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GCS Financial Sevices FAQ
Frequently Asked Questions Re
FAQ ANSWERS
Service SUB-
Questions
Category Category
Textbooks
I am homeschooling my children and I need to
No. We can not order for students not enrolled in a GCS School. We can give you the information on titles adopted and contact information at the Department of
purchase the current textbook adoption for the
Public Instruction Textbook Warehouse.
middle school level. Can you order them for me?
Textbooks
Can I purchase an extra set of school books for my
No, but we can give you the ordering information and contact information for the Dept. of Public Instruction Textbook Warehouse.
child to use at home. Can you order these for me?
Textbooks
I am a teacher or the new textbook coordinator and
I don't have a copy of the textbook catalogue. Will Yes, we can e-mail the catalog.
you send me one?
Textbooks
Yes. If a school is calling, the cost is in the textbook catalog. If a parent is calling for the cost, their cost from DPI is 25% higher than the contract price. This is
I need the cost of a textbook can you give the cost?
due to shipping and tax costs.
Textbooks
I would like to order a title not on the state adopted
The school will have to get the title approved by the curriculum area before we can order it.
list, can I do this or will you do this for me?
My school has some old textbooks that are no
Textbooks
longer being used at our school. Can I put them in Books that are no longer on contract can be given to our students, retained by the teachers, or boxed up and we will pick up for our South African textbook
the dumpster or give them away or sell them to program. Books can not be thrown away or sold by the individual schools.
raise money for my school?
Textbooks
I need to have some library books picked up do you
Yes. We will send these to our South African textbook partners.
do this?
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FAQ ANSWERS
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Category Category
Textbooks
I received two receiving copies with my textbook If these are state adopted textbooks, the packing slips were generated by this office. After verifying that all books were received, sign the white copy and return it
order What do I do with them? to the central textbook office on W. Washington St. Retain the gold copy for your records.
Textbooks
I need two copies of ( Title ) do you have any extra We do not keep extras on hand. We only order the quantities requested by the schools. If a school has returned a title because they no longer need it, we will
copies and if you do can I come to your location and ship those books to the school now requesting them. Otherwise, all orders are placed with DPI or the publisher. It can take from 2 to 6 weeks to receive books
pick them up? after they are ordered by our department.
Textbooks
I have a child that lost his math book, how much The price is in the textbook catalog. The amount to be charged is a site based decision. It is recommended that the site prorate the charge. Ex… if the book has
should I charge him for this book? been used 3yrs. and there is 3yrs remaining on the book, then the charge should be 50% of the original cost.
Textbooks
What is the charges for damaged books turned in at Charges for damaged books are a site based decision. Consideration should be given to the condition of the book when issued and how much longer it is
the end of the school year? scheduled to be used.
Textbooks
Fees collected during the school year for lost or damaged books are sent at the end of the school year to the central textbook office on W. Washington St. and
Who do I send the damage book fees to?
accompanied by form FIN-F034.
Textbooks
I have a child with a 504 plan. Do you supply
Yes. We first verify with the school that the child does have a 504 plan.
textbooks for them to have at home?
Textbooks
Does GCS order textbooks for students who are
Yes, that is handled by the Modified Textbook Office located at Franklin Blvd.
visually impaired or have a hearing problem?
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Textbooks
When are textbook orders due in to the textbook
Orders for new adoption titles are due by February 1st and replacement orders are due by March 1st.
office for the upcoming school year?
Textbooks
Can you/we give or donate discarded textbooks to No. Funds are allocated by the state for students enrolled in our school system. We can by law give books to adult education programs in prisons or to non-profit
an individual? groups. These are the only groups we can give books to.
Risk Management
Do I use my own health/accident coverage for my Your insurance carrier will be the primary carrier and GCS. GCS carrys an accident/injury plane for school athletics, band members, cheerleaders and trainers.
child as the primary overage or do I use the This coverage comes into play after the insurance that is carried by the parent/guardian. No accident insurance is carried for student accidents except for athletic
insurance carrier for GCS as the primary? team members.
Risk Management
My child was injured on a field trip, she fell on the
sidewalk and twisted her ankle. Who pays the We have limited coverage for field trip injuries. Your insurance is primary and this coverage is secondary. The school would give the parent the claim form.
medical bill since this happened on a field trip?
Risk Management
Our school has a class planning a field trip and the
teacher wants to know if GCS has insurance If public transportation is used, then their insurance is liable for any auto injuries not our insurance. If an activity bus is used then our auto insurance is liable. If a
coverage if she uses public transpiration, like GTA - contract motor carrier is used then their insurance is primary.
city transportation or if a tour bus is used?
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Category Category
My school has student participation in the Special
Olympics and ;HP Collegehas offered their
Risk Management
swimming facilities for them to practice in. Will
these children be covered with GCS insurance. When we use other facilities besides those belonging to GCS normally that site requests a certificate of insurance. This insurance just shows that we have liability
Exp. Jamestown Middle using High Point College coverage for any action of our employees. This coverage does not cover accidental injuries to students.
swimming facilities. HPC did not ask for a
Certificate of Liability but in the past other school
organizations have had to submit one, like the
Greensboro Coliseum.
Risk Management
A person from off campus bumped into my child at
her school, she hit a door, broke her glasses and
had to go to the hospital and have stitches in her We are not liable for the actions of others. We are responsible for the actions of our employees but only if non-accidental.
forehead. The principal said to call you that GCS
would cover the medial bills.
