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Ext.1166 Overall leadership and management of the Finance Department including budgeting and maintaining financial control. Tracie Hill, Accounting Coordinator | hillta@troup.org .......................................................... 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 | tidwellcm@troup.org ................................ 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 | sheppardbn@troup.org............. 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, Accountant | alfordac@troup.org .................................................................. Ext. 1123 Conduct annual internal audits, perform bank statement reconciliations. Process expense reports, utility payments, grant reimbursements, and Trip Tracker invoices. Kristal Chavez- Gonzalez, Accounts Payable | chavezgonzalezkl@troup.org ........................... 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, Student Activity / Internal Accounts) | larrygp@troup.org ................................... 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, Benefits Specialist | sylvispe@troup.org ............................................................. Ext. 1186 Benefits including State Health and Retiree/Retirement. Whitney Green, Payroll Specialist | greenwc@troup.org ....................................................... Ext. 1121 Payroll, time sheets, benefits, and garnishments. Tracey Townsend, Payroll Specialist | townsendtd@troup.org ............................................. Ext. 1191 Payroll, benefits, direct deposits, and Sick Bank requests. Vicky Peay, Executive Assistant | peayvr@troup.org ............................................................. 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).

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Rule of thumb: If you are using a form with the old logo on it, you are using the wrong form. All current forms can be found on the Staff website at: https://www.troup.org/benefits/finance/finance-forms Check Printing:  Checks are printed biweekly and are mailed out on Fridays (subject to change). The cut off deadline for invoices to be included is at 4pm Friday the week prior to the check issue date. Invoices received after the cut off will be processed in the following scheduled check run. All checks are mailed to the address listed in Munis. If a check needs to be picked up, prior written notification is required. Deposits:  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. Place the deposit bag in the onsite safe until it is picked up by the courier. d. Both parties counting the deposit must sign the deposit slip. Requisition/PO Timeline:  Requisitions must be entered and approved before making a purchase or receiving a service. Do not place an order, begin work, or make a purchase prior to receiving a system-generated Purchase Order number.  The date on the PO should always 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. Submit completed form along with invoice and any other required documentation to Finance for payment.  At the beginning of the Fiscal Year (July 1), enter all known PO needs in Munis as soon as possible. This includes renewals and any open (blanket) PO needs.

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Plan any anticipated summer purchasing needs by creating open PO’s for vendors that you may need to purchase supplies and other materials from during the summer months. Account Number Structure:  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 Things to remember/consider:  Each account number is assigned a "Rollup Code", grouping accounts together by Cost Center. This enables the budgets for all accounts with the same code to be a part of the same “bucket”. When making purchases during the year, an individual account can go into a negative status as long as the total budget for that group of accounts remains positive.  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. If you do not see an account number that is needed, contact Tracie Hill to request that it be added to the system. New for FY27:  Staff appreciation accounts have been created for each school. Account numbers begin with 535-. These funds allow for purchasing things that the general fund cannot cover (e.g., staff SWAG, incentives, lunch, etc.).  These accounts are not assigned Roll-up Codes, and expenses cannot exceed the allotted budget. Any purchases exceeding the budget will need to be paid for out of internal funds. FUND FUNCTION PROGRAM OBJECT FACILITY COST CENTER

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Grants  Grants vary by school and therefore are handled on a per grant basis. If you have federal grants please continue to the remaining portion regarding flipping funds. Federal grants include but are not limited to Title grants, IDEA, and McKinney Vento.  Schools that have local grants, will need to contact the Finance office (Tracie Hill) to obtain balances and set up budgets at the beginning of each fiscal year. Local grants vary by school.  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.  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. Flipping Funds – Please direct any questions regarding this process to Tracie Hill, ext. 1130 or Amber Alford, ext. 1123. Federal Programs Fiscal Year-End

