ACCOUNTS PAYABLE DEPARTMENT
PAYROLL DEPARTMENT
PROPERTY AND RISK MANAGEMENT DEPARTMENT
PURCHASING DEPARTMENT
TREASURER’S DEPARTMENT |
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ACCOUNTS PAYABLE DEPARTMENT |
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Who is my vendor/ school contact person? |
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Who is my vendor/ school contact person? |
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See the
Vendor Guide on the MCSD website. |
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When are vendor payments processed and mailed? |
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When are vendor payments processed and mailed? |
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Vendor payments are processed on Thursday and mailed on Friday.
See the
Vendor Check Run Schedule on the MCSD website. |
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Where should invoices and statements be sent? |
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Where should invoices and statements be sent? |
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Email
accountspayable@mcsdga.net or mail to:
Muscogee County School District
Accounts Payable Department
P.O. Box 2427
Columbus, GA 31902-2427 |
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What information is needed for proper remittance? |
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What information is needed for proper remittance? |
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1. Amount due
2. Name payment should be issued in
3. Address where payment should be sent |
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What is the minimum dollar amount for purchases on a purchase order? |
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What is the minimum dollar amount for purchases on a purchase order? |
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$150.00; if the dollar amount of the purchase is less than $150.00 and the vendor accepts
Visa cards, you must use your P-card for the purchase. |
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Can payment be made for partial shipments of orders? |
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Can payment be made for
partial shipments of orders? |
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Yes. Make a copy of your
original receiving copy and
check mark each item that was
received. |
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What happens to
the remaining balance
left on an encumbered
purchase order once the
purchase order is paid?
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What happens to
the remaining balance
left on an encumbered
purchase order once the
purchase order is paid?
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Funds are returned to
the original account
(index code/ sub object)
used. |
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What if a vendor does not accept purchase orders?
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What if a vendor does not accept purchase orders? |
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Prepayment can be made if proper remittance information is attached to the purchase order. |
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When should I use a Local school Purchase Order (LPO) form?
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When should I use a Local school Purchase Order (LPO) form?
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This purchase order is used only for purchasing goods and services using activity funds.
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How do I get the Local school Purchase Order (LPO) forms for
my school/department? |
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How do I get the Local school Purchase Order (LPO) forms for
my school/department? |
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Contact Mary King in Accounts Payable (706-748-2337 or
mking@mcsdga.net)
for LPO forms.
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Who is allowed to make a cash advance? |
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Who is allowed to make a cash advance? |
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The principal is allowed to make a cash advance. |
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For what purposes are cash advances issued? |
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For what purposes are cash advances issued? |
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1. To establish a change fund in order to make change for sales.
2. To pay for student out-of-town meals for extracurricular events.
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How can I refund money that was previously collected?
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How can I refund money that was previously collected?
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Complete a refund of money previously collected (RR) Accounts
Payable Voucher Form #AA010, which is available from the Print
and Mail Department. |
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Back to Top |
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PAYROLL
DEPARTMENT |
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How do I set up a new direct deposit or what if I change banks? |
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How do I set up a new direct deposit or what if I change banks? |
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Complete and submit to the payroll department a direct deposit form along with a
voided check or letter from your bank. Do not close your bank account until you
have opened a new account and submitted a direct deposit change to the payroll
department. If payroll has already been processed, there may be a delay in
receiving your paycheck. See
Payroll forms. |
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When will my direct deposit take effect? |
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When will my direct deposit take effect? |
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Direct deposits must be submitted before the payroll has processed.
If not, the direct deposit will be made on the following payroll. |
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When will the 2008 W-2 be sent out? |
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When will the 2008 W-2 be sent out? |
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The 2008 W-2 will be sent out at the end of January. No duplicate
W-2’s will be available until February 16. |
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How do I get a copy of my paycheck stub or W-2 forms? |
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How do I get a copy of my paycheck stub or W-2 forms? |
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You can come to the Payroll Department with a picture ID, and we
will print a copy of your pay stub or W-2. There is a $5 charge per
W-2 for duplicates. |
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How do I get my
address changed? |
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How do I get my
address changed? |
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Submit a change of address form to the payroll department. See
Payroll forms. |
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When are paychecks issued?
