e~Funds POS Guide

1. Log on to https://lbs.mvpbanking.com/cgi-bin/efs2/default.pl in Firefox/Chrome
    
2. Go to the Main Menu to start receipting:
   1. POS Loaded
   2. Dashboard: Who….What….How….Checkout….Gears Icon
       
3. At the end of the day, click on the Gears Icon: this takes you back to the Operator Functions Menu where you can select:
   1. Report Transactions
      1. You will see a list of transactions for the day with subtotals by payment type (cash, check, credit card). Check these totals against your actual cash and checks (i.e. start completing the Daily Close Out Report).
      2. If you find any discrepancies, you will have the opportunity to make corrections in Cash Tracker.
      3. Answer YES to report the transactions.
      4. If you’ve only taken in credit cards or debit cards for the day, STOP here and go to #5 (log out of E-Funds)
          
   2. EFS Staff Site
      1. Select Cash Tracker, then run a Deposit List by date
      2. Verify the deposit
      3. Print and send to Rachel Frankwich with the Daily Close Out Report.
          
   3. Select Reports. Run the Operator POSL Session Report. You will need to select your name, date, and session. Print and save your records.
       
4. Complete the Daily Close Out Report (OHSD FORM).  Refer to the Cash Tracker Deposit List.
    
5. Log out of e~Funds.
    

6. Go to the bank to make your deposit. Be sure to obtain a bank deposit receipt that contains total and cash in information.
    

7. Make a copy of the Daily Close Out Report with the bank deposit receipt. E-mail this and the Cash Tracker Deposit List (3.b.1) to Rachel Frankwich in the Business Office before 10:00 am the next morning.
    

Questions? Call Rachel x5015

Substitute Flowchart

MANDATORY PAYROLL DEDUCTIONS

• Federal Income Tax : Calculated based on your withholding selections on your Form W4
• FICA (Social Security): 6.2%
• Medicare: 1.45%
• Paid Family Medical Leave: Premium Paid for family and medical leave insurance program administered by the Employment Security Department
• Workers Comp: Deduction administered by L&I that provides wage replacement and/or benefits to employees that suffer work related injury or illness.  Rate varies by state and risk classification. 
• Retirement (SERS):  State Retirement that are contributions calculated based on your Department of Retirement Plan selection. 
   

VOLUNTARY PAYROLL DEDUCTIONS (most common)

• Fit Add Amount: An additional Federal Income Tax withholding amount selected by the employee on Form W4.  It can be stopped or changed at any time by the employee
• Bank ACH Deduct: A portion of net pay, in an amount selected by the employee, deposited into a bank account other than primary direct deposit account. It can be stopped or changed at any time by the employee. 
• PSE State and Local Dues: Union Membership Dues; please refer to the Collective Bargaining Unit Agreement. State dues are 1.75% of all gross pay.  Local Dues are $1 per month.  
• Medical Premiums: This is an amount determined by the medical plan selected by the employee. Changes can be made during open enrollment or as a result of a qualifying life event. 

PCard Monthly Deadlines

LOG SHEET

• Each card holder has their own P-card log (Do not combine more than one cardholder on the log sheet)
• Separate P-card Log Sheet for each Fund ie: GF, ASB, Invest Ed
• List all transactions in date order on the Log Sheet
• Log Sheet must be signed by both the Preparer and Budget Manager
   

RECEIPTS AND INVOICES

• Receipts should be detailed with items purchased, shipping if charged, sales tax if charged, and total
• Online purchases should include all the same above plus vendor name and address
• No staples, and please do not tape down receipts.  Use paper clips if needed.
• Do not use a highlighter on cash receipts (the ink will fade and be unreadable)
   

Revolving Cards from District Office

• Revolving Card must be picked up from the District Office 24 hours prior to needing to be used so transactions will be linked to the card user.
• Do not sign form at the bottom of pcard check out form until card is returned with detailed transaction usage completed

REGULAR POs (Not a Tally)

• If the items have been received or service complete, please send in the Ok to Pay written on the yellow PO. If not all items have been received, send in yellow with Ok to Pay Partial and amount written on the yellow PO.
   

