Finance FAQs
- When do I do an expense transfer?
- What account number do I use to purchase equipment under $500?
- How do I get a new account number set up?
- What does the account title "Field trips" mean in object 0851?
- Can I reimburse the "Field trips" 0851 or the "Printing" 0854 accounts?
- Can I move budget dollars into my extra duty stipend accounts?
- Can I reimburse salary accounts?
- Can I move budget dollars to support programs (2100-2999) from instructional programs(0-2099)?
- Do I have to move carryover dollars?
- What can I spend my Capital Reserve dollars on?
- Who do I call if my procurement card has been declined?
- When does my purchasing card's credit limit reset to original amount?
When do I do an expense transfer?
When an actual payment for goods or services was charged to the wrong account number. For an Expense Transfer Form, click here.
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What account number do I use to purchase equipment under $500?
Equipment under $500 is defined by Board Policy (DIC) as supplies and the use of account object 0610 must be used. For further discussion on equipment, click here.
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How do I get a new account number set up?
Fill out a "Request to Create Additional Accounts" form and send it to Jill Beyer in the Finance Department.
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What does the account title "Field trips" mean in object 0851?
This account is only used for bus transportation from our own Transportation Department. Other expenses associated with a field trip, such as meals, entrance fees, or transportation from an outside vendor should be coded to object 0580-Travel.
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Can I reimburse the "Field Trips" 0851 or the "Printing" 0854 accounts?
You cannot directly reimburse these two accounts. However, you may send cash or checks to the Finance Center and we will deposit the funds into your 0610-Supplies account so that you may reuse the money during that school year. We track expenses in the 0851 and 0854 accounts, so we do not want credits run through these accounts as it will skew the tracking of the expenses.
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Can I move budget dollars into my extra duty stipend accounts?
Per Board Policy (DBJ and DI-R) there can be no movement into or out of a salary or benefit account.
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Can I reimburse salary accounts?
You may not reimburse salary or benefit accounts per the IRS and auditor stipulations. Instead, the reimbursement will be deposited into any account number in your budget other than ones with objects 0100-0299.
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Can I move budget dollars to support programs (2100-2999) from instructional programs (0-2099)?
Per Board Policy (DBJ and DI-R) transfers from instruction to support are not allowed.
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Do I have to move carryover dollars?
You must do a budget transfer to the appropriate budget lines where you will want to spend the money.
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What can I spend my Capital Reserve dollars on?
Use of your Capital Reserve Fund allocation is limited to equipment expenditures with a per-unit cost over $1,000 ($500 for computers) or project expenditures costing over $2,500. Examples of expenditures you can use your Capital Reserve allocation on are:
yearly copy lease payments
remodeling of a room (tables, chairs, paint, chalkboard, etc.)
equipment (projector including warranty and set-up,digital camera, CD player)
These expenses must have a unit cost of at least $1,000 unless the expenses are involved in a project. The only exception is computer purchases, which must cost at least $500 per unit.
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Who do I call if my procurement card has been declined?
At the time of declination, please call 1-800-449-9176 (this number is also listed on the back of your card) to find out why the purchase was declined. An alternative is to call Lori Hawkins at 579-2053 if it is during regular business hours.
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When does my credit limit reset to original amount?
Your credit limit is reset to your original amount at midnight on the first day of the new month.
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