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When are paychecks issued?
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Monthly employees (M1) are paid on the last working day of the month.
Substitute employees (M2) are paid on the 8th of every month unless it falls
on a holiday or weekend. The only exception is the last payroll of the fiscal
year is paid out June 30th instead of July 8th. Bi-weekly Plant Service
employees (B1) are paid every other Friday unless otherwise indicated on the
payroll schedule. Bi-weekly Culinary Tech (B2) are paid every other Friday.
Please refer to the appropriate
payroll schedule before calling Payroll. |
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Why am I being docked?
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Why am I being docked?
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Usually, employees are docked due to the fact that their vacation, sick
leave, or personal leave has been exhausted. Please contact payroll for
additional information and other reasons you may have been docked. |
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What happens if there is an error on my check? |
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What happens if there is an error on my check? |
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Contact the Payroll Department and they will get back with you
within one business day with a response. Please call before
coming into the department since some errors may have to be researched. |
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What do I do if I didn’t get paid for the correct number of
days worked as a Substitute?
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What do I do if I didn’t get paid for the correct number of
days worked as a Substitute?
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First of all, make sure you check the Substitute pay schedule to verify which days
are paid for each month. If you still feel you were not paid for all days worked
contact Payroll. See
Payroll Schedules.
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Are my sick leave and vacation hours correct on my check advice? |
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Are my sick leave and vacation hours correct on my check advice? |
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The vacation/sick leave balances on your check advice reflect the balance from
last payroll. If you took time off after processing payroll this will not
reflect on your check advice. It is your responsibility to keep up with your
sick leave/vacation balances. If you have any further questions you can
contact the Payroll Department.
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When is sick leave/vacation accumulated? |
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When is sick leave/vacation accumulated? |
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The sick leave and vacation information is usually added around the 15th of
each month. This all depends on how the payrolls are processed. Please do
not contact Payroll until the end of the month if you feel that sick
leave/vacation has not been added. |
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How many vacation days can I carry over at the end of December? |
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How many vacation days can I carry over at the end of December? |
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The maximum number of vacation days that can be rolled to the next calendar
year is 40 hours. No exceptions are made in the Payroll Department. All
exceptions must be submitted to your immediate Manager or Principal, who must send the
request to the Superintendent.
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How do I become a member of the Sick Leave Bank? |
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How do I become a member of the Sick Leave Bank? |
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Enrollment time is between October 1 and May 22 of each year through the Payroll
Department. You must have a total of at least 12 days accumulated sick leave days
available. No exceptions. See
Payroll forms. |
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How do I apply for Sick Leave Bank days? |
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How do I apply for Sick Leave Bank days? |
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You must be a member of
the Sick Leave Bank.
Contact Cenobia Moore (cmoore@mcsdga.net) for
further information. If you are approved, she will forward the
information to the Payroll Department. |
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Can I transfer sick leave
days to another employee?
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Can I transfer sick leave
days to another employee?
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An employee of MCSD may donate
up to ten (10) sick leave days
to his or her spouse if such
spouse is also an employee of
MCSD. See Human Resource forms
on EmployeeNet for further information. |
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How do I get a letter stating
that I work for the school
district and stating my salary?
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How do I get a letter stating
that I work for the school
district and stating my salary?
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This would have to be obtained
in Human Resources. |
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How do I go about changing my tax deductions? |
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How do I go about changing my tax deductions? |
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You will need to complete a new W-4 form for Federal Tax Allowances and
G-4 for Georgia State Allowances. See
Payroll forms. If you need
help completing these forms you should contact your tax advisor.
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How often can I change my tax deductions? |
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How often can I change my tax deductions? |
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The W-4 and G-4 forms can be submitted any time during the year. Keep
in mind that if you only want to change your deductions for one month
you have to complete a new form for the following month. |
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PAYROLL LINKS
IRS –
www.irs.gov
State of Georgia -
www.georgia.gov
Teacher Retirement –
www.trsga.com
Paycheck calculator –
www.paycheckcity.com
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PROPERTY
AND RISK MANAGEMENT DEPARTMENT |
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How does the school district dispose of surplus property?
