To:
All School and Department Administrative Assistants
From:
Bekkah Friant, Information Systems Support Services
Click here to see deadlines for May 21-May 27.
Category: Other Admin Info
Insurance Open Enrollment July 20 – August 20 for a September 1, 2026 Effective Date
TO:
All Administrators
FROM:
Bonnie Brennan, Director of Insurance Services
Please let your employees know that the Benefits Open Enrollment dates have changed. This year, open enrollment will be held from July 20, 2026 - August 20, 2026, and all changes will be effective September 1, 2026. You will also be receiving posters like the attached flyer. Please post them where your staff will see them.
If you or any of your staff have questions, please have them reach out to Insurance Services, insurance@jordandistrict.org, (801) 567-8146. Thank you.
Signing Vendor Quotes Process
TO:
All Schools and Departments
FROM:
Kurt Prusse, Director of Purchasing
Handling Vendor Quotes That Need Signatures
When ordering furniture, software, or renewals, some vendors might ask for a signature on their quote to confirm details or terms before processing your order. Some vendors are treating quotes as their terms and conditions and/or as approval to move forward which can cause double ordering.
To help ensure all agreements align with District terms and conditions and that your Purchase Orders (POs) are approved smoothly, please use the following quick process:
- Review & Initial: Have your school administrator review the quote and initial next to the signature line to confirm the details are correct.
- Attach in Skyward: Attach that initialed quote directly to your PO Requisition in Skyward Qmlativ before sending anything back to the vendor.
- We’ll Handle the Rest: Once we receive your requisition, the Purchasing team will secure the official authorized signatures and finalize your PO.
This simple workflow keeps your orders on track and protects the District from unauthorized purchases and unfavorable terms.
Thank you so much for your help with this! If you have any questions or need assistance getting quotes from vendors, please reach out—we’re always happy to help.
Qmlativ Finance Accounting Process Updates
TO:
All JSD staff who use Qmlativ Finance
FROM:
John Larsen, Business Administrator
Dan Ellis, Director of Accounting
Natalie Grange, Accounting Administrator
The Accounting team has created instructions for Qmlativ, with screenshots, demonstrating how to complete cash receipts, journal entries, move money requests, E-checks, etc. Find this information on the Information Systems website, Documentation quick access tab, in the Accounting/Qmlativ folder.
General process updates
1-Accounts Payable Receiving Module/Verifieds: Please hold off on entering items under the receiving module and return to sending in your signed verification forms (i.e., packing slip, PO, invoice). We are working through a process to properly track received items, so please use the old method until we can communicate out a new process.
2- Insurance Corrections: A correction has been posted to the benefits accounts for the issue in April. We will send out reports showing the updated balances as soon as possible.
Qmlativ Workshops Offered this Summer
Date:
May 21, 2026
To:
All Administrators
All Admin Assistants
From:
Steffany Ellsworth, Support Services Manager, Information Systems
Subject:
Got Qmlativ Questions? We’ve Got Answers!
Our recent Qmlativ workshops have been a huge success, and we’re keeping the momentum going by offering additional sessions throughout the summer! Drop in for help with creating journal entries, viewing your budgets, submitting a travel request, approving time off and time tracking submissions, and much more. You can also get help working through processes, setting up views and filters, and customizing your dashboard and dock. Once you feel comfortable navigating the system, we’ll teach you how to submit a time off request to enjoy the hot summer days!
We are available between 9:00 am to 3:00 pm, no appointment needed. Just bring your laptop and drop in when it’s convenient for you. Upcoming dates and locations for workshops:
● Friday, June 12th at the District Office, Room 129
● Friday, June 19th at the District Office, Room 129
● Thursday, June 25th at the District Office, Room 129
● Tuesday, June 30th at the District Office, Room 129
● Thursday, July 9th at the ASB, PDC 101
● Monday, July 13th at the District Office, Room 129
● Monday, July 20th at the District Office, Room 129
● Tuesday, July 28th at the District Office, Room 129
Last Day of School – Time Tracking and Time Off Information
TO:
Administrators, Administrative Assistants, Employees
FROM:
Sarah Palmer, Director of Payroll
TIME TRACKING AND TIME OFF
Last Day of School - June 4
Please make sure all of your Time Tracking and time off is submitted and approved before leaving for summer break.
