Finance/Accounting Updates

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January 24, 2025

High School Spring Sports: Please do not enable Spring sport registrations until the High School Sport Specific Athletics waivers are updated and available in MySchoolBucks. If you have any questions please reach out to the Finance Office (accounting-department@dcsdk12.org) or Allison Porter (arporter@dcsdk12.org).

January 17, 2025

Transcripts

Schools can charge $3.00 per transcript. However, the fee should be free and reduced eligible. If you have any questions please reach out to the accounting-department@dcsdk12.org.

January 10, 2025

MySchoolBucks: Bookkeepers as you prepare to assess fees for new students, please avoid using the School Fees Assess functionality. Due to an issue with student enrollment data in December, the historical data for this year was affected. Instead, please assess the invoices individually for each student.

If you have any questions or need assistance, please reach out to the Finance Office at accounting-department@dcsdk12.org.

December 13, 2024
COIN Deposits: The updated COIN Deposit Process is available on the Accounting - Training Google Site. Please contact the Finance office (accounting-department@dcsdk12.org) if you have any questions.

December 6, 2024

Wish Week: The Wish Week Process and Questions Google Meet will be on Wednesday, December 11, 2024, 9:30-10:30 am. We will review and highlight the COIN deposit process, discuss Brinks pickups, and have a general question time. Only those schools that will be collecting Cash and COIN donations for Wish Week need to attend. (Link to Google Meet: https://meet.google.com/xsq-dedo-dbo?authuser=0) Please contact the Finance office (accounting-department@dcsdk12.org) if you have any questions.

November 22, 2024

November 15, 2024

BRINKS 8-Minute Window Pickup for Deposits

Brinks schedules an 8-minute window for each site’s pickup. Any time exceeding this 8-minute window incurs a surcharge of $3.00 per additional minute. To allow for an adjustment period as schools and Brinks adapt to the new schedule and processes, the District will cover any additional time costs through December. Effective January 1, 2025, schools will be responsible for covering any charges associated with Excess Time for their Brinks pickups. Please contact the Finance office (accounting-department@dcsdk12.org) if you have any questions or concerns.

October 18, 2024

Check Deposits - Recently, several stale-dated checks have been deposited. Please note that most checks are valid for 180 days; however, it is important to carefully review the dates on each check and confirm whether the issuer specifies a more restrictive validity period (e.g., 'Valid for 90 days').

September 20, 2024

Bookkeeper Meeting Reminder: Please sign up for this year's Fall Bookkeeper Meeting below. Many important items are covered at this meeting so it is the expectation that all bookkeepers attend. These meetings will be held in person at the location listed below:

Course: Fall 2024 Bookkeeper Meeting

Location: eDCSD Online 373 Inverness Pkwy # 207, Englewood, CO 80112, Coronado Room

Date: October 4th, from 10am to 12pm

Course Link: 24/25 Fall Bookkeeper Meeting

September 13, 2024

Bookkeeper Meeting: Please sign up for this year's Fall Bookkeeper Meeting below. Many important items are covered at this meeting so it is the expectation that all bookkeepers attend. These meetings will be held in person at the location listed below:

Course: Fall 2024 Bookkeeper Meeting

Location: eDCSD Online 373 Inverness Pkwy # 207, Englewood, CO 80112, Coronado Room

Date: October 4th, from 10am to 12pm

Course Link: 24/25 Fall Bookkeeper Meeting

Brinks - Deposits

Please ensure all deposits are prepared and ready for pick up. Brinks has started picking up deposits while we are in the onboarding process. Once we are fully onboarded we will send each bookkeeper a schedule with their specific pickup dates. Please contact the Finance office (accounting-department@dcsdk12.org) if you have any questions or concerns.

August 9, 2024

Deposit Pickups: DCSD is currently finalizing the contract for the 24/25 SY for deposit pickups. Once the contract and schedule are finalized, the Finance office will send out emails to the bookkeepers with your specific scheduled pickup dates. Please reach out to accounting-department@dcsdk12.org if you have any questions.

May 31, 2024

2024-2025 Student Fees - The Board of Education approved the 2024-2025 Student Fees list (JQ-E Appendix A). Please contact the Finance Office (accounting-department@dcsdk12.org) if you have any questions.

Year End Activity: In preparation of Year End closing and Financial Reporting please have all Pcard Transactions and Journals for the 23/24 SY completed by July 31, 2024. If you have any questions please reach out to the Finance Office (accounting-department@dcsdk12.org).

May 10, 2024

Armored Knights: Please see the updated Armored Knights Driver List. The most recent list can also be accessed on the Accounting Deposit Training Google site. Please reach out to the Accounting team (accounting-department@dcsdk12.org) with any questions.

April 12, 2024

Bookkeeper Meeting - Training Slide Deck: Thank you for attending the bookkeeper meeting on April 5th. For your review or for those who may have missed the meeting, the slide deck is linked here. Also, for your reference, the link to the 23/24 SY DCSD Chart of Accounts can be found on the Budget & Accounting website under Resources on the right hand side of the page.

March 29, 2024

Bookkeeper Meeting: Please sign up for this year's Spring Bookkeeper Meeting below. Many important items are covered at this meeting so it is the expectation that all bookkeepers attend. These meetings will be held in person at the location listed below:

Course: Spring 2024 Bookkeeper Meeting

Location: eDCSD Online 373 Inverness Pkwy # 207, Englewood, CO 80112, Coronado Room

Date: April 5th from 8:30 am-11:00 am

Course Link: Spring 2024 Bookkeeper Meeting

March 15, 2024

Course: Spring 2024 Bookkeeper Meeting

Location: eDCSD Online 373 Inverness Pkwy # 207, Englewood, CO 80112, Coronado Room

Date: April 5th from 8:30 am-11:00 am

Course Link: Spring 2024 Bookkeeper Meeting

MySchoolBucks: Tap/Dip/Apple & Google Pay are coming soon! MSB is in the final stages of enabling Tap/Dip functionality on the C2X and C3X credit card readers. Once it is enabled on their side you will be prompted to Configure and update. (MSB Tap/Dip Update Guide).