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disabling illnesses/injuries after their own accumulated leave has been exhausted. Administration of the Sick Leave Bank 1. The Sick Leave Bank shall be administered by a Sick Leave Bank Committee consisting of six (6) employees and a Board Member on a two (2) year term. Members shall be: a school based administrator; the Chief Financial Officer; two (2) certified and two (2) non-certified employees rotating among elementary, middle, and high schools and departments. The Committee shall be appointed by same manner. The Chairman shall be the Chief Financial Officer. The secretary to the Chief Financial Officer shall serve as Secretary to the Committee, but will not be a voting member. 2. The Committee shall have the responsibility of approving or denying requests for Sick Leave Bank withdrawals upon receipt of the information forwarded to them by the Committee secretary. a. The Committee shall render a decision on all applications within twenty (20) working days of its receipt. b. The decision must reflect a majority vote of the entire Committee. The decision shall be final and binding, and not subject to appeal. c. A group of five (5) members shall be present to conduct the official business of the Sick Leave Committee. d. The Committee members shall use the following criteria in administering the bank and in rendering their decision: Medical evidence of a disabling illness or injury Use of all vacation days (if applicable) Use of all accumulated sick leave 3. All records of the Sick Leave Bank shall be maintained by the Payroll Department. The Committee shall inform the Payroll Department of all applications it approves and the amount of additional leave granted the employee. Membership Any person who is employed 50% of the work day and has completed 1 (one) year of service with the Troup County School System may become a member by donating one day of his/her accumulated sick leave annually during an annual open enrollment period. Membership requests will only be accepted during the annual enrollment period with membership becoming effective January 1. New employees will be eligible for participation in the second year of employment. Prior service with Troup County School System may be applied if the break in service did not exceed 12 months. The donation of one sick day to establish membership must be in writing on the Sick Leave Bank Donation Form. Members will be reassessed one day per year, to be added to the sick Leave Bank on December 1 of each year or more often if necessary, not to exceed two (2) days per year, to sustain the Sick Leave Bank balance. Donations to the Sick Leave Bank are nonrefundable and nontransferable. Procedures for Application for Sick Leave Bank Withdrawals 1. A member of the Sick Leave Bank shall be eligible to make an application to the Bank provided that: Regulation GARHA-R(1): Employee Sick Leave Bank Employee Sick Leave Bank Board Policy Page 1 of 2

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He/She has been absent due to illness, including but not limited to, injury, surgery or temporary disability (including disability due to pregnancy, childbirth or related medical condition) at least fifteen (15) consecutive school days immediately prior to the day that use of Sick Leave Bank days are requested. The first six weeks of absences after the birth of a baby are not eligible for sick bank as this is considered the normal postpartum recovery period. b. He/She has exhausted all applicable Emergency Paid Sick Leave and accumulated illness, personal, and annual leave. 2. In the event that a member is physically or mentally unable to make a request to the Sick Leave Bank, a family member or agent may file the request on the member's behalf. 3. All requests to withdraw days from the Sick Leave Bank shall be filed with the Committee on the Sick Leave Bank Withdrawal Form. 4. The Sick Leave Bank Withdrawal Form shall be accompanied by a physicians statement verifying illness and attesting to the individual's incapacity to perform assigned duties. 5. An applicant may be required to undergo a medical review by a physician approved by the committee at his/her own expense. 6. Sick leave days granted by the Committee must be used for the employee's illness and/or temporary disability only. Applications will not be considered for quarantines or leaves of absence not directly due to an employee's diagnosed illness. Underlying conditions are not considered illnesses. 7. Leave grants from the Bank shall be in units up to twenty (20) consecutive work days. 8. Applicants may submit requests for extensions of leave before their prior grant expires. 9. The maximum number of days any member may receive in a calendar year (January 1 thru December 31) is sixty (60). 10. All leave granted for the disabling illness/injury and not used must be returned to the Sick Leave Bank by the end of the calendar year. 11. Sick leave granted by the Committee to a member does not have to be repaid except as all members are uniformly reassessed. 12. Applications will not be considered relating to Workers Compensation (no profit can be made from illness or disability). 13. Substance abuse will be considered as an illness. 14. Each member shall sign an authorization form stating he/she is aware of the provisions of the Sick Leave Bank and also that he/she relieves the Committee and Troup County Schools from any liability as a result of action taken by the Committee. 15. If a request is granted after a payroll deadline date, reimbursement shall be made the following month. 16. The Committee shall not consider any requests which would conflict with Board Policy. 01/19/2023. Policy GARHA-Employee Sick Leave Bank created by consolidating previous policies Policy GBRIB(1)- Professional Personnel Sick Leave Bank and Policy GCRGB(1)-Classified Personnel Sick Leave Bank. Employee Sick Leave Bank Board Policy Page 2 of 2

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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.  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.  The Committee will compare the application with the Sick Bank Policy. Each member will cast a ballot. The Committee can request need more

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Requisitions must 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.  For requisitions of $50,000 and above, Board approval is required first (see Kristi East for instructions on how to submit a purchase for Board approval). Once approved, include the Board approval date in the description. (e.g., Bd Approved 6/18/26). 4. The “Receive By” method should be chosen by how you will receive the order in Munis.  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”).  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).  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. Furniture Purchases: All furniture purchases must be approved by Operation. This includes small furniture items from Amazon, Staples, etc. Contact the Operations Executive Assistant, Karley Kline at ext. 1119 prior to making any furniture purchases. 8. 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.  Increases to the credit card limit must be sent by email to chavezgonzalezkl@troup.org 9. Attach Required Documentation to the requisition:  If you are purchasing using grant funding, attach all documentation required for that source.