Risk Management
Federal guidelines prohibit transporting students in passenger vans unless they are built to school bus standards. It is the position of GCS that schools not use
My school wants to take a group of 9
passenger vans to transport students at any time. We realize that this may not always be possible. We recommend that schools always try to use a school bus to
students/teachers to a special outing that is school
transport students. If a parent or an employee transports students in a personal or rented vehicle, the personal insurance of the driver comes first. All expenses
related and would like to rent a van. Will GCS
for injuries or law suits are paid from their personal insurance policy until it is exhausted. If the trip was approved by the principal, then our insurance could come
provide insurance coverage for any accidents for
into play after theirs is exhausted. This is one of the main reasons that we caution employees on driving students anywhere in their personal vehicle. We cannot
these 9 people and for the rental van?
purchase insurance for a vehicle not belonging to GCS.
Risk Management
A parent fell down while going down the steps in the
front of our school building. They are going to the There is no form for them to take to the doctor with them. If it was an accident and we did not cause the accident, then GCS is not liable. If it is questionable or
doctor and want an insurance form to take with the person requests, we will file the incident with our carrier so they can investigate.
them. What do I do.?
Risk Management
A parent was hurt on GCS property but was not
going to the doctor. Ex: walking into a door and
has a bump on their head, mashed a finder while Fill out a Student Accident Report and state the parent was not going to the doctor and have them sign it. Keep the yellow copy for your file and send the white
closing a door and it is swelling…Do I need to fill out copy to Risk Management. Mark out the word "student" in the header and write in "visitor".
any paperwork concerning this accident just to be
on the safe side?
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Risk Management
My school is having its graduation in one of the
special event centers at the Greensboro Coliseum
Yes. E-mail all information, date, location, what school will be attending the event, and mailing or faxing information for the facility so we can order a certificate of
Complex and they have told me we need to have a
insurance for them. This is normally done by someone in central office for all graduations at non-GCS sites.
Certificate of Liability sent to them before our event
date. Is this something your office handles?
I am a parent with my child's booster
Risk Management
club/sports/drama/band and I need to rent a u-haul
trailer to take some equipment to a game or
competition or event. I don't want to use my We can not secure insurance coverage for any vehicle/trailer not owned or leased by GCS. An individual who is not an employee of GCS can not lease/rent in the
insurance company for the rental agreement. I name of GCS.
would like for GCS to provide the insurance
coverage for this u-haul since I am using my own
car and it is school related.
Risk Management
Can our school's booster club members be added
No. Our carrier only covers our employees.
to the insurance coverage with the carrier for GCS?
Risk Management
One of the mowers for GCS threw a rock and
cracked/broke my car window while it was in the No. When you reported this to the school office, they would have contacted the maintenance department for verification of the incident. Maintenance will collect
parking lot at my school. I was told to call your the information from the owner of the vehicle, fill in the information of which employee was involved and the equipment they were operating at the time of the
office and you would pay for the repairs. Do I come incident. This information will be forwarded to the Risk Management office for a claim to be filed.
to your office and get a claim form?
Risk Management
One of your trucks hit my car and now I am taking it
in for repairs. The repair shop will need to keep it We do not have the authority to approve a rental vehicle. We will file the claim with our carrier and they will investigate and be in touch with you. If you need to go
for 5 day. Will you get me a rental car while mine is ahead and rent a vehicle, you must do that on your own until our insurance carrier has had time to investigate the incident.
being fixed?
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If personal property is damaged at a location that is
being renovated who will pay for the damages? Ex:
Risk Management
A contractor did not fill in a pot hole completely
during the construction renovation at a school and The contractor's insurance should pay for these types of damages which occur on GCS property. We will contact the facilities area to make them area of this
someone runs over it and blows out a tire, or the incident.
painter spills paint on a personal laptop or someone
leans against a freshly painted wall - no sign was
posted for "wet Paint" - and get paint on their new
coat?
Risk Management
First, determine if it was a yellow school bus or an activity bus. Yellow buses are covered under the state tort claims office. Transportation has a written
A bus was involved in an accident. What do I do?
procedure for their drivers. If the bus is an activity bus, transportation will forward all information to the Risk Management office for the claim.
Risk Management
This concerns general liability coverage for enrichment activities and field trips. Several questions have arisen regarding general liability insurance coverage for
Our school's PTA wants to have a fall festival and miscellaneous activities which schools consider as field trips and/or after school enrichment activities and/or activities conducted during the school day to
have hot air balloon rides on the front lawn of the acknowledge academic achievement or other student accomplishments. As of this date our General Liability carrier has advised that the following activities are
school….. Or our school wants to take all of the 5th NOT covered under our policy: roller skating, ice skating, water-rafting, swimming, water parks, rock climbing, rock walls, trampolines, hot air balloons, animals at
grade class ice skating….Can we do this? school, high ropes course, helicopter landings or demos, and canoes. If the PTA wants to sponsor the event, then their insurance would be the liable insurance,
not the GCS insurance.
Risk Management
What is the deductible for break-ins, vandalized
property and stolen equipment? If personal The deductible with our current carrier is $10,000 per incident. This means the first $10,000 is not covered. Personal losses will be added to the site losses and if
property is stolen will GCS cover the new the total is over $10,000 then a claim will be filed.
replacement cost?
Process
Where can I find the WebSite of Continuous
Mgnt.
Systems Improvement (formerly Process http://www.gcsnc.com/depts/csi/index.htm
Management)?
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Process
Mgnt.
Where can I find the procedures and forms online
Go to CSI WebSite... Click on Master Document list and then find your department.
for my department?
Process
Any questions referencing documentation,
Mgnt.
processes, forms, work instructions etc should be Email bryantc2@gcsnc.com 370-8914 or huddlej@gcsnc.com 370-3285
forwarded to Continuous Systems Improvement.
Nutrition
School
What is my school‟s free and reduced percentage? Call Cynthia Sevier at 370-3257
Nutrition
School
When are free and reduced applications to be
Applications are distributed to all students on the first day of school or at Open House.
distributed?
Nutrition
School
Who are my students that are receiving free and That information is confidential unless a Memorandum of Agreement is approved by the NC Dept. of Public Instruction, Child Nutrition Services Section Chief.
reduced-priced meals? Free and reduced percentages can be given out to school personnel.