March 1, 2024

New ID requirements for Wells Fargo branch cash deposits

Starting April 17, 2024, anyone who deposits cash within a Wells Fargo branch must provide:

Government-issued ID (such as driver’s license, passport, alien identification card, or alien driver’s license)
Current address if it’s not accurate or not shown on the ID document.
Social Security number (SSN) or taxpayer identification number in some cases.

This change applies to all cash transactions regardless of the amount. This includes amounts below $10,000. Failure to provide this information will result in refusal of the transaction.

February 23, 2024

Capital Asset Inventory Tasks in Workday

It is that time of year again when we ask you to complete a review of your capital asset inventory listing as required by State statute. Early next week we will be sending you and your Principal an In-box task, within Workday, indicating that you need to verify your inventory similar to years past. The in-box task will include an Inventory Guide as well as a list of your school’s assets. Please download both documents to assist you with your verification process. Once your inventory has been verified, please click the submit button. If you have any questions, please contact Cheryl DeCristino at 720-433-1093. The completed verification is due by April 26, 2024. Thank you in advance for your assistance with this.

December 8, 2023

Wish Week: To keep Wish Week contributions easy to find and to ensure that all donations, fundraising and expenses for Wish Week are accounted for, please use Program: 2084 Wish Week. Please reach out to the Finance office (accounting-department@dcsdk12.org) if you have any questions or need any GL codes added to MySchoolBucks.

Free & Reduced Report: Bookkeepers will be emailed the FRAM for Bookkeeper report once a week while IT works on the broken external links to IC. Please remember that this is highly confidential information and it cannot be shared with anyone. It is for the purpose of waiving fees.

Please reach out to the Finance office (accounting-department@dcsdk12.org) or Susan Babineau with any questions.

November 17, 2023

MySchoolBucks: The MSB SOA report is available again for sending Invoice Reminder Emails. Please reach out to the Finance team with any questions (accounting-department@dcsdk12.org).

October 6, 2023

MySchoolBucks: Please do not use the MSB SOA report for sending Invoice Reminder Emails until mid-November, we will send out another communication once functionality is restored. Please reach out to the Finance team with any questions (accounting-department@dcsdk12.org).

September 22, 2023

GoFan Concessions: GoFan reached out to schools this week with news of GoFan Concessions. This is not an approved app and cannot be used by our schools or departments. Please reach out to the Finance office with any questions (accounting-department@dcsdk12.org).

August 11, 2023

Armored Knights: Armored Knights pickups will resume later this month. With the new schedule, it is imperative that the bookkeeper or their backup be available on the school's specific pickup dates. Schools will be charged back for missed pickups and any needed additional pickups if no one is available when the Armored Knights driver arrives. Please reach out to Erin Fullmer (emfullmer@dcsdk12.org) if you have any questions.

The updated Armored Knights Driver List can be accessed on the Accounting Deposit Training Google site.

Fund 23 integration: Starting July 1, 2023, Fund 23 is no longer used.

-Elementary schools, all programs previously held in Fund 23 will now operate in Fund 10 (10-XXX-21-XXXX).

-Middle and High Schools, all programs previously held in Fund 23 will now operate in Fund 26 (26-XXX-10-XXX)

Please reach out to accounting-department@dcsdk12.org with any questions.

Rolling Over Open Purchase Orders from 2022-2023 to 2023-2024 School Year

On August 15, 2023, we will be rolling over all open purchase orders from the 2022-2023 school year to the 2023-2024 school year. This will move the obligation balance from the previous year into the current year.

To view all of the purchase orders rolled forward for your site, please run the report titled DCSD - SSCM - POs Rolled Forward.

If a purchase order was rolled forward that is no longer needed, please tag the buyer on the purchase order requesting that it be closed. This can be done through the Activity box at the bottom of the screen of each individual purchase order. Closing the purchase order will remove the obligation balance from your funds available.

If you have any questions regarding the roll forward process, please reach out to Strategic Sourcing at strategicsourcing@dcsdk12.org or workday_help@dcsdk12.org.

August 4, 2023

Duplicate PCARD Transactions

We have found a solution to the issue. The duplicate file has been removed. Unfortunately, you may need to re-verify some of the transactions. Please reach out to accounting if you have any questions at accounting-department@dcsdk12.org.

Transcripts

Schools can charge $3.00 per transcript. However, the fee should be free and reduced eligible. If you have any questions please reach out to the finance department.

April 21, 2023

Wells Fargo Coin Deposit Process

Effective immediately, please follow the updated Wells Fargo COIN deposit process.

Every COIN deposit must have a hard count (actual deposit amount - no estimates) with a deposit slip in the bag *and a second duplicate deposit slip in an envelope to send with Armored Knights to Wells Fargo*. Also, please complete the ad hoc in Workday *prior* to Armored Knights picking up!

Deposits with less than $20.00 of loose coin can be prepared in regular deposit bags.

All COIN-only deposits that exceed $20.00 must follow the Well Fargo Cash Vault Preparation Guide. Please reach out to the Finance office if you have any questions or concerns. We are happy to provide training and support. Thank you!

April 14, 2023

Reimbursement Funding for AP & IB Exam Fees for Qualified FRL Students 22-23

The district has Title IV funding again this year to help reimburse high schools for the cost of AP and IB exams ordered and used for Free and Reduced Lunch (FRL) students ($62). To receive this reimbursement, please submit the student's ID#, AP exam name(s), a copy of the College Board invoice, and the school account code that will need to be reimbursed to Stacy Murray at samurray@dcsdk12.org by June 16, 2023.

April 7, 2023

Updated Armored Knights Driver List

Linked here is the updated Armored Knights driver list. Please let us know if you have any questions. accounting-department@dcsdk12.org

March 31, 2023

Business Services Year-End Process Checklist

Here is the link to the Business Services Year-End Process Checklist. If you have any questions, please email accounting-department@dcsdk12.org.

March 10, 2023

MySchoolBucks: MSB has added new functionality. Schools can now Archive Products and export the Student SOA report. Updated job aids are available on the Accounting Google Site (Training > MySchoolBucks). Please reach out to the Finance office (accounting-department@dcsdk12.org) with any questions.

