November 8, 2022

The Office of Business and Finance is comprised of three departments — Financial Services, Employee Services, and Procurement Services — and Board Support. 

Please read on for some important messages from Accounting, Accounts Payable, and Procurement

• Upcoming Account Key and Object Code Changes
• p-Card Check Out Agreement
• Purchasing Thresholds

BFin Bulletins are archived on the Business & Finance page of the DMPS website.    

ACCOUNTING

Upcoming Account Key and Object Code Changes

Attention: Office Managers, Bookkeepers, Executive Assistants, and Administrators

With year-end reporting complete, Business and Finance will be making necessary changes to some account key and object code structures. These changes are due to new guidance from the Department of Education.

The changes will be communicated in this newsletter as they are made. In addition, BusinessPlus will be set up to error when an incorrect account key and object code combination is used. Thank you for helping us maintain excellent financial reporting.

ACCOUNTS PAYABLE

p-Card Check Out Agreement

Reminder for: Office Managers, Bookkeepers, and Executive Assistants

It is required to have a p-card check out system in place and to consistently use it.

Before checking out a department p-card to your staff, please have them sign a checkout agreement. A sample checkout agreement is included here.

PURCHASING

Purchasing Thresholds

Reminder for: Office Managers, Bookkeepers, Executive Assistants, and Administrators

As a public entity, the district has certain purchasing threshold requirements, based on the value of the purchase. These thresholds are mandated by state and federal guidelines and Board policy. Prior to making a purchase, please reference the thresholds listed below.

Cost of Purchase: $0.01 - $3,499.99

• Requestor should seek the best value for the District by research or request for quotation. Three quotes would be best.

Cost of Purchase: $3,500.00 - $9,999.99

• Requestor must contact the area-designated Supply Chain Analyst who will issue competitive quotes.

Cost of Purchase: $10,000.00 - $99,999.99

• Requestor must contact the area-designated Supply Chain Analyst who will issue competitive quotes.
• The contract document must be signed by the District’s Chief Financial Officer and counter signed by the awardee’s authorized officer.

$100,000.00 and up

• Requestor must contact the area-designated Supply Chain Analyst who will issue competitive quotes.
• Board approval is required for any expenditure in this spending threshold.
• The contract document must be signed by the District’s Chief Financial Officer and counter signed by the awardee’s authorized officer.

If you ever have a question regarding purchasing, please reach out to a Supply Chain Analyst (who are specialists in their respective areas) or the district Procurement Manager.