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How does the school district dispose of surplus property?
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MCSD uses a web-based site, GovDeals, to auction all
surplus property.
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What should I do if my school or department has surplus property to be
disposed of or transferred to another location?
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What should I do if my school or department has surplus property to be
disposed of or transferred to another location?
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Complete a Fixed Asset Transfer Form (FAT) requesting authorization for a
disposal or a transfer. Send the completed form to the Property & Risk
Management Department prior to moving equipment or property. If you fail to
complete the proper forms for disposal or transfer, the property cannot be
removed from your inventory and will be flagged during an audit. Electronic
equipment also requires an additional form. The Declaration of Surplus
form must be signed by an IT person declaring the equipment as unusable. These
forms are available on the website. |
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What happens after I complete the FAT form and send it to
Property & Risk Management?
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What happens after I complete the FAT form and send it to
Property & Risk Management?
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A work order for pickup is placed with the Plant Services Department.
Surplus property is then taken to the new location or to the River Mill
Center for storage or auction. (The
Property Manual will be posted to the webpage soon.)
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What should I do if my school or department has a loss, theft,
or destruction of property?
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What should I do if my school or department has a loss, theft,
or destruction of property?
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Complete the Break-in/Vandalism
Report and send it with a copy of the police report to the
Property & Risk Management Department.
The MCSD tag number or
serial number of the
stolen or destroyed
property must be listed
on the police report. The property can be
removed from your inventory if you follow this procedure. |
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Is accident insurance available for parents to purchase for their students?
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Is accident insurance available for parents to purchase for their students?
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MCSD does not provide student accident coverage.
Student insurance is
available for parents to purchase for a nominal fee
through First Services Insurance Company.
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What form should I complete if a student is injured at school? |
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Is there a procedure I should follow if a visitor is
injured on school property?
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Is there a procedure I should follow if a visitor is
injured on school property?
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Although the school district does not have coverage for accidents which
occur on school property, you should complete the
General Liability Claim form
so we will have a record of the incident.
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Where can I obtain assistance when completing workers’ compensation forms? |
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Where can I obtain assistance when completing workers’ compensation forms? |
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The Workers’ Compensation Procedure Manual provides
complete instructions for completing the forms required to report a work-related
injury. The
WC-1 report of injury should be
completed immediately and faxed to the Property & Risk Management Department
(706-748-2370). |
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What should I do if I am injured on the job? |
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What should I do if I am injured on the job? |
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Report the accident/injury to your supervisor IMMEDIATELY.
Failure to report the accident/injury within a certain time period could
jeopardize your right to receive benefits or cause a delay in receiving
them. Information on the Workers’
Compensation Program is available on the website.
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What department handles Workers’ Compensation for the
school district? |
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What department handles Workers’ Compensation for the
school district? |
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The MCSD Workers’ Compensation Program is
self-insured, self-administrated and regulated by the Georgia State Board of
Workers’ Compensation. This means that your claim will be handled by personnel
in the Risk Management Department. Workers’ Compensation personnel and
contact information are available on the website.
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Will I be drug-tested if I seek treatment for a work-related injury? |
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Will I be drug-tested if I seek treatment for a work-related injury? |
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Yes, per
MCSD Board Policy GAMA,
Drug-Free Workplace: Employees who seek medical attention after
the occurrence of any work-related accident which results in lost time of the
employee or others are required to submit to a drug test.
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Do I have to complete the entire workers’ compensation packet if the
injured employee does not seek medical attention?
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Do I have to complete the entire workers’ compensation packet if the
injured employee does not seek medical attention?
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Yes, the entire packet should be completed and returned to the Property &
Risk Management Department so we will have the appropriate paperwork in case
the injury worsens and requires medical attention later. See the
Workers’ Compensation Procedure Manual. |
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What should I do if I receive a bill for a workers’ compensation procedure?
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What should I do if I receive a bill for a workers’ compensation procedure?
