (4) Accept (5) Scroll to bottom of screen (6) Click
Approvers
x The current approval level will be listed as “in progress”

16
9. One Time Pay Vendors should only be used for vendors that will not be used
more than one time. Proper backup should be included.

10. Reimbursements should be submitted using an Employee Expense

Statement not a purchase order. Send Employee Expense Statements to
Amber Alford at [email protected].

11. When the items ordered arrive, “receive” them in Munis right away. Payment
cannot be processed unless it has first been received in Munis.
x You do not need to email Kristal that you have received the PO.

12. All invoices should have the purchase order # listed (write the PO# on the
invoice if it is not listed already). The invoice date should be later than the
purchase order date. Any invoice with a date earlier than the PO date may
be reflected on your school’s audit.

13. Forward all invoices to Kristal Chavez-Gonzalez in Finance via the courier or
email to [email protected]
x Only invoices should be sent to Kristal. Packing slips and other documents
can be kept for your records.

14. Payments are issued from invoices only. Vendors will not be paid by
statements, packing slips, etc.

15. Checks are processed weekly and are available for pickup or mailing on
Fridays. The cutoff for invoices to be included in a check run is Tuesday at
noon. Invoices received after the Tuesday cutoff will be processed the
following week.

16. Please allow 30 days from the date of the check before requesting a stop
payment.

17
 Monthly Tasks:

1. Review purchase orders monthly.

x For a list of your open purchase orders: (1) Purchase Order Inquiry (2)
Search (3) Accept (4) Enter your Location (5) Enter Current Year (6)
Status: Printed (7) Accept (8) Browse
x Email Kristal with all PO numbers that need to be closed, or if there is a PO
on the list that you believe should have already been paid.

2. Review requisitions monthly and delete the ones that are in a

Created/Rejected status.

3. Review and complete the PNC portal monthly, before the end of the month.
x Kristal will send a reminder at the end of the month. Please complete this
task as soon as possible when you get this reminder if you have not
already done so.

18
Logging in to Munis
1. From your main screen, click on the “Tyler Hosted SSO” icon.

2. The log in screen will pop up, type your work email in the username
field.
3. Click NEXT
4. Type in the first part of your email without including @troup.org or if your
work email pops up, click on it.
5. Click NEXT
6. Type in the password you use to log in to your email.
7. If it is your first time logging in you will not need a password but you will
need to setup your Munis Tyler Hub and this screen will pop up.

8. Select Financial Management, Human Capital Management, and

Workflow.
9. Click NEXT

19
10. Scroll all the way to the bottom of the page and select MUNIS LANDING
PAGE.

11. Click NEXT

12. Click NEXT again
13. Click DONE
14. Your hub is complete and should look like this

20
Entering Requisitions

NOTE: You should ALWAYS enter requisitions before the purchase or service
takes place. The date on the requisition/PO should be before the date of the
invoice. If you have already received the invoice for the purchase or service,
it’s too late to enter a requisition. You will need to submit a Direct Invoice
Entry form.

1. Log in to Munis
2. Go to Requisition Entry. The first time using Requisition Entry you will need
to search for it
3. Type Requisition Entry in the search bar then hit ENTER. Click on
REQUISITION ENTRY in the search results.

4. Click ADD at the top of the page

5. Enter a brief description in the GENERAL DESCRIPTION box. If the amount
of the PO requires Board approval, include the Board approval date in
the General Description (ex: Bd Approved 6/2024)

21
 6. In the VENDOR field, click the 3 dots to search for your vendor

7. Type in part of the vendor’s name and include an asterisk ( * ) at the end
of the vendor name. ***If the vendor status is “S” please request a W-9
from the vendor; and contact Christy Tidwell if more information is needed
about the vendor. Once you have received the W-9 from the vendor,
please forward it to Christy at [email protected].***
8. Hit ENTER
9. Click on the name that matches your vendor and click ACCEPT
10. Click ACCEPT again
11. This will take you to the LINE ITEMS page. Click ADD
12. Enter a full description in the DESCRIPTION box.
13. Tab down to the QUANTITY field and enter the quantity.
14. Enter the UNIT PRICE
15. If shipping charges will be paid, enter those in the FREIGHT box
16. Tab down to the ACCOUNT field
17. Enter the entire account number
18. Tab once more
19. Click ACCEPT
20. Click BACK
21. Click RELEASE
22. You will receive an email when the requisition converts to a purchase
order.

**Amazon, Staples, Walmart, and Hobby Lobby orders are done a little different
than all other vendors. These directions are found on another pages.

22
Amazon and Staples Orders:

1. In Munis, go to Requisition Entry

2. Click ADD
3. In VENDOR field, type in 27051for Staples or 2221 for Amazon and hit TAB
4. Check the shipping information and make sure it is set to the right location
5. Click ACCEPT in the top left corner
6. Click LINE ITEMS in the top right corner
7. Click SHOP ONLINE in the top middle of the screen
8. Highlight STAPLES or AMAZON and click ACCEPT
9. This will take you to the Staples/Amazon website. Create your cart as you
would normally with items you wish to purchase.
10. If you are ordering from a wishlist shared with you, click on the LISTS drop
down at the top right of the page. Click on their list and add all items to
your cart.
11. When your cart is complete, click SUBMIT
12. Close the tab that the Staples/Amazon website was on and you will be
back in Munis
13. Click CONTINUE in the top left corner
14. Click MASS ALLOCATE in the top middle of the screen
15. TAB once and enter the correct account number
16. TAB again
17. Click ACCEPT then PROCESS at the top
18. Click BACK twice
19. Click RELEASE
20. You will receive an email when the requisition converts to a purchase
order.

The requisition will now go through normal Munis workflow to be approved.

Once it is approved and converts to a purchase order, it will automatically order
your items from Staples or Amazon.

You will not receive an invoice for these orders, they automatically send them to
Finance. Just make sure to receive the order in Munis once all items have come
in.

23
Walmart and Hobby Lobby Purchases

Walmart Vendor #2345

Hobby Lobby Vendor #11470

For Walmart or Hobby Lobby purchases, we must purchase in store – not

online. To start this process, create a PO with an estimated amount. You
will create the requisition the same way as any other except for 1 change:
x When you are first entering the requisition, select that you will
receive by AMOUNT instead of QUANTITY.

When the requisition converts to a PO, you can go to the store and make
your purchase. Be sure to take

x Copy of the PO
x Walmart or Hobby Lobby card (ASC’s card is kept in Finance)

After your purchase is complete, return the card to Finance and receive
the PO in Munis. Be sure to enter the actual amount on the receipt when
you receive in Munis. Send a copy of the receipt to Kristal Chavez with
the PO number written on it.

24
Pick Ticket – Ordering from TCSS Central Supply (Custodial Supplies)

The Central Warehouse has an inventory of Custodial Supplies for schools and
buildings to order for delivery. Items will be added periodically to the inventory.
Inventory available for ordering through Pick Tickets as of 08/01/2024 includes:

Item # Item Name Unit

2501 Jumbo toilet tissue Case
2502 Cafeteria trash bags (36x47) Case
2503 Center pull paper towels Case
2504 Dispenser hand soap Case
2505 Multi-purpose trash bags (23x31) Case

Instructions:

1. Go to Requisition Entry
2. Click ADD
3. Enter a GENERAL DESCRIPTION
4. In the VENDOR field, enter “201” for Central Purchasing

5. Click ACCEPT
6. This will bring you to the Line Item Screen. Click ADD.
7. Enter the desired Item # in the ITEM field then hit ENTER.
8. Click ACCEPT on the next screen.
9. The Line Item info will automatically populate in the Description and
change the Type to Pick Ticket.