Nutrition
School
Where can I find breakfast and lunch menus? http://www.gcsnc.com/depts/school_nutrition/index.htm
Nutrition
School
What are the current meal prices? http://www.gcsnc.com/depts/school_nutrition/index.htm
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Nutrition
School
What is the districts policy on foods being brought in
http://www.gcsnc.com/policies/admin_policy/ihb-p.htm
from outside sources?
Obtain a special diet order form from our website at the link provided here:
Nutrition
School
What do I do if my child has a food allergy or http://www.gcsnc.com/depts/school_nutrition/menu_pdfs/Special%20Diet%20order%20form.pdf Have your child‟s doctor fill this form out and sign it. Submit the
special diet request? completed diet order form to School Nutrition Services Registered Dietitian. If menu substitutions are needed, a revised menu will be made for your child and sent
to both the cafeteria manager and the school nurse. A message can also be placed on the child‟s account.
Nutrition
School
What is the districts wellness policy? http://www.gcsnc.com/policies/admin_policy/ihb-p.htm
Nutrition
School
My child has diabetes. How will I know the carb
The carbs are listed in parentheses () by each item on the menu. Our menus can be found on the districts website
counts of school meals?
Nutrition
School
What if my child doesn‟t eat pork? Menu items that contain pork are noted by an asterisk (*) on the menus. Our menus can be found on the districts website
Meals can be prepaid online using a credit card at “LunchPrepay.com” This link is available on the GSC website under “School Nutrition.” LunchPrepay.com is a
Nutrition
School
Is there a way of paying for my child‟s lunches other
secure, easy and convenient way to apply funds directly to your student's account online. You can even check the account balance and keep an eye on what
than sending money by my child?
your student is buying.
Nutrition
Do I have to reapply for lunch benefits if my child
School
attends a different school in Guilford County during Student information is in a centralized data base so there is no need to reapply if a change in schools is made
this year?
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Nutrition
If there is a change in income or if a parent loses a
School
Applications are accepted at any time in order to receive benefits. If there is a job loss or change in income within the household, the family can apply for benefits.
job, can an application be submitted to receive free
New applications must be submitted each school year.
or reduced-price meals?
Nutrition
School
How do I obtain a refund of money in my child‟s Send the request by email to wrennd@gcsnc.com or mail written request with the following information: name, address, student‟s name and school to: Debbie
account? Wrenn, School Nutrition Services-501 W. Washington St., Greensboro, NC 27401.
Nutrition
School
Can I pay at one school for student at a different Yes, send a note to the cafeteria manager at the school that is receiving the money with the following information: name of student (that is receiving credit) and
school? how much is being added to that account.
Nutrition
School
Where can I get a free and reduced form? At the child‟s school or at School Nutrition Services, 501 W. Washington St.
Nutrition
School
How long does it take to receive approval for a free Within ten business days of receipt of application in School Nutrition Services office. A letter will be sent to the address on the application notifying the family of
and reduced application? the application results
Nutrition
School
Do I need to fill out a separate application for each
No, one application with all students listed on it is preferred.
of my children for free lunch?
Nutrition
School
Where do I return my application, once it is
Return to the school cafeteria manager or mail to: School Nutrition Services, 501 W. Washington St., Greensboro, NC 27401
completed?
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Nutrition
School
Who do I call if I have questions about my
School Nutrition Services-370-3266
application for free lunch?
Nutrition
School
How do I get a fee waiver for the SAT? Contact School Nutrition Services, 370-3266 for verification of free or reduced status.
Nutrition
After I complete my application for employment
School
The application will not be viewed for 24-48 hours but email Jennifer McMurtrie at mcmurt@gcsnc.com to let her know that the application is completed or you
online, what do I need to do next in order to get a
may wait to be contacted for an interview.
job in a schools cafeteria?
Nutrition
School
If I am not contacted after I put in an application, School Nutrition Services receives many applications so it may be a good time to try substituting in one of the vacant positions. Call the GCS Substitute Office for
should I email or try calling? additional information
Assets
Fixed
A fixed asset must be of a tangible nature, have a useful life of one year and have a value of more than $5,000.00 except for equipment purchased with federal or
What is a fixed asset?
federal grants funds and the dollar amount is $20.00 and above.
Assets
Fixed
Who determines what items are fixed assets and
The personnel in the fixed asset department. They view each purchase for capital outlay budget codes and for federal and federal grant codes.
how?
The blue inventory control tags should be physically placed on the equipment listed on the blue inventory control sheet. The blue inventory control sheet should
Fixed Assets
A blue inventory control sheet came to me attached already have the purchase order number, location code and name, asset number, quantity and description filled in. The areas on the form that are highlighted are
to the green copy. What do I do with it. I'm new at for the receiving location to complete. These areas will be: model number, manufacturer, serial number, property, room and building numbers, tagged by and date
this location. tagged. When these areas are complete the receiving location mails the blue inventory control sheet back to the Fixed Asset Department at W. Washington
Street.
Assets
Fixed
Where should I put the tag on this equipment? The tag should be placed near the model/serial numbers if possible and hopefully not in a location where it can be easily removed by students.
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What do I do with the green copy of the purchase
Assets
Fixed
After you have viewed the items you ordered and deemed them to be shipped complete, sign the green copy in the lower right hand corner as the receiving officer,
order? Do I send it back to you with the blue
date it and send it to Accounts Payable on Eugene Street. Send the blue inventory control sheet back to Fixed Assets on W. Washington Street.
inventory control sheet?
Donations - Do I need to let someone know that my
Fixed Assets
school received a donation from the: PTA, booster
If the donated equipment is of a tangible nature, has a useful life of one year and is $5,000.00 or over you will need to let the fixed asset department know so it can
club or another organization? Ex: PTA donated
be added to your fixed asset inventory. Fill out an inventory control sheet and send to the fixed asset department with documentation of cost and description.
playground equipment, the booster club built a new
concession for the ball field.
