Supply and Administrative Services & Budget and

Navision

Topics to CoverSupply & Administrative Services:

• Administrative Services-staff• Procurement updates- contract/preferred vendors• Pcard -important dates• Navision – Purchase Requests• Feedback/Requests

Budget & Navision:• Important Dates• Expense Reimbursements• NAV Upgrade• Finance Support

Supply & AdministrativeServices - Staff

• Supply Services Clerk – Norbert Haiser– Vendor, Supplies and Service inquiries– On line vendor set up and assistance– Phone & PA system – password resets, service calls

• Note: Please test all PA, Bells and phones this week

• Print Shop– Bulk copy jobs

• fillable pdf job request form Copy Requisition Form• Can be sent via email to raymond.ma@wcdsb.ca

– Laminating• Send all laminating to “Print Shop”

Supply & AdministrativeServices – Staff Cont’d

• Purchasing Analyst- Lezly Johnson– Pcard Management- Card inquiries, transactions,

vendor processing issues and Access Online• Pcard paper submissions go to Finance

– Purchasing - Website, Training, New vendors, supplies and service Information

– Reports - spends, forecasts, cost saving opportunities.

Supply & AdministrativeServices – Staff Cont’d

• Purchasing Officer – Stephen Butterworth– Procurement and tenders relating to all furniture

and school, facility services and equipment• Manager, Supply & Administrative Services

Jeff Admans– Procurement and tenders for all administrative

supplies and services–Manages Supply & Services staff and CEC facility

Supply & AdministrativeServices - Updates

• Beatties Basics- contract extended for until Aug 2015 – going out for Tender Spring 2015

• E-Way –New online chat feature (Live Help); ability to email/print cart (View Cart –Print then see feature to print/email).

• Feature reminders: all contract items are noted with a $, templates, export orders from history, copies of invoices, Coupons under the Shopping tab. Help for cart and E-Way technical assistance.

Supply & AdministrativeServices - Updates

• Printers Plus- website upgrade– Improved search functionality, pictures, tab for all contract

items (City of Kitchener –lead agency)– Password reset – emailed to all , default is 123456– Help- Online chat functionality

• Go Spicers site– mandatory field Customer PO/Reference, please enter budget number. Change is due to new reporting.

• Contracts & Preferred vendors –updated via email as contracts negotiated or changed

Supply & AdministrativeServices – Important Dates

Pcards & On-line Vendors– Purchases made between August 25th – August 31st

will default to the 14-15 budget for online contract vendors and Pcard transactions.

– Pcard July/August statements due August 31st. – Pcard Sept 6th statement – review August 6-31st-

review on- line by September 12th. Clearly identify all transactions posted between Aug 25-31st as 13-14 if required.

– November 17th – new site access-insite.usbank.com more info closer to change

Navision -Purchase Request Portal

• All purchases over $3,000.00 (exceptions for contract vendors or benefit to Board)

• New Requests- 14-15 budget• Orders for 13-14 – contact Laura Isaac • Addition of vendors or assistance with

entering- purchasing@wcdsb.ca• Feedback

Supply & AdministrativeServices – Feedback

• Feedback/Requests• Inquiries can be sent to purchasing@wcdsb.ca or

the Supply Services staff member responsible.• Website:• http://www.wcdsb.ca/cs/purchasing.html• Forms and AP Memos

Budget & Navision

Important Dates

• All employee expense reports and invoices need to be received in Finance by September 12th. Any expense reports received after will not be reimbursed.

Expense reimbursements

• Mileage rate: 0.40/km• Please enter on Expense Reimbursement Form

in Excel• Provide an itinerary/agenda of meeting or

conference attended• When submitting 2013/14 and 2014/15

expenses, please put on separate expense reimbursement forms

Cheque Requisition vs. Expense Reimbursement Forms

Cheque Requisition• We are paying vendors for

goods/services• Vendor invoices are attached as

backup• Use the following form:

Expense Reimbursement• Reimbursing employees• Original receipts (including

transaction receipts), itineraries, agendas are attached as backup

• Use the following form:

Navision Upgrade

• Portals now used for:– Finance reports (Jet reports) • Budget statuses

– Green – displays when more than 20% of the budgeted amount is available

– Yellow – displays when 0-20% of the budgeted amount is available

– Red – displayed when less than 0% of the budgeted amount is available

Run your reports monthly for monitoring

Navision Upgrade Cont’d

• Portals now used for:– Reviewing PO’s• Purchase Request Statuses

– Open – a request created by a portal user but has not been submitted for approval.

– Awaiting Approval – a request submitted for approval and a notification has been sent to the assigned approver.

– Approved – a request approved by the assigned approver.– In Progress – a request approved but has not been completed.– Completed – a request where the order has been placed,

items received, and the invoice is posted in Accounts Payable.

Navision• Review Open orders on the portal – call

finance if you need assistance• Portal Feedback• PO`s remain open until all items are received

and paid• All open PO`s should be reviewed

periodically to ensure items are received and invoices are paid.

Finance Support

finance@wcdsb.ca

We will respond to your query within 2 business days. If it is urgent or time sensitive, please

indicate by using the High Importance ! feature.Website: Financial Services

Finance Forms and AP Memos