25
10. Tab through the fields until you reach the QUANTITY field. Enter the
desired quantity.
11. Tab through to ACCOUNT NUMBER. Enter the account number to be
charged. Please note that this will NOT come out of your supply account.
Each school/location will have its own Custodial Supply account, which is
part of the Custodial Cost Center. It will be used to track the amount of
supplies each location is ordering/using.
x Your account number will be: 100-0000-2600-561000-location #-26541-
x Example: Callaway Elementary School’s account number will be
100-0000-2600-561000-0109-26542-.
12. Click ACCEPT, then BACK to return to the Main screen.
13. Click RELEASE to send the ticket through approval workflow.
14. Contact Environmental Services to check on the status of the pick ticket
item deliveries at Ext. 6312.

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Blanket/Open Purchase Orders

A “blanket’ or “open” PO will be needed if you do not yet know the exact total
needed for your purchase or if you have a recurring expense that you will
receive on a regular basis.

For example:

x a monthly subscription
x services that are billed quarterly
x services that are billed as they are incurred

Create a requisition as you normally would. The only differences will be that you
will need to include OPEN PO or BLANKET PO in the General Description field and
you must check the box to receive the PO by AMOUNT rather than by quantity.

OPEN PO for Shredding Services

If you are creating this PO because the exact total is not known, once you get
to the line items page:

x enter a description in the DESCRIPTION field

x Enter a QUANTITY of 1
x Enter an estimated amount in the UNIT PRICE field. This amount can be
higher than the actual total, it’s better to have it higher than the actual
total than lower.
For recurring expenses:

x enter a description in the DESCRIPTION field

x Enter a QUANTITY of 1
x Enter the total amount expected for all invoices in the UNIT PRICE field.

When the purchase is complete or as invoices come in, receive on the PO as

normal. Be sure to forward any invoices to Kristal Chavez with the PO number
written on them. When there will be no other purchases or invoices coming in,
let Kristal know that it is ok to close the PO.

27
 Checking Requisition Status

1. Log in to Munis
2. Go to REQUISITION ENTRY
3. Click on SEARCH
4. Type the requisition number in the REQUISITION NUMBER field
5. Hit ENTER
6. Scroll all the way down to the bottom of the page and click on
APPROVERS
7. There are different steps of the workflow (10, 11, 20, etc.). Beside each
step it will list COMPLETED, NOT STARTED, or IN PROGRESS. Find the step
that says IN PROGRESS, that is the step that the requisition is currently on.
8. Click on the arrow next to the number on the IN PROGRESS step, then click
on the arrow next to the ALL APPROVERS FROM… step.

Click this arrow first.

Then click this arrow.

9. You will see where the requisition is in the approval process. The requisition
is awaiting the approval of that person before it can move forward.

28
Receiving Purchase Orders

When all items on the purchase order have been received, you will need to
receive them in Munis before payment can be submitted.

1. Log in to Munis
2. Go to PURCHASE ORDER RECEIVING
3. Type the PO number in the box at the top of the page and hit ENTER
4. When the PO pops up, click on the PO number that shows up in blue
5. Out to the right of each line item, there are empty boxes under the
Receiving column. Click in that box for each line item and type in the
amount/quantity received.
6. Click SAVE at the bottom right of the page
7. You will now need to send a copy of the invoice to Kristal Chavez. Make
sure the invoice has the PO number on it.

29
Account Inquiry (Checking Balances on Accounts)

In Munis you are able to pull up any of your accounts to see their budgeted
amounts, what has been spent out of them, and what the balances are.
Log in to Munis and search for Account Inquiry

Once the Account Inquiry page comes up, click SEARCH.

If you are looking up information for one specific account, type that account
number in the ACCT field. Make sure to include an asterisk (*) after the account
number then hit ENTER.

From here, you can see amounts for a 4 year span, be sure that you are looking
at the correct Fiscal Year column for current amounts. You will see budgeted
amounts, actual (spent) amounts, encumbrances, and available balances. To
see more details about any amount, click on the yellow folder beside that
amount.
To see information about all of your accounts:
x Click on SEG FIND from the top menu

x Type your cost center in the COST CENTER field and hit ENTER
x This will show all account information for any account number ending with
that cost center.
x In the bottom left of the screen, there are arrows that allow you to go
through all of the accounts for that cost center.
x Choosing TOTALS from the top menu will combine all accounts in your
cost center together to show your total budget and account spending.

30
Purchase Order Change Orders

If you need to change any information about a purchase order, you will need to
submit a change order. You cannot submit a change order if the PO has been
fully received and closed.

In Munis, search for Purchase Order Change Order, then click on Purchase
Order Change Order.

To change vendor or shipping information:

x Click SEARCH at the top of the screen

x Type the PO number in the PO number field and hit ENTER.
x Click UPDATE at the top of the screen.
x Make the changes needed
x If there are no other changes, click RELEASE.

The PO will go back through workflow to be approved. You should receive

an email when the approval process is complete.

To change item description, amount, quantity, or account number:

x Click SEARCH at the top of the screen

x Type the PO number in the PO number field and hit ENTER.
x Click on LINE ITEMS at the top of the page.

x Click UPDATE at the top of the page.

31
 x In the description field, you will need to add a brief description about
why you are submitting this change order (increase quantity ordered,
amount increase, account number change, etc.)
x Hit TAB after typing the description.
x This will bring you to the pricing section. This is where you can change the
quantity or amount and you will see a CURRENT column and a NEW
column. You will type the new information in the NEW column.

x To change the account number, scroll down to the account number and
highlight what is currently in that field and hit DELETE.
x Type in the correct account number.
x Click ACCEPT.
x Click BACK.
x This will bring you back to the original page for the PO. Click RELEASE.

The PO will go back through workflow to be approved. You should receive an

email when the approval process is complete.

32
PNC Bank Card/Requisitions

x You should always create a purchase order first before using the credit card.
x If a vendor is in Munis, a purchase order should be used for payment, not the
credit card. If the vendor accepts purchase orders but they are not in Munis,
contact the company and ask for a copy of their W-9. Forward the W-9 to
Christy Tidwell and she can add them to Munis.
x Credit cards are typically only used for vendors who don’t accept purchase
orders and for travel (when a PO has been created beforehand).
x Make sure the business does not charge taxes! Take a copy of our tax exempt
form to be safe.

To create a requisition using the PNC card:

1. Use vendor #2042 (PNC Bank) or vendor #1427 if using Internal Funds
(Student Activity).
2. Put the actual vendor name in the description line. The PO can only be
used with one vendor.
3. Receive the PO in Munis as soon as its converts to a PO.
4. Send the invoice, receipt, or hotel folio to Kristal Chavez-Gonzalez in
Finance with the PO number clearly written on it.

33
PNC Portal

When you use the credit card, make a note to start checking the PNC website
for the purchase to post to the credit card statement. Once the
purchase/expense posts, you will need to add the PO# to the purchase so that
Finance knows which purchase goes with which PO. To do this:

x Log in to the PNC online portal. If you don’t have login information, Kristal
Chavez can help with this.
x If you have expenses that need attention, they will show up as a red
number on your main PNC page.

x Click on the red number and all of your purchases with that card will show
up.
x On the far right of the screen, there are arrows ( > ) beside each expense.
x Click on each of those and the box will pop up for you to add the PO
number.

x Click in the box that says “A required code is missing” and add the PO
number for that expense.
x Click the UPDATE button then the COMPLETE button at the bottom of the
page.

You should login to your PNC portal AT LEAST once a month to make sure all of
your purchases have been assigned a PO number and that there are no
fraudulent charges on your card.

If you need to use your card for travel, it is a good idea to check the balance
on your card before you leave to make sure there are enough funds to cover
your expenses. If you need to request a credit limit increase, contact Kristal
Chavez.

34
Adding Attachments into Munis

When you have back-up information for a purchase order, you will need to scan
those into Munis. **Do not scan invoices into Munis, send those to Kristal Chavez
for general funds or Brandi Sheppard for Student Activity funds.