Last contract day for the 2025-26 school year
June 4th – last day of school (180 days)
June 5th – teacher checkout (184 and 187 days)
June 12th – last day for elementary administrative assistants (206 days)
June 19th – last day for extended teachers/specialists/coordinators (207 days)
Teacher Check Out
TO:
Administrators and Administrative Assistants
FROM:
Sarah Palmer, Director of Payroll
TEACHER CHECKOUT DAY – JUNE 5
All Licensed Employees
As per District policy, DP335NEG-Annual Leave-Licensed, licensed employees may not take annual/personal leave on the teacher checkout day on June 5th. However, through correlation with the principal, they may arrange to exchange this day for another non-contract day.
Last Five Days of School
TO:
Administrators and Administrative Assistants
FROM:
Sarah Palmer, Director of Payroll
ANNUAL/PERSONAL LEAVE DURING THE LAST FIVE DAYS OF SCHOOL
May 29th – June 4th
All Licensed and ESP Employees
Per District policy, annual or personal leave days may not be used during the last five days of school, unless the leave reason is listed in policy as an exception. If any of the exceptions do apply, you must provide both the leave reason and the policy exception in the time off description. If these exceptions are not applicable, your annual/personal leave day will be changed to a no-pay day as per policy.
______________________________________________________________________________
DP335NEG-Annual Leave-Licensed
DP335B-Annual Leave-Education Support Professionals
7. Annual leave shall not be taken during the last five (5) days that students are in school except under the following conditions:
a. To attend the wedding of a near relative including child, father, mother, brother, sister, grandchild, grandparents or same to one’s spouse or any other person who is a member of the same household as the employee.
b. To attend to personal or business matters which require the employee’s attendance and scheduling is beyond the employee’s control.
c. First year employees who notify their supervisor in writing that they are ill.
2026 Custodial Summer Responsibilities
TO:
All Principals
All Assistant Principals
FROM:
Scott Thomas, Administrator of Auxiliary Services
Steve Peart, Director of Custodial
We would like to make school administrators aware of the custodial summer cleaning responsibilities. Included are three summer cleaning responsibility checklists for your reference, as well as two links for training videos. These may help you track the progress of the inside cleaning and grounds upkeep of your schools throughout the summer.
Classroom Summer Cleaning Video
Summer Restroom Cleaning Video
Qmlativ Finance Accounting Process Instructions May 2026
TO:
All JSD staff who use Qmlativ Finance
FROM:
John Larsen, Business Administrator
Dan Ellis, Director of Accounting
Natalie Grange, Accounting Administrator
The Accounting team has created instructions to learn how to complete journal entries, move money requests, entering E-checks, the availability and use of financial reports, and data conversion information. Use the quick links below to go directly to a section of interest. Please share this post with anyone you feel would benefit.
Journal Entries
Journal entries to the same fund are operational and should be entered as usual.
Skyward Finance currently does not have the Due to/Due from offsets feature functioning for journal entries. The Due to/Due from offset is required when doing journal entries across funds. In order for Accounting to fix your JEs so they will process, please select your “Pay Other Loc” journal entry group. The correct journal entry group must be selected when you start your JE. It cannot be adjusted after the fact. For now, follow the instructions below to get your JE’s submitted to accounting who will fix the due to/from offset.
- Click the Add a Journal Entry
- Add attachments
- Select the “Pay Others Loc” Journal Entry Group for your location.
- In the Journal Details screen (quick entry/journal entry detail) do the following for each scenario:
To pay another school- Please only include this single transaction in the journal entry.
To pay Nutrition- copy the same accounts used for your debit and credit and reverse the debit and credit amounts. Include the phrase “due to/due from” in the short descriptions and Accounting will fix your entry.
To pay transportation - copy the same accounts used for your debit and credit and reverse the debit and credit amounts. Include the phrase “due to/due from” in the short descriptions and Accounting will fix your entry.
If your journal entry includes more than two funds, it will be easier to send them to Accounting to be entered. Please contact Accounting for instructions.
