Internal Operations Manual
The following is the Table of Contents for the Internal Business Services Operations Manual.
* denotes procedure is specific to the Internal Business Services department and can only be viewed by password
The Internal Operations Manual is currently being revised. All items that were in the old version are listed below. New items may or may not have a link. This page is currently being actively developed, if you have suggestions please send us an email.
1. Internal Business Department
1.1. Accounting Responsibility (Contacts by site)
1.2. Contacts for Budget Transfers, Price Increases, Contract Changes, etc.
1.3. Work Calendar-Current Year
2. Account Codes and SACS
2.1. SACS Account Structure
2.1.1. Guidelines for Salary Classification
2.1.2. Guidelines to Object Expenditure Classifications
2.1.3. Supply vs. Equipment
3. Accounts Payable
3.1. *Looking up Invoice Payment
3.2. Paying an Invoice
3.2.1. *IBS Internal Invoice Processing Procedures
3.3. *Paying an Invoice in QSS
3.4. Payment Approval of Purchase Orders
3.5. Travel Claims
3.5.1. Guidelines
3.5.2. Forms
3.5.2.1. Advance Approval for Lodging in Excess of 200% of per diem
3.5.2.2. Approval to Attend Educational Activity
3.5.2.3. Authorization to Incur Expenses as a Representative of County Superintendent
3.5.2.4. Mileage from City Centre
3.5.2.5. Staff Member/Mileage/Expense Claim Form
3.5.3. YCAL Airfare Program
4. Accounts Receivable/Invoicing
4.1. Guidelines
4.1.1. Past Due Invoice Procedures
4.1.2. *Checkbusters
4.2. Billing Authorization Form
4.3. Contracts
4.4. *Daily Deposit
4.4.1. *Guidelines
4.4.1.1. *ERODs
4.4.2. *Adding Items to the DC
4.4.3. *Daily Deposits for CALM and Museum
4.4.3.1. *Verification E-Mail to Department
4.4.4. *Daily Reports
4.4.5. *Posting a Receipt to an Invoice
4.4.5.1. *Printing the Receipt Report
4.4.6. *Posting a Receivable (beginning of fiscal year)
4.4.6.1. How to Run an Open Receivables Report
4.5. *ERATE – Invoicing USAC
4.6. How to Add a Customer
4.7. Invoicing
4.7.1. *How to Create an Invoice in QCC
4.7.1. *Monthly Invoices
4.7.2. *SLS Annual Billing and Invoices
4.7.3. *Invoice Prelist
4.7.4. *Printing Invoices
4.7.5. *Mailing & Distributing Invoices
4.8. How to look up a customer’s A/R History
4.9. How to make sure an invoice has been paid
4.10. *Internal Invoicing Procedures
4.10.1 *Setting up AR System for Next Year
5. Budgeting & Finance
5.1. *Balancing Cash in County Treasury
5.2. *Balancing Resources
5.3. *Budget Development (next year’s budget creation)