Bookkeeper Meeting: Please sign up for this year's Bookkeeper Meeting below. Many important items are covered at this meeting so it is the expectation that all bookkeepers attend. These meetings will be held in person at the location listed below:

Course: Spring 2023 Bookkeeper Meeting

Location: Legacy Campus - 10035 S Peoria St. Lone Tree CO 80134

Date: March 24 from 8:30 am-12:00 p.m.

Course Link: Spring 2023 Bookkeeper Meeting

March 3, 2023

Review of the Capital Asset Inventory Process and Workday Tasks

It is that time of year again when we ask you to complete a review of your capital asset inventory listing as required by State statute. Early next week we will be sending you and your Principal an In-box task, within Workday, indicating that you need to verify your inventory similar to years past. The In-box task will include an Inventory Guide as well as a list of your school’s assets. Please download both documents to assist you with your verification process. Once your inventory has been verified, please click the submit button. If you have any questions, please contact Cheryl DeCristino at 720-433-1093. The completed verification is due by April 21, 2023. Thank you in advance for your assistance with this. - Jana Schleusner, CFO

February 17, 2023

MySchoolBucks: Due to recent enhancements and functionality in MySchoolBucks to automate the Free and Reduced waiving and the legal ramifications of disclosing this sensitive information, teachers, counselors, coaches, etc… will no longer have access and will need to reach out to the Bookkeeper for all reports. Please reach out to the Finance Office at accounting-department.dcsdk12.org with any questions or concerns.

January 27, 2023

Armored Knights: Here is the updated Armored Knights driver list as of 01/25/2023. Please reach out to the Finance office with any questions or concerns.

MySchoolBucks: MSB Invoicing 2.0 has been updated and is re-enabled. Please follow the process in the updated MSB Invoicing 2.0 Assessing Fees to ensure that invoices post correctly to students.

November 18, 2022

MySchoolBucks School Fees: Currently MSB School Fees Assess tool is not operating as expected when assessing fees for Instructional Material Fees, Student Planners, Graduation (etc..) to new students. Please do not use the School Fees Assess feature at this time to invoice newly enrolled students. You can assess fees to individual students using the Assessing a fee to a specific student(s) (starting on page 5 of MBS Invoicing 2.0).

Please reach out to the Finance team with any questions (accounting-department@dcsdk12.org).

October 28, 2022

Armored Knights: Please see this updated list of Armored Knights drivers (as of October 24, 2022). Please reach out to accounting-department@dcsdk12.org if you have any questions.

September 30, 2022

REMINDER:

Bookkeeper Meetings: Please sign up for this year's Bookkeeper Meeting below. Many important items are covered at this meeting so it is the expectation that all bookkeepers attend. These meetings will be held in person at the locations listed below:

Course: Fall 2022 School Bookkeeper Meeting

Location: Highlands Ranch Library, 9292 S. Ridgeline Blvd, Highlands Ranch, CO 80129 - Event Hall A/B

Date: October 7th from 8:30 am-12:00 pm

Course Link: Fall 2022 School Bookkeeper Meeting

Course: Fall 2022 Department Bookkeeper Meeting

Location: West Support Center - Telluride Room

Date: October 6th, from 1:30 pm - 3:30 pm

Course Link: Fall 2022 Department Bookkeeper Meeting

September 16, 2022

Course: Fall 2022 School Bookkeeper Meeting

Location: Highlands Ranch Library, 9292 S. Ridgeline Blvd, Highlands Ranch, CO 80129 - Event Hall A/B

Date: October 7th from 8:30 am-12:00 pm

Course Link: Fall 2022 School Bookkeeper Meeting

Course: Fall 2022 Department Bookkeeper Meeting

Location: West Support Center - Telluride Room

Date: October 6th, from 1:30 pm - 3:30 pm

Course Link: Fall 2022 Department Bookkeeper Meeting

September 2, 2022

Unclaimed Property: The business office recovered unclaimed property for schools and the district held by the State Treasurer.

Individual Claims for funds over $100 will be applied to schools using the following coding: 10-XXX-60-00x0-1990.

Armored Knights: Click here for the updated list of Armored Knights drivers (as of August 29, 2022). Please reach out to accounting-department@dcsdk12.org if you have any questions.

August 19, 2022

Armored Knights: Click here for the updated list of Armored Knights drivers. Please reach out to accounting-department@dcsdk12.org if you have any questions.

July 29, 2022

MSB Course Fees: Middle and High School Bookkeepers - The Accounting team will be providing training for Course fee assessment. Middle Schools and Charter Schools will have an Open Lab on August 24th at West Support. High School Bookkeepers please reach out to your Project accountant to schedule a time after August 24, 2022, to assess fees together. Please do not attempt to assess Course Fees prior to training as we do not have the capacity to help clean up errors that are caused by lack of training.

Fees FAQ: Do you have a question about Fees? Here is the link to Fees FAQ. This is a working document and will be updated as new questions arise.

June 10, 2022

Destiny Fees for McKinney Vento Students: Please email the Accounting team (accounting-department@dcsdk12.org) to have Destiny Fees waived for students with McKinney Vento status.

June 3, 2022

Destiny to MSB: As of June 1st, all fees in Destiny will flow over to MSB in real-time. Parents will be able to see an invoice on their student's account if they have a lost or damaged fine in MSB when they log in. Bookkeepers will be able to see the outstanding invoices from Destiny if they are signed into MSBAnywhere. Please reach out to the accounting department, accounting-department@dcsdk12.org, if you have any questions regarding this.

May 27, 2022

Reimbursement Funding for AP & IB Exam Fees for Qualified FRL Students 21-22

May 13, 2022

End of Year PO Roll Over: Please review Open Purchase Order Review 21-22 and complete the Updated Status column and Notes (if applicable) by May 27, 2022.

Student Fees List for 2022-2023 SY: The BOE has approved the Student Fees List for 2022-2023 SY. If you have any questions please reach out to the Accounting Department (accounting-department@dcsdk12.org).

May 6, 2022

COVID Waivers: Since there are no active health orders or policies in place, we no longer need the COVID Waivers filled out. If you have any questions please follow up with the finance department.