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.s4_19_bv-2275122d-{font-size:18px;font-family:CenturyGothic_8l_bv-2275122d-;color:#0563C1;} .s5_19_bv-2275122d-{font-size:19px;font-family:CenturyGothic_8l_bv-2275122d-;color:#0563C1;} @font-face { font-family: Calibri_2pq_bv-2275122d-; src: url("userFiles/a/6/2/0/0/9/9/PPBsWHSGjFYv1YaxX2xKnF/fonts/Calibri_2pq_bv-2275122d-.woff?_cbt=1785265871") format("woff"); } @font-face { font-family: CenturyGothic-I_8v_bv-2275122d-; src: url("userFiles/a/6/2/0/0/9/9/PPBsWHSGjFYv1YaxX2xKnF/fonts/CenturyGothic-I_8v_bv-2275122d-.woff?_cbt=1785265871") format("woff"); } @font-face { font-family: CenturyGothic_8l_bv-2275122d-; src: url("userFiles/a/6/2/0/0/9/9/PPBsWHSGjFYv1YaxX2xKnF/fonts/CenturyGothic_8l_bv-2275122d-.woff?_cbt=1785265871") format("woff"); } @font-face { font-family: SymbolMT_8s_bv-2275122d-; src: url("userFiles/a/6/2/0/0/9/9/PPBsWHSGjFYv1YaxX2xKnF/fonts/SymbolMT_8s_bv-2275122d-.woff?_cbt=1785265871") format("woff"); } 18  Purchases of $10,000 and above: Attach the fully signed Recommended Provider Form (RPF).  Purchases of $50,000 and above: Also attach a copy of the Board Agenda item.  Requisitions with missing documents or incomplete documents will be rejected with a note indicating what is needed. 10. Remember to release the requisition for workflow approvals. 11. 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  The current approval level will be listed as “in progress”  Use the same process to check on the status of a rejected requisition. 12. One Time Pay Vendors should only be used for vendors that will not be used more than one time. Attach proper backup. 13. If a vendor is in STOP status, check the comments in Vendor Central for more information. If there are no comments associated with that vendor, contact Christy Tidwell at tidwellcm@troup.org for more information. Never use the PNC card for a “stopped” vendor without approval from the Finance Department. 14. Travel reimbursements should be submitted using an Employee Expense Statement, not a purchase order. Send Employee Expense Statements to Amber Alford at alfordac@troup.org. 15. When the items ordered arrive, “receive” them in Munis right away. Payment cannot be processed unless it has first been received in Munis.  You do not need to email Kristal that you have received the PO. 16. 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 will need to be submitted using a Direct Invoice Entry form and may be reflected on your school’s audit. 17. Forward all invoices to Kristal Chavez-Gonzalez in Finance via the courier or email to chavezgonzalezkl@troup.org  Only invoices should be sent to Kristal. Packing slips and other documents can be kept for your records. 18. Payments are issued from invoices only. Vendors will not be paid by statements, packing slips, etc.

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Please check the website regularly for updated or revised forms as previous versions may not be accepted when submitted for approval. Recommended Provider Form (RPF)  Required for all purchases of $10,000 or more  Can also be used to document any quotes gathered for a purchase, regardless of the cost  This is a 2 page document. The second page contains the TCSS purchasing regulations and are for your information only. Completing the form: 1. The first section of the form includes your Location/Department, a brief description of what is being purchased, and the name of the vendor chosen for the purchase.  If the vendor is a current vendor, indicate the number in the blank provided. Verify in Vendor Central that they have completed a vendor packet (the Status Reason will be “APP”)  If the vendor is new or has not completed a vendor packet, forward one to them. 2. Enter the account number being used for this purchase. 3. Quote/Bid Summary section  Enter the vendor name, bid date, total bid amount, recommendation, and any comments/notes for each vendor contacted for the purchase.  Even if a vendor does not respond or is unable to submit a quote, list them on the form and indicate that in the comments.  Attach a separate sheet if more than 4 vendors are contacted for the purchase. 4. Single Quote Documentation section  If only one vendor is represented on the form, one of the 2 boxes must be checked  Sole Source: when a vendor is the ONLY known source of unique products, with no other options available  Single Source: other options may be available, but circumstances mandate the use of a particular vendor 5. Justification Section  This section is required for ALL purchases using this form.  Describe WHY the recommended provider has been chosen (not what is being purchased) 6. Contract Section – check yes or no as to whether a contract is being required for this purchase