The “Pay Others Loc” Journal Entry Group should only be used in the situations above. For corrections within your own location, use the Journal Entry group with your location number.
Move Money
The move money process task can be found in the “My Tasks and Processes” menu. Under my processes on the left side, select “Start a Process”. Click the “Start” play button next to the Payroll Move Money to a different account task.
As before, please enter the name of the employee for which payroll existing payroll charges need to be moved. Then click on the “form” hyperlink called “Payroll Move Money to Different Account”. A box will pop up alerting you that you will be opening a new browser tab. Click ok.
Another tab will open where you can enter check dates of pay to move. You must enter the dates you wish moved. Move moneys can only move payroll that has already been paid.
Enter either an amount, or a % to move for each account.
Enter the full account number of the incorrect account and the correct account. You can enter more than one account with a % split.
Please provide an explanation of the reason for the move money.
Please attach back up documentation at the bottom, under upload files.
At the top you can save and exit, which enables you to come back to this task at a later date, or submit form.
Reports
The following reports in the “accounts” menu have been created and tested by Accounting. With the exception of the encumbrance issue below, they are accurate and represent correct program accounting information.
JSD-Budget Report by Object - This report is a summary of revenues and expenditures. The input screens allow you to select the month, specific program, functions, and/or objects. The bottom of the report has a grand total of revenues, expenditures, and net activity.
JSD-Revenue and Expense Detail - This report lists the detail transactions by account for selected programs, functions, and/or objects.
Fund 21 Summary Reports are being tested now and will be available soon.
Differences in Systems
Remaining Balance Column
The remaining balance column on the account list screen and on all reports is calculated by subtracting activity and encumbrances from the revised budget column.
revised budget – activity – encumbrance = remaining balance
If an account has a zero budget the remaining balance column will always be negative. JSD does not budget every line item in most school allocations, Fund 21 or Fund 75 accounts. Thus, the remaining balance column should not be used to determine the “balance” left in an account. The subtotal amount on the account list screen will also net all numbers together, rather than calculating an actual remaining balance.
Presently, the “JSD Budget Report by Object” report (located in account/reports) can be run for specific accounts or groups of accounts and includes a calculated feature on the last page showing total revenues, total expenses, and NET balances. This balance can be relied upon to reflect the overall picture of an account (with the exception of the encumbrances section below).
Revenues are credit balances
This system displays revenues with their natural accounting credit balance on the account list screens. Credits to a revenue account increase the balance of a revenue. Credits are good, they mean you collected revenue. This is a difference from our old system. Please don’t be alarmed when seeing credit balances in revenue accounts.
The “JSD Budget Report by Object” report masks the sign of revenues and displays them as a positive balance, like the previous system. This report includes a calculated feature on the last page showing total revenues, total expenses, and NET balances. This balance can be relied upon to reflect the overall picture of an account (with the exception of the encumbrances section below).
Both representations are correct.
Known Conversion Issues
Encumbrances
Encumbrances related to PO’s did not convert into the new system 100% correctly. During conversion PO’s that were not fully closed or had line items that were not fully liquidated in the old system came into the new system as open PO’s. Some PO’s did not get closed fully in the old system before conversion. As a result, encumbrances are in varying states of accuracy. IT and our vendor are looking into this issue and working on suggested resolutions.
Until this is resolved be advised that budgets are accurate and activity (expenditures) converted accurately. As you are reviewing the status of your accounts, please carefully examine encumbrances to make sure they are reflecting correctly. You can review the SMS system(old system) to review specific details.
Revenue and Expenditure Detail Reports
A JSD Revenue and Expenditure Detail report has been created, but not made available district wide. We have not made this report available because transactions created by Echecks are not pulling into these detail reports correctly. The transactions exist and were converted into the new system, but for an unknown reason these transactions won’t pull into the detail reports. Reports run at the present are missing data and do not agree to summary reports.
Balances on the “JSD Budget Report by Object” are accurate and do include these transactions in the totals. We are awaiting the vendor to resolve this issue. Account details can still be obtained in the old system for transactions through April.