April 29, 2022

Deposits: School bookkeepers please complete End of Year Deposit Survey by Thursday, May 5, 2022.

April 8, 2022

New Ordering Process for Sharps Containers:

We are switching to a mail-back service where individual schools can order a kit from the warehouse (Item # 8110).

The kit contains:

a new empty sharps container (looks different than the old ones)
an inner box
an outer package
pre-paid shipping labels

If schools have an existing sharps container that needs to be disposed of, please package that old container into the boxes as instructed with the kit and ship the container off. Take the new container and use until full. Then order a new kit from the warehouse and repeat.

Do not discard the box as this has prepaid shipping labels on them. If you are not disposing of an old sharps container, you need to store the box until ready to use. I suggest you do not order a kit until a container is needed to ship.

Kits are paid for by my department. Please order only one kit at a time.

Please let me know if you have any questions or concerns.

Zach Nannestad

Environmental Health Manager, DCSD Operations & Maintenance

March 25, 2022

Bank Deposit Update: Wells Fargo Bank has increased the amount of loose coin that can be included in mixed (cash/check) deposits to $20.00. Please reach out to accounting-department@dcsdk12.org with any questions.

Course: Spring 2022 High School/Middle School Bookkeeper Meeting

Location: Philip S. Miller Library (Event Hall East), 100 S. Wilcox St., Castle Rock, CO 80104

Date: April 14th from 8:30am-11:30am

Course Link: https://dcsdk12.catalog.instructure.com/courses/spring-2022-highmiddle-school-bookkeeper-meeting

Course: Spring 2022 Elementary Bookkeeper Meeting

Location: eDCSD Online (Coronado Room), 373 Inverness Parkway Ste 207, Englewood, CO 80112

Date: April 21st from 8:30am-11:30am

Course Link: https://dcsdk12.catalog.instructure.com/courses/spring-2022-elementary-school-bookkeeper-meeting

Updated Bookkeeper Contact List: For your reference, here is the updated Bookkeeper Contact List for Schools/Departments.

March 11, 2022

Unclaimed Property: The business office was notified of some unclaimed property for schools held by the State Treasurer. Unclaimed Property (usually uncashed checks) are relinquished to the state and held until a verified claim can be submitted. The business office is in the process of submitting a consolidated claim to the state for all District school funds. Once the claim is approved and funds are received from the state, we will record funds over $100 to your school. Any funds under this threshold will be recorded to the general fund.

March 4, 2022

Capital Asset Inventory Review in Workday

It is that time of year again when we ask you to complete a review of your capital asset inventory listing as required by State statute. Early next week we will be sending you and your Principal an In-box task, within Workday, indicating that you need to verify your inventory similar to years past. The in-box task will include an Inventory Guide as well as a list of your school’s assets. Please download both documents to assist you with your verification process. Once your inventory has been verified, please click the submit button. If you have any questions, please contact Cheryl DeCristino at 720-433-1093. The completed verification is due by April 22, 2022. Thank you in advance for your assistance with this.

January 21, 2022

Wells Fargo STC (Subject to Count) Coin Deposit Requirements

Effective immediately, all coin deposits must have an estimated amount on them and can no longer be submitted with STC on the deposit slip. The estimated amount can be your best guess and does not have to be exact. This provides more information to help research missing deposits for Wells Fargo. They will no longer research items sent in with STC on the deposit slip. Please click here to review the Cash Vault Deposit Prep Guide.

In addition, that means that you will go ahead and create your ad hoc bank transaction on that estimated amount and an adjustment will come through at a later date. When checking your bank statement lines report, you will see these adjustments and do a second ad hoc bank transaction for the adjustment amount. Please reach out to accounting-department@dcsdk12.org with any questions.

Armored Knights: Here is an updated list of Armored Knights drivers for the 2021-2022 School Year.

December 3, 2021

Armored Knights: If Armored Knights does not arrive on a scheduled pick-up date, please notify Erin Fullmer (emfullmer@dcsdk12.org) at the end of that day.

November 19, 2021

Armored Knights: Here is an updated list of Armored Knights drivers for the 2021-2022 School Year.

September 17, 2021

Course: 21/22 Fall Bookkeeper Meeting (All School Levels)

Location: eDCSD Online, 373 Inverness Pkwy Suite 207, Englewood, CO 80112, Coronado Room

Date: October 1st from 8:30am-11:30am

Course Link: https://dcsdk12.instructure.com/courses/95763

Course: 21/22 Fall Department Bookkeeper Meeting

Location: West Support Center- Telluride Room

Date: October 13th from 1:30-3:30pm

Course Link: https://dcsdk12.instructure.com/courses/95765

August 20, 2021

Workday Notification: All Copy charges were billed to schools through an Internal Service Delivery (ISD) and schools received the notification linked here indicating a charge of $10,749. This reflects the total amount billed district-wide, schools were only charged for their portion. Schools can verify the amount they were debited by checking their funds available in Workday.

Armored Knights: Here is an updated list of Armored Knights drivers for the 2021-2022 School Year.

August 13, 2021

Armored Knights Log Instructions: To ensure proper financial recording please see the following guidance regarding Armored Knights log.

August 6, 2021

Armored Knights: Pickups will resume the week of August 16, 2021. Please contact Erin (emfullmer@dcsdk12.org) if you did not receive an email with your pickup day and schedule for this school year.

MSB Anywhere: There is a new MSBAnywhere app that allows schools to access the store and invoices. Please have your CRT delete the old app and download the new app (click here to see an image of the new app) so you are ready to go. Please reach out to Marisa or Erin if you have any questions.

July 16, 2021

COVID Related Inventory Items (gloves, masks, etc.)

Gloves, masks, disinfectant, and many other COVID related inventory items ordered from the warehouse during the 20-21 school year were provided free of charge as they were funded using federal stimulus money. These funds have been fully expended meaning any of these purchases for the 21-22 school year will be charged back to your school and department when ordered.

June 18, 2021

Accounts Payable Specialist: The Accounting Department currently has a job opening. If you are interested or know someone who would be interested in joining our team, we are hiring an Accounts Payable Specialist. Applications may be submitted through the DCSD Career Site.