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src: url("userFiles/a/6/2/0/0/9/9/PPBsWHSGjFYv1YaxX2xKnF/fonts/Calibri_2pq_bv-2275122d-.woff?_cbt=1785265871") format("woff"); } @font-face { font-family: CenturyGothic-B_8m_bv-2275122d-; src: url("userFiles/a/6/2/0/0/9/9/PPBsWHSGjFYv1YaxX2xKnF/fonts/CenturyGothic-B_8m_bv-2275122d-.woff?_cbt=1785265871") format("woff"); } @font-face { font-family: CenturyGothic_8l_bv-2275122d-; src: url("userFiles/a/6/2/0/0/9/9/PPBsWHSGjFYv1YaxX2xKnF/fonts/CenturyGothic_8l_bv-2275122d-.woff?_cbt=1785265871") format("woff"); } @font-face { font-family: SymbolMT_8s_bv-2275122d-; src: url("userFiles/a/6/2/0/0/9/9/PPBsWHSGjFYv1YaxX2xKnF/fonts/SymbolMT_8s_bv-2275122d-.woff?_cbt=1785265871") format("woff"); } 22 Vendor Packet 1. Required for all vendors to complete (current vendors who have not yet completed and all new vendors). 2. New vendors must complete a vendor packet prior to entering a PO and placing an order. 3. Check the Staff website for the most current packet. 4. Contents of the packet (as of 07/2026):  Application Checklist (required for all vendors)  Vendor application (required for all vendors)  W-9 (required for all vendors)  Conflict of Interest statement (required if “yes” is checked in the conflict of interest section of the application form)  E-verify Affidavit (required if “a” is checked on the Georgia Immigration section of the application form)  EFT Authorization form (this is not required but strongly encouraged).  Terms & Conditions, Legal Provisions and Certificate of Insurance Requirements pages are for vendor information and do not need to be returned.  Certificates of Insurance should also be submitted if required based on the work being provided to TCSS. 5. When sending a vendor packet to a company, please copy Christy Tidwell (tidwellcm@troup.org). Vendors 1. When beginning the process of entering a requisition, check Vendor Central to ensure that the vendor  Is in the system  Has an Active status  Has completed a vendor packet 2. Enter the vendor’s name or number in the search field. Click on the desired vendor to open it. The advanced Search option can be used to search on additional fields if needed.