Skyward is working on this as of 05/13/2026 and are hopeful it will be resolved before the end of the month.
E CHECKS
Batch name
The E-Check template has a batch name that is populated with abbreviations “ECHK” or “ECHK2”. Please do not edit this field. Leave this batch name as is, you do not need to change it.
Description to print on check
Adding an E-Check – Please make sure to include any information to help the vendor identify payments i.e.( account number, customer number, etc.) in the E-Check in the description code on the “Add Invoice” page (highlighted in red below). This description field prints on the memo line of the check. Please do not add your description to the “Save & Add Details” description box. This box does not print on the check.
Add check description after school name in red below:
Add any other detail that will helpful to you the invoice details description box below (in yellow). Please note that this field will not be printed on the check or be seen by the vendor.
If you have any questions, contact the Accounting team at 801-567-8266.
Employee-Funded Sick Bank Reminders
TO:
All Administrators
All Administrative Assistants
FROM:
April Gaydosh, Administrator of Human Resources
Rebecca Eastman, HR Generalist
As a reminder regarding our Employee-Funded Sick Bank Policy:
1. Employees are automatically enrolled in the sick bank each year through the annual donation of one (1) annual leave day to the sick bank.
More information regarding the Employee-Funded Sick Bank can be found in policies, DP326NEG -Sick Leave-Educational Support Professionals and DP 324NEG-Sick Leave-Licensed.
For those who wish to opt out of participation in the Employee-Funded Sick Bank, keep an eye out for instructions starting in the July issues of JEM and JAM.
*First Year Educational Support Professionals and hourly employees are not eligible
for sick bank, therefore, a sick bank day will not be deducted (if applicable).
S4K School Safety & Behavior Conference
DATE:
May 14, 2026
TO:
Principals
Assistant Principals
FROM:
Michael Anderson, Associate Superintendent
Travis Hamblin, Director of Student Services
SUBJECT:
Free Safety & Behavior Conference
The S4K Safety & Behavior Conference is free for any administrator, teacher, or other educator that signs up. This conference is three (3) days of hands-on, real-world crisis response strategies for creating positive cultures through safety and support.
Topics include crisis prevention, de-escalation, mental health awareness, PBIS, MTSS, strategies to reduce bullying, implementing protective factors and strategies to build a safer, more connect school community.
Use this link to sign up if you are interested. The attached flyer provides more information about the conference, registration, and registration for larger school groups.
JSD 2026 Summer Meals Program
TO:
Administrators, Principals, School Admin Assistants
FROM:
Katie Bastian, Nutrition Services Director
Jordan School District Summer Meals Program will be offered at 4 school sites this summer. Meals are free for children 18 years of age and younger. Serving days and times are included on the attached flyers. Please share this information with your school community in the next couple of weeks before school is out.
Special Ed May 2026 Newsletter
TO:
Principals
FROM:
Lisa Robinson, Administrator of Schools
Kim Lloyd, Director of Special Education
Brian King, Assistant Director of Special Education
Mike Trimmell, Special Education Administrator
Attached is the Special Ed Newsletter for May 2026
April Budget Reports
TO:
All administrators and Admin Assistants
FROM:
Dan Ellis, Director of Accounting, Budgets, and Audits
There was a problem with the posting of insurance to program accounts in the month of April. Therefore, reports sent in April are incorrect and the issue will be corrected as soon as possible once Qmlativ is up and running.
Discriminatory Language Training (Revisited)
TO:
Administrators
Counselors
FROM:
Michael Anderson, Associate Superintendent
Michelle Love-Day, Director of Language and Culture Services
Join Language and Culture Services for a training session on Discriminatory Language. We will explore the impact of discriminatory language in K-12 settings and provide recommendations to administrators and counselors on how to address discriminatory language. Several resources will be shared with participants, including a facilitated discussion guide to use with students.
You can select a morning session or an afternoon session.
