Fiscal & Contracts

ESD 123 Fiscal Office Points of Contact

View our full Fiscal Office Team in Pingboard here!

Name

Title

Phone

Contact me to:

Michelle Dearlove Assistant Superintendent, Finance & Operations
544-5776
  • Prepare / submit program/department budgets
  • Employee access
Emily Herberg Fiscal Clerk 544-5707
  • Invoice an external agency, school district, etc. - Request for Billing (formerly 'Memo to Invoice')
  • Accounts Receivable
Laura Donley Fiscal Assistant 544-5778
  • Pay a contractor, external agency, etc.
  • Accounts Payable
  • Process a JV
  • Submit a Memo to Pay
  • Cut off dates and deadlines for accounts payable
  • Add a vendor in Qmlativ
Alex Cann Grants Administrator / Accountant 544-5771
  • Manage and track program or department grants
Mireya Onofre Payroll Specialist 544-5716
  • Answer questions about payroll
  • Submit Time & Effort forms and time sheets
Peng Qiu Internal Business Services Administrator 544-5774
  • Budget templates


Fiscal Year

The ESD 123 fiscal year runs from September 1st to August 31st. 

Purchasing


See Policy 6210 for more detailed information about purchasing policies and procedures.

Purchase Orders

A purchase order (PO) can be used to purchase items or services for your department. POs must be fully approved with a printed copy signed by the Assistant Superintendent of Finance & Operations in hand before any items can be purchased.

To request a PO, create a requisition in Skyward. Once you submit for approval, you can either print a copy and attach any documents supporting the need for the PO to submit to Elizabeth Rodriguez (in cubicle 334H), or attach the supporting documents to the PO within Skyward.

credit card iconProcurement Cards (p-cards)

In the event that a purchase cannot be made with a purchase order or will cost less ordering by credit card, a procurement card (p-card) may be used. If a p-card needs to be used, the department lead may request (in writing) to the Assistant Superintendent of Finance & Operations for the use of the card for a staff member in their department.

Please be courteous of p-card holder’s deadlines and capacity when requesting assistance with an order. Employees requesting use of p-cards MUST provide receipts to the p-card holder as soon as possible.

Catering – Refreshment Authorization Form

See Policy 6213 – Travel Expenses, Meals with Meeting and Light Refreshments

Events with meals or refreshments must be authorized using the Meals Workshop Refreshments & Coffee Authorization form. The form, invoice, sign-in sheet, and PO # must be turned into Laura Donley after the event.

Get the Meals Workshop Refreshments & Coffee Authorization Form here.

Vendor & Entity Information

New vendors need to complete Form W-9. You may need to provide our ESD 123 W-9 form to customers.


Contracts

External Contracts

document iconIn order to clearly identify the intent of both ESD 123 and other parties with whom the agency enters into relationships, written agreements are frequently necessary. To learn more about creating and submitting contracts, please contact Kuniko Votaw at [email protected].

Contract Types

For information, on ESD 123 Employment Contracts see Time & Pay.

E-signature via DocuSign

The purpose of the ESD 123 DocuSign system is to manage our contracts and should not be used for any other purpose. If you don’t have a ESD 123 DocuSign user account, and/or if you are the designated person in your program/department who sends out contracts, we need to activate your “Send” permission. 

Please contact Kuniko Votaw for training. Once you’ve been issued an account, log in to your new account and click the question mark in the upper right-hand corner to access Help and search the DocuSign Support Center.

See full instructions on preparing, sending, correction, and tracking contracts in DocuSign here.


Account Codes & Budgets

bar graph icon

Looking for your program's account code? Find the Account Code Chart here.

Budget Object Codes

0000 Copying
0700 Debit transfer - Internal Services
0707 Debit transfer - Network Services
0719 Debit transfer - Facilities
1000 Cost Reimbursements
1700 Credit transfers - Internal Services
1707 Credit transfers - Network Services
1719 Credit transfers - Facilities
2000 Certified Salaries
2100 Certified Salaries - Temporary
2080 Taxable Travel
3000 Classified Salaries
3080 Taxable Travel
3100 Classified Salaries - Temporary
3990 Overtime
4010 Medical/Life Insurance
4020 Labor & Industries
4030 Unemployment
4040 FICA/Medicare
4050 Retirement
4060 Compensated Absences
5000 Supplies
5010 Postage
5040 Instuctional Materials
5055 Software
5075 Printer Supplies
5077 Paper
5190 School District Supplies
5550 Inventoriable Equipment
5555 Technology Hardware
5990 Vehicle Supplies
7000 General Contractual - Misc. Contracts
7010 Printing
7020 Telephone
7030 Memberships & Subscript
7040 Consultants - PSC
7060 Equipment Maintenance
7070 Network Services (moved to 0707)
7080 Utilities
7090 Insurance
7100 Legal & Audit
7120 Advertising
7130 Workshop Meals
7135 Workshop Refreshments
7140 WSIPC Fees
7145 K20 ISP Fees
7149 K20 Circuit Co-pay
7150 Registrations
7170 Meeting Room Charges
7180 Video Conferencing Fees
7190 Facilities (moved to 0719)
7191 Leased Facilities
7200 Building Maint & Repairs
7240 District Contracts
7770 Purchase of Services
7990 Vehicle Repairs
8001 Travel - Mileage
8011 Travel - Hotel
8021 Travel - Airline
8031 Travel - Meals
8041 Travel - Rental Car
8051 Travel - Parking Fee
8061 Travel - Other
9000 Capital Outlay


Grants

See Policy 6070 – Grant Award and Compliance

Visit the iGrants webpage


Assets/Inventory

See Policy 6050 – Fixed Assets for more detailed information about ESD 123 assets.

Definition

Employees are responsible for the proper care and control of the ESD-owned assets assigned to them. Fixed assets are those assets such as land, buildings, and physical property with a life expectancy of more than one year.

Recording Assets

In accordance with Policy 6050 – Fixed Assets the following fixed assets shall be recorded in ESD 123’s inventory records:

  • Buildings and land
  • Fixed assets with a unit cost of $50,000.00 or more (including ancillary costs such as sales tax, shipping, handling, etc.)

Assets with a life expectancy of more than one year and a value between $5,000-$50,000 will be tagged and charged to object 9, the capital outlay for tracking purposes but will not be reported as a fixed asset. Certain small and attractive items charged to object 5, supplies and materials, will be tracked in a separate list to ensure public assets at high risk for misappropriation are safeguarded.


Skyward

When you are hired you will be given a Skyward Employee Access account. We use Skyward to manage the following:

  • Employee Information:
    • Leave balance (see exceptions below)
    • Leave requests (see exceptions below)
    • Employment information
    • Check history & pay stubs
  • Tax information
    • W-2 forms
    • 1095 forms
  • Purchase Orders
  • Reporting

Note: Most ECEAP staff will track leave balances and request leave through Frontline Absence Management.

Guides on using Skyward are available here.


Other Fiscal Forms

  • Request for Billing - (formerly 'Memo to Invoice') to bill a school district/agency or request an invoice | send to Emily Herberg, Fiscal Clerk
  • Memo to JV - to move expenses from one account to another within the ESD | send to Laura Donley, Accounts Payable
  • Memo to Pay – to reimburse out-of-pocket expenses un-related to travel | send to Laura Donley, Accounts Payable
Website by SchoolMessenger Presence. © 2022 Intrado Corporation. All rights reserved.