.t { transform-origin: bottom left; z-index: 2; position: absolute; white-space: pre; overflow: visible; line-height: 1.5; } .text-container { white-space: pre; } @supports (-webkit-touch-callout: none) { .text-container { white-space: normal; } } #t1_24_bv-2275122d-{left:880px;bottom:37px;letter-spacing:0.14px;} #t2_24_bv-2275122d-{left:82px;bottom:1160px;letter-spacing:0.02px;} #t3_24_bv-2275122d-{left:111px;bottom:1160px;letter-spacing:0.1px;word-spacing:0.06px;} #t4_24_bv-2275122d-{left:492px;bottom:1160px;letter-spacing:0.09px;word-spacing:0.11px;} #t5_24_bv-2275122d-{left:111px;bottom:1134px;letter-spacing:0.1px;word-spacing:0.04px;} #t6_24_bv-2275122d-{left:409px;bottom:1134px;letter-spacing:0.1px;word-spacing:0.02px;} #t7_24_bv-2275122d-{left:111px;bottom:1109px;letter-spacing:0.11px;word-spacing:0.01px;} #t8_24_bv-2275122d-{left:82px;bottom:729px;letter-spacing:0.02px;} #t9_24_bv-2275122d-{left:111px;bottom:729px;letter-spacing:0.1px;word-spacing:0.06px;} #ta_24_bv-2275122d-{left:111px;bottom:704px;letter-spacing:0.09px;word-spacing:0.08px;} #tb_24_bv-2275122d-{left:482px;bottom:704px;letter-spacing:0.11px;word-spacing:0.04px;} #tc_24_bv-2275122d-{left:111px;bottom:678px;letter-spacing:0.09px;word-spacing:0.08px;} #td_24_bv-2275122d-{left:82px;bottom:653px;letter-spacing:0.02px;} #te_24_bv-2275122d-{left:111px;bottom:653px;letter-spacing:0.1px;word-spacing:0.04px;} #tf_24_bv-2275122d-{left:611px;bottom:653px;letter-spacing:0.1px;word-spacing:0.03px;} #tg_24_bv-2275122d-{left:111px;bottom:628px;letter-spacing:0.11px;word-spacing:0.03px;} #th_24_bv-2275122d-{left:111px;bottom:602px;letter-spacing:0.09px;word-spacing:0.07px;} #ti_24_bv-2275122d-{left:139px;bottom:577px;} #tj_24_bv-2275122d-{left:168px;bottom:577px;letter-spacing:0.1px;word-spacing:0.04px;} #tk_24_bv-2275122d-{left:168px;bottom:551px;letter-spacing:0.1px;word-spacing:0.11px;} #tl_24_bv-2275122d-{left:82px;bottom:526px;letter-spacing:0.02px;} #tm_24_bv-2275122d-{left:111px;bottom:526px;letter-spacing:0.09px;word-spacing:0.1px;} #tn_24_bv-2275122d-{left:111px;bottom:500px;letter-spacing:0.09px;word-spacing:0.11px;} .s0_24_bv-2275122d-{font-size:19px;font-family:Calibri_2pq_bv-2275122d-;color:#000;} .s1_24_bv-2275122d-{font-size:19px;font-family:CenturyGothic_8l_bv-2275122d-;color:#000;} .s2_24_bv-2275122d-{font-size:19px;font-family:SymbolMT_8s_bv-2275122d-;color:#000;} @font-face { font-family: Calibri_2pq_bv-2275122d-; src: url("userFiles/a/6/2/0/0/9/9/PPBsWHSGjFYv1YaxX2xKnF/fonts/Calibri_2pq_bv-2275122d-.woff?_cbt=1785265871") format("woff"); } @font-face { font-family: CenturyGothic_8l_bv-2275122d-; src: url("userFiles/a/6/2/0/0/9/9/PPBsWHSGjFYv1YaxX2xKnF/fonts/CenturyGothic_8l_bv-2275122d-.woff?_cbt=1785265871") format("woff"); } @font-face { font-family: SymbolMT_8s_bv-2275122d-; src: url("userFiles/a/6/2/0/0/9/9/PPBsWHSGjFYv1YaxX2xKnF/fonts/SymbolMT_8s_bv-2275122d-.woff?_cbt=1785265871") format("woff"); } 23 3. Check for the Status and Status Reason. In this example, the Status is Active, and the Status Reason is Approved. It can be chosen as a vendor with no additional action needed. 4. Regardless of the Vendor Status, if a vendor has a Status Reason of Update Needed, a vendor packet needs to be sent out. Please copy Christy Tidwell on the email so that she knows that an effort is being made to fully update the vendor. 5. Vendors in Stop status may just need to be updated. A Reason Status of "Update Needed", or when no status is given, may indicate that an update is needed. Contact Christy Tidwell for clarification.  Never use the PNC card for a vendor in Stop status without prior authorization from the Finance department. 6. For a Status Reason of Do Not Use, there should be a comment associated with the record that gives additional information.

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src: url("userFiles/a/6/2/0/0/9/9/PPBsWHSGjFYv1YaxX2xKnF/fonts/Calibri_2pq_bv-2275122d-.woff?_cbt=1785265871") format("woff"); } @font-face { font-family: CenturyGothic-B_8m_bv-2275122d-; src: url("userFiles/a/6/2/0/0/9/9/PPBsWHSGjFYv1YaxX2xKnF/fonts/CenturyGothic-B_8m_bv-2275122d-.woff?_cbt=1785265871") format("woff"); } @font-face { font-family: CenturyGothic_8l_bv-2275122d-; src: url("userFiles/a/6/2/0/0/9/9/PPBsWHSGjFYv1YaxX2xKnF/fonts/CenturyGothic_8l_bv-2275122d-.woff?_cbt=1785265871") format("woff"); } 26 6. In the VENDOR field, enter the vendor number. If you do not know the vendor number, you can either search in Vendor Central (recommended), or by using the steps below. 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”, search the vendor in Vendor Central for more information. Contact Christy Tidwell with any questions. 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. 23. When a requisition converts to a purchase order, do not go back to the requisition and change it in any way. If something changes, a Purchase Order Change order will be needed. **Amazon, Staples, Walmart, and Hobby Lobby orders are done a little different than all other vendors. These directions are found on other pages.