Send in any invoices and check copies that were used to purchase this equipment, the date acquired, model, serial numbers, room and building numbers where it
Assets
Fixed
Ref: Donated Equipment - What information do I
is located at your location. Also if any donation is a project that includes a building the square footage needs to be sent in as well as the date the project was
need to send in?
completed or the date the equipment was received.
Ask that person or organization to supply this information. If they can not produce this information they will need to send in a letter with a good description -
Ref: Donated Equipment - What if I don't have any
Assets
Fixed
including model, serial numbers and manufacturer and the fair market value of the individual items donated. Ex: the athletic booster club members built a
invoices or checks to send in….it was donated by
concession stand, the invoices for materials, electrical services, plumbing services, plus equipment inside the concession stand that has a value of $5,000.00 and
someone else.
over will need to be sent in.
This information will be used to determine if the cost of the donation will be added to your fixed asset ledger and also for property insurance purposes. If your
Assets
Fixed
Ref Donated Equipment - Why is all of this
school is damaged by storms, vandalism or a fire once the deductible is met you would have insurance coverage to help with the replacement of these items.
information needed?
Once something is donated to a school, it becomes the property of the school system.
Ref Donated Equipment - Once something is
Fixed Assets
donated to our school and the teacher who is using
it transfers to another school does that equipment No. The item was donated to the school and not the teacher. Therefore it stay at the school it was donated to.
go with the teacher? Ex: A digital projecter was
donated for the science department.
You will need to fill out a white inventory control sheet to have equipment picked up at your location. If you have any computer equipment list these on a separate
Assets
Fixed
I have some old equipment that needs to be picked form. The technology department will pick these up. The warehouse will pick up the other types of equipment. Send all forms to have equipment picked up to the
up. Do I send you an email and let you know? fixed asset department at W. Washington Street. Have all of the equipment to be picked up in one location. This is less time consuming for the department
picking up this equipment and does not cause any disruption in classroom or other areas.
If you have equipment without blue tags you may group the items with same description. Let's say you have 12 overhead projectors. Since these do not cost
Assets
Fixed
What if the equipment I need to have picked up
$5,000.00 or more you can list 12 as the quantity and the description as overhead projectors. You do not have to list cost, or acquired date or the disposal code.
does not have blue tags?
This can also be done with furniture, tables, chairs, bookcases, etc.
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Assets
Fixed
How long will it take for my equipment to be picked Once fixed assets receives the white inventory control sheet requesting equipment to be picked up - it is reviewed for fixed asset equipment and put in courier to
up? the warehouse for the next day's courier run. The schedule of jobs at the warehouse will determine when your equipment will be picked up.
I sent my form in to have some equipment picked
When the forms are sent to fixed assets, this department reviews the forms for fixed asset items and then forwards the form to the GCS warehouse or to the
Assets
Fixed
up over a week ago but it is still here. Do you know
technology department depending on the type of equipment to be picked up. To find out the time frame for your school you will need to call the warehouse
when someone will pick it up. We are having open
manager at 819-2755 or for computer equipment Pam Brown at 370-8346.
house next week.
What happens to the discarded equipment after it is
Assets
Fixed
Due to the non-usable condition of discarded equipment some of it is junked. Some of the equipment goes to the GCS warehouse and is stored for the auctions.
picked up? Can I purchase something that my
Auctions are in the Spring and in the Fall. All sales of discarded equipment are handled by the warehouse manager who can be contacted at 819-2755.
school is discarding?
I know of a school that has some
The school/site with the surplus items fills out a white inventory control sheet (FIN-F011) showing what they have for pickup and which items are to be taken to
Assets
Fixed
equipment/furniture to be picked up. It is no longer
another site. The principal signs the form. It is forwarded to the GCS warehouse personnel at Grimes St. in High Point for the pickup and delivery of the items. *
needed at that school. How do I request that the
If any of the items have a fixed asset tag, then the paperwork comes first to the W. Washington St fixed asset office for review.
items be brought to my school?
Print Shop
What services does the print shop offer? Full Service ---- letterhead, envelopes, BC‟s, brochures, newsletters and etc.
Print Shop
What are your business hours? Same as Central Office hours.
Print Shop
How long is the average turnaround time? 3 to 5 days and 1 additional day for courier delivery
Print Shop
What forms does the print shop stock? None, The print shop does print forms but courier service stocks most of the forms
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Print Shop
How can I find out the print shop pricing? A price list is available upon request
Print Shop
How do I order? Must complete a Printing Requisition AS-22 and submit hardcopy/electronic copy of the job to be printed
Print Shop
What are you business hours? 8:00 AM to 5:00 PM
Print Shop
Has my job been completed and Where is it? If yes, please check with the front office or secretary/treasurer at your school. If no, a time will be given on when it will be completed
Purchasing
May I move funds from my office supply account to Funds cannot be transferred between office supply and state instructional supply accounts. Office supply funds are derived from local funding sources and must
my state instructional supply account? remain separate from state-generated funds. However, you may transfer office supply funds to your local instructional account.
Purchasing Purchasing Purchasing
May I move funds from my office supply
Yes. This is considered a procurement card encumbrance decrease. Send the request for the decrease to the Procurement Card Administrator.
procurement card back to my office supply account?
What do I do if I have placed a procurement card Ensure that the amount the vendor is attempting to charge is correct. If it is, then check your procurement card balance by determining the amount originally
order and received notification that the card was encumbered on the card and then subtract the total spend on the card so far to verify your balance. If you determine that you have sufficient funds on the card,
declined due to lack of funds? contact the Procurement Card Administrator.
