December 21, 2023

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

Please read on for some important messages from Accounting, Payroll, and Procurement:

• Changes to Travel Form
• Repaying Unallowable Expenses
• Software Object Code
• Electronic W2s
• Purchasing Thresholds

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

WELCOME TO NEW STAFF

The Office of Business & Finance has been fortunate to have the following staff join the Business & Finance team:

• Amy Fritz - Accounts Receivable
• Amy McKee - Accounts Payable
• Derek Khamma - Procurement
• Elizabeth Schmitz - Procurement

Thank you to everyone for a successful 2023, and we look forward to serving you in 2024.

ACCOUNTING

Changes to Travel Form Coming in the New Year

Notice for: All Employees

Based on your feedback, we are making changes to the online Travel Approval / Travel Reconciliation webform. These changes will include:

• The Pre-Approval Email (in PDF) must be attached
• An agenda must be attached, if traveling for a conference
• Estimated travel expenses must to updated to actual expenses
• The daily rate for meals using a p-Card will be based on location

Reminder, if travel is grant-funded, you must use a p-Card for all expenses. If travel is NOT grant-funded, the preferred method for meals is per diem reimbursement. Additionally, please use the text box in the form to explain non-obvious changes from the estimated travel expenses to actual that would be helpful for financial review.

Repayment of Unallowable Expenses

Notice for: All Employees

If you need to repay the district for an unallowable p-Card expense (including the payment of Iowa Sales Tax), Office Managers/Bookkeepers can accept cash or credit card payments.

If Office Managers have questions on using RevTrak to accept the credit card payment, please reach out to Emily Truitt.

Software Object Code

Notice for: Office Managers / Bookkeepers

To remain in compliance with reporting requirements, object code 0652 must be used for all software purchases.

PAYROLL

Year-End Reminders

Reminder for: All Employees

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

• Help save a tree by opting out of a paper W2 in Employee Online and elect to receive an online W2 instead. Please note that because of the cyber incident last year, all employees were switched to paper copies. If you want electronic, you will need to re-select in Employee Online.
• If you have moved, be sure to update your address in Employee Online.
• Check your federal/state W4 status in Employee Online to see if a change is needed. Examples: if you have married, had a baby, divorced, or have a grown child who can no longer be claimed.
• If you change banks in Employee Online, please allow 1 - 2 payrolls for the change to take effect before closing your current account to avoid delays in pay. Verify the routing number and account number before saving.

PURCHASING

Purchasing Thresholds

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

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

Cost of Purchase: $0.01 - $3,499.99

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

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

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

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

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

$100,000.00 and up

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