1. Scan or download the file that you would like to attach and save it to your
computer.
2. In Munis, go to REQUISITION ENTRY to attach to a requisition or PURCHASE
ORDER INQUIRY to attach to a purchase order.
3. Click SEARCH
4. Enter the requisition number or PO number in the correct field
5. Click ACCEPT or hit ENTER
6. Click on the down arrow beside the ATTACH icon.

7. Click on OPEN TCM

8. Click on the PLUS SIGN in the top left corner

9. Click on the IMPORT icon

35
10. Click on CHOOSE FILE
11. Find the file that you would like to attach and click OPEN
12. Click IMPORT
13. Click the SAVE icon

36
Checking Payment Status of a Purchase Order

Before a PO can be paid, the PO must be received on in Munis and an invoice

but be turned into the Finance Department.

1. Go to PURCHASE ORDER INQUIRY in Munis

2. Click SEARCH
3. Enter the PO number in the PO Number field
4. Click ACCEPT or hit ENTER
5. You can see if the PO has been received on by looking at the RECEIVING
and INVOICES buttons on the main Purchase Order Inquiry page.

If the folders on these buttons are yellow, then the PO has been received
on and there is an invoice on file.
6. If the folder on the INVOICES button is yellow, click on that button to see
payment information.

Here you can see the:

x Invoice number
x Invoice date
x Invoice amount
x If the invoice has been paid
x The check number
x The check date
x If the check has cleared and the date it was cleared.

37
Printing a Purchase Order

1. Go to PURCHASE ORDER INQUIRY in Munis

2. Click SEARCH
3. Enter the PO number in the PO Number field
4. Click ACCEPT or hit ENTER
5. Click on the down arrow beside the ATTACH icon.

6. Click on OPEN TCM

7. The PO should pop up on your screen.
8. Click on the PRINT icon.

38
Checking the Status of Requisitions and POs
Once a month, you should be checking the status of your requisitions and POs.

For requisitions:

When you release requisitions, they will have a RELEASED status. If you create a
requisition but never release it, it will stay in CREATED status. Also, if that
requisition is released but rejected, it will stay in REJECTED status if you don’t
update it and re-release it.
Requisitions in CREATED or REJECTED status need to be deleted once a month.

1. Go to REQUISITION ENTRY in Munis

2. Click SEARCH
3. Enter your department in the DEPT/LOC field and the fiscal year in the
FISCAL YEAR field.
4. Click ACCEPT or hit ENTER
5. Click BROWSE

6. This will show all requisitions entered from your department for that year.
7. Scroll through and see if there are any requisitions that say CREATED or
REJECTED in the STATUS column. If there are, you can click on those lines
and click DELETE on the next screen that comes up.

**If any requisitions say ALLOCATED, those have been created but were
never released. You can either RELEASE the requisition if it’s still needed or
delete if it’s no longer needed.

39
For purchase orders:

Purchase orders that have not been paid will show as a PRINTED status. At the
end of the year, we cannot have any POs in a PRINTED status. Instead of waiting
until the end of the year to clean these up, it’s much easier to check them
monthly.

1. Go to PURCHASE ORDER INQUIRY in Munis

2. Click SEARCH
3. Enter your department in the DEPT/LOC field and the fiscal year in the
FISCAL YEAR field.
4. Click ACCEPT or hit ENTER
5. Click BROWSE

6. This will show all POs that have been from your department for that year.
7. Scroll through them paying attention to the STATUS column.
8. Look over all POs in the PRINTED status and see if there are any that you
have received already that can be closed. Keep in mind that they must
have an invoice on file before they can be paid and/or closed. If so,
email Kristal Chavez and let her know that they are Ok to close.

40
Student AcƟvity
Processes and Procedures……………………………..42
ACE Procedures………………………………………….45
Munis Student Activity Module………………………..46
Student Activity Action Codes………………………..62
Athletic/Activity Health Insurance……………………63

Bookkeeper Training Manual

 Student Activity Processes and Procedures

1. Student Activity funds should benefit those students/activities who have contributed to the accumulation
of such funds. Any profits left over after all income and expenses have been processed can only be used to
the direct benefit of the student/activities in which the money was collected. Staff meals, staff apparel,
staff incentives, etc. should not be purchased with any funds collected from students.
2. The purchase of gift cards, gift certificates or any other type of monetary gift from Student Activity
accounts is not allowed for any purpose.
3. Purchase Orders should be entered and the workflow process completed before any orders are made to
vendors. If orders are being placed without Purchase Orders, the Principal/Director should be notified
immediately. It is recommended that any monthly or reoccurring, such as Parmer Water, Shred-It, etc.,
have an open or blanket Purchase Order entered either annually or quarterly.
4. If a Purchase Order amount needs to be updated due to price increases, shipping, etc. please have your
Principal/Director approve and I can update the PO in Munis.
5. All invoices should have the Purchase Order listed, and the invoice date should be later than the Purchase
Order date. If an order it placed without an approved Purchase Order, the Payment Request without PO
Form/Direct Entry Form must be completed and signed by the Principal/Director. An explanation is
required on this form and will be reflected on future audits.
6. When entering a Purchase Order, please fill out the General Description field on the main page with as
much detail as possible.
7. If paying another school’s internal account, please submit this on a Transfer Form. Payments to any of the
schools in our district should not be submitted via a Purchase Order or Direct Entry form.
8. If entering a Purchase Order to use the PNC Credit Card, make the Purchase Order out to vendor #1427
(Troup County Board of Education) and list the name of the vendor in the General Description field.
9. Use vendor #51000 (Troup County Board of Education – Payroll) when paying for payroll related items
such as supplements, game workers, etc. Please include FICA and MEDI amounts and code accordingly
on the Purchase Order.
10. Use vendor #215 (Troup County Board of Education-Transportation) when paying the Transportation
Department for trips. Please contact Transportation if you are not receiving email notification when trip
invoices are issued.
11. Publix, Dominos and Cracker Barrel do not accept our Purchase Orders. If you need something from one
of these vendors, you must enter a Purchase Order for the total amount and then request a check to take to
the store.
12. For Sloppy Pig purchases use vendor #33 Smith, Donald. Please be aware this vendor requires payment
upon delivery. You will need to submit the invoice to Finance in enough time to process payment in the
weekly check run.
13. If using Hobby Lobby, you will have to enter a PO and then contact Vicky Peay to pick up the physical
Hobby Lobby credit card at Central Office.
14. Since Student Activity does not currently have the Receiving option, you will have to notify Gina Larry
that your orders have been received and are ready to pay. You can email Gina or send a note through the
courier.
15. Payments are issued on invoices only. Vendors will not be paid by quotes, statements, packing slips, etc. If
you receive an invoice at your location, please promptly send it to my office via email or courier.
42
16. One-Time Pay Vendors should only be used for vendors that will not be used more than one time, e.g.
Parent Refunds. Proper backup must be included to process.
17. Employee reimbursements must be pre-approved by the Principals and should be completed on the
Employee Expense form. Proper backup is required and must include detailed receipts that show the items
purchased and the transaction date. Taxes are not reimbursable.
18. Checks are run weekly and are available for pickup or mail out on Fridays. (SUBJECT TO CHANGE)
The cut off for invoices to be included is Tuesday at noon. Invoices received after the cutoff will be
processed the following week. All checks are mailed out to the address listed in Munis. If a check needs to
be picked up or sent to a school, prior written notification is requested. Stop payments/re-issues of checks
is only done after 30 days has passed from the check date.
19. All deposits containing cash require 2 signatures on the deposit bag verifying the amount and should
immediately be sealed in a bank bag. Deposits should be kept in a locked safe until they are either given to
the courier or taken to the bank. Deposits should not be held overnight, unless they are being sent to the
bank via the courier. All money should be deposited in the bank as soon as possible.
20. Deposit slips should be processed in this manner:
x White and Pink - send both to the bank along with each cash/check deposit. The bank will attach
the completed deposit receipt to the pink copy and return to me.
o If you take your own deposits to the bank, please staple the bank receipt to the pink copy
before sending to me
o You should still continue to send associated backup to me for deposits, i.e. Gate
Admission logs, ACE receipt logs, etc.
x Yellow - schools can keep
21. When entering internal deposits:
In the DEPOSIT Field (located under amount)
Start with MSB (for all MySchoolBucks) and the date
Start with CAP (for all CAPS program deposits) and the date
All other deposits items please list the date that you complete the deposit slip

43
22. There should not be a petty cash system at any school/location. All money collected should be deposited
promptly and will be posted in Munis once the bank receipts are received.
23. MySchoolBucks payments should be entered in Munis separately by date and then send Gina Larry a copy
of the MySchoolBucks payment reports for each date. This process should be completed daily.
24. Returned checks are debited from the account in Munis they were deposited in and then sent back to the
school. The school should collect the funds via cash or money order. At this time, we do not charge any
additional fee for returned checks.