Contact the vendor to issue a credit to the incorrect card with a charge to the correct one. For procurement card reconciliation purposes, attach a note to your
How do I proceed if my credit card statement shows
statement advising Accounts Payable that the charge should have been applied to card # XXXX-XXXX-XXXX-XXXX which will indicate the account from which the
that a charge was billed to the wrong card?
payment will come. Alert the Procurement Card Administrator so that she can track the credit, too.
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Category Category
Purchasing Purchasing Purchasing Purchasing Purchasing Purchasing Purchasing Purchasing Purchasing
While reconciling my credit card statements, I
noticed that a vendor has not charged taxes on the No. The sales tax will be calculated and remitted to the state by the Accounts Payable Department based on your monthly procurement card reconciliation report.
purchases. Do I call them and ask them to charge Just be sure that you do NOT report the purchases in the non-taxable items column.
the tax?
The AS400 only allows you to monitor your procurement card PO‟s and reconcile payments to monthly statements. The balance on your procurement card PO
How can I check my procurement card balance in usually will not equal the balance on your card. Therefore, you must track your card balances via a spreadsheet or whatever system works best for you. If you
the AS400? believe there is a discrepancy in your card balance, recheck your calculations using your monthly statements. Contact the Procurement Card Administrator if the
issue cannot be resolved.
I am a new treasurer and do not have approval to
use the procurement cards. How do I access funds When the Purchasing Department is notified of personnel changes, remaining procurement card funds are returned to the appropriate allotment accounts so
that are still encumbered on the cards to make my purchases can be made with GCS purchase orders. If this has not happened, contact the Assistant Purchasing Officer.
purchases?
1. If my order exceeds the procurement card limit
of $2500.00 per transaction, may I ask the vendor No. This is call circumventing purchasing procedures. Orders over $2500.00 must be forwarded to Purchasing for processing.
to split the order to cover the charge?
Are there minimum order requirements for supply To take advantage of discount pricing and free freight for North Carolina state contracts and GCS bids, review the contract/bid to ensure that you meet the
orders? minimum order requirements (pre-tax order amount) for that vendor. For non-contract/non-bid vendors, there are no minimum order requirements.
Guilford County Schools pays tax for all materials and supplies. Unless you are purchasing from a North Carolina state contract, GCS bid, or a quote that is
Do I have to pay shipping and taxes on my orders? offering free freight, then freight charges apply as well. Encumber 15% if you cannot determine the actual cost of freight. Also, remember that tax is calculated on
goods plus freight.
Guilford County Schools currently has online ordering established with 13 vendors for school supplies, office supplies, and custodial supplies. All orders are
Can we order online? placed electronically by end users using their unique GCS school/department login and password. Contact the Senior Purchasing Agent for more information or to
set up a login.
If my item count exceeds the number of lines on a
To purchase more than nine items from a vendor, end users must prepare an electronic “see attached” list or vendor website shopping cart and attach two copies
requisition do I continue to list the items on
of it to the requisition. Contact the Senior Purchasing Agent to secure a copy of the electronic cart template.
subsequent requisitions?
To find the Purchasing Department staff member who can assist you with answering this question, access the Purchasing Department Directory on the GCS
Where do I purchase (fill in the blank)?
website. The Purchasing Directory and Purchasing Commodity Listing links will direct you to the appropriate person.
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How do I access North Carolina state contract
The link to the term contract page of the North Carolina Division of Purchasing & Contract is http://www.doa.state.nc.us/PandC/StateWideContracts.htm
pricing?
Contact the Senior Purchasing Agent for an electronic copy of the GCS Commodity Listing: Frequently-Purchased Items. This document is an expanded
How can I find out about GCS bids and discounts? commodity listing and contains information about GCS bids and discounts as well as North Carolina state contracts. It also identifies vendors for a variety of items
including catering vendors.
Submit a work order to the GCS Maintenance Department requesting measurement of the area where the board will be installed. Maintenance will provide an
How do I order marker boards and bulletin boards?
approval form with board dimensions to attach to the GCS requisition. Currently, boards may be purchased from North Carolina state contract #785A.
If the invoice is slightly less than the PO amount, then you will not need to change the purchase order to match the invoice. Once the invoice is paid, the unused
How do I change a purchase order amount due to a
funds will revert to the account code that was charged. However, in the event of overages, please request the Purchasing Department via e-mail to increase the
price variation?
PO so that the invoice may be paid.
Who can help me place an order for computers and
Contact the Senior Purchasing Agent for advice concerning these purchases.
software?
What types of purchases may be made from office These funds are for items that will be used for non-instructional, administrative purposes. Examples of items purchased with these funds include first aid supplies,
supply funds? shredders, and drum kits for facsimile machines.
The following information is needed: 1) flight itinerary from Aladdin Travel, 2) agenda from event, and 3) registration information from the event. Attach all
What is required to obtain a PO for travel?
documents to a requisition and forward to Purchasing.
The following information is needed: 1) agenda for the event, 2) list of attendees, 3) prior notice of event to take place. Attach all documents to a requisition and
What is required to obtain a PO for food/catering?
forward to Purchasing.
How do I obtain a PO for registrations and/or hotel When registering for events or making hotel reservations complete an AS-17 form and forward it along with the registration form, hotel confirmation, and copy of
accommodations? the agenda for the event to Accounts Payable for processing.
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Once a PO has been fully invoiced (closed), it cannot be reopened. If an additional payment is required, a new requisition must be written for the balance with a
How do I reopen a PO that has been closed? copy of the invoice attached. The requisition and attachment are forwarded to the Purchasing Department for processing as a Direct Pay referencing the original
PO number.
