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Category: Other Admin Deadline

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Administrators,

In last week’s JAM, you received a memo regarding Avoid Deny Defend (ADD) and Tactical Emergency Casualty Care (TECC) Classified Trainings.  The purpose of this memo is to clarify the intent of the JAM communication.

Training is not required for all classified employees by the end December as previously stated. At this point, there are three options for training classified employees:

Live Trainings:
There are two remaining ADD and TECC live trainings for classified employees.  The first training will be conducted at West Jordan Middle School on Monday, October 1 from 2:30 – 5:00 p.m.  This training is primarily for Nutrition Services employees, but is open to all classified personnel.  The second training will be conducted at Elk Ridge Middle School on Friday, October 26 (grade transmittal day) from 8:30 – 11:00 a.m.  This training is open to all classified personnel who would like to attend.

Online Video Training:
After the live training on October 26, the trainings will be made available online to classified personnel for the purpose of receiving the training at their school.  It is our hope that the edited video will be between 60 and 75 minutes in length.

Possible Additional Training:
A number of options for providing additional training for classified employees are being explored, including suicide prevention training. No details are available yet, but we will be working with the classified employee group (JESPA) to create more professional development options for classified employees.

All full-time classified employees should receive ADD and TECC training, either by attending the live training or by watching the online video once it is available. Although training is not required for part-time employees at this point, you may ask your part-time classified staff to attend the live trainings or watch the training videos once they become available. Employees cannot be required to attend the live training or watch the video outside of work hours without compensation. Again, part-time classified employees are not required to be trained, but can be trained at the principal’s discretion if there is time to do so during work hours or funds at the school level to compensate them for the training.

Please contact your Administrator of Schools with any questions.

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Administrators:

The dates, times and locations for Avoid Deny Defend (ADD) and Tactical Emergency Casualty Care (TECC) classified personnel trainings are as follows:

West Jordan Middle School
October 1, 2018
2:00 - 4:30 p.m.

Elk Ridge Middle School
October 26, 2018
8:30 - 11:00 a.m.

Trainings will be announced via JEM and should also be communicated by Department Directors during their next staff meeting.

Please work with your school’s classified personnel to afford them the opportunity to receive the training while on the clock.

Principals are accountable to maintain appropriate documentation that all classified personnel are trained prior to December 31, 2018.

After October 26, 2018, the ADD and TECC presentations will be available online to be viewed at each school by the administration, licensed and classified personnel at their convenience.  The online presentation will also be available to all new hires, personnel that were unable to attend the live trainings and for retraining on an ongoing basis.

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The Curriculum Department will pay the registration fee for one administrator per school to attend the Learning Edge Conference on November 6, 2018. The Learning Edge Conference is sponsored by CITES and is designed for administrators. The focus of the 2018 conference is on gifted and talented education. More information is available at the CITES website:

https://education.byu.edu/cites/learning_edge 

To register, contact Amanda Hansen (88319) by Wednesday, October 17, 2018.

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DATE: 
March 20, 2018

TO:  
All Principals
All Budget Directors

FROM:   
John Larsen, Business Administrator
June LeMaster, Ph.D., Administrator, Human Resources
Daniel Ellis, Director of Accounting, Budgets & Audits
Cheryl Matson, Director of Insurance Services
Michael Heaps, Director of Information Systems
Sarah Palmer, Director of Payroll
Kurt Prusse, Director of Purchasing

SUBJECT:  
Year-end Processing Deadlines

Please observe the following critical deadlines regarding the financial year-end processes for the 2017-18 year. Please review these dates as they could have a major effect on your location’s ability to operate.

INVENTORY REQUISITIONS:

May 21, 2018 – Traditional Schools
Last day to enter and approve FY 2017-18 Inventory Requisitions (posted in current year), guaranteed delivery June 1, 2018. 

May 25, 2018 – All Locations
First day to enter next year startup orders. Use FY 2018-19 to post in next year. Use FY 2017-18 to post in current year. Any Inventory Requisitions entered on or after May 25, 2018 to be delivered after July 1, 2018, should be entered as a FY 2018-19 Requisition.

June 1, 2018 – Traditional Schools
Last day for delivery of FY 2017-18 Inventory orders.

June 8, 2018 – All Locations
Last day to enter, and for Principals to approve, any FY 2017-18 Inventory Requisitions (posted in current year). Inventory Requisitions to be delivered by June 25, 2018.

June 25, 2018 – All Locations
Last delivery for all non-food FY 2017-18 Inventory orders.

July 3, 2018 – All Locations
Continue entering FY 2018-19 Inventory Requisitions. Warehouses resume delivery schedules.

 

PURCHASE REQUISITIONS: All Locations

April 13, 2018
All FY 2017-18 Purchase Requisitions using the Special Ed budget must be received by the Special Ed department.

May 1, 2018
All Purchase Requisitions estimated to be $50,000 or more must be routed to Purchasing. 