44
 ACE Procedures

1. Attendance should be entered daily in SSUI.

2. All payments should be applied to the student’s account the same day they are
received and dated as such in SSUI, this includes payments made online through
MySchoolBucks and payments received from Georgia CAPS.

3. DFACS/CAPS students should be coded to rate plan 2 in SSUI and their

attendance has to be entered and billed through the Georgia CAPS billing
portal. This needs to be done promptly as there is a grace period of only 30
days.

4. All money should be turned into the Bookkeeper daily and deposits prepared to
be taken to the bank. All deposits containing cash require 2 signatures on the
bank back verifying the amount and should be immediately placed in a sealed
bank bag. Deposits should be kept in a locked safe until they are given to the
courier or taken to the bank. Deposits should not be held overnight, unless they
are being sent to the bank via the courier.

5. Receipts should be entered into Munis daily for what was collected. Please enter
receipts against account ACE and use action code ACEMS. Payments from
MySchoolBucks should entered in Munis separately based on the date in
MySchoolBucks.

6. A copy of the SSUI receipt log for each cash/check deposit should be sent to
Gina Larry via the courier. A separate copy of the SSUI receipt log for each
MySchoolBucks deposit along with the MySchoolBucks Bank Deposit Report
should be sent to Gina Larry via courier.

7. When a check is returned, the ACE account in Munis will be debited for the
amount of the check. The check coy will be sent back to the school to collect
cash from the parent. The school should update the student account in SSUI.

8. At the end of each month, ACE Salaries and Benefits will be transferred from the
school ACE account to the Central Office ACE account to cover payroll costs.
These costs are based on the timesheets submitted to Payroll for your location.

9. All ACE programs must adhere to the requirements set forth by the State of
Georgia including but not limited to: annual onsite audits, separate background
checks, separate fingerprinting, CPR/First Aid training, continuing education,
etc. Please reach out to Elementary Curriculum with any questions regarding the
program requirements.
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 MEMORANDUM

TO: All Middle & High School Principals, Athletic Directors, and Fine Arts Directors
FROM: Dr. Scott A. Burckbuchler, Chief Financial Officer
CC: Andrew Calhoun, District Athletic Dir./School Safety Coordinator/HR Investigator
Gina Larry, Student Activities/System Bookkeeper
DATE: August 7, 2024
RE: Athletic and Activity Medical Insurance

Student Athletic Insurance will be provided by Team Assure for FY25. Information about the policies,
including claims processing, will be coming soon. The policies have a $0 deductible.
No changes will be made to the rates for FY25. The current rates, effective July 1, 2023, are as follows:

Activity Category (Middle & High School) Fee

High/Limited Contact Activities
Includes: baseball, basketball, competition cheer, flag $55
football, football, softball, soccer, volleyball & wrestling
Low/No Contact Activities
Includes: cheerleading (not competition), spirit team, color
$40
guard, cross country, dance team, fishing, golf, marching
band, majorettes/flag corp, swimming, tennis, track/field

Please be aware of the following situations:

1. All students participating in any GHSA recognized sport should pay the applicable Athletic Fee.
2. If a student is participating in more than one applicable activity and/or sport, only one fee
should be collected. Collect the highest fee that applies.
3. Any Activity (examples include band, drama and chorus) that has students traveling to a location
other than the Base School must collect the applicable fee for coverage. However, if an Activity
ONLY performs/competes at the Base School, then a fee does not need to be collected.
x For Example: A Marching Band attending football games (at Callaway Stadium or at any
“away” games DOES need to collect a fee. A Concert Band ONLY giving concerts at the Base
School DOES NOT need to collect a fee.
x Questions regarding whether or not a fee should be collected from a sport or activity can be
directed to Andrew Calhoun or the Finance Office.
4. Fees this year are based on the contact level of each activity (whether it is Middle School or High
School). Claims history will be reviewed each year to determine if changes in Activity Level or
Fees should be made. Each year’s fees will be presented to the Board in the scheduled May
meeting, and communicated to schools thereafter.

63
 PLEASE READ!
STUDENT ACCIDENT FORM (SAF)
PARENT/LEGAL GUARDIAN IS RESPONSIBLE FOR SUBMITTING THIS FORM WITHIN
90 DAYS FROM THE INITIAL DATE OF INJURY!
DO NOT WAIT FOR THE PROVIDER(S) TO BILL YOU BEFORE SUBMITTING THIS FORM!
This form must be completed in its entirety and submitted to ADL Risk Services (ADL) on or after the date of injury, and no later than ninety (90) days from the initial date of injury, to avoid denial of
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insurance before filing it with the ADL. Please provide all medical providers where treatment was or will be received with the billing address and contact information for ADL Risk Services, such as
your secondary, excess, student accident medical insurance, to be billed directly once any applicable primary or other insurance has been paid. The medical provider must submit the HCFA 1500
and/or UB-IRUPDORQJZLWKWKH([SODQDWLRQRI%HQHILWV (2% IURP\RXUSULPDU\LQVXUDQFH3OHDVHUHDGWKH,QVWUXFWLRQVIRU)LOLQJ0HGical Claims for Accidents carefully before submitting this
form or filing any claims. Instructions for filing the claim are included with the student accident form that has been provided to the School District(s).

NOTE: To avoid denial of your claim(s), please ensure that you meet the above and following criteria. Medical treatment must begin within 30 days of the initial date of injury by a licensed
SK\VLFLDQ 2UZLWKLQKRXUVLIHPHUJHQF\URRPWUHDWPHQWLVUHTXLUHG (DFKLQMXU\KDVDEHQHILWHOLJLELOLW\SHULRGRIRQH year (52 weeks). All medical claims must be filed as soon as possible and
no later than 180 days after the injury benefit period ends, or your claim(s) will be denied. Student Accident Plan benefits are limited and may not provide 100% coverage, especially if your primary
LQVXUDQFH V DQQXDO GHGXFWLEOH RU FRLQVXUDQFH UHTXLUHPHQWV KDYH QRW EHHQ PHW 7KLV LV D 6WXGHQW$FFLGHQW ([FHVV %HQHILW 3ODQNOT a comprehensive health insurance plan/policy for major
medical expenses or an alternative to a health insurance plan/policy for major medical expenses. Keep a copy of this form for your records.

