June 16, 2014
Clovis Unified School District Technology Boot Camp
A guide to understanding and using the Munis
Financial System at Clovis Unified School District
Monette Taylor, Financial Analyst #79556
Kassandra Booth, Sr. Accountant #79431
Ida Tiscareno, Financial Analyst #79113
Nate Eberle, #79566
Why are you here?
Why should you make time to know and understand
the Munis system?
The Keys . . . knowledge
Your program and administrator needs good
Where are you going?
What do you want to accomplish and how are you
going to get there? Will it take money?
What’s your final destination?
You need a good map!
The Munis System is your map
Know how to use your map:
Munis Manual on the CUSD Intranet (quick links)
Lots of systems at CUSD – If any of them cost money
the end product ends up as a charge in the Munis
system – the “final destination”
Munis YTD Report
Accounts in the Munis System
The Basics: All of the accounts are following the
Standardized Account Code Structure(SACS) outlined
in the California School Accounting Manual (CSAM)
The District’s total accounts are gathered and reported
to the State of California several times during the fiscal
1) Adopted Budget of July 1
2) Unaudited Actual Report of previous fiscal year in
3) Interim Report ending October 31st
4) Interim Report ending January 31st
All Board Approved
Standardized Account Code Structure
Shedding light on the road
The rhyme and reason of object codes:
100000: Certificated Salaries
200000: Classified Salaries
300000: Statutory Benefits & Health & Welfare
400000: Books & Supplies
500000: Services & Other Operating Expenses
600000: Building Improvements & Equipment
Keep in mind . . .
XXXX99 – object codes for “reimburseables” – Parent
Club or Foundation charges
XXXX40 – Hourly pay - paid by timesheet
110051 – Cert. School Business Subs – entered into Smart Find Express
XXXX50 – Subs – entered into Smart Find Express
XXXX60 – Stipend pay
XXXX70 – Extra or Over Time Pay
XXXX90 – Other salary pay
57XXXX – Direct Cost – all district services
CUSD Direct Services
(object codes 57* in Munis)
571010 Maintenance work orders
571020: Transportation Dept. charges (Trip Tracker
(Versatran), field trips, use of vans or cars
571040: Graphic Arts Dept. (copies/scanback/print
571050 & 571052: Copy and Scanback
571070: Teacher Center
571080: Fuel
571085: Sierra Outdoor School (SOS)
575030: Campus Catering
Overview of CUSD’s
Systems & Processes
Trip Tracker, Xerox, Atlas, Online personnel requisitions,
Smart Find Express, APU Scenario, Cat Scenario, Lotus
Notes, etc., etc.
Human Resources & Payroll
“The rules of the road”
Know how and when salary and benefits get charged
HR Policies and Payroll policies and procedures
Get Personnel Requisitions into HR with all approval
signatures by the 1st of the month
Hourly timesheets to Payroll by the end of the 5th day
of the month (to be paid the last working day of the
month) – check Payroll Calendar on DocuShare
Substitute charges (scanning into SFE vs. hand entering
Purchasing Dept. processes
1) Outside (Buy-out) Requisitions
2) Ordering equipment (technology)
3) Open Purchase Orders
4) Contracts & Consultant Agreements
5) Maintenance Agreements
6) Software License Agreements
7) Warehouse Orders
8) Subscriptions
9) Cal Cards
Travel/Conference Procedures
Conference Registration – Lotus Notes
District vehicle
Travel Expense Claims
Out-of-State Board Approval
Accounting Dept.
Accounts Payable - Pay all bills and invoices for the
Conference/Expense reports/Mileage
Mileage claims
Open Purchase Order receipts/invoices
Payments of Contracts/MOUs/Agreements
Cash Receipts
Accounts Receivable
Books & Class Refunds
Regularly check your map to see
where you’re at!
1) Munis Year To Date (YTD) Report
a) Using the Query in the YTD Report
2) Munis Account Inquiry
a) Get details in Account Inquiry
b) Exporting from Account Inquiry to Excel
2) Budget Transfers in Munis (revisions to the plan)
How did I get here?
Can I turn back?
We can turn back! We can revise the trip!
 Use budget transfers to manage your way
 Correct actual charges in Munis:
 Revise the funding of employee requisitions
 Use the district’s Expense Transfer Form (find on
Budget Transfer vs. Expense Transfer
Expense Transfer Form
Go to Account Inquiry in Munis – find the charge you want to move –
print the PDF and attach to the expense transfer form
Don’t miss these landmarks!
Charting your course
First of the Year: Map a plan – Set Munis budgets to
match your plan
 Run YTD Budget Reports Monthly (after each payroll
 Have all your budgets spent by Winter Break (either
encumbered or allocated)
 Meet regularly with your administrator or team and go
over the budgets together
The Final Destination
“Are we there yet?”
Year End Check List
Run YTD Reports
 Check Account Inquiry for answers to your questions
 Will my funding source allow carry over to the next
 Use it or lose it funds?
 Consider and project all last minute charges that may
get posted to your budget
 Maximize your funding sources with year-end expense
The Destination
Sweet Success! You’ve arrived!
No Surprises! You and your map became friends. You
know your budgets and final costs of the year
You supplied good information to your administrator
You have satisfaction knowing that you assisted your
team to put all resources available into your program!
Now take a break!

similar documents