New Process for Scholarship Checks: Scholarship checks will now be processed through PO's instead of Pay Vouchers. Please reach out to the College, University, or Trade School for a W-9 if they are not already an active supplier.

May 28, 2021

Reimbursement Funding for AP Exam Fees for Qualified FRL Students 20-21: The district has Title IV funding again this year to help reimburse high schools the cost of AP exams ordered and used for Free and Reduced Lunch (FRL) students ($62). To receive this reimbursement, please submit the student's ID#, AP exam name(s), a copy of College Board's invoice, and the school account code that will need to be reimbursed to Stacy Murray by June 15, 2021.

May 14, 2021

End of the Year Deposits: Bookkeepers, please notify the Finance office ASAP if you will not be in the week of May 24. Kitchen Managers, please hold deposits for Monday, May 24, 2021, and Tuesday, May 25, 2021. The Kitchen Area Manager will pick up these deposits at year-end checkout.

May 7, 2021

Changes to Bookkeeping Personnel: To ensure a smooth transition, please notify the accounting office (accounting-department@dcsdk12.org) of any upcoming changes to bookkeeping personnel. This will allow us to set up training and an exit interview to facilitate any essential transfer of knowledge between old and new staff.

April 30, 2021

Armored Knights: The remaining Armored Knights pickups for Elementary and Charter schools are the weeks of May 10th and May 24th, and the last pickups for all schools will be the week of May 24th, 2021. If you have any deposits after your last pickup date please reach out to the Finance office so that we can arrange for you to take those directly to a Wells Fargo branch or for a member of our team to pick them up from the school.

Bookkeeper End of Year Processes:

To help with the End of Year Procurement Process a Procure to Pay Process Flow Chart has been added to the 20/21 Spring Bookkeeper Meeting.

April 23, 2021

MySchoolBucks Card Readers: All schools and departments that are using MySchoolBucks need to complete the MSB C2X Survey - Spring 2021. Please submit your response by May 21, 2021.

April 9, 2021

20/21 Spring Bookkeeper Meeting: This Spring the Bookkeeper Meetings are completely virtual. Business Services has created videos and handouts to cover important or updated information and the End of Year processes. If you need further clarification or have questions after reviewing the information in the 20/21 Spring Bookkeeper Meeting, please follow up with that specific department.

Business Services - Bookkeeper Work Session: Optional working session for school and department bookkeepers on Business Services related work. Click here to enroll. The virtual work session is on Thursday, April 22 from 8:30-10:30 a.m.

April 2, 2021

Armored Knights: Please click here for the updated Armored Knights Employee Picture Reference.

February 26, 2021

Capital Assets: It is that time of year again when we ask you to complete a review of your capital asset inventory listing as required by State statute. Early next week we will be sending you and your Principal an In-box task, within Workday, indicating that you need to verify your inventory similar to years past. The in-box task will include an Inventory Guide as well as a list of your school’s assets. Please download both documents to assist you with your verification process. Once your inventory has been verified, please click the submit button. If you have any questions, please contact Cheryl DeCristino at 720-433-1093. The completed verification is due by April 16, 2021.

February 19, 2021

MySchoolBucks PRICING & INVENTORY

In an effort to ensure that all students, including students who qualify for Free and Reduced status, have the opportunity to participate in clubs, sports, new student orientation (such as Early Flight, New Beginnings, summer bridge programs), etc..., all products that are for participation need to have the Customized pricing for student enabled.

February 12, 2021

Armored Knights: Beginning February 22, 2021, Armored Knights will resume pick ups for Middles and High Schools and begin a new schedule for everyone including, Elementary and Charter schools. An email was sent out on Thursday, February 11, 2021, with specific details regarding your school's pickup days. Please reach out to Erin Fullmer (emfullmer@dcsdk12.org) with any questions or concerns.

Fundraising Reminder: Please remember that fundraisers are for the good of the whole program, never for individual students. The funds raised can help recover the revenue shortage caused by Free & Reduced students, but the money cannot be allocated to specific student "accounts".

January 15, 2021

Contact Update: Please join me in congratulating Erin Mathews on her recent marriage! Her name has now been changed in our system and going forward you can reach her by her new married name of Erin Fullmer.

Updated Armored Knights Employee Picture Reference

January 8, 2021

Spring Clean-up: This year for the Spring Clean-up, the Finance office has gone through and reviewed each school's funds available, and emailed a report with findings. Please review the attachment and complete any appropriate journals or reach out to your Project Accountant to go through the report together by January 25, 2020.

Department bookkeepers please reach out if you would like to schedule a Spring Clean-up.

Armored Knights: Armored Knights will resume pickups for Elementary and Charter Schools next week (1/11/21). Middle and high schools will resume when students are back to in-person (or Hybrid) learning. Middle and High School bookkeepers can take deposits directly to the bank if they choose, during the Armored Knights absence.

MSB Updates: Adding Graphics: You can now browse your computer for graphics within the product without having to add the graphic in MSB first. This also allows for better pictures with less clip art images.

Donations: A new donations feature is coming soon! The donations product will now appear on the checkout screen. This will allow parents the opportunity to donate to your school while they are paying for other items in their cart. If interested in this feature please contact accounting.

December 4, 2020

Fee Collection Process: The District is implementing a new Fee Collection Process for all student fees. This is not mandatory but is available for schools to use. Please visit the Accounting google site for more information and step by step instructions.

The Accounting department will host google meet open labs to answer any questions that you have regarding the process.

Click Here for the Monday, December 7, 2020 (1:00 - 2:00 pm) Google meet

Click Here for the Tuesday, December 8, 2020 (9:00 am - 10:00 am) Google meet

November 20, 2020

Armored Knights update: Armored Knights pickups will be suspended from November 19, 2020, until January 5, 2020 (depending on the return date from remote learning). If you have any questions or concerns please email accounting-department@dcsdk12.org.

November 13, 2020

CARES Funds: All approved CARES should now be in process. If you have any additional journal entries, PCard transactions or receiving to do on those items, please try and wrap those up by November 20th so we can begin our reporting process. If you have any questions or concerns please contact Jana Schleusner or Laura Gorman.

