MUNIS FOR DUMMIESJune 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 . . . knowledgeYour program and administrator needs good

information

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 mapKnow how to use your map:Munis Manual on the CUSD Intranet (quick

links) http://dodocushareapp01.clovisusd.k12.ca.us/docushare/dsweb/View/Collection-2098

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 SystemThe 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 year:

1) Adopted Budget of July 12) Unaudited Actual Report of previous fiscal year in September

3) Interim Report ending October 31st

4) Interim Report ending January 31st

All Board Approved

Standardized Account Code Structure (SACS)

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 orders571020: Transportation Dept. charges (Trip

Tracker (Versatran), field trips, use of vans or cars

571040: Graphic Arts Dept. (copies/scanback/print orders)

571050 & 571052: Copy and Scanback571070: Teacher Center571080: Fuel571085: 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 proceduresGet Personnel Requisitions into HR with all

approval signatures by the 1st of the monthHourly 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

http://dodocushareapp01.clovisusd.k12.ca.us/docushare/dsweb/View/Collection-2845

Substitute charges (scanning into SFE vs. hand entering accounts)

Purchasing Dept. processes

1) Outside (Buy-out) Requisitions2) Ordering equipment (technology)

3) Open Purchase Orders4) Contracts & Consultant Agreements5) Maintenance Agreements6) Software License Agreements7) Warehouse Orders8) Subscriptions9) Cal Cards

Travel/Conference ProceduresConference Registration – Lotus NotesAirfareDistrict vehicleTravel Expense ClaimsOut-of-State Board Approval

Accounting Dept.Accounts Payable - Pay all bills and invoices

for the districtConference/Expense reports/MileageMileage claimsOpen Purchase Order receipts/invoicesPayments of Contracts/MOUs/AgreementsCash ReceiptsAccounts ReceivableBooks & 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 Inquirya) Get details in Account Inquiryb) 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 wayCorrect actual charges in Munis:Revise the funding of employee requisitionsUse the district’s Expense Transfer Form (find

on DocuShare)

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 courseFirst of the Year: Map a plan – Set Munis

budgets to match your plan Run YTD Budget Reports Monthly (after each

payroll posting)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 ListRun YTD ReportsCheck Account Inquiry for answers to your

questionsWill my funding source allow carry over to

the next year?Use it or lose it funds?Consider and project all last minute charges

that may get posted to your budgetMaximize your funding sources with year-end

expense transfers

The DestinationSweet 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!