Section 1: School Notification of Injury Report Section 2: Student Insurance Information

(Section 1: Must be completed and signed by an Authorized School official) (MUST be completed by the parent/legal guardian. If the student doesn’t have insurance, write "None")
School District Name (Plan holder): School District Plan ID/Policy#: Is the student covered by any other insurance plan/policy, either as a dependent or under
752833&2817< <6'*$ *$ a group, individual, auto, medical, or liability policy? ƒ Yes ƒ No
Name of school attended: School Phone: Policyholder's Name:
Insurance carrier: Policy/Plan No:
Injured Student's Name (First Name, Middle Name, Last Name):
,VWKHVWXGHQWFRYHUHGE\ERWKSDUHQWJXDUGLDQLQVXUDQFHSODQV"Ƒ<HVƑ1R
(If yes, add policyholder's insurance information (2) below.)
Social Security# (Last Four):
ප Male Date of birth: Age: Insurance Company Name (2):
ප Female Name of the insured (2): Policy/Plan No.:
Grade:
Date of injury: Injured body part(s): ƒ left ƒright Is the above insurance a Medicaid or other government insurance?
ƒ <HVƒ1R
,IWKHDQVZHULV<(6HQWHUWKHSROLF\SODQQXPEHUDERYH
Place of injury: Name of the activity or sport:
Time of injury:
ප A.M. Ƒ P.M Section 3: Parent/Guardian Statement
(Sections 2 and 3 MUST be completed by the parent/legal guardian)
$WWKHWLPHWKHLQMXU\RFFXUUHGZDVWKHDFFLGHQWZLWQHVVHG"Ƒ<HVƑ1R Father/Legal Guardian's Name: (Please write legibly)
If so, by whom?
At the time of the accident, was the student engaged in an activity sponsored and supervised by Father/Legal Guardian's phone no: Father/HJDO*XDUGLDQ(PDLO
the Plan Holder? Ƒ<HVƑ1R
Father*XDUGLDQ(PSOR\HU
At the time of the accident, was the student traveling to or from a school activity? Ƒ<HVƑ1R Does the father/legal guardian work? Ƒ<HVƑ1R
How did the injury occur? (Explain in detail) Mother/Legal Guardian's Name: (Please write legibly)

Mother/Legal Guardian phone no.: 0RWKHU/HJDO*XDUGLDQ(PDLO

School Official (printed): Phone: Mother/HJDO*XDUGLDQ(PSOR\HU

Does the mother/legal guardian work? Ƒ<HVƑ1R

Title: Email: Parent/legal guardian's mailing address (address, city, state, zip code):
School Official's Signature: Date signed:

Section 4: AUTHORIZATION OF MEDICAL INFORMATION AND ASSIGNMENT OF BENEFITS

Must be signed by Parent/guardian.
AUTHORIZATION OF HEALTH INFORMATION AND ASSIGNMENT OF BENEFITS: I authorize any health care provider, medical facility, physician, insurance company, or
organization to provide, upon request of ADL Risk Services, LLC or the underwriting companies with which it works, information it may possess, including findings and
treatments rendered, and copies of all hospital and medical records of professional services and hospital care rendered in my name. The foregoing authorization is granted with
the understanding that any legal rights you may normally have to claim communications between us as privileged are expressly and voluntarily waived. A photocopy of this
authorization will be considered as valid and effective as the original. Payments will be made to service providers, unless a paid receipt/statement accompanies the submission
of the medical claim. Any person, who knowingly and with intent to harm, defraud, or deceive any insurance company, files a statement of claim containing any
false, incomplete, or misleading information, is guilty of a felony.
STUDENT NAME (in print): PARENT/GUARDIAN SIGNATURE: DATE SIGNED:

ATTENTION: SEND THIS FORM AND MEDICAL CLAIMS TO:

ADL RISK SERVICES, LLC, Plan Administrator
32%R[
3LNH5RDG$/
Phone: 844.350.9897 භ Secure Fax 334.649.7901 භ Email: [email protected] භWebsite: http://adlrs.com 64
Compulsory
11revsaf0724adlrs
 ACCIDENT MEDICAL CLAIM FILING INSTRUCTIONS
ADL Risk Services, Plan Administrator
32%R[3LNH5RDG$/ P: 844.350.9897 Secure Fax: 334.649.7901
Email: [email protected] Website: http://adlrs.com
*Please read these instructions fully, carefully and thoroughly prior to submission of any forms or claims in order to avoid a denial of your claim(s). *

Accident Form Submission Process & Eligibility Requirements

™ Complete the required Student Accident Form (“SAF”) and submit to ADL Risk Services (“ADL”) as soon as possible or no later than 90 days after the initial
accident/injury date to establish the claim. (One SAF form per injury.) Do not expect or assume this form to be submitted by another individual (i.e.,
school rep, medical provider, etc.). ULTIMATELY, YOU, THE PARENT/GUARDIAN, IS RESPONSIBLE FOR PROVIDING THE PROPER
DOCUMENTATION. The school and parent or guardian should also keep a copy for their own records.

¾ Obtain the most current form from your school or from ADL’s website.
ƒ SECTION 1: to be completed and signed by the designated school official as soon as possible after the injury occurs.
ƒ SECTION 2 and 3: to be completed by the student’s parent or guardian.
ƒ SECTION 4: Must be completed and signed by the parent or guardian. Signing the line for authorization allows ADL to communicate with
the provider(s)/facilities concerning your claim.
ƒ Do not wait to be billed by the medical provider before you submit the SAF.

Incomplete SAF’s along with late submission is the most frequent reasons why claim payments are delayed. If you are not
able to obtain your school’s Plan ID#/Policy No. from your school’s representative, please contact ADL to obtain it. If the injured student has no insurance
available, state “no insurance” or “none” in the applicable field(s).) ALL fields must be completed accurately, signed and dated by the individuals as indicated on
the form. Claims will be denied, if the SAF is not completed accurately and as indicated in the instructions. A copy of the SAF should be sent to ADL Risk
Services as soon as possible so that any eligible medical claims related to the injury does not result in delayed approval for processing. If the SAF is submitted
after 90 days from the initial accident/injury date, YOUR CLAIM WILL BE DENIED and you will need to file an appeal for reconsideration.

™ Quick Claim Eligibility Criteria Checklist (ALL are requirements in order for your claim to be eligible for reimbursement/payment.)
¾ Accident/Injury occurred during school hours or while in attendance at a school associated/sponsored and supervised activity or event.
¾ Student Accident Form completed accurately and submitted as soon as possible. (No later than 90 days after the initial injury date.)
¾ Treatment for the injury/accident must begin within 30 days of the initial injury date by a licensed medical doctor, or your claim will be denied. (Emergency
Room treatment must occur within 72 hours of the initial injury date in order to be eligible for reimbursement.)
¾ All treatments or services related to the covered injury must have occurred within the 52-week period following the date of injury. Any treatments or
services occurring after this 52-week benefit period will not eligible for reimbursement/payment and will be denied.
¾ Your primary insurance and any other available insurance must process the claim first prior to submission to ADL; otherwise, your claim will be denied.
[*Exception: For Medicaid and Tricare, ADL should be billed as the Primary (first payor)]
¾ Medical claims related to the student accident for all treatments or services provided during the 52-week coverage period, but submitted to ADL AFTER
the 52-week coverage period has expired, must do so within 180 days from the benefit expiration date or they will be denied.
¾ All required documents, forms, and receipts, as outlined in the Claims Processing Instructions section on page 2 of these instructions, have been
completed or obtained for submission to ADL.
™ Provide all medical providers/facilities with a copy of the SAF, ADL’s billing address and contact information (at the top of this form) as your secondary/student
accident medical, full excess, insurance claims processor, and ask them to bill us directly once all other available insurances have been filed. (See Claims
Processing Instructions section on the following page, if the provider does not wish to file with ADL directly OR if the parent/guardian is seeking
reimbursement for eligible out-of-pocket expenses.)
™ Read carefully and follow the Claims Processing Instructions on the following page, as well as the additional information provided below.