November 6, 2020

Armored Knights Update: Armored Knights will be picking up per schedule regardless of if you have a deposit or not. We no longer need notifications if you do not have a deposit. Please only reach out to notify the Accounting department if your school is moved to fully remote, do not contact Armored Knights directly.

MSB Reminders: Please make sure Free and Reduced is set up for all activities and clubs. Any fee that would prevent participation MUST be waived for these students. Also, PTOs need to use the Foundation's MSB, not the School stores for all events/items.

October 30, 2020

MySchoolBucks: Those with Report Admin access are currently not able to pull reports, this is a known issue and MSB is currently working on fixing it. The fix should be in place by November 19, 2020. If you have staff with a Report Admin role, please assist them in pulling reports until MSB has resolved this issue.

Fall Bookkeeper Meetings: Due to low attendance, we will not be rescheduling the Virtual Open Lab that was cancelled because of the Snow Day. If you have questions or want to follow up on any material covered in the 20/21 Fall Bookkeeper Meeting please email that specific department.

October 23, 2020

20/21 Fall Bookkeeper Meetings: This fall the Bookkeeper Meetings are completely virtual. Business Services has created videos to cover important or updated information. If you need further clarification or have questions after reviewing the information in the 20/21 Fall Bookkeeper Meeting, we have optional Virtual Bookkeeper Open Labs scheduled for Monday, October 26, 2020 and Tuesday, October 27, 2020. These Virtual Open Labs are completely optional and are not required. Please reach out to Erin Mathews (emathews@dcsdk12.org) if you did not receive a calendar invite to the Optional Virtual Open Labs and would like one.

October 2, 2020

Armored Knights: Please contact Erin in the Finance office (emathews@dcsdk12.org) if you do not have any picks ups or if your school is being moved to fully remote. The finance office is the primary point of contact for Armored Knights to ensure proper billing for pick ups.

September 25, 2020

Bookkeeper Survey: Please complete the survey here to answer some questions about MySchoolBucks, Payment Vendors, and Training Videos. You can visit the Accounting Google Site here to view our latest training videos. Please be sure to complete the survey to let us know what other topics you would like to see. This is important information that is required to be filled out. You will also receive this by email but you only need to complete it once.

September 18, 2020

Licensed Substitute Coverage - COVID Scenerios and Pay Accounts: Below are guidelines on what to do in Aesop or Workday if a Licensed Teacher is absent due to COVID-19 or needs to quarantine at home and a Substitute Teacher is needed.

Scenario #1 - A Licensed Teacher is out due to contracting COVID-19.

Please use the Sick Time Absence Reason for the teacher in Aesop. Please contact Tiffany Scott at leaveofabsence@dcsdk12.org and let her know of the situation. The sub pay will be charged to the CARES Grant and the teachers Emergency Paid Sick Leave (EPSL) or Extended Family Medical Leave (EFML) time off plan will be decremented in Workday.

Scenario #2 - A Licensed Teacher needs to quarantine at home and a substitute teacher is needed.

In Aesop select COVID-Classroom Mgr Absence Reason. This will be charged to your SBB Non-Discretionary Licensed Sub Allocation. No time off balance will be reduced in Workday for the teacher.

Scenario #3 - A Licensed Teacher needs to quarantine at home and you are unable to fill the vacancy through Aesop.

If another Licensed teacher or other staff member will be covering the class please use the 3500 Classroom Coverage - COVID Classroom Manager Period Activity in Workday. The rate is $30/hour. If a Classified staff member is covering the class they must clock out of Kronos. This will be charged to your SBB Non-Discretionary Licensed Sub Allocation.

If you are unsure about anything or have any questions please contact the Sub Office at SubOffice@dcsdk12.org or email workday_help@dcsdk12.org.

**The Budget Team will be monitoring any COVID related overages for the year to your SBB Non-Discretionary Licensed Sub allocation and address as needed**

September 11, 2020

CARES Act Funding Update: The Finance and Grant office has been responding to CARES Act funding requests for the past month, thank you all for your great requests. As of September 8, requests are no longer being evaluated, due to quickly approaching reporting deadlines. Please remember the following items and contact Jana Schleusner or Laura Gorman with questions:

Reporting deadlines are quickly approaching for the Grant team, please work to complete all approved purchases by September 25th.
The email request approval means you can move forward with the procurement process. Neither the committee nor Strategic Sourcing will be making the purchases on behalf of the schools in most cases. Please work with a buyer by emailing strategicsourcing@dcsdk12.org to obtain the account code when entering a PREQ or pcard verification for your approved order.
If you accidentally code a purchase to the grant in Workday and it is not on the approval list, it will be returned to the school to correct the coding. Entering the request on the form is not automatic approval, you should have received an email of approval from either Jana or Laura.If you think you still have items that have not been addressed with either an approval or denial, please contact us.
All software purchases are only covered by the CARES grant through December. If the entire amount of a year long software purchase was coded to the CARES grant, the purchase will be returned to you in Workday to split the cost between the Grant and your SBB.

Journals for CARES Grant: When creating a journal in Workday and using Grant Worktags (especially when using a CARES Grant) backup is required under the Attachments tab. This backup should show how the dollar amount was formulated. Examples of backup are approval email(s) and the receipts/invoices.

August 21, 2020

Updated Armored Knights Employee Picture Reference

19-20 Workday Changes: We are in the process of finalizing the 19-20 school year in Workday. Please do not make any further changes to the 19-20 school year without reaching out to your project accountant first. This includes ad hoc bank transactions, pcard verifications, and journal entries.

August 14, 2020

Armored Knights UPDATE!: Armored Knights will begin picking up deposits the week of August 31, 2020. Please review the "Updated Armored Knights 2020-2021" email that you received concerning the changes to pickup days, Professional Development and Holiday schedules. If you have any questions or concerns please reach out to Erin Mathews (emathews@dcsdk12.org).

August 7, 2020

Instructional Material Fee Response for Questions from Parents: Please use this information to help with parents that question the Instructional Material Fee if they have chosen online learning.

