Rolled Open Encumbrances

You can see the rolled open encumbrances by going to the Open Document Inquiry Screen in FAMIS.  Under the column other click the drop down arrow and select PY Encumbrances.  Click on retrieve. The next screen will show all the rolled open encumbrances that need to be cleaned up.  As a reminder, you’ll won’t be able to cancel any Staples balances.  Please obtain an email from Staples if there aren’t any balances.
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Easy Money – Special Education Funds

Some schools leave a lot of money on the table, because they don't code STARS correctly to maximize funds. On October 31st, the DOE take a hard roster count and makes budget adjustments based on the difference between the initial register projection and the actual. It is the first round of budget adjustment. The second round of adjustment occurs on December 31st.  The DOE counts the number of special education students, but it doesn't just look at the number of special education students. Instead, it is based on mandated services for each student with an Individual Educational Plan, as reported in STARS. Some schools don't correctly identify these activities and it could mean losing a lot. I remember a colleague two years ago got $95,000 in additional funding by updating STARS. At the school level, run the USPE report, to make sure the ACT (actual) matches the REC (recommended) services. More money is given to the school for ICT program, then self-contained program and…
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Easy Money – Title I Grant

As a former school business manager, I used to take an interest in the collection of lunch forms.  It has a direct impact on the amount of Title I funds the school receive the following year. This year the per capita amount is $801 given to schools that qualify for Title I.  It is a ratio of the number of families who meet the criteria for a free or reduced meal, based on lunch forms submitted. This year I know one school started out with 130 out of 500 lunch form with a meal code 5--lunch forms required, according to ATS report RMEL.  The deadline to submit those lunch forms is usually at the end of December. So far, the school collected 100 of those outstanding 130 lunch forms.  Assume 80 of those students qualify for reduced or free meals, the school will get $64,080.  It is the easiest grant money to get.
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Book Buy Back Program

The Department of Education has identified vendors who will partner with the DOE for the Book Buy Back Program. These vendors will remove your text and trade books, as well as provide your school with a financial compensation based on the resale or recyclable value. Each school must identify a designee who will be responsible for the coordination of their school’s book buyback program. The instructions below outline the steps schools should take to commence this process. All schools participating in the book buyback program must complete the following process: Create an inventory books (i.e.- book name and quantity) to be considered for this program. Schools are encouraged to contact the two vendor(s) below to maximize revenue dollars and/or desired removal schedules:Academic Asset Management, Inc. PMB 303, 4725 Dorsey Hall Dr. Ellicott City, MD 21042 Ron Duvall 1-800-730-2567 x709 ron@academicassetmanagement.com Follett Educational Services Follett School S…
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Purchasing a Sole Vendor Item

Suppose you want to purchase School Messenger for your school and the vendor is a sole vendor for that software.   What you need to first: Vendor No.  WES078197 Budget Information:  Use Education Software line (Quick Code ######, Object Code ####, Activity Code ####) Sole Vendor letter (ask the vendor for a sole vendor letter)   Go to FAMIS and follow the steps below: Purchasing  >>  Non-Contracted  >>  Commodities  >>  Sole Vendor Enter vendor number WES078197  >>  click Retrieve Vendor Information button  >>  click Next Click I Certify that I have a Sole Vendor Letter on File (make sure you have the sole vendor letter) The next screen shows the Office of Payable Operation, leave it alone and click Next You can put your name or leave the school name for Attention, type in the school Telephone number, and click Next The next screen is for you to Add Spending Account Line (from Galaxy, above), enter t…
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Travel

TRAC can be a pain, especially for those of us who do not use it often.  The traveler needs to submit a request that needs to be approved by his or her supervisor, for schools, it is usually the principal.  To do so, the traveler needs to complete a TRAC, which requires a lot of information, such as air travel price, hotel price, hotel tax, cost to seminar or registration fees, estimated cost of food, ground travel expenses, incendiary expenses that needs to be refunded.  Unfortunately, the traveler does not want to research these.
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Summer Orders

Reminder to order supplies for the upcoming school year. Students' uniform copy paper Environment/decor: bulletin board paper, bulletin board plastic, special tape, bulletin board borders, posters, staples, staple removers Classroom:  chalk, dry-erase markers, markers, pencils, pens, chart tablet paper, sentence strips, composition paper, graph paper, staplers, staples, paper clips, Scotch tape, tape dispenser, masking tape, index cards Office supplies:  pens, copy/printer paper, white out Curriculum:  textbooks, novels (class sets), workbooks Labels:  10 per page for students record
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