Business Office Reference
Guide
8/18/2011
This document provides general information regarding Business Office practices and procedures for the
Hartford Union High School District. The tool is intended to serve as a quick reference to assist you in
your day to day duties.
Hartford Union High School District
Business Office Reference Guide
Electronic Version - Click on the Area of Interest Along with Your Control Key, and You Will Be Taken to the Topic Detail
Table of Contents
Contact Information........................................................................................................................ 3
Processing Timeline ........................................................................................................................ 3
Conferences/Workshops ................................................................................................................ 4
Hotel Reservations .......................................................................................................................... 4
Deposits .......................................................................................................................................... 4
Donations ........................................................................................................................................ 4
Dues/Fees ....................................................................................................................................... 4
Employee Access ............................................................................................................................. 5
Expense Reimbursements............................................................................................................... 5
Gifts, Gift Cards, and Gift Certificates ............................................................................................. 5
Invoices ........................................................................................................................................... 5
Payroll/Benefit or Deduction Related Charges ............................................................................... 5
Purchases ........................................................................................................................................ 5
Returns ............................................................................................................................................ 6
Sales Tax .......................................................................................................................................... 6
Subscriptions ................................................................................................................................... 6
SchoolDude ..................................................................................................................................... 7
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Contact Information
Business Office general e-mail address: businessoffice@huhs.org
gail.clark@huhs.org
trischa.hoeppner@huhs.org
denni.sellnow@huhs.org
ext 230
ext 233
ext 232
Question
Contact Person
Accounts Payable
Trischa Hoeppner
Benefits
Denni Sellnow
Budget/Financial Matters
Gail Clark
Human Resource Related Matters
Denni Sellnow
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Family Medical Leave (FMLA)
Other Leave of Absence
Payroll – Support Staff
Trischa Hoeppner
Payroll – Teachers
Denni Sellnow
Purchase Orders
Trischa Hoeppner
Student Activity
Trischa Hoeppner
Time-off
Denni Sellnow
Processing Timeline
Function
If Received by the Business Office by
Processed
Activity Fund Payments
Wednesday
Thursday
Conference/Workshop Registration
Wednesday
Thursday
Purchase Orders
Daily
Daily
Timesheets
Monday after Payday
Next Payroll
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Conferences/Workshops
At least three weeks prior to the event, or due date of registration materials, complete a Staff
Development Form located on the district’s web page.
Hotel Reservations
After conference/workshop approval, hotel reservations can be made through the requisition process if
the hotel accepts PO’s, or by the individual if they place the obligation on their personal credit card.
Many hotels accept purchase orders and will direct bill the district. When making your reservation
instruct the hotel a purchase order will follow. Enter a requisition on-line and enter the reservation
confirmation number within the body of the requisition. Because hotels deal with business reservations
differently, a “one size fits all” approach doesn’t work for the reservation process.
Also remember to file the tax exempt certificate with the hotel as the reservation is being made, or
include with the PO. Almost all hotels honor the Wisconsin Certificate of Exempt Status (CES).
Deposits
All cash collected should be deposited into District accounts.
No money is to be left in classrooms or offices overnight or on weekends for any reason. Deposit forms
are located on the district’s web page.
Deposit instructions are located in the Business Office at the deposit desk.
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All deposits must be completed between 7:00 AM and 3:30 PM in the Business Office, Monday
through Friday. The deposit bag must be given to Business Office personnel.
If you’re not able to make the deposit by that time, bring your money to the Business Office
before 3:30 PM in a sealed envelope for safekeeping.
For events held after hours, or on the weekend, obtain night deposit materials from the
Business Office. You will drop your deposit in the designated night depository.
If a substantial amount of coin has been collected, it would be acceptable to list “count coin” on
the deposit slip and the bank will count it with their coin counter machine and list the amount
on the deposit.
Donations
Donations – General Procedures guideline and Donation Agreement Form are located on the district’s
web page.
Dues/Fees
Write the account number on the dues/fees invoice, obtain the necessary approvals and forward to the
Business Office for payment.
