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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, Grants, Payroll, Benefits, and Procurement:
- Travel Reminders / Changes to Travel Form
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Grant Procedures
- W2s
- Iowa W4
- 1095-C
- Purchasing Thresholds
BFin Bulletins are archived on the Business & Finance page of the DMPS website.
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ACCOUNTING
Travel Reminders / Changes to Travel Form
Notice for: All Employees
Travel Reminders:
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Understand the travel policy BEFORE traveling so you do not owe the district back for unallowed expenses
- If traveling for a conference, an agenda must be attached to the request form
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If travel is grant-funded (Title, HeadStart, etc.), you must use a p-Card for all expenses (itemized receipts required)
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If travel is NOT grant-funded, the preferred method for meals is per diem reimbursement (no meal receipts needed)
- The daily rate for meals using a p-Card is based on location
Flying when Traveling:
- When researching airlines, search for the lowest cost ticket available. This will typically be a non-refundable, no insurance ticket. When conducting your price comparison, include the mandatory “add on” fees. The district will only pay for the following:
- One luggage fee per person (i.e., one checked bag, one carry-on bag, or one personal item). Excess weight fees are the responsibility of the employee.
- Mandatory economy seat selection ($30 round trip max)
- No other electable add-ons are allowed.
- Note, when flying, parking in an airport Economy Lot is an allowable expense. The maximum daily rate allowed for airport parking is $12/day.
Post-Travel Expense Report
All travelers must complete the post-travel expense reports within 7 business days from the return of the trip.
Based on your feedback, changes have been made to the post-travel form, including:
- The Pre-Approval Email (in PDF) must be attached
- An agenda must be attached, if traveling for a conference
- Estimated travel expenses must be updated to actual expenses
Additionally, use the text box in the form to explain non-policy-conforming issues (i.e., the pCard did not work on the first day of travel; the airline cancelled return flight so additional hotel stay incurred).
Complete Travel procedures are in the DMPS Business & Finance Procedure Manual
A Travel Quick Guide is available as a quick reference.
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GRANTS
Grant Procedures
Notice for: All Employees
To ensure positive relationships between DMPS and area funders, we must work together to provide a coordinated approach to grant seeking. Please share this reminder with educators and staff.
As has been the protocol for the past decade, all grant applications must be filtered through the Grants Specialist before submission to funders. This includes funding requests to Prairie Meadows, Polk County, Wells Fargo, Principal Financial, United Way, and any other grantor.
If you find a grant opportunity for which you would like to apply, first reach out to Lori Brenno, Grants Specialist (Lori.Brenno@dmschools.org; (515) 242-8215). If you have submitted a grant application outside of these protocols and it was funded, please reach out to Lori to ensure accounting procedures, fiscal compliance, and reporting requirements are met. Grants procedures can be found in the Employee Handbook and under Business and Finance/Grants at @DMPS.
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PAYROLL
Tax Form W2
Reminder for: All Employees
- Employees who opted to receive an electronic W2 will be able to download their W2 now in Employee Online.
- The district has mailed paper copies of W2s; employees should expect to receive their W2 this week by mail.
Tax Form Iowa W4
Reminder for: All Employees
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Effective January 1, 2024, the IA W-4 has changed.
- The biggest difference is an allowance of “1” is now $40, “2” is now $80, etc. All allowances have changed from a number to a dollar amount.
- Employees are strongly encouraged to update their withholding allowances, even if you are claiming “0”.
- Click here to read more about these changes
Steps for Employees
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Update your W-4 based on the instructions in the form
- Send the updated form to Payroll: Payroll@live.dmps.k12.ia.us
**Do NOT update your Iowa W4 on Employee Online**
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BENEFITS
Tax Form 1095-C
Reminder for: All Employees
In compliance with the Patient Protection and Affordable Care Act, Section 6055/6056, Des Moines Public Schools is required to file Form 1095-C, Employer-Provided Health Insurance Offer and Coverage. This informational form reports the minimum essential coverage we provided to you for the 2023 tax year to the IRS.
The Form 1095-C contains information to assist you and the IRS in establishing that your obligation to maintain minimum essential health insurance coverage under the Individual Mandate has been met; therefore, not subject to penalty. Your 2023 Form 1095-C is now available for you to view and print in Benefitfocus.
To access your 1095-C Form, go into the Benefitfocus portal and select “VIEW CURRENT BENEFITS”. In the top right corner select the Benefit tab. You can then select the 1095-C Form link. Select “Download” on the right side of the page next to the tax year and the document can be saved and/or printed.
Please use this information when completing your 2023 personal income taxes. You will want to print and save a copy with your 2023 tax return in the event you are audited by the IRS.
If you have any questions or concerns regarding your 1095-C form, please contact Rhonda Wagoner (Rhonda.Wagoner@dmschools.org).
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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.
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Upcoming Deadlines/Reminders | |
It is the policy of the Des Moines Community School District not to illegally discriminate on the basis of race, color, national origin, sex, disability, religion, creed, age (for employment), marital status (for programs), sexual orientation, gender identity and socioeconomic status (for programs) in its educational programs and its employment practices. There is a grievance procedure for processing complaints of discrimination. If you believe you have (or your child has) been discriminated against or treated unjustly at school, please contact Carol Wynn-Green, 2100 Fleur Drive, Des Moines, IA 50321; phone: 515-242-7709; email: carol.wynngreen@dmschools.org.
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