To make a partial payment on an open PO or a PO containing backorders, make a copy of the green PO on white paper, write “partial payment” on it along with
How do I make a partial payment on a PO without the amount of the payment, attach the invoice or packing slip, sign off on the copy, and forward it to Accounts Payable. When the PO is ready for final payment,
closing it? sign the green copy of the PO, attach the invoice or packing slip, and forward it to Accounts Payable. Refer to the Financial Services Manual, Section IV,
Receiving Procedures for further information
Purchasing
To be an approved vendor, a GCS Vendor Application must be completed. This may be done electronically by accessing the GCS website at www.gcsnc.com and
How can a company be added to the GCS vendor following this access path: Community, Department Directory, Purchasing, Vendor Application. The form may be completed and submitted online. Vendors
file? without internet access may contact the Purchasing Department at 336/370-3242 to request an application by mail. Return the application to GCS Purchasing
Department, 501 W. Washington Street, Room 213, Greensboro, NC 27401. If additional information is required, Purchasing will contact the vendor.
Purchasing Purchasing
Any change, addition, deletion, etc., to a building, structure, sidewalk, grounds, or other physical aspect of the school campus (interior or exterior) most likely will
May my principal have a storage building be classified as a capital expenditure (Capital Outlay). No capital outlay projects should be initiated at a school site without first contacting the GCS Maintenance
constructed with a fence installed around it? or Facilities Departments as well as the Purchasing Department to assist with the proper procedure. Furthermore, capital outlay expenses being funded by school
funds or donations must be processed as school-to-pay requisitions by the Purchasing Department.
I have a teacher who owns a clothing store. Can No. This constitutes a “conflict of interest” and is a violation of North Carolina General Statutes (G.S.) 14-234 which “prohibits any public officer or employee who
she sell t-shirts to the school? is involved in making or administering a contract from deriving a direct benefit from the contract.”
Payroll Payroll Payroll Payroll Payroll
How do employees change their tax withholding The employee must complete a Form W-4 (Federal Income Tax) and/or Form NC-4 (State Income Tax) and submit these forms to the Payroll Department for
information? processing. The forms can be obtained from the school treasurer, the Benefits Department, or the Payroll Department.
How do employees initiate/suspend/change their All 401k deduction activity is forwarded to the Payroll Department by the plan administrator (Prudential Retirement). The toll-free number for Prudential
401k deduction? Retirement is 1-877-627-3287.
Based on program guidelines, only full-time employees (contributing members of the Teachers and State Employees' Retirement System) are eligible to
Can all employees participate in the 401k Program?
participate.
Yes. Electronic direct deposit is mandatory for all employees with the exception of substitutes. Substitutes may elect to have their payroll checks electronically
Is direct deposit mandatory?
direct deposited but it is not mandatory for them.
To enroll or to change a bank account for the direct deposit program, the employee must complete the Guilford County Schools Authorization Agreement for
How do I enroll/change for my payroll checks to be
Automatic Deposit (Form F002) and forward it to the Payroll Department for processing. The employee should carefully read all information on the front and back
direct deposited?
of the form to get all details related to the direct deposit process.
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How do employees without a bank account Wachovia has agreed to provide our employees with an account and a payroll card. GCS will electronically deposit the employees pay in the Wachovia account
participate in the mandatory electronic direct deposit and the employee is provided a debit card that can be used to access their funds. All deposits to the account will be done electronically and all withdrawals by the
program? employee will be with the debit card.
How do employees initiate/suspend/change a
Employees must visit a branch of SECU to complete required paperwork and once processed by SECU, the deduction information is forwarded to the Payroll
deduction for the State Employees Credit Union
Department for addition on the employees' payroll record.
(SECU)?
Employees will sign on using the Employee Self Service link found in the employee section of the GCS website (www.gcsnc.com). Once signed on, select and
How do employees access their payroll checks
click on "View My Paystub". From this screen, the employee can select the desired month's stub to view and/or print. If an employee encounters problems with
stubs online?
the employee portal, they should contact the Help Desk at 370-8179 for assistance.
Courier
Can I have packages over 40LBS delivered? No. Other arrangements must be made.
Courier
Can I have Christmas cards or greeting cards sent
No. Other arrangements must be made
through the courier?
Courier
Do I have to contact the courier with my new
Yes
location when moving?
Accounting
All employees are eligible to participate in the 403(b) Plan available through payroll deduction. The 403(b) plan is administered by a third party administrator, JEM
Finance
Who can I speak to about my 403(b)? Resource Partners. Participants in the 403(b) Plan are assessed an administrative fee of $1.50 per month via payroll deduction. For additional information call 1-
800-943-9179 or visit JEM‟s website (http://www.jemtpa.com/home)
Click here to view our approved annuity list.
Accounting
All full-time employees are eligible to participate in the state sponsored 401(k) Plan available through payroll deduction and is administered by Prudential
Finance
Who can I speak to about my 401(k)? Retirement. For additional information call 1-866-627-5267 or visit Prudential's Web site. (All paperwork is handled through Prudential and then a report is sent to
Payroll Technician, Sandy Jarrett, for changes to be made in the payroll system.)
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Where can I find the current mileage rate? http://www.gcsnc.net/hr/gcs_travel.xls
Accounting
Finance
Who can I speak to about a garnishment coming
Accounting Technician - Andrea Lawrence at 336-370-8372.
out of my paycheck?
Accounting
Finance
Who can I speak to about a 1099? Accounts Payable Lead Technician -Becky Randall at 336-370-8364.
Accounting
All permanent employees are eligible to participate in the State of North Carolina 457 Deferred Compensation Plan administered by Prudential. A 457 plan is
Finance
similar to a 403(b) plan where contributions are made through payroll reduction, occur on a pre-tax basis and accumulate tax-deferred until withdrawn. The
Who can I speak to about my 457(b)?
minimum monthly contribution is $20. For more information call 1-866-627-5267. (All paperwork is handled through Prudential and then a report is sent to Payroll
Technician, Sandy Jarrett, for changes to be made in the payroll system.)
Accounting
Finance
Can I combine my sales & use tax payment with
Yes
payments for other amounts due on one check?