OAK HARBOR SD #201 - TRANSP PO'S

• Please send in invoice with yellow Ok to Pay.  Transportation will have sent it to you after they created it.
   

RECEIPTS AND INVOICES

• No staples-please use paperclips.
• No taping of receipts to paper
• If  "pay by attached' narrative is used when entering PO, always send in original attachments to Business Office/Accounts Payable
• When entering PO for Conference, please include details in Narrative including Name of the conference, attendees, date of conference, and ok to pay if it needs to be paid and the date it needs to be paid by if specified for attendance.
   

ENCUMBRANCE ADJUSTMENTS

• If the PO payment exceeds the designated PO amount then the accounts payable team will send an email to the secretary and administrator for an encumbrance adjustment.
• The email request will include the PO number and vendor name.
• In response we will need the administrator to respond with their approval for the dollar amount that they would like added to the PO to carry it through the remainder of the school year.

1. Login to Skyward
2. On the Financial Management Tab, Click on the PURCHASING button
3. Click on REQUISITIONS-RQ
4. Click on the ADD button on the right-hand column
5. Choose your REQUISITION GROUP from the drop down menu
6. Add your REQUISITION DESCRIPTION in the box provided.  This is what shows up in the PO list for approvals. The Batch # is automatic and based on date
7. Choose your VENDOR by typing in the name until options appear for you to choose from, or use the drop down arrow
   1. Your SHIP TO vendor should always be OHSD at 1 Wildcat Way Bldg M100
   2. Add the ATTENTION TO name; either your school, program, or an employee name
8. Once the information is entered, click on the SAVE AND ADD DETAIL button in the top right-hand corner
9. Your first DETAIL LINE is the NARRATIVE that provides the PO handling instructions to accounting once printed
   1. Click on the NARRATIVE button Line Type
   2. Click on the underlined Narrative, or click on the drop down arrow to see your choices; or Click in DESCRIPTION box and type instructions (email to aaa @ bbb.com)
   3. Click on the SAVE button in the upper right-hand corner
10. To add your next REQUISITION DETAIL LINE ITEM, click on the ADD button
11. Your next DETAIL LINE is the MERCHANDISE you are purchasing. Add as many of these detail lines as needed.
    1. Click on the MERCHANDISE button Line Type
    2. Type in the QUANTITY
    3. Choose the UNIT OF MEASURE by clicking on drop down arrow (Not Required)
    4. Type in the UNIT COST
    5. Type in the merchandise DESCRIPTION in the box provided. This information is what will print on your PO. If items are not taxable uncheck Taxable. Most purchases are taxable, it's better to have it and not need it.
    6. Click on the SAVE button in the upper right-hand corner
12. When you have added all of your detail lines, click on the ADD REQUISITION ACCOUNTS button - bottom right
13. You can find your ACCOUNT NUMBER by using the down arrow to scroll through available accounts or typing it in:
    If you type in the number please use the following format (no spaces, no dashes) and hit Enter on your keyboard to load accounts:
    10E53097006485800000000018000 for 10-E-530-9700-64-8580-0000-0000-1800-0
    Check the box next to the accounts you would like to include in your Purchase Order Type in either amount (before tax) or percentage for each account in the Selected Accounts section Once complete, click on the SAVE ACCOUNT DISTRIB button  (May pop up with 'over budget' notice - click okay)
14. You may now either Save and Finish for Later, or you may Submit for Approval To finish later, please click the SAVE AND FINISH LATER button - Places requisition into WIP (Work In Progress) status To submit for approval, please click the SUBMIT FOR APPROVAL button - Sends Requisition to 1st approve

Creating a Purchase Order - Detail

True Time Entry Edits

True Time Supervisor Selection