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Make a copy for your records and forward the original to the Property &
Risk Management Department, 5661 Lorenzo Road, Columbus, GA 31904. You may also
use the pony to send the bill to the Property & Risk Management Department. See
the Workers’ Compensation Procedure Manual. |
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What is the function of the school district’s Risk Management Committee? |
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What is the function of the school district’s Risk Management Committee? |
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The Risk Management Committee is made up of six employees from departments throughout
the school district. The committee meets monthly to review employee at-fault accidents
while driving a MCSD vehicle and other school district safety issues. The committee is
governed by the
Board's Risk Management Policy EBBG. |
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Are there risks involved if I transport students in my private vehicle? |
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Are there risks involved if I transport students in my private vehicle? |
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Yes, if you are involved in an accident your insurance will become the primary coverage
and the school district’s will be secondary. You must also take into consideration the
possibility of legal action against you if a student is injured. It is always preferable
to transport students in school district buses or vehicles. See the
Transporting Students Memo. |
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PURCHASING DEPARTMENT |
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How do I reconcile my P-Card statement in WORKS? |
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How do I reconcile my P-Card statement in WORKS? |
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The WORKS Payment Manager Sign-off Procedures, the PCard Procedures, and the
PCard Manual can be found on the MCSD
EmployeeNet
on the Purchasing Tab. |
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How do I re-set my password in WORKS? |
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How do I re-set my password in WORKS? |
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Call the Purchasing Card Administrator, Nancy McCrary (706-748-2351,
nmccrary@mcsdga.net) who has access to many functions within the WORKS
software and can help re-set a password. |
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What do I need to know before I travel on behalf of Muscogee
County School District? |
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What do I need to know before I travel on behalf of Muscogee
County School District? |
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The State of Georgia travel regulations, maximum allowable
reimbursement rates, and other travel information are posted on the MCSD
EmployeeNet
under the Purchasing Tab. |
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Where do I get a hotel/motel tax exemption certificate?
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How do I use the hotel/motel tax exemption certificate?
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How do I use the hotel/motel tax exemption certificate?
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Present the certificate and proof of employment during check-in at any
Georgia hotel when traveling on MCSD business. This certificate will exempt
your stay from the county or municipal excise tax (also called hotel/motel
or occupancy tax). |
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Where do I find a list of vendors that offer contracts and
discounts to the Muscogee County School District? |
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What does MCSD currently have
out for bid? |
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What are the current purchasing policies and bid threshold? |
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What are the current purchasing policies and bid threshold? |
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The Board's Purchasing policy is found in the
Online Policy Manual. On the Policies tab, purchasing
policy is found under Section D – Fiscal Management. Purchasing
policies are Sub-sections DJE through DJG. Policy DJED specifies the
bid threshold as $15,000. |
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What items are available to purchase through the MCSD
Warehouse? |
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What items are available to purchase through the MCSD
Warehouse? |
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The Warehouse Catalog
can be viewed on the MCSD website. |
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How do I request a purchasing card or request a change in my
PCard credit limit? |
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How do I request a purchasing card or request a change in my
PCard credit limit? |
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You can make these requests by completing the PCard Request Form
or the PCard Credit Limit Change Form, which can be found on the MCSD
EmployeeNet on the Purchasing Tab. |
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TREASURER’S DEPARTMENT |
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Why did I get a Form 1099?
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Why did I get a Form 1099?
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Form
1099’s are used to represent payments for services received
and for other types of payments as required by law. |
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What is the difference between in-system and out-of-system travel? |
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What is the difference between in-system and out-of-system travel? |
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In-system travel is travel within Muscogee County and Fort Benning, and within neighboring
counties that is a normal part of the work day. Out-of-system travel is travel outside of
Muscogee County. Out-of-system travel can be subdivided between in-state and out-of-state
travel. |
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Why can’t I just charge a purchase to an account that already has money in it?
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Why can’t I just charge a purchase to an account that already has money in it?