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Check with Accounting Technician, Andrea Lawrence at 336-370-8372, to see if the official has been added since the last list was sent out. If not authorized, have
Finance
What do I do if an athletic official is not on the
the official complete a Form W-9 and turn it into Accounting Technician, Andrea Lawrence, at the Eugene Street location. You may write a check in exchange for
authorized official list?
the completed W-9 form.
Accounting
Finance
I am a substitute, how is my paycheck sent to me? Substitutes may elect to have their payroll checks electronically direct deposited or a check will be issued and mailed to the substitute's address on file.
Accounting
Finance
I need a copy of my W-2? Contact the payroll technician for your school or department at 336-370-8367.
Accounting
Finance
My paycheck was not directly deposited into my Contact the payroll department at 336-370-8367, to see if a paycheck was sent via direct deposit. If it was, a replacement check will be issued once the funds are
bank account. returned to Guilford County Schools.
Accounting
Finance
I am retiring and want to defer a portion of my final Contact Personnel Specialist, Jeannie Greer at 336-370-8165, for assistance with the calculation of final payouts. The employee decides on the amount to defer
pay to my 403b. and contacts JEM Resource Partners at 1-800-943-9179 to have the deduction set up.
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Can I do partial payments against a purchase
Yes, make a white copy of the purchase order. Write „partial order‟ on the copy of the purchase order, sign, date, and send it to Accounts Payable.
order?
Accounting
Finance
When are Accounts Payable checks run? Accounts Payable checks are run on Tuesdays and Thursdays and are generally released three days after the run date.
Accounting
Finance
Is the school system exempt from sales tax? No
Accounting
What other paperwork needs to be included with the
Finance
direct pay and invoice when paying for meals or List of Participants/Attendees, Agenda, and Advance Notice (calendar, email, invitation etc.)
refreshments for staff development?
Accounting
Finance
I need a request for stop payment on a local check.
Accounting Technician, Robin Gonsiewski at 336-370-8372.
Who is the contact?
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Finance
I need a request for stop payment on a state/federal
Program Administrator I – Cost Accountant, Janet Harrison at 336-370-8372.
check. Who is the contact?
Accounting
Finance
Who voids Accounts Payable and Payroll checks? Program Administrator I – Cost Accountant, Janet Harrison at 336-370-8372.
Accounting
Finance
Who is the point-of-contact for retirement benefits
Personnel Specialist, Jeannie Greer at 336-370-8165.
issues?
Accounting
Finance
Who prepares and submits the Orbit retirement
Director of Payroll, Steve Friddle at 336-370-8164.
report to the NC State Treasurer‟s Office?
Accounting
Finance
I need to submit a budget transfer request. Who do
Program Administrator-Budget, School Accounting/Telecommunications, Joyce Goode at the Eugene Street location. She can be reached at 336-370-8988.
I forward it to?
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I need to send an e-mail regarding corrections of Director of Accounting/Asst Fin Ofcr, Angie Henry, she will in turn forward it to either Program Administrator I – Cost Accountant, Janet Harrison or Accounting
charges to a budget code. Who do I submit this to? Technician, Robin Gonsiewski for processing. All can be reached at 336-370-8372.
Accounting
I have a question regarding a Budget Adjustment
Finance
that has been processed in the General Ledger. Contact School Accounting at 336-574-3862.
Who do I contact?
Accounting
Finance
An error was made on my payroll check. Who do I
The payroll technician for your school or department. Contact the payroll office at 336-370-8367.
contact?
Accounting
Any vendor requesting to pick up a check, must contact Chief Financial Officer, Sharon Ozment, at 336-370-8343, for approval. Once the pick up is approved,
Finance
I am a vendor. Who do I need to see to pick up a
contact Accounts Payable Lead Technician, Becky Randall, at 336-370-8364 to pick up the check. The vendor will be expected to provide a form of identification
check?
and sign for the check. Guilford County School employees cannot pickup a vendor check.
Accounting
Finance
When on a leave of absence, to whom do I bring my
Program Administrator I – Cost Accountant, Janet Harrison at the Eugene Street location. She can be reached at 336-370-8372.
Superior Vision payments?
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I have questions about my flexible spending or
Contact the Benefits Department at 336-370-8348.
dependent day care account. Who do I contact?
Accounting
Finance
If an employee has a question regarding a deduction, contact a payroll specialist at 336-370-8367. If an organization, with a deduction already in place, has a
To whom should dues questions be referred?
question, contact Program Administrator I - Cost Accountant, Janet Harrison at 336-370-8372.
Accounting
Finance
When will I receive my mileage reimbursement? Checks are issued on Tuesday or Thursday. They are normally released three days after the issue date.
Accounting
Finance
When are checks available for view with On When technology runs the checks, the check copy immediately goes to the On Demand system, however, the supporting documentation is normally available
Demand? within one week after the date of the check.
Accounting
I have noticed on my pay stub that my garnishment
Finance
is still coming out. I thought I had fulfilled the total A lot of times, the employee is looking at the YTD column. Ask them to make sure they are looking under the correct column. This can apply to other deductions
amount due to the garnishing company. Why is it also.
still coming out?
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I need to speak to someone about changing my
Call Ginger Routh at 336-370-8996 or Betty Sarver at 336-370-8352.
health insurance coverage.
Accounting
Finance
While I am on leave of absence, to whom and
Guilford County Schools, Attn: Connie Cromer, Insurance Payables, P. O. Box 880, Greensboro, NC 27402
where do I mail my insurance payment?
Accounting
Finance
I just tried to get a prescription filled and the
The employee should make sure the pharmacy is using the new subscriber number and if necessary, call Benefits at 336-370-8348.
pharmacy said I did not have insurance.
Accounting
Finance
Can I change my dental insurance other than during
Contact the Benefits Department at 336-370-8348.
open enrollment?