Other Important Information

ƒ This benefit plan is a student accident, full excess insurance plan, which means that benefits are provided after all valid and collectible insurances have
processed the medical claim. It is not a comprehensive, major medical health insurance plan, nor an alternative for major medical health insurance plan/policy;
benefits are limited and may not cover 100% of your out-of-pocket expenses, especially if you have not met your primary insurance’s annual deductible or other
out-of-pocket requirements. All submitted claims are subject to the Plan terms, conditions and benefits, as outlined in the coverage selected by the Planholder
(your school or school district).
ƒ Dental Injuries: This plan covers accidental injury to sound, natural teeth only. Primary dental and medical insurance should be filed first prior to filing with
ADL, with the exception of Medicaid and Tricare.
ƒ Physical Therapy: When related to rehabilitation after a surgical procedure, up to 25 visits are eligible for coverage. If visits are not surgical related, a
maximum of 10 visits are eligible for coverage/reimbursement.
ƒ Concussion Visits: A maximum of 3 visits are eligible for coverage/reimbursement.
ƒ Prescriptions/Medications: Out-of-pocket costs that are not reimbursable by primary insurance for prescriptions prescribed by the medical provider overseeing
the student’s treatment may be eligible for reimbursement. An itemized pharmacy bill must be provided. Cash register receipts only are NOT acceptable.
ƒ This student accident benefit plan does NOT cover COVID-19 related medical expenditures.

65
 Claim Processing Instructions
The processes outlined below should be followed, if the remaining Claim Eligibility Criteria (Page 1) have been completed.

Who is filing for reimbursement/payment?

Medical Parent/Guardian
Parent/Guardian
Provider/Facility (Responsible Party)
(Responsible Party)
filing directly to filing on behalf of
filing directly to
ADL Risk Services, LLC (ADL) Medical ADL Risk Services, LLC (ADL)
(where services/procedures were Provider/Facility
provided to the student/athlete)
This option should be utilized if the
This option should be utilized when a parent/guardian has paid for benefits
This option is utilized when the medical medical provider wishes not to file the eligible services or supplies out of pocket
provider or facility will be submitting/filing claim with ADL directly or has "balanced and wishes to be reimbursed directly.
the claim directly to ADL for payment. billed" the parent/guardian after primary
insurance has paid their portion.
The parent/guardian must contact the
medical provider/facility where services were
In addition to the claim information above, the provided to obtain the HCFA 1500/ UB-04
primary insurance Explanation of Benefits The parent/guardian must contact the
medical provider/facility where services claim form(s) and submit to ADL.
(“EOB”) must also be submitted to us.
were provided to obtain the HCFA 1500/ UB- (Note: The HCFA 1500/UB-04 claim form details diagnosis
04 claim form(s) and submit to ADL. and service/procedures codes (CPT/HCPCS) as well as line
item charges that are needed in order to process your claim.)
(Note: The HCFA 1500/UB-04 claim form details diagnosis
and service/procedures codes (CPT/HCPCS) as well as line 'Balance Due', 'Itemized Statement of Charges', 'Billing
Any eligible payment(s) will be sent directly to item charges that are needed in order to process your claim.) Summary', etc., does NOT provide all the necessary
the medical provider/facility along with an information in order to properly apply benefits.
'Balance Due', 'Itemized Statement of Charges', 'Billing
updated EOB. Summary', etc., does NOT provide all the necessary If you are having difficulty obtaining the HCFA
A Denial will be issued for non-covered expenses information in order to properly apply benefits. 1500/UB-04 claim form(s) from the medical
or if any of the required documentation was not If you are having difficulty obtaining the provider/facility, please contact us directly at
submitted or any of the eligibility criteria have HCFA 1500/UB-04 claim form(s) from the 844.350.9897 or email [email protected] for
not been met. medical provider/facility, please contact us further assistance.
directly at 844.350.9897 or email
[email protected] for further assistance.
In addition to the claim information above,
primary insurance Explanation of Benefits
The medical provider/facility must be
(“EOB”) must also be submitted to us.
provided with ADL's Billing Information as In addition to the claim information above,
your secondary student accident insurance primary insurance Explanation of Benefits
provider in order to file the claim, AFTER your (“EOB”) must also be submitted to us.
primary insurance has been processed/paid. Itemized/detailed supporting receipts (line
item detail) or a patient statement showing
what and how much was paid/is to be
Any eligible payment(s) will be sent reimbursed must be submitted.
directly to the medical provider along with
The medical provider should submit completed an updated EOB.
claim form(s) (e.g., HCFA 1500, UB-04) with A Denial will be issued for non-covered
detailed information of the services and A Denial will be issued for non-covered
expenses or if any of the required expenses or if any of the required
procedures with all applicable diagnosis, billing documentation was not submitted or any of
and service codes (CPT/HCPCS). documentation was not submitted or any of
the eligibility criteria have not been met. the eligibility criteria have not been met.

If you have any questions regarding eligibility or what is needed to process your claim after careful review of this document, please do not
hesitate to contact us! Please have your claim information ready in order for us to provide you with prompt assistance!

Phone: 844.350.9897 or Email: [email protected]

66
Munis Employee Self Service (ESS)
Log In Information……………………………………….68
Changing Your ESS Password………………………….69
ESS Features……………………………………………….70
x View Paystub
x Paycheck Simulator
x Update Personal Information
x Change Your Name
x Direct Deposit
x State and Federal Tax Withholding

Bookkeeper Training Manual

Munis ESS Login

The link for Munis ESS is found on our website, troup.org, under Quick Links >
Employees > Munis Employee Self Service. Then click on the orange link around
the middle of the page.

On the Self Service main page, click on LOG IN in the top right corner.

Your login should be:

Username – 5 digit employee ID number (if your ID number is 4 digits, add

a zero to the beginning.
Password – the last 4 digits of your social security number

If you have trouble logging in, contact Vicky Peay in Finance.

68
Changing Your Munis ESS Password
1. Log into Munis ESS using your employee ID and your current password.

2. Click on the User Menu in the top right corner. Then click MY ACCOUNT.
1

3. Click on CHANGE PASSWORD.

4. Enter your current password and what you want your new password to
be. Then click CHANGE.
** Email Vicky Peay to have your password reset if you forget it. Munis will not
send you an email to reset your password.

69
 Munis Employee Self–Service
Make sure you are taking advantage of all of the features offered
within the Munis Employee Self-Service!

i View Your Check Stub

Login to ESS > Pay/Tax information

i Paycheck Simulator– Making a change and want to see how it will affect your check?
Login to ESS > Pay/Tax Information > Paycheck Simulator

i Update Contact Information– Make sure this stays up-to-date if you move!
Login to ESS > Personal Information > Contact > Click Edit and Make Change

i View Your W-2

Login to ESS > W-2 > Choose Year and Click View W-2 Image to print

i W-2 Tax Form Delivery– Choose how you receive your W-2!
Login to ESS > Personal Information > Tax Form Delivery > Choose Method

i Change Your Name

**You MUST attach new Social Security card for this change to be made!**
Login To ESS > Personal Information > Add/View Changes > Add a Change

i Change Your Direct Deposit

Login to ESS > Pay/Tax Information > Direct Deposit > Add or Edit > Check Box > Submit i
Change Your State and Federal Tax Withholding
Login to ESS > W-4 > Edit > Make Change > Check Boxes > Submit

70
Travel
General Travel Information…………………………....72
Entering Expense Claims……………………………….74
Allocating Expense Claims…………………………….76
Hotel Reservations……………………………………....77

Bookkeeper Training Manual

Meal Allowances in Georgia (Effective February 1, 2022)
Website Reference - https://sao.georgia.gov/travel/state-travel-policy

NOTE - Travel Days (First & Last) are calculated at 75%

Breakfast = $9.75 Lunch = $10.50 Dinner = $17.25

Meal Allowances Out of Georgia

Website Reference - https://www.gsa.gov/travel/plan-book/per-diem-rates

Enter City and State OR the Zip Code to view the perspective rates

72
Mileage Rate Updates (Effective January 3, 2025)

Effective Jan 1, 2024, the following rates are applicable to travel that occurs on or after that date:
Tier 1 Rates:
Automobile $ 0.70 per mile
Motorcycle $ 0.68 per mile
Airplane $ 1.75 per mile