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Employee Access
Employee Access account is available on line. You will be able to locate personnel, placement, credits,
W-4 (withholding allowances), check and wages, timeoff, vehicle, and emergency contact information.
To access go to the District’s web page and click on “Employee Access” on the right side of the screen.
Expense Reimbursements
Expenses should be submitted within five days on an Expense Reimbursement form located on the
district’s web page.
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The district does not reimburse for alcohol.
Detailed receipts must be attached showing itemized charges.
If expenses are related to a previously approved Staff Development Request form, complete the
expense reimbursement form, attach receipts and forward directly to the Business Office.
Gifts, Gift Cards, and Gift Certificates
District funds cannot be used to purchase or reimburse for the purchase of gifts, gift cards, and/or gift
certificates for employees. The IRS deems these to be taxable benefits.
Invoices
If an invoice or statement is received by you, please forward it to the Business Office. It is most likely
the original.
Payroll/Benefit or Deduction Related Charges
Contact Denni Sellnow, Human Resource Coordinator for:
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Insurance plan changes to/from family, single, or cash option
Name Changes
Payroll related changes - Forms can be obtained on the district’s web page.
Bank Changes – Employee Direct Deposit Enrollment
TSA Changes – Salary Reduction Agreement
W-4 – Federal
W-4 - State
Purchases
The District requires a purchase order or purchase authorization for all purchases, including activity
funds. Verbal orders are not allowed. Orders placed through the requisition/purchase order process
must be shipped to HUHS and go through the receiving department.
Local Vendors – You may obtain a Purchase Authorization (PA) from the Business Office, to purchase
materials from local vendors. The authorization must be signed by the requestor, the Department
Chair/Advisor, and the responsible administrator (if applicable). The Authorizations are for school
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district funded items, to be used within our school programs, and are therefore exempt from Wisconsin
Sales Tax. The Authorization is good for a three (3) day period from the date indicated. All receipts and
invoices must be attached to the original Purchase Authorization and submitted to the Business Office
the next day. If the PA is not used, it should be returned to the issuer so that it may be voided in the
system.
Purchase Authorizations are accepted by the following local vendors:
Angie B’s
Design Originals
K Mart
Mineshaft
Banner Crafts
Domino’s
Komps
Print Haus
County Market
Douglas Jewelers
Mickey’s
Radio Shack
Cousin’s
East Side Lumber
MJ’s Market
Sal’s Pizza
Culver’s
Hahn’s True Value
Plaque’s Plus
Sign Works
Subway
Other Vendors – Enter a requisition on-line.
New Vendors – E-mail: businessoffice@huhs.org with the new vendor information: name, address, email address, phone number, and fax number. You will receive notification after the new vendor is
setup.
Preview Orders – Requisition/Purchase Order required. Type “PREVIEW ORDER” as a note when
entering the requisition.
Returns
If you need to return items to a vendor, please bring items to the Business Office for processing.
Sales Tax
The district is legally exempt from paying the Wisconsin sales and use tax, pursuant to Section 77.54(9a)
of the Wisconsin Statutes. You may obtain a copy of the district’s certificate of exempt status located on
the district’s web page or by clicking the following link:
http://www.huhs.org/staff/documents/TaxExemptCertificate.pdf
The exemption certificate can only be used for school district purchases. As you would expect, illegal
use of the district’s tax exempt certificate is a crime punishable under Wisconsin law and grounds for
termination.
Subscriptions
Magazine subscriptions can be processed by either of the following methods.
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1. Enter a requisition. Print a copy of the requisition and attach the subscription renewal or
ordering card and forward to the Business Office. The requisition will go through the on-line
approval process.
2. Attach the subscription renewal or ordering card to a sheet of paper and forward to your
department chair or supervisor for approval, administrator (if applicable), and then on to the
Business Office.
SchoolDude
All facility-related work order requests, with the exception of immediate emergencies, will be processed
and managed through a powerful on-line work order management system called SchoolDude.
The new process is very easy. Simply follow the instructions posted on the district’s web page to submit
your first work order request. The first request will populate you as a new “requester” in the system,
allowing you to generate future requests.
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