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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. Blanket (“open”) Staples and Amazon orders can be entered prior to the PO deadline date and used as needed during the shutdown prior to July 1. Do not place an order in June that will not arrive prior to July 1. E-procurement (“shop online”) cannot be used for blanket Amazon and Staples POs. Instead, you will need to log into the desired platform outside of Munis, build your cart, and check out. Enter the PO number where indicated. When items arrive, you will receive the dollar amount for the order instead of quantity.

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Items will be added periodically to the inventory. Inventory available for ordering through Pick Tickets is below. Do not place an order for a Pick Ticket item outside of Munis (do not call in or email orders), as this increases the likelihood that the order will be filled twice. The custodian’s order form will indicate all items that must be entered as a Pick Ticket. All other custodial items should be ordered based on what is submitted on the form. Instructions: 1. Go to Requisition Entry 2. Click ADD 3. Enter a GENERAL DESCRIPTION Item # Description 2501 Jumbo Bathroom Tissue 2502 Cafeteria Trash Bags 2503 Center Pull Paper Towels 2504 KimCare Soap 2505 Classroom Trash Bags 2506 Large Gloves 2507 Medium Gloves 2508 Small Gloves 2509 White Paper Towels 2510 Toilet Tissue Rolls 2511 Laundry Detergent 2512 Graffiti Wipes 2513 AF79 Concentrate 2514 PH7Q Dual 2515 Clear Image 2516 Fast Draw 10 Citrus 2517 Daily Scrub SC 2518 Restorer 2519 Best Bet 2520 Spot Bet

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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. 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.  Your account number will be: 100-0000-2600-561000-location #-26542-  Example: Callaway Elementary School’s account number will be 100-0000-2600-561000-0109-26542- 12. For additional items, click “add” and repeat steps 7-11 until all desired items are entered. 13. Click ACCEPT, then BACK to return to the Main screen. 14. Click RELEASE to send the ticket through approval workflow. 15. Contact Environmental Services to check on the status of the pick ticket item deliveries at Ext. 6312.

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For example:  a monthly subscription  services that are billed quarterly  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. If you are creating this PO because the exact total is not known, once you get to the line items page:  enter a description in the DESCRIPTION field  Enter a QUANTITY of 1  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:  enter a description in the DESCRIPTION field  Enter a QUANTITY of 1  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. OPEN PO for Shredding Services

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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 a 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.  Actuals – represents all payments made to the account  Encumbrances – represents balances on Purchase Orders that have not yet been paid  Requisitions – represents all requisitions that have been entered and allocated, but not yet converted to a PO. o If you see an amount in requisitions that you did not expect to see, it means that a requisition is either in “allocated” status and hasn’t been released, or it has been released and is in the workflow somewhere. To see information about all of your accounts:  Click on SEG FIND from the top menu  Type your cost center in the COST CENTER field and hit ENTER  This will show all account information for any account number ending with that cost center.  In the bottom left of the screen, there are arrows that allow you to go through all of the accounts for that cost center.  Choosing TOTALS from the top menu will combine all accounts in your cost center together to show your total budget and account spending.

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If the vendor accepts purchase orders but they are not in Munis, contact the company and ask them to complete a Vendor Packet. Forward completed packets to Christy Tidwell (tidwellcm@troup.org)  Never use the PNC card because a vendor is in Stop status. Contact Christy Tidwell for further information regarding the vendor and next steps.  Credit cards are typically only used for vendors who don’t accept purchase orders and for travel (when a PO has been created beforehand).  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. 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:  Log in to the PNC online portal. If you don’t have login information, Kristal Chavez can help with this.  If you have expenses that need attention, they will show up as a red number on your main PNC page.