The field for the fee description is limited and only shows the first portion of the Board's Fee Schedule description. The entire description reads "To recover part of cost of textbooks, supplies and materials." While I understand the materials may not look the same during online learning, this is a mandatory fee that helps recover the costs of materials and curriculum that they would still be accessing while learning remotely.

Armored Knights: Please disregard previous communication you have received concerning your school's pick days for Armored Knights. The schedule is being updated based on the changes to the school schedule for this year. Updated information will follow.

July 31, 2020

School/Department Split: Please find our new project accountant split for schools and departments here. This can also be found on our Accounting Google site here. This split is effective immediately.

Please keep in mind that Marisa Varsos will be out for maternity leave sometime in the next month or so. In the event that you are not able to reach her, please use our general phone number and email to ensure you reach someone.

Accounting Department Phone: 720-433-0085

Accounting Department Email: accounting-department@dcsdk12.org

July 24, 2020

Deposit Slip Books: Please be on the lookout for deliveries of deposit slip books sent to the schools but made out to your PTO or booster club. DO NOT use these deposit slips as any money deposited into these accounts will go to the foundation! A chapter representative will stop by the school in the next few weeks to pick them up.

July 17, 2020

Adjusting Student Fees: Please record all adjustments and payments in MySchoolBucks, not in IC. MySchoolBucks will update IC with that information. No adjustments should be done in IC -- including but not limited to, Free and Reduced waivers, Students who withdraw or will not be attending, class changes, etc... If you have any questions please reach out to the accounting team before recording the adjustment or payment.

July 2, 2020

2020-2021 Athletic Fee Products in MSB : Please search MySchoolBucks for 2020-2021 Athletic fee before creating a new one. The accounting team is copying 2019-2020 athletic products for each school and creating the 2020-2021 athletic products with the new fee amount and the appropriate split. If you need to create a product for a new sport that the Board approved for the 2020-2021 SY please use the following split:

High Schools:

26-XXX-10-XXXX-1740 $150.00 Program (Optional Split: $100.00 to Program and $50 to AD (G/L 26-XXX-10-2234-1740))

26-XXX-20-XXXX-1740 $50.00 District Portion

Middle Schools:

26-XXX-10-XXXX-1740 $70.00 Program

*26-XXX-10-1850-1740 $100.00 8th Grade Football

26-XXX-20-XXXX-1740 $25.00 District Portion

If you have any questions please reach out to the accounting team.

June 26, 2020

2020-2021 Student Fee Schedule : The board has approved the new 2020-2021 student fee schedule (click here). Please note that the accounting team has begun updating the fees based on the increases that the board approved.

Additionally, this is a reminder that all student fees must meet board policy.

- If the course/fee is not listed on the board approved document, you cannot charge a fee for it.
- If the fee you are charging does not match the amount on the board document, you will be maxed out at the board approved amount.
- If you are wanting to change the fee name to something other than what is listed by the board, your request will be denied.

If you believe a course fee is missing from the board approved fee schedule, please contact Phil Ranford to discuss adding it in the future.

Fund 74 Changes: This is a reminder that Fund 74 is changing to Fund 23 per CDE guidelines. As a result, effective July 1st, all references to Fund 74 will automatically be updated to Fund 23 on July 1st in Workday. We are also working with MSB to automatically update any account codes that have Fund 74 to update to Fund 23 as soon as possible after June 30th. Feel free to reach out to the accounting office with any questions.

June 19, 2020

Petty Cash updates: The Petty Cash Google Site has moved to a new location, along with updated forms and instructions! Please visit the new Google site under Accounting: https://sites.google.com/a/dcsdk12.org/acct/petty-cash. If there are any questions, please contact Stacy Murray or Rebekah Brooks.

June 5, 2020

Capital Asset Reminder: A capital asset is an individual item with a value of $5000 or more that has a useful life greater than 1 year. To be in compliance with GASB (Government Accounting Standards Board), capital assets with the value of $5000 or more being paid out of Fund 10, must be coded to Fund 14 using a 0700 object code. All other funds containing capital assets with a value of $5000 or more may stay in that fund using a 0700 object code. When purchasing individual items that are over $5000, please contact Cheryl DeCristino for further information and clarification.

Fund 74 moving to Fund 23 for 20/21SY: Accounting rules have been clarified by CDE and as a result all Clubs and Activities that were in Fund 74 will be moved to Fund 23, starting July 1, 2020. Please follow the same accounting rules, the only change for bookkeeping is the Fund. Also, please be mindful when copying any products in MSB (starting July 1st) that you update the G/L code to fund 23. If you need to build a product prior to June 30, 2020 please reach out to the accounting department for guidance before enabling.

May 15, 2020

Final Deposits for 2019-20 SY: Please coordinate with your school admin to obtain access by May 22nd to gather deposit materials to finalize all deposits and petty cash reimbursements needed. If you are already part of your school's check in/out process, you can utilize the designated time next week to gather any necessary materials to finalize deposits. In the event that you are not part of the check in/out process, please coordinate alternate times that fit your schedule.

Upon completion of deposit preparation, please do not take deposits to Wells Fargo branches. Some Wells Fargo branches are still closed and are not yet planning to reopen. Additionally, the deposits we have are not really conducive to drive through due to the size and weight. Lastly, the lines through the drive through have been very long and time consuming. Our Wells Fargo contact highly encourages that we work with our courier to coordinate one final pickup. As a result, the plan to gather deposits for Armored Knight pickup is outlined below.

Bagged deposits and petty cash reimbursements will be accepted at two locations at various dates and times over the next two weeks. Please follow the instructions below:

1) Gather any pre-prepared deposits from your safe (including any Nutrition Services deposits).

2) Gather any additional items that need to be deposited and prepare deposit (can be done on site or once you are at home). If preparing deposits at home, be sure to gather deposit slips, stamps, deposit bags, and deposit log.

3) Gather any petty cash reimbursement receipts and prepare reimbursement request. In the event, you would like to turn in your petty cash, please enclose in a separate envelope that is clearly labeled with your school, dollar amount included, and your name.

