Business Advisory Group Meeting Business Advisory Group
Business Advisory Group Meeting Meeting Notes July 27, 2017 PRESENT BCOE: Travis Haskill Lisa Anderson DISTRICTS: Ruthie Anaya, Palermo Jaclyn Kruger, Chico Susan Watts, Oroville High
Connie Cavanaugh, Thermalito Marie Hartman, Chico
Business Advisory Group 1. Additions to Agenda a. Envelope Purchasing 2. Special ED MOE Form – Travis Haskill a. The Special ED MOE form has changed. Previously the form would default to previous fiscal year, now you must manually enter comparison year. b. Lisa will send the Subsequent Year Tracking spreadsheet to districts. 3. Escape Update – Lisa Anderson a. The objective this month for districts in Escape is to finish gross pay compares and enter add ons into the system. b. The first fixed assets and inventory set up trainings will be in August; actual training will be in September. c. Requisitions will be approved through workflow and once a PO is printed, it will have a signature. d. When purchasing starts, accounts strings are going to be entered into requisitions. e. Lisa is working on a training guide to familiarize purchasers with SACS account strings. Jaclyn volunteered to send a PowerPoint to the group on SACS account strings. f. Cost sharing proposal put on hold to determine whether districts will be paying a percentage of System Support staffing or just the difference in cost of financial systems. 4. 45 Day Budget Revision – Travis Haskill a. The 45-Day Budget Revision is due Friday August 11 and needs to be available for public view. b. No posting time limit or notice of the revision is required. BCOE usually makes it available to the public for three days. 5. BCOE Staffing Challenges & Org Chart – Travis Haskill a. District Services is short staffed and currently training one employee, one position is vacant, and another will soon be out on leave. b. The vacant LEA Services Specialist position will be posted very soon. c. There may be a delay, but District Services is trying their best to support all the districts. 6. Fraud Alerts from the Treasurer – Travis Haskill a. BCOE has received several notifications of attempted fraud related to checks. b. Individuals are creating fraudulent checks while using check numbers corresponding to the sequence, but positive pay has been able to catch them so far. c. The treasurer suggests BCOE try to get as many people as possible on direct deposit. 7. Google Docs S-Transfer Update – Travis Haskill
a. There were some technical issues with the S-Transfers sorting. Travis is working with IT to get the issue resolved and go live with the new process. b. Districts requested the S-Transfer number and a description be included. 8. Unaudited Actuals Due Date – Travis Haskill a. September 15 is the due date for Unaudited Actuals, but BCOE’s final date is October 2. 9. Mandated Block Grant – Travis Haskill a. Mandated Block Grant Applications must be submitted by Wednesday, August 30. b. New rates were released recently. 10. Envelopes – Lisa Anderson a. Some districts agree to have BCOE purchase envelopes and charge for them. b. Lisa will ask Jim for more information about the new process.
HANDOUTS/UPDATES 1. 2. 3. 4.
Agenda Sample MOE Form Escape Cost Sharing Model BCOE Org Chart/Job Descriptions
Next Meeting Scheduled for Thursday
August 24, 2017 8:30 A.M. (BCOE Board Room – 8:30-12:00)
Connie Cavanaugh, Thermalito Marie Hartman, Chico
Business Advisory Group 1. Additions to Agenda a. Envelope Purchasing 2. Special ED MOE Form – Travis Haskill a. The Special ED MOE form has changed. Previously the form would default to previous fiscal year, now you must manually enter comparison year. b. Lisa will send the Subsequent Year Tracking spreadsheet to districts. 3. Escape Update – Lisa Anderson a. The objective this month for districts in Escape is to finish gross pay compares and enter add ons into the system. b. The first fixed assets and inventory set up trainings will be in August; actual training will be in September. c. Requisitions will be approved through workflow and once a PO is printed, it will have a signature. d. When purchasing starts, accounts strings are going to be entered into requisitions. e. Lisa is working on a training guide to familiarize purchasers with SACS account strings. Jaclyn volunteered to send a PowerPoint to the group on SACS account strings. f. Cost sharing proposal put on hold to determine whether districts will be paying a percentage of System Support staffing or just the difference in cost of financial systems. 4. 45 Day Budget Revision – Travis Haskill a. The 45-Day Budget Revision is due Friday August 11 and needs to be available for public view. b. No posting time limit or notice of the revision is required. BCOE usually makes it available to the public for three days. 5. BCOE Staffing Challenges & Org Chart – Travis Haskill a. District Services is short staffed and currently training one employee, one position is vacant, and another will soon be out on leave. b. The vacant LEA Services Specialist position will be posted very soon. c. There may be a delay, but District Services is trying their best to support all the districts. 6. Fraud Alerts from the Treasurer – Travis Haskill a. BCOE has received several notifications of attempted fraud related to checks. b. Individuals are creating fraudulent checks while using check numbers corresponding to the sequence, but positive pay has been able to catch them so far. c. The treasurer suggests BCOE try to get as many people as possible on direct deposit. 7. Google Docs S-Transfer Update – Travis Haskill
a. There were some technical issues with the S-Transfers sorting. Travis is working with IT to get the issue resolved and go live with the new process. b. Districts requested the S-Transfer number and a description be included. 8. Unaudited Actuals Due Date – Travis Haskill a. September 15 is the due date for Unaudited Actuals, but BCOE’s final date is October 2. 9. Mandated Block Grant – Travis Haskill a. Mandated Block Grant Applications must be submitted by Wednesday, August 30. b. New rates were released recently. 10. Envelopes – Lisa Anderson a. Some districts agree to have BCOE purchase envelopes and charge for them. b. Lisa will ask Jim for more information about the new process.
HANDOUTS/UPDATES 1. 2. 3. 4.
Agenda Sample MOE Form Escape Cost Sharing Model BCOE Org Chart/Job Descriptions
Next Meeting Scheduled for Thursday
August 24, 2017 8:30 A.M. (BCOE Board Room – 8:30-12:00)