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src: url("userFiles/a/6/2/0/0/9/9/PPBsWHSGjFYv1YaxX2xKnF/fonts/Calibri_2pq_bv-2275122d-.woff?_cbt=1785265871") format("woff"); } @font-face { font-family: CenturyGothic-B_8m_bv-2275122d-; src: url("userFiles/a/6/2/0/0/9/9/PPBsWHSGjFYv1YaxX2xKnF/fonts/CenturyGothic-B_8m_bv-2275122d-.woff?_cbt=1785265871") format("woff"); } @font-face { font-family: CenturyGothic_8l_bv-2275122d-; src: url("userFiles/a/6/2/0/0/9/9/PPBsWHSGjFYv1YaxX2xKnF/fonts/CenturyGothic_8l_bv-2275122d-.woff?_cbt=1785265871") format("woff"); } @font-face { font-family: CourierNewPSMT_8x_bv-2275122d-; src: url("userFiles/a/6/2/0/0/9/9/PPBsWHSGjFYv1YaxX2xKnF/fonts/CourierNewPSMT_8x_bv-2275122d-.woff?_cbt=1785265871") format("woff"); } @font-face { font-family: SymbolMT_8s_bv-2275122d-; src: url("userFiles/a/6/2/0/0/9/9/PPBsWHSGjFYv1YaxX2xKnF/fonts/SymbolMT_8s_bv-2275122d-.woff?_cbt=1785265871") format("woff"); } 38  Click on the red number and all of your purchases with that card will show up.  On the far right of the screen, there are arrows ( > ) beside each expense.  Click on each of those and the box will pop up for you to add the PO number.  Click in the box that says “A required code is missing” and add the PO number for that expense.  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. PNC Packet On the 1st of each month, all Bookkeepers will receive an email with a link to their school/department's PNC statement. Once received, please complete the following tasks:  Code each charge with the appropriate purchase order in the PNC Portal  Print the statement and physically write the PO# next to each charge on the statement  Attach supporting documentation (receipts or folios) to the printed statement to create the monthly PNC Packet. Attaching/scanning documents into Munis for PNC purchases is no longer required. o Please make sure the supporting documentation matches the vendor name and exact amount shown on the statement Once all documentation has been compiled, please email the entire PNC packet to Kristal Chavez-Gonzalez and Gina Larry by the 15th of each month. Submitting on time is essential as it helps keep everything running smoothly. Late submissions may result in a temporary credit card suspension. The link to the statement is valid for 72 hours only. If you did not access the statement within the 72 hours, please use the following instructions to access it:

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url("userFiles/a/6/2/0/0/9/9/PPBsWHSGjFYv1YaxX2xKnF/fonts/CenturyGothic_8l_bv-2275122d-.woff?_cbt=1785265871") format("woff"); } 48 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 Culligan, Shred-It, etc., have an open or blanket Purchase Order entered either annually or quarterly. 4. All invoices should have the Purchase Order listed, and the invoice date should be later than the Purchase Order date. If an order is placed without an approved Purchase Order, the Direct Invoice 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. 5. 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. 6. 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. 7. All timesheets for TCSS employees (e.g. gate workers) must be submitted to payroll in a timely manner. The school is responsible for reimbursing payroll for this expense. 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. 8. 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. 9. 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 biweekly check run. 10. If using Hobby Lobby, you will have to enter a PO and then contact the executive assistant in the Finance Department to pick up the physical Hobby Lobby credit card at the Central Office. 11. Amazon purchases from internal account must be placed on the Amazon website after a purchase order is approved. One items have been received, notification of payment approval should be sent via email to Gina Larry referencing the Amazon and the

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Reach out to Gina Larry if you need assistance with Amazon orders funded from internal accounts. 12. 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. 13. 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. 14. 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. 15. Employee reimbursements for travel expenses must be completed on the Employee Expense form. 16. Checks are run biweekly and are available for pickup or mail out on Fridays. (SUBJECT TO CHANGE) The cut off for invoices to be included is Fridays at 4pm. Invoices received after the cutoff will be processed in the following check run. All checks are mailed out to the address listed in Munis. If a check needs to be picked up, prior written notification is requested. Stop payments/re-issues of checks is only done after 30 days has passed from the check date. 17. All deposits containing cash require 2 signatures on the deposit slip 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. 18. Deposit slips should be processed in this manner: o 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 the Central Office.  If you take your own deposits to the bank, please staple the bank receipt to the pink copy before sending to Gina Larry  You should still continue to send associated backup to Gina for deposits, i.e. Gate Admission logs, ACE receipt reports, etc. o Yellow - schools can keep 19. 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. 20. 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. 21. Returned checks are debited from the same account in Munis that 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.