Accounting
Finance
Can I change my life insurance other than during
Contact the Benefits Department at 336-370-8348.
open enrollment?
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What is the State Retirement telephone number? (919) 733-4191
Accounting
Finance
What is our federal tax ID number? 56-6000522
Accounting
Finance
What is our state tax ID number? 41-1000026
Accounting
Finance
How do I drop a child off of my insurance? Contact the Benefits Department at 336-370-8348.
Accounting
Finance
Is there a charge for employee only health, dental
Contact the Benefits Department at 336-370-8348.
and life coverage?
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I did not get my paycheck. What should I do? Contact the payroll technician assigned to your school/location at 336-370-8367.
Accounting
Finance
I need to transfer money from one budget code to Fill out a Budget Transfer Request form and send it to Program Administrator-Budget, School Accounting/Telecommunications, Joyce Goode or Director of
another. Accounting/Asst Fin Ofcr, Angie Henry. An email requesting the change can be sent to Angie Henry. Both are at the Eugene Street location.
Accounting
I have a check made payable to a school which
Finance
needs to be applied to a budget code. Can I send it Yes, send it to Accounts Receivable with the account number in which the check is to be applied.
to you?
Accounting
Finance
I have written a bad check. How do I take care of The bank sends checks returned for any reason to Bottom Line Services. They will run it through your bank 2 more times – a total of 3 times and charge you a
it? $25.00 fee. If the check is not collected by Bottom Line, we will contact check issuer.
Accounting
Finance
Have you received a check from me yet or from a
Account detail can be reviewed in the AS400 for any payments posted to your account. Questions should be addressed to School Accounting at 336-574-3862.
certain company?
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What was the dollar amount charged from a certain Look on the AS400 (Sartox) under the account number and find the transaction number. Check to see if it was a check or a journal entry. Call School Accounting
account for? at 336-574-3862.
Accounting
Finance
My direct deposit wasn‟t right. Contact your Payroll technician at 336-370-8367.
Accounting
Finance
What is the FICA/Medicare rate? 7.65% or .0765
Accounting
Finance
How long is a GCS check good? 90 days after the date on the check
Accounting
Finance
Contact the Accounting Department at 336-370-8372. If it is less than a year old, it can be rewritten. If more than a year old, you may have to contact the NC
I found an old check, what should I do?
Department of State Treasurer at 919-508-5176 to the claim money.
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Board of Education Cash Management Policy (DF-P): Deposits are to be made whenever monies on hand amount to as much as $250.00, but in any event,
Finance
How long am I allowed to hold checks and/or cash? deposits are to be made on the last business day of the week and on the last business day of the month. Any employee receipting cash that is reported missing
may be held liable, if funds were not safeguarded appropriately and deposited in a timely manner.
Accounting
Finance
Where can I find the current mileage rate? http://www.gcsnc.net/hr/gcs_travel.xls
Accounting
Finance
Can principals or department heads approve their
No. All travel expenses must be approved by an employee's immediate supervisor.
own travel expenses?
Accounting
Finance
Are budget codes required on all expenses
Yes. Every expense paid has to be charged to a budget code.
submitted for payment?
Accounting
Finance
What do you need to take with you to Food Lion
Guilford County Schools‟ ID and a copy of the purchase order.
when making a purchase on an open PO?
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What information is needed on the Food Lion
The Name of the school, the printed name of the purchaser, the signature of the purchaser(legible), the purchase order number.
Charge Sale Slip?
Accounting
How long do I have after the purchase is made at
Finance
Food Lion to turn in my charge sale slip and register Charge slips should be turned into Accounts Payable immediately to insure timely payment.
receipt?
Accounting
Finance
Can I send in copies of Food Lion charge sale slips
No, originals are required for processing.
and register receipts?
Accounting
Finance
Can the Food Lion purchase be paid for by the
No. Register receipt should be included.
charge sale slip and a signed copy of the PO only?
Accounting
What do I need to send in to Accounts Payable after
Finance
The original register receipt, the original charge sale slip, a signed copy of the purchase order, please make sure all three of these are stapled together and not
the Food Lion purchase has been made in order to
paper clipped or sent separately.
get the purchase paid for?
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If the Food Lion charge sale slip is signed, does the
Yes
PO have to be signed as well?
Accounting
If the school made a purchase from Food Lion and
Finance
wants to mail them a check from the school‟s check
Food Lion, PO Box 198169, Atlanta, GA 30384-8169
book or the PTA is paying for something, where
does the payment need to be sent?
Accounting
Finance
If I have completed all of the purchases a particular
Yes, contact the Purchasing Department to close the purchase order at 336-370-3242.
purchase order, can you close the purchase order?
Accounting
What documentation do I need to provide for my
Finance
meal reimbursements when attending a A conference agenda and evidence of registration should accompany Form FIN-F008.
conference?
Accounting
What types of advance payments and
Finance
Registration, lodging, and meals, at per diem rates, can be paid in advance or reimbursed using the travel expense form. Mileage, to and from a single destination,
reimbursement requests can be completed on a
can be reimbursed using the travel expense form; however, it cannot be paid in advance.
travel expense Form FIN-F008?
Evelyn Hobbs = A, O - Q
Finance Accounting
Missy Gover = B, C
Becky Randall = D, R, Capital Outlay
Which Accounts Payable Technician handles which Marie Tilley = E - I
vendors? Beverly Stanley = J - N (Purchase Orders)
Ashley Loftis = J - N (Travel) Scanning of Accounts Payable documentation
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Which Accounts Payable Technician handles which
Service vendors?
Questions
SUB-
Category Category
Pat Brown = S - Z
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GCS Financial Sevices FAQ
Frequently Asked Questions …………..
REVISION HISTORY
REVISION DATE REVISION DESCRIPTION
A 6/25/2009
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