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Accounting records must provide meaningful, reliable, accurate and timely information to the
many persons and groups with legitimate interests in MCSD's financial affairs. Some examples
of these persons and groups are 1) the management of MCSD such as the superintendent and
assistants, principals, directors, program managers, and others who must evaluate past
performance, make current decisions and plan future operations, 2) the school board, which
sets policy for MCSD and has the final responsibility for compliance with legal provisions
and budgetary restrictions, 3) the public (residents, tax payers and others) who concern
themselves with the cost and quality of education, 4) the grantor agencies which are
interested in determining eligibility for grant resources, and 5) the creditors and
investors who must decide whether to provide resources to MCSD. |
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Why is a budget adjustment required? |
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Why is a budget adjustment required? |
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To avoid overspending, the accounting system rejects items that cause a budget to be
exceeded. A budget adjustment adjusts these limits. |
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Why is spending frozen months before the school year ends?
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Why is spending frozen months before the school year ends?
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The school year ends June 30. In order for all transactions to have time to
clear, purchases must be cut off a few months before year end. Also, the money
budgeted for the year is expected to benefit the students in the classrooms in
the current year. |
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What is a fiscal year?
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What is a fiscal year?
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A fiscal year is a period of 12 months that may not be a calendar year.
MCSD’s fiscal year runs from July 1 of one calendar year to June 30 of the
following calendar year. This corresponds to the State of Georgia’s fiscal year. |
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How do I get a sales tax exemption form and when can I use it? |
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How do I get a sales tax exemption form and when can I use it? |
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Contact Jane Bedsole (706-748-2354,
jbedsole@mcsdga.net) requesting a sales
tax exemption form. MCSD is exempt from state sales tax in Georgia and
Florida. Booster clubs and PTA’s may not use the MCSD sales tax exemption number.
Each entity must apply for its own number with the Georgia Department of
Revenue – Sales Tax Division. |
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What if I have not received my payroll check? |
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What if I have not received my payroll check? |
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Contact the Treasurer’s Office: Jane Bedsole (706-748-2354,
jbedsole@mcsdga.net), Donna
Hedden (706-748-2363, dhedden@mcsdga.net),
or Traci Kennedy (706-748-2342,
tkennedy@mcsdga.net). Your information will be checked and if the check was
mailed to the correct address, a replacement may be done. If it was mailed
and you have moved, the check will be returned to the Treasurer’s Office. |
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What if I have closed my checking account and I have direct deposit? |
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What if I have closed my checking account and I have direct deposit? |
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Contact the Treasurer’s Office: Jane Bedsole (706-748-2354,
jbedsole@mcsdga.net), Donna
Hedden (706-748-2363,
dhedden@mcsdga.net), or Traci Kennedy (706-748-2342,
tkennedy@mcsdga.net).
Replacements usually take three to six business days. |
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What if I wash, lose, or otherwise destroy my payroll check? |
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What if I have a garnishment against me? |
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What if I have a garnishment against me? |
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Contact the Treasurer's Office: Jane Bedsole (706-748-2354,
jbedsole@mcsdga.net).
MCSD is required by law to comply with any court orders, including but
not limited to garnishments, bankruptcies, student loan defaults, and child
support. |
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One of my booster clubs asked me for the federal tax
identification number, what should I do? |
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One of my booster clubs asked me for the federal tax
identification number, what should I do? |
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Any booster club cannot under any circumstance use the School
District’s ID number. The club will have to establish its own
tax id number. |
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What if I am unsure of which account number and sub-object to use? |
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What if I am unsure of which account number and sub-object to use? |
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Call the Purchasing Office (706-748-2352), Accounts Payable Office (706-748-2341),
or the Treasurer’s Office (706-748-2354). We
will be glad to help you. |
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When we pay security for any activity in our school, how can
I be sure that they are not employees (other than asking the individual)? |
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When we pay security for any activity in our school, how can
I be sure that they are not employees (other than asking the individual)? |
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Call the Security office. They have a list of employees who are security in
our schools and should be paid through payroll, not on a local purchase order. |
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How do I do a budget Adjustment? |
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How do I do a budget Adjustment? |
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Complete a ‘Budget Adjustment’ form, which is available through the
Financial Services webpage in the Accounting Policies &
Procedures Manual. Make sure that you include the ‘explanation’ and that your principal
has signed the form. Budget Adjustments forms are not used for Activity Funds.