Tier 2 Rate: $ 0.21 per mile

Tier 1 Rate: When it is determined that a personal motor vehicle is the most
advantageous form of travel or if a fleet vehicle is not available.
Tier 2 Rate: If a fleet vehicle is available, and its use is determined to be the most
advantageous form of travel, but a personal motor vehicle is used.
Website Reference - https://sao.georgia.gov/travel/state-travel-policy
Expense Reports
x Only 240 day employees can enter an online expense report
x All other employees should submit a paper expense report
x Always attach the hotel folio to the expense report
x Receipts are required for parking, baggage fees, taxi fees, etc.
x Please use your legal name and employee number when completing the
expense report
x If your mailing address has changed please notate this on the expense report
x If an expense report is paid with General funds and Internal funds please create
two separate documents
x Expense reports should be submitted monthly to avoid missing the 60 day
deadline

73
Entering Expense Claims

1. Go to troup.org and click on the STAFF drop down box. Select MUNIS EMPLOYEE
SELF service.
2. Click on the MUNIS EMPLOYEE SELF SERVICE LINK.

3. Click on LOG IN in the top right corner.

4. Username: employee ID number
Password: last 4 of SSN
If you have trouble logging in, email Vicky Peay to have your credentials
reset.
5. Select EXPENSE REPORTS on the left side menu
6. Select ADD CLAIM
7. Complete the information in each line. If there is a red asterisk (*) beside the line,
that information MUST be provided.
8. Select SAVE
9. In the UNIT EXPENSES drop down, select ADD AN EXPENSE

CLICK HERE

74
10. Complete the pop up box with your information. See the example below.

11. Select SAVE

12. You can accumulate up to 2 months of expenses before you submit your claim. If
you plan to do this, select SAVE FOR LATER and come back and add expenses as
you incur them. When the claim is complete, select REVIEW at this point. Click the
box that you agree to the terms, then click SUBMIT CLAIM.
13. The claim will now show in Munis as ‘Actual/Created’ status and will need to be
allocated before it can be paid. Those directions are on the next page.

75
Allocating Expense Claims
Paper Claims:

If the employee is not set up for electronic filing, paper forms can be used. When you
receive paper expense forms, you must:

1. Make sure all of the employee’s personal information is filled in at the top and that
they have signed and dated the bottom.
2. Write the account number on the form in the bottom right hand corner.
3. Have the Principal/Administrator sign and date the form.
4. Make a copy for your records.
5. Turn into Amber Alford.
Electronic Claims (Munis):

Right now, we do not receive notifications of electronic expense claims in Munis. You will
have to remember to check for them around the end of every month but others in your
department/facility should notify you when they have a claim ready.

x To check for claims:

1. In Munis, go to Financials>Employee Expense>Expense Claims
2. Click SEARCH then ACCEPT
3. You can scroll through the arrows at the bottom to look through all claims for
your office. Please review and validate all expenses. Supporting documents
should be attached.
4. Check the Claim Status for each claim. If it says:
ƒ Reimbursed/Closed – that claim has been paid
ƒ Actual/Entering – that claim is still being added to, leave it alone
ƒ Actual/Created – that claim needs to be paid.
a. Select ALLOCATE at the top of the screen
b. Select NO in the pop up
c. Select ALLOCATE BY ACCOUNTS at the top of the screen
d. Select YES in the pop up
e. TAB once and enter the correct account number
f. TAB again then hit ENTER
g. Select PROMOTE CLAIM TO BE ALLOCATED at the top of the
screen
h. Select RELEASE at the top of the screen. The claim will now go
through Munis workflow and the claim will be paid.

76
Hotel Reservations

When booking a hotel, the PNC card should be used only to hold the
reservation and then a check should be taken with the traveler(s).
To do this:

1. Create a requisition to PNC with the name of the hotel and the dates of
travel in the GENERAL DESCRIPTION.
2. Check in Munis to see if the hotel is already a vendor that we have used. If
they are not, you will need to ask for a copy of the hotel’s W-9 when you
call to book the room.
3. Once the requisition converts into a PO, call the hotel and book the room
using the PNC card. Be sure to:
a. let them know that this card will only be used to hold the room
b. ask them for what the total price will be without taxes
c. ask for their W-9 if needed
4. If they are a new vendor, send the W-9 to Christy TIdwell in Finance and
she will add them to Munis.
a. Create a second requisition to the hotel using the amount given to
you in step 3b. Make sure this amount is not including taxes.
5. As soon as the requisition converts to a PO, receive the PO.
6. Two weeks before the trip, ask Kristal Chavez to print the check. The cut-
off date for requesting checks is Tuesdays at 12:00 and they are printed on
Friday so make sure you are allowing enough time.
7. Whoever is staying at the hotel will receive a folio (receipt) once they
check out. They need to keep this!
8. After the trip, cancel the PO to PNC and forward the folio to Kristal
Chavez with the PO# written on it. Let Kristal know that the hotel PO can
be closed out.

77
Payroll
Cut-Off Dates……………………………………………..79
Pay Dates………………………………………………….80
Time Sheets and Time Entry…………………………….81
Illness and Personal Leave……………………………..82
Benefits Contacts………………………………………..83

Bookkeeper Training Manual

 BOARD OF EDUCATION
Brandon Brooks, Chairman
Ferrell Blair, Vice Chairman
Kevin Dunn
Joe Franklin
Cathy Hunt
Anne O’Brien
Rev. Allen Simpson

MEMORANDUM

TO: Administrators and Secretaries

FROM: Payroll Office

DATE: April 29, 2024

RE: Payroll Cut-Off Dates

Listed below are cut-off dates for ALL time sheets and Munis time entry. This includes regular
time sheets for non-exempt employees, ALL Subs (including substitute teachers), extra time,
overtime, after school programs, ACE, etc.

Please assist the payroll office by doing the following:

x Include the EMPLOYEE ID NUMBER on each time sheet.

x Send all time sheets for additional pay SEPARATELY from regular monthly time sheets.
x Make sure that the time sheets only reflect time within the dates listed below for each pay period.
x Send time sheets to the payroll office immediately after the cut-off dates to be included in the
payroll for that month. If time sheets are not in the payroll office by the due date each month, they
will be processed in the next pay period.

* Pay Period: Time Due By: Pay Date:

June 9 – July 6 July 12 July 31
July 7 – August 3 August 9 August 30
August 4 – September 7 September 13 September 30
September 8 – October 5 October 11 October 31
October 6 – November 2 November 8 November 22
November 3 – December 7 December 13 December 19
December 8 – January 11 January 17 January 31
January 12 – February 8 February 14 February 28
February 9 – March 8 March 14 March 28
March 9 – April 5 April 11 April 30
April 6 – May 3 May 9 May 30
May 4 – June 7 June 13 June 30
June 8 – July 5 July 11 July 31 (FY26)

* Pay Periods begin on a Sunday and end on a Saturday.

Scott A. Burckbuchler, Ph.D., SFO / Chief Financial Officer

[email protected]
100 North Davis Rd, Building C / LaGrange, Georgia 30241
Office: 706.812.7900 / Fax: 706.883.1534 79
 BOARD OF EDUCATION
Brandon Brooks, Chairman
Ferrell Blair, Vice Chairman
Kevin Dunn
Joe Franklin
Cathy Hunt
Anne O’Brien
Rev. Allen Simpson

TO: All Employees

FROM: Dr. Scott A. Burckbuchler, Chief Financial Officer

DATE: April 29, 2024

RE: Payroll Distribution

The following is a schedule for payroll check distributions for the 2024-2025 Fiscal Year.