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src: url("userFiles/a/6/2/0/0/9/9/PPBsWHSGjFYv1YaxX2xKnF/fonts/Calibri-Bold_8p_bv-2275122d-.woff?_cbt=1785265871") format("woff"); } @font-face { font-family: Calibri_2pq_bv-2275122d-; src: url("userFiles/a/6/2/0/0/9/9/PPBsWHSGjFYv1YaxX2xKnF/fonts/Calibri_2pq_bv-2275122d-.woff?_cbt=1785265871") format("woff"); } @font-face { font-family: CenturyGothic_8l_bv-2275122d-; src: url("userFiles/a/6/2/0/0/9/9/PPBsWHSGjFYv1YaxX2xKnF/fonts/CenturyGothic_8l_bv-2275122d-.woff?_cbt=1785265871") format("woff"); } @font-face { font-family: SymbolMT_8s_bv-2275122d-; src: url("userFiles/a/6/2/0/0/9/9/PPBsWHSGjFYv1YaxX2xKnF/fonts/SymbolMT_8s_bv-2275122d-.woff?_cbt=1785265871") format("woff"); } 59  Deposit Field should have custom info listed: 2 digit location code, 6 digit date, C,M or O (Cash/Checks, MySchoolBucks, Other e.g. online credit card payments ) LOCATION NUMBER ELEMENTARY BWES 61 CES 64 CVES 68 EKES 45 FFES 66 HCES 40 HES 51 HHES 81 LCES 41 RES 43 WPES 44 MIDDLE CMS 60 GNMS 15 LCMS 57 HIGH CHS 56 LHS 31 THS 47 TCCC 63 THINC 10 HOPE 55 DEPARTMENTS ASC, T&L, SAB 11

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Tier 2 Rate: If fleet vehicle, and its use is determined to be the most advantageous form of travel, but a personal motor vehicle is used. Expense Reports  All employees can be set up to enter an online expense report  Always attach the hotel folio to the online expense report  Receipts are required for parking, baggage fees, taxi fees, etc.  If an expense report is paid Internal funds please use the paper expense report  Expense reports should be submitted monthly to avoid missing the 60 day deadline Trip Tracker Payments  Inspect field trip open invoices in Trip Tracker monthly  All invoices should paid with a purchase order STEPS 1. Log in to Trip Tracker 2. Click “Trips” 3. Click “Search Trips” 4. Change trip status to “Awaiting Payment” 5. Click Search 6. Print all outstanding invoices 7. Write the proper PO number on the invoice 8. Submit to Accounts Payable (Kristal Chavez) for payment. If there are trip status questions, please email Accounting, Amber Alford. Email: alfordac@troup.org Finance Department Number: 706-812-7900 Ext 1123 If there are any billing related questions, please email transportation, Rebecca Corley. Email: corleyrd@troup.org Transportation Department Number: 706-812-7935. Ext 5213

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src: url("userFiles/a/6/2/0/0/9/9/PPBsWHSGjFYv1YaxX2xKnF/fonts/Calibri_2pq_bv-2275122d-.woff?_cbt=1785265871") format("woff"); } @font-face { font-family: CenturyGothic-B_8m_bv-2275122d-; src: url("userFiles/a/6/2/0/0/9/9/PPBsWHSGjFYv1YaxX2xKnF/fonts/CenturyGothic-B_8m_bv-2275122d-.woff?_cbt=1785265871") format("woff"); } @font-face { font-family: CenturyGothic_8l_bv-2275122d-; src: url("userFiles/a/6/2/0/0/9/9/PPBsWHSGjFYv1YaxX2xKnF/fonts/CenturyGothic_8l_bv-2275122d-.woff?_cbt=1785265871") format("woff"); } @font-face { font-family: SymbolMT_8s_bv-2275122d-; src: url("userFiles/a/6/2/0/0/9/9/PPBsWHSGjFYv1YaxX2xKnF/fonts/SymbolMT_8s_bv-2275122d-.woff?_cbt=1785265871") format("woff"); } 72 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):  Online Expense Claims should be checked weekly, allocated to the proper account number, and released to the supervisor for approval.  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 school/office. Please review and validate all expenses. Supporting documents should be attached. 4. Check the Claim Status for each claim. If it says: 11- Actual, Entering – The employee is still entering information on the claim. Do not do anything at this point. 12- Actual, Created – The employee has submitted the claim for allocation. You will need to allocate the expense claim. 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

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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, or the vendor has a status reason of “Update Needed”, send a vendor packet to the hotel for completion. Send completed packets to Christy Tidwell 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 them to complete a vendor packet if needed 4. If they are a new vendor, send the completed packet 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 Hotel PO# written on it. Let Kristal know that the hotel PO can be closed out.

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