Forward the completed and signed form to the appropriate Director (Elementary Ed, Secondary Ed,
etc.) for a signature. After the adjustment has been processed, the originator will receive a
copy of the adjustment stamped ‘COMPLETED’ and showing the journal entry number the
adjustment was on. Any budget adjustment of $25,000 or more must be Board Approved.
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How can I get access to online FAMIS? |
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How can I get access to online FAMIS? |
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Send a written request to Julie Westmoreland, Budget Director (706-748-2357,
jwestmoreland@mcsdga.net),
with the name and school/department of the person requesting access and a brief
explanation of the access requested. |
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Do I need the reports on green bar paper we receive each month? |
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Do I need the reports on green bar paper we receive each month? |
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If you have online FAMIS, access reports are not necessary. You will be able to
view the information online. If you do NOT have online FAMIS access, you will need
the reports for balancing. |
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How long do I have to keep these reports? |
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How long do I have to keep these reports? |
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Reports should be kept for one fiscal year (July-June). You may dispose of
the reports at year end AFTER you have balanced your accounts. |
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How do I request an Activity Fund Transfer? |
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How do I request an Activity Fund Transfer? |
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Prepare a memo requesting the adjustment listing the index codes and sub
object, amount, explanation and signed by your principal or department head
will suffice. Forward the memo to the Treasurer’s office for processing. |
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How do I order Bank Deposit slips and Bank Bags? |
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How do I order Bank Deposit slips and Bank Bags? |
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Contact Laura Harris, Finance Director (706-748-2356,
lharris@mcsdga.net), your
request. Please allow a few weeks for deposit slips. |
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How do I answer questions about a returned check?
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How do I answer questions about a returned check?
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You must call ARS (1-800-390-3948). We cannot accept payment for returned
items; the check writer MUST go through ARS. If you need decals explaining
that MCSD uses ARS as our check collection company, please contact Laura
Harris, Finance Director (706-748-2356,
lharris@mcsdga.net). |
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What do I need to know before my school/department applies for a grant? |
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What do I need to know before my school/department applies for a grant? |
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Before grant is submitted, it must be read and approved for submission. A grant application
should be submitted at least one week before the due date to Dr. Tina Cross at the Bradley
(tcross@mcsdga.net). The application must be
accompanied by a grant routing form that must be signed by both the grant author and the school
principal. The grant routing form, school district policies and procedures, and a manual on
how to write grants is available through the link
Grants on the Financial
Services webpage or on the Staff webpage. If you receive a grant, it must be approved by
the MCSD BOE before any funds can be spent. This procedure is also handled through Dr. Cross.
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How do I get Cash Receipts Journal (CRJ) pages and event or
concession reports? |
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How do I get Cash Receipts Journal (CRJ) pages and event or
concession reports? |
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CRJ pages are to be requested from Mary King in Accounts Payable (706-748-2337,
mking@mcsdga.net); Event and
Concession reports can be obtained from Traci Kennedy in
the Treasurer’s Office (706-748-2342,
tkennedy@mcsdga.net). |
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How do I get tickets and why?
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How do I get tickets and why?
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Tickets may be obtained from Traci Kennedy in the Treasurer’s Office (706-748-2342,
tkennedy@mcsdga.net). You will need tickets
for any events where the money made will be deposited into Muscogee County School
District accounts. |
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When do I fill out an event or concession report? |
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When do I fill out an event or concession report? |
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An event report must be completed after any event in which tickets were sold. A
concession report must be completed when any organized sale of concessions takes
place. These reports and the deposit slip must be sent to the Treasurer’s office
within four business days from the event.
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Do I include this deposit on my CRJ? |
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Do I include this deposit on my CRJ? |
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A separate deposit will be made for each event and not included on your CRJ.
Deposits should be made within 24 hours of the
event or the next business day. |
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Division of
Financial Services |