5.3.1. Equipment Request Form
5.3.2. Request for Additional or Change in Current Staffing
5.3.3. *Position Control Report Writer
5.4. Cash Transfers vs. Budget Transfers
5.5. CALM
5.5.1. *CALM Change
5.5.2. *CALM Train Revenue
5.6. *End of Year Processes
5.6.1. *Revenue Limit Reduction for Current Liability Payroll
5.6.2. *Current Liabilities
5.6.3. *Accounts Receivable – Set-up and Posting of Receipts
5.8. *Interest
5.8.1. *Posting Interest from County
5.8.2. *Federal Interest Calculations
5.8.3. *Quarterly Interest Allocations
5.9. *Mini-Grants
5.10. Requests for Change for Special Events
5.11. Revenue from Credit Card Transactions
5.11.1. *Obtaining the Voyager Statement
5.12. Transportation
5.12.1. Special Education Transportation Bill-back
6. Business Systems
6.1. *Accountability
6.1.1. *Guidelines
6.1.2. *Basic Overview
6.1.3. *How to Create a Project
6.1.4. *How to Release Retention
6.2. Laserfiche
6.2.1. Guidelines
6.2.2. Frequently Asked Questions
6.2.3. How to Videos
6.2.4. Workflow Instructions
6.3. LiquidOffice
6.3.1. Guidelines
6.3.2. HR Form Approval
6.4. QSS/QCC
6.4.1. Guidelines
6.4.2. How to Run Reports/Look-Ups
6.4.2.1. Budget Report
6.4.2.2. Financial Activity Report
6.4.2.3. Inspect Account Balances (Summary & Detail)
6.4.2.4. Financial Statements
6.4.2.5. Monthly PO Board Report
6.4.2.6. Vendor Change Report
6.4.2.7. Vendor Activity Report
6.4.2.8. Vendor History Look-Up
6.5. SchoolDude
6.5.1. *Adding Budget Codes
6.5.2. *Adding New Users
6.5.3. M & O Work Order Instructions
7. Conference Rooms
7.1. Room Guidelines
7.2. Conference Room Request Form – Internal
7.3 Conference Room Request Form – External
8. Fixed Assets and Surplus Property
8.1. Fixed Asset Monthly Process
8.2. Inventory Location Sheets
8.2.1. Location Codes
8.3. Physical Inventory Procedures
8.4. Sales of Surplus Property
9. Foundations
9.1. Educational Services Foundation
9.1.1. Billing Authorization Form
9.1.2. Check Request Form
9.1.3. Deposit Form
9.1.4. How to Find Your Current Balance
9.2. List of Foundations and Contacts
10. Grants
10.1. Grant Management Guidelines
10.2. Grant Development and Implementation Process
10.2.1. Guidelines
10.2.2. Workflow
10.2.3. *Internal Grant Procedures
11. Purchasing
11.1. Guidelines for Office Purchases
11.1.1. End of Year Instructions
11.1.2. Guidelines for Misc. Purchases (Promotional, Refreshments, Meals, etc.)
11.1.3. How to Look Up a Vendor Number
11.1.4. How to Request a New Vendor Number
11.1.5. Purchase Order “Ship To” Numbers
11.1.6. Purchasing Practices
11.1.6.2. *Bid Limits and Office Procedures
11.1.6.3. Purchase Requisition (pdf)
11.2. Contracts
11.2.1. Guidelines (LiquidOffice vs. Laserfiche Workflow)
11.2.1.1. *EDD Reporting
11.2.1.2. *Insurance Certifications
11.2.1.3. Internal Contract Procedures
11.2.2. Laserfiche Workflow
11.2.2.1. Flowchart of Workflow
11.2.3. Leases
11.2.3.1. Guidelines
11.2.3.2. *Schedule Creation and Maintenance
11.2.4. LiquidOffice Workflow
11.2.4.1. Flowchart of Process
11.2.5. Routing Form
11.3. Helpful Reports
11.3.1. Inspect Vendor Detail Report
11.3.2. Open Purchase Order Report
11.3.3. Vendor Look-Up
11.3.4. Vendor History Report
11.4. Purchase Cards
11.4.1. Purchase Card Guidelines
11.4.2. How to Reconcile a Purchase Card
11.4.3. Purchase Card Forms
11.4.3.1. Cardholder Summary Form
11.4.3.2. Dispute Form
11.4.3.3. Lost Receipt Notification Form
11.4.3.4. Purchase Card Requisition
11.4.3.5. Purchase-Card-Log
11.4.3.6. Request for Purchase Card
11.5. Purchase Orders (Epylon and non-Epylon Vendors)
11.5.1. Generic Punch-out Instructions
11.5.2. How to Approve Payment for Purchase Orders
11.5.3. *How to Print Purchase Orders
11.5.4. *How to Run and Release Prelists for Printing
11.5.5. How to Use Epylon
11.5.5.1. Epylon Supplier Search
11.5.5.2. G.R.A.B. It: A How-To Guide for Epylon
11.5.5.3. Process Flowchart
11.5.5.4. What to do when an eReq has been returned to you
11.5.6. Instructions for Requisitions for non-Epylon Vendors
11.5.6.1. How to Encumber Funds
11.5.7. How to Order from Stinson’s
11.5.8. How to Change Vendor on a PO
11.5.8. *How to Delete a Requisition when the PO has been Printed
11.5.9. Adding Staff as Authorized Buyers for Open POs
11.5.9.1. *Adding Staff as Authorized Buyers for Home Depot/Lowes Open POs
11.6 Cell Phones/Data Cards/Pagers
11.6.1. Cell Phone Stipend Guidelines
11.6.2. Cell Phone Stipend Request Form
11.6.3. Cell Phone Stipend Network Access Form-(For approved Stipend B-Data only)
11.6.4. Cell Phone/Data Card Request Form
11.6.5. Pager Request Form (pdf)
12. Transfers
12.1. Guidelines – (inter-office transfer, descriptions)
12.1.1. Due to/Due from
12.1.2. Cross Fund Memo
12.2. *Allocated Charges
12.3. *Audit Transfer (charges)
12.4. *Cell Phone Payment & Transfer
12.4.1. Employee Personal Use Sheets and Payment
12.5. *Copy Machine Transfer
12.5.1. *Copy Machine Code Reading
12.6. *District Paper Usage Transfer
12.7. *Indirect/Admin Charges
12.8. *Legal Service Fee Transfer
12.9. *Production Charges Transfer
12.10. *Property & Liability Transfer
12.11. *Technology Transfer
12.12. *Telemate
12.13. *Telephone Payment & Transfer
12.13.1. *CalNet II On-Line
12.14. *Workstation Charge Transfer
13. Warehouse, Work Orders & Equipment Repair
13.1. Warehouse Storage Guidelines
13.1.1. Orange Storage Label
13.2. Contacts for Repairs
13.3. M & O Work Order Instructions (SchoolDude)
13.3.1. *SchoolDude.com Scheduled Reports
14. Workshops
14.1. Guidelines
14.2. Request for Budget Approval of Special Event