Wednesday, July 31, 2024

Friday, August 30, 2024

Monday, September 30, 2024

Thursday, October 31, 2024

Friday, November 22, 2024

Thursday, December 19, 2024

Friday, January 31, 2025

Friday, February 28, 2025

Friday, March 28, 2025

Wednesday, April 30, 2025

Friday, May 30, 2025

Monday, June 30, 2025

x Pay dates are subject to change based on the state funding cycle.

Scott A. Burckbuchler, Ph.D., SFO / Chief Financial Officer

[email protected]
100 North Davis Rd, Building C / LaGrange, Georgia 30241
Office: 706.812.7900 / Fax: 706.883.1534 80
 Time Sheets

x All time sheets should be turned in to the funding department first so that the funding
director can sign the time sheet. That department will turn the time sheet into Payroll
office by the cut-off date provided. This includes:
o Regular time sheets for non-exempt employees
o Substitutes
o Extra time
o Overtime
o After School Programs
o ACE

x Time sheets should only reflect time worked within the dates listed for the pay period.

x All time sheets MUST include employee’s LEGAL name (first AND last) and employee
ID number to be processed.

x Send all time sheets for additional pay separately from regular time sheets.

x All time sheets MUST be sent to the Payroll Office immediately after the cut-off date to
be included in the payroll for that month. If they are not in the payroll office by the
due date each month, they will be processed in the next pay period.

Time Entry

If you have questions about Time Entry, call or email:

Whitney Green, ext. 1121 [email protected]
Pam Sylvis, ext. 1186 [email protected]

Training for Time Entry can be set up by calling or emailing Whitney Green
706-812-7900 ext. 1121 [email protected]

81
 Illness and Personal Leave Time

x Everyone receives 3 personal days per fiscal year (July1 – June 30).

x Your 3 personal days are pulled from your illness days. If you have 7 illness days, 3 of
them can be used as illness days OR personal days. Therefore, when you take a
personal day, a day is subtracted from your personal days total AND your illness days
total.

x New Hires: must accrue initial 3 illness days in order to use one as personal.

Example:
You have 7 illness days/3 personal days equaling 7 total leave days.

When you use 1 personal day, you now have 6 illness days/2 personal days left
equaling 6 total leave days.

Used 1 personal day.

illness day

illness day illness day

illness day

illness OR illness OR
personal day personal day

illness OR
personal day

82
Benefits Contacts

State Health Benefit Program – Medical Insurance

mySHBPga.adp.com

Houze Employee Benefits

http://www.houze.org/index.php/troupboe/

Valic/AIG Retirement Plans

Cliff England (678) 231-7677

83
Budget in Brief
Budget Development Summary………………………85
Operating Budget Summary…………………………..86
Operating Expenditures by Function………………...87
Operating Expenditures by Object…………………..88
Cost Centers……………………………………………...89
Budget Components…………………………………...90

Bookkeeper Training Manual

 Budget-in-Brief
Fiscal Year 2024-2025

Budget Development Overview

There are three primary phases in the budget development process: 1) Proposed Budget
(administrative recommendation presented to the Board of Education), 2) Board of Education
Tentative Budget (Board of Education proposed budget subject to final millage rate approval)
and 3) Board of Education Adopted Budget (Board of Education adopted operating budget
based on final funding authorization/appropriation). The millage rate is set and approved by the
Board of Education and County Board of Commissioners in June/July. The budget period (called
a Fiscal Year) is from July 1 through June 30.

The TCSS Budget Document in its entirety can be found at:

https://www.troup.org/departments/finance/budget-information

85
 Operating Budget Summary
There are two primary revenue sources of General Fund revenue – State and Local funds. The
largest State funding source comes from Quality Basic Education funds and the largest local
funding source comes from local property taxes collected by use of a Millage Rate on assessed
property values.

Budget expenditures are presented in 3 different ways in the budget (by FUNCTION, OBJECT,
and COST CENTER).
1. FUNCTION - A group of related activities aimed at accomplishing a major service or
regulatory program for which a school system is responsible.
2. OBJECT CODE (OBJECT OF EXPENDITURE) - An expenditure classification, referring to the
lowest and most detailed level of classification, such as salaries, health insurance, electricity,
supplies, and equipment.
3. COST CENTER - Each cost center has a manager who is designated responsibility for the use
of the assigned funds. In TCSS, COST CENTERS are its schools and departments.

86
Operating Expenditures by Function Categories

87
 Operating Expenditures by OBJECT Categories

FY 2023-2024 % FY 2024-2025 % $ %
Description Budget Total Budget Total Change Change

Personnel Salaries/Wages $ 84,042,123 53.2% $ 93,991,309 57.4% $ 9,949,186 11.8%

Employee Benefits 40,901,730 25.9% 45,103,039 27.6% 4,201,309 10.3%

Purchased Services 1,631,971 1.0% 1,853,793 1.1% 221,822 13.6%

Internal Services 2,386,668 1.5% 2,581,307 1.6% 194,639 8.2%

Other Charges 4,842,708 3.1% 5,398,072 3.3% 555,364 11.5%

Materials and Supplies 8,822,273 5.6% 9,596,751 5.9% 774,478 8.8%

Equipment, Land, Const. * 14,140,244 9.0% 4,067,400 2.5% (10,072,844) -71.2%

Fees/Dues/Costs 572,456 0.4% 486,224 0.3% (86,232) -15.1%

Other Uses of Funds* 587,500 0.4% 587,500 0.4% - 0.0%

Total $ 157,927,673 100% $ 163,665,395 100% $ 5,737,722 3.6%

88
Troup County School System
Cost Centers

89
 Budget Components - Summary of Funds
In addition to the operating funds described in previous pages, Troup County School System’s total resources are
made up of several component funds (a self-balancing set of accounts that generally have a common purpose): the
Operating Fund, Food Service Fund, and other supplemental grant funds. The operating fund is the largest and most
widely discussed since it supports the daily operational expenses of the school system. The Food Service Fund
supports the food service program that serves breakfast and lunch to our students. Supplemental grant funds are
funds that are provided for very specific purposes, e.g., Title I funds, which must only be spent on improving student
achievement for disadvantaged students.
6.0%
6.0%

Ope rating
87.9%
Grants

Child Nutrition (Food Service)

FY 2023/24 FY 2024/25 % % of
Fund Budget Budget $ Variance change Budget
Operating $ 151,166,485 $ 163,665,395 * $ 12,498,910 8.3% 87.9%
Grants 12,912,082 11,256,090 * (1,655,992) -12.8% 6.0%
Child Nutrition (Food Service) 10,644,104 11,234,701 * 590,597 5.5% 6.0%
Grand Total $ 174,722,671 $ 186,156,186 $ 11,433,515
FY 2023 General Fund Ending Balance was $33,891,622 (Unassigned $25,243,598)
* Amounts subject to change based on final state and Federal funding.
NOTE: Percentage total may not equal 100% due to rounding.

90
 REQUESTS FOR INFORMATION

This Budget-in-Brief is designed to provide targeted information to the reader. More detailed
information can be found in the full budget document(s) located at:
https://www.troup.org/departments/finance/budget-information

We will be happy to provide other information you may need. Questions concerning any of the
information provided in this report or requests for additional financial information may be
addressed to Dr. Scott A. Burckbuchler, Chief Financial Officer, at 706-812-7900, ext. 1166 or
[email protected] or Christy Tidwell, Budget & Procurement Analyst, at 706-812-7900,
ext. 1134 or [email protected].

91
Board Policies and RegulaƟons
Gifts and Bequests……………………………………....93
Fraud Prevention………………………………………...94
Salary Deductions……………………………………….96
Purchasing………………………………………………..97
Cash in School Buildings……………………………...100
School Properties Disposal Procedures…………….101

Bookkeeper Training Manual

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