GCS Financial Services FAQ by kennedyandstahl

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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?
        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.




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                                         Frequently Asked Questions                                                                                                                                                                                                                    Re




                                                            FAQ                                                                                                                  ANSWERS

     Service                                                                              SUB-
                                                        Questions
    Category                                                                             Category
        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?
        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?
        Risk Management 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.



                                     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.




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                                               Frequently Asked Questions                                                                                                                                                                                                                                Re




                                                                   FAQ                                                                                                                        ANSWERS

     Service                                                                                        SUB-
                                                                Questions
    Category                                                                                       Category
        Risk Management 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?



                                          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?

                                           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 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.

                                                                                                              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.




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                                                                                   FAQ                                                                                                                        ANSWERS

     Service                                                                                                         SUB-
                                                                                Questions
    Category                                                                                                        Category
        Risk Management Risk Management 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.?

                                                             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?

                                                           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 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?



                                                              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?


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                                                                                  FAQ                                                                                                                      ANSWERS

     Service                                                                                                       SUB-
                                                                               Questions
    Category                                                                                                      Category
        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?

                                                          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 Risk Management 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.


                                                                                                                             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.

                                                            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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                                           FAQ                                                                                                                      ANSWERS

     Service                                                                SUB-
                                        Questions
    Category                                                               Category
      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
      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



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                                          FAQ                                                                                                                       ANSWERS

     Service                                                               SUB-
                                       Questions
    Category                                                              Category
      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?
      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?



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                                                FAQ                                                                                                                    ANSWERS

     Service                                                                    SUB-
                                             Questions
    Category                                                                   Category
      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?
      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.

                        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?




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                                               FAQ                                                                                                                    ANSWERS

     Service                                                                   SUB-
                                            Questions
    Category                                                                  Category
                       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.
      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?



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                                             FAQ                                                                                                                   ANSWERS

     Service                                                                 SUB-
                                          Questions
    Category                                                                Category
                             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
        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




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                                                                          FAQ                                                                                                                    ANSWERS

     Service                                                                                            SUB-
                                                                      Questions
    Category                                                                                           Category
        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.
        Purchas Purchas Purchas




                                                        May I move funds from my office supply
                          ing




                                                                                                                  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
                  ing




                                                   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
          ing




                                                                                                                  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.
               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?




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                                                                                                                                          FAQ                                                                                                                  ANSWERS

     Service                                                                                                                                                            SUB-
                                                                                                                                      Questions
    Category                                                                                                                                                           Category
        Purchas Purchas Purchas Purchas Purchas Purchas Purchas Purchas Purchas Purchas Purchas Purchas Purchas




                                                                                                                  1. If my order exceeds the procurement card limit
                                                                                                          ing




                                                                                                                  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
                                                                                                  ing




                                                                                                                                      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
                                                                                          ing




                                                                                                                  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
                                                                                  ing




                                                                                                                                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
                                                                          ing




                                                                                                                      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
                                                                  ing




                                                                                                                       Where do I purchase (fill in the blank)?
                                                                                                                                                                                  website. The Purchasing Directory and Purchasing Commodity Listing links will direct you to the appropriate person.

                                                                                                                    How do I access North Carolina state contract
                                                          ing




                                                                                                                                                                                  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
                                                  ing




                                                                                                                  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
                                          ing




                                                                                                                  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
                                  ing




                                                                                                                                                                                  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
                          ing




                                                                                                                                                                                  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,
                  ing




                                                                                                                                   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
          ing




                                                                                                                      What is required to obtain a PO for travel?
                                                                                                                                                                                  documents to a requisition and forward to Purchasing.


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                                                                                              FAQ                                                                                                                      ANSWERS

     Service                                                                                                                   SUB-
                                                                                           Questions
    Category                                                                                                                  Category
        Purchas Purchas Purchas




                                                                                                                                         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
                          ing




                                                                      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
                  ing




                                                                                     accommodations?                                     the agenda for the event to Accounts Payable for processing.
                                                                                                                                         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
          ing




                                                                         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
                         Purchasing




                                                                      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




                                                                                                                                         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.
        Payroll Payroll Payro Payro Payro Payro Purchas




                                                                       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
                                                  ing




                                                                                 she sell t-shirts to the school?                        is involved in making or administering a contract from deriving a direct benefit from the contract.”
                                                                      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
                                            ll




                                                                                     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
                                      ll




                                                                                   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?
                                ll




                                                                                                                                         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?
                          ll




                                                                                                                                         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.
                                                                          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.

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                                                 FAQ                                                                                                                  ANSWERS

     Service                                                                   SUB-
                                              Questions
    Category                                                                  Category
        Payroll Payroll




                            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.)
      Accounting
       Finance




                              Where can I find the current mileage rate?                 http://www.gcsnc.net/hr/gcs_travel.xls




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                                            FAQ                                                                                                                    ANSWERS

     Service                                                               SUB-
                                        Questions
    Category                                                              Category
      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?
      Accounting




                                                                                     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.




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                                           FAQ                                                                                                                    ANSWERS

     Service                                                                SUB-
                                        Questions
    Category                                                               Category
      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.
      Accounting
       Finance




                      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?
      Accounting
       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.




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                                           FAQ                                                                                                                   ANSWERS

     Service                                                               SUB-
                                        Questions
    Category                                                              Category
      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?
      Accounting
       Finance




                    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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                                             FAQ                                                                                                                    ANSWERS

     Service                                                                    SUB-
                                          Questions
    Category                                                                   Category
      Accounting
       Finance




                     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?
      Accounting
       Finance




                    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.




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                        Frequently Asked Questions                                                                                                                                   Re




                                           FAQ                                                                                                                 ANSWERS

     Service                                                              SUB-
                                        Questions
    Category                                                             Category
      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?
      Accounting
       Finance




                    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?
      Accounting
       Finance




                      I did not get my paycheck. What should I do?                  Contact the payroll technician assigned to your school/location at 336-370-8367.




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                         GCS Financial Sevices FAQ
                        Frequently Asked Questions                                                                                                                                                                                                             Re




                                           FAQ                                                                                                                 ANSWERS

     Service                                                              SUB-
                                       Questions
    Category                                                             Category
      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?
      Accounting
       Finance




                   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




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                         GCS Financial Sevices FAQ
                        Frequently Asked Questions                                                                                                                                                                                                            Re




                                            FAQ                                                                                                                 ANSWERS

     Service                                                                SUB-
                                        Questions
    Category                                                               Category
      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.
      Accounting




                                                                                      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?
      Accounting
       Finance




                      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?




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                                   GCS Financial Sevices FAQ
                                  Frequently Asked Questions                                                                                                                                                                                                                      Re




                                                     FAQ                                                                                                                     ANSWERS

     Service                                                                          SUB-
                                                  Questions
    Category                                                                         Category
      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?
      Accounting
       Finance




                             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

              Which Accounts Payable
171db172-9421-42ae-a642-5c90753032a4.xls Technician handles which                                                                            22                                                                                                                       7/24/2009
                                                  vendors?
                                  GCS Financial Sevices FAQ
                                 Frequently Asked Questions                                                                                                                                 Re




                                                    FAQ                                                                                                               ANSWERS

     Service                                                                    SUB-
        Finance Accounting




                                                Questions
    Category                                                                   Category
                                                                                          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
                                                                                          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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