Last Five Days of School, Teacher Check Out June 5, Last Day of School June 4 – Time Off and Time Tracking
TO:
All Employees
FROM:
Sarah Palmer, Director of Payroll
ANNUAL/PERSONAL LEAVE DURING THE LAST FIVE DAYS OF SCHOOL
May 29th – June 4th
All Licensed and ESP Employees
Per District policy, annual or personal leave days may not be used during the last five days of school, unless the leave reason is listed in policy as an exception. If any of the exceptions do apply, you must provide both the leave reason and the policy exception in the time off description. If these exceptions are not applicable, your annual/personal leave day will be changed to a no-pay day as per policy.
DP335NEG-Annual Leave-Licensed
DP335B-Annual Leave-Education Support Professionals
7. Annual leave shall not be taken during the last five (5) days that students are in school except under the following conditions:
a. To attend the wedding of a near relative including child, father, mother, brother, sister, grandchild, grandparents or same to one’s spouse or any other person who is a member of the same household as the employee.
b. To attend to personal or business matters which require the employee’s attendance and scheduling is beyond the employee’s control.
c. First year employees who notify their supervisor in writing that they are ill.
TEACHER CHECKOUT DAY – JUNE 5
All Licensed Employees
As per District policy, DP335NEG-Annual Leave-Licensed, licensed employees may not take annual/personal leave on the teacher checkout day on June 5th. However, through correlation with the principal, they may arrange to exchange this day for another non-contract day.
TIME TRACKING AND TIME OFF
Last Day of School - June 4
Please make sure all of your Time Tracking and time off is submitted and approved before leaving for summer break.
Last contract day for the 2025-26 school year
June 4th – last day of school (180 days)
June 5th – teacher checkout (184 and 187 days)
June 12th – last day for elementary administrative assistants (206 days)
June 19th – last day for extended teachers/specialists/coordinators (207 days)
2025-26 Finance Year-End Processing Deadlines
Date:
April 30, 2026
To:
All Principals
All Budget Directors
From:
John Larsen, Business Administrator
Daniel Ellis, Director of Accounting, Budgets & Audits
April Gaydosh, Administrator, Human Resources
Steffany Ellsworth, Support Services Manager, Information Systems
Bonnie Brennan, Director of Insurance Services
Sarah Palmer, Director of Payroll
Kurt Prusse, Director of Purchasing
Subject:
2025-26 Year-End Finance Processing Deadlines
Please observe the attached critical deadlines regarding the financial year-end processes for the 2025-26 school year. Please review these dates as they could have a major impact on your location’s ability to operate.
Employees Attending Graduation for Relatives
TO:
All Administrators
All Administrative Assistants
FROM:
April Gaydosh, Administrator of Human Resources
Rebecca Eastman, HR Generalist
The Jordan School District High School graduation dates and times will vary from school to school. Please see the attached 2025-26 High School Graduation Schedule.
Principals and Directors are encouraged to provide flexibility to parents or grandparents requesting the opportunity to attend the graduation ceremonies of family members.
Licensed employees are responsible for requesting a substitute through the Frontline Absence Management System, if applicable. In the blue “Notes to Administrator” box, the employee should add “graduation” along with his/her relationship to the graduate.
For additional assistance, please contact suboffice@jordandistrict.org.
Graduating Interns
TO:
All Administrators
All Administrative Assistants
FROM:
April Gaydosh, Administrator of Human Resources
The following information pertains to Intern Educators, Intern Psychologists, or Intern Counselors graduating in 2026 that are assigned to your location.
Please excuse full time intern educators (BYU, U of U and UVU), intern school psychologists, and intern counselors to attend their own in-person Commencement OR Convocation ceremonies. They are eligible to enter their absence in Skyward under the “Other” Leave Code and the Absence Reason of, “District Excused”. Only one day can be coded as District Excused, and
should reflect their commencement or convocation date. Please confirm this date prior to approving in skyward. The following information should be included in the description in Skyward ‘0050- Intern In-Person Graduation UNIVERSITY NAME'.
The intern is responsible for requesting a substitute, if needed, through the Frontline Absence Management System. The absence reason entered should be ‘District Excused’ and in the blue notes to administrator box, the intern should add the following information; ‘District Excused 0050- Intern in- person graduation UNIVERSITY NAME’.
If you have questions as to whether your Intern has entered the time off in Skyward or Frontline appropriately, please contact suboffice@jordandistrict.org.