4) Bring all completed deposits and petty cash related items to one of the below locations during the drop off windows provided. Be sure to also bring your deposit log with you so we can sign off on receiving the deposits from your log.

West Support Center (701 Prairie Hawk Dr., Castle Rock, CO 80109)

Monday, May 18th 1:00 pm - 4:00 pm

Wednesday, May 20th 8:00 am - 11:00 am

Wednesday, May 27th 8:00 am - 11:00 am

Lone Tree Elementary (9375 Heritage Hills Cir, Lone Tree, CO 80124)

Tuesday, May 19th 11:00 am - 2:00 pm

Thursday, May 21st 8:30 am - 11:30 am

Wednesday, May 27th 9:00 am - 11:00 am

In the event that you need deposit bags, please stop at the West Support Center during one of the windows above and we will have some available.

REFUND Update: Bookkeepers, please continue to use the DCSD Closure Related Refunds Google Form here to submit any pay voucher requests for parent refunds. Accounts Payable will notify all bookkeepers through the B.O.B. before the form is closed.

Fee Related Reminder: Please keep in mind that we cannot withhold anything from students if fees are not paid. For example, if the yearbook has been paid for, the student must receive their yearbook regardless of the status of other fees. Additionally, any diplomas or participation in graduation ceremonies (whatever they may be) cannot be withheld from the students. We all understand this is a difficult time for parents with the current situation and potential income loss. We do not want the students to be negatively impacted by the potential withholding of these items.

May 8, 2020

School Bank Statement Lines: Please remember to continue checking your School Bank Statement Lines report while working remotely. There are over 30 missing ad hocs from March and April. In the event that you do not have access to what account codes these need to go to, please deposit them to a miscellaneous account that you can journal to the correct account at a later date (Example: 10-XXX-10-0090-1990-0000-0000). We will be reaching out to schools individually next week that do not have them completed.

End of the Year Process Clarification: Fee Roll for 20/21 SY

Middle and high school bookkeepers - Please complete a help desk ticket for Fee Roll between June 1st and June 30th. Only schools who use course fees should request they be rolled.

*Elementary school bookkeepers do not need to request the fee roll.

April 17, 2020

Click here for important information regarding the Business Services Year End Process.

Please see the following revision to Refund Guidelines: The additional information is bold and italicized. Please know that this information will be communicated to students and families through communications, so we strongly suggest consistency between schools, knowing this may be contrary to your normal school policy, but these are not normal times.

In an effort to provide consistent and prompt refunds to our DCSD families, please use the below information to begin the refund process.

Spring Sports: Please refund the participation fee ($185 HS/$85 MS) in full.

Additional Sports Items: Please refund a prorated amount of any partially utilized sports fees. For example, if a student paid for green fees and only got to use 25% of the dates, please refund the remaining 75%.

Spirit Items/Swag: Please refund any swag items that the student was not able to obtain prior to the closure.

Camps: Please refund all spring camps that did not take place in full.

Field Trips (including Outdoor Ed): Please refund any trip that did not take place in full minus any non-refundable portions paid to outside entities. However, if a flight credit was received for the student, that information should be shared with the parents for future use to help offset that lost portion of the refund.

Clubs/Enrichment: Please calculate a prorated refund for the amount of meetings they were not able to attend based on school closure.

Events (like Prom): Please refund all event related items that did not take place in full.

Preschool Tuition: Please refund the last week of March through the remainder of the school year, if prepaid.

Parking: Please refund 25% if it is for the entire year and 50% for the 2nd semester.

Course Elective Fees:

50% refund of paid 2nd semester fees for all of the below categories:

Art Based Classes (Ceramics, Jewelry, etc)
Cooking/Family & Consumer Science Based Classes (FACS, Catering, etc)
PE Classes (Power Weights, Strength & Conditioning, etc)
Theatre Based Classes (Theatre, Tech Theatre, etc)
Career Prep Classes (Auto Shop, Woodworking, etc)

These all represent elective classes that are material heavy, require specific equipment, or are lacking in the overall experience while learning remotely.

Additional case-by-case considerations include:

Classes with labs - should be refunded on a prorated basis based on the number of labs completed in school prior to remote learning.
Classes with field trips included in course fee - should be refunded on a prorated basis based on the number of field trips completed prior to remote learning.

Graduation: Do not refund anything related to graduation at this time.

Yearbook: Do not refund anything related to yearbooks at this time.

Instructional Material Fees: Do not refund any Instructional Material fees.

Annual Transportation Fees: The Finance Department will begin issuing refunds of $37.50 for any paid annual transportation fees. This represents the last quarter that students will not be riding the bus.

Nutrition Services Meal Balances: The Nutrition Services Department is refunding any prepaid meals as requested by parents. Please have parents contact Paula Wilson for all meal refund requests at paula.wilson@dcsdk12.org.

New Pay Voucher Process for Closure Related Refunds

Please refund as many items as possible through MySchoolBucks. In the event that is not possible, please utilize the link here to refund parents. Some important items related to this submission are below:

- No additional backup is required.

- Do not complete this form if you have already submitted pay vouchers.

- Do not complete this form if you have already submitted a refund request through My School Bucks.

- Confirm all information is correct including mailing addresses and account codes.

- Ensure all refund requests have corresponding payments and have actually been deposited.

-Please double check all requests prior to submitting. We will be unable to rectify any errors or duplicates after the checks have been issued.

Unpaid Fees Reminder

If a student has an unpaid fee for any of the above listed categories, you must also adjust off the appropriate amount from the outstanding invoice in MySchoolBucks.

The Finance Department is available to assist with processing these refunds. Please email accounting-department@dcsdk12.org to let us know what items we can assist with. All refunds should be submitted through MySchoolBucks or the pay voucher google form through Accounts Payable no later than Friday, May 8th.

April 10, 2020

Refund Guidelines: In an effort to provide consistent and prompt refunds to our DCSD families, please use the below information to begin the refund process.

Spring Sports: Please refund the participation fee ($185 HS/$85 MS) in full.Additional Sports Items: Please refund a prorated amount of any partially utilized sports fees. For example, if a student paid for green fees and only got to use 25% of the dates, please refund the remaining 75%.