May 18, 2018
Begin entering FY 2018-19 Purchase Requisitions. Select FY 2018-19 to post in next year. Use FY 2017-18 to post in current year. Please enter the respective year in the description field as seen below. FY 2017-18 Purchase Requisitions can be entered through June 8, 2018. All FY 2018-19 Purchase Requisitions will not be sent to vendors until after July 3, 2018.

SEE MEMO BELOW FOR EXAMPLE OF CHOOSING BETWEEN FY2017-18 AND FY2018

June 6, 2018 – All Locations:
Last day for P-Card purchases for FY 2017-18. 

June 8, 2018 - All Schools:
Last day to enter, and for Principals to approve, any FY 2017-18 Purchase Requisitions (posted in current year). 

June 21, 2018
Last day for Administrator of Schools level approvals for FY 2017-18 Purchase Requisitions. Not guaranteed after this date.

July 3, 2018 - All locations:
Continue entering FY 2018-19 Purchase Requisitions.

 

ACCOUNTS PAYABLE:

Immediately
As always, Accounting needs “verification” of receipt of goods or services immediately after delivery.  What constitutes a “verification” is: 1) a PO#, 2) a signature, 3) a date, and 4) an indication whether Accounting should keep the PO open (the PO has only partially been filled) or close the PO (all items received in full). The “verification” can be done on a packing slip, a copy of the PO, or a copy of the invoice.

Summer Product Received at Traditional Elementary Schools Purchased items being delivered by vendors and received at schools over the summer break must remain in a designated holding area. When staff returns they can account for the items properly, verify and submit the proper paperwork in a timely manner to the Accounting Department. This will help eliminate confusion between the schools and vendors on the whereabouts of items delivered.

May 18, 2018 - All Locations:
P-Card Reconciliations due in Accounting.

June 6, 2018 - All Locations:
Last day for P-Card expenditures for FY 2017-18.

June 7, 2018 - All Locations:
All items (mileage reimbursements, NPOs, check requests, Journal Entries and “verifications”) to be paid with FY 2017-18 budgets should be approved and received in Accounting by this date. Those received after this date, may be paid with FY 2018-19 budgets.

June 8, 2018 - Traditional Schools:
P-Card Reconciliations due in Accounting.

June 19, 2018 - Year-round schools and Departments:
P-Card Reconciliations due in Accounting.

June 27, 2018 - Elementary Schools:
Last day to submit Cash Receipts.

July 5, 2018 - All Locations:
FY 2017-18 Mileage Reimbursements Requests due, but if received after June 7, 2018, may be paid with FY 2018-19 budgets.

 

PAYROLL:

June 1, 2018 - Traditional Schools:
All True Time submissions due. Nutrition Managers approvals due by the end of the day.

June 4, 2018 - All Locations:
May Payroll due.

June 6, 2018 - All Locations:
True Time submissions due.

June 8, 2018 - All Locations:
True Time 1st approvals due.

June 11, 2018 - All Locations:
True Time final approvals due.

June 28, 2018 - All Locations:
Last day to enter FY 2017-18 Time Off. 

June 29, 2018 - All Locations:
Any FY 2017-18 time off to be approved.

July 3, 2018 - All Locations: June Payroll due. Begin entering FY 2018-19 time off.

Year-round Schools:
True Time submissions due. Nutrition Managers approvals due by the end of the day.

July 5, 2018 - All Locations:
True Time Submissions due.

July 9, 2018 - All Locations:
True Time 1st approvals due.

July 11, 2018 - All Locations:
True Time final approvals due.

 

INSURANCE: All Locations:

May 23, 2018
Annual Question and Answer Sessions.
3:30 and 5:00 pm, ASB.

May 24, 2018
Annual Question and Answer Sessions.
5:00 pm, District Office. 

June 13, 2018
Annual Health Fair
3:30-5:30 pm, ASB.

Flyers and posters will be sent to all locations.

Any questions regarding deadlines, please contact either
Kurt Prusse, Purchasing Director, 801-567-8701 or
Michael Heaps, Information Systems Director, 801-567-8737

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IMPORTANT PAYROLL DEADLINE REVISION

Due to schools being closed the first week of April for Spring Recess, and not returning until April 9th, April’s payroll will be due on March 30th.

True Time employees’ submittal deadline will also be on March 30th (or their last day worked for that week before leaving for Spring Recess).

The Payroll Department will resume work on April 4th and will be available if you have any questions.

Thank you for your efforts in assisting Payroll.

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All paperwork for appeals next week will need to be turned in to the SIS department no later than Friday the 15th as appeals are being held on Tuesday the 19th.  Thank you.

G. Norma Villar, Consultant
Student Intervention Services

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ISSA -International Sanitary Supply Association in conjunction with the ISSA Foundation are offering this scholarship opportunity to all JSD employees and their family members.

  • Qualified applicants are sponsored by an ISSA-member company for any college
    of the student’s choice. JSD Custodial Department is an ISSA member.

Please find the application attached below.  For more information please check the ISSA Foundation website.

Any questions are to be directed to:

Tracy Weber
tracy@issa.com
1-800-225-4772 or 1-847-982-0800