Business & Financial Services
MCPS Business Services plays a vital role in supporting the educational mission by managing the financial and operational functions of the district. From budgeting and payroll to purchasing and facility planning, the department ensures that resources are used efficiently and responsibly. With a focus on transparency, accountability, and service, Business Services helps create a stable foundation for student success and district-wide growth.
Business Information
Purchasing
Credit Card Services
PURPOSE
The purpose of the credit card program is to provide a purchasing option for purchases that cannot reasonably be made using the Requisition and PO system. The Requisition and PO system remains the auditor recommended means of making district level purchases. (See Purchasing Procedures)
The purpose of the credit card program is to provide a purchasing option for purchases that cannot reasonably be made using the Requisition and PO system. The Requisition and PO system remains the auditor recommended means of making district level purchases. (See Purchasing Procedures)
The use of the district credit card is limited to certain circumstances (travel, food, online registration, etc.). It is not intended to replace approved purchasing practices via requisition and PO. As a public entity, our purchasing practices are annually tested by our financial auditors for internal control compliance. To that end, you can anticipate that employees who turn in their reconciliation late or use their card for purchases that should be on a PO (Amazon, furniture, equipment, etc.) will temporarily lose access to their credit card.
Cardholder record keeping will be essential to ensure the success of this program. The retention of receipts is essential for your protection and for auditing purposes.
Examples of where credit cards may be used as an alternative to the Requisition and PO system:
(These examples are general guidelines only. School restrictions may apply. Check with your principal for specific guidelines.)
- Subscriptions, seminar/workshop registrations, motels, and resource materials.
- Travel-motels and gasoline. Per diem for meals is the preferred method of purchase, but a credit card may be used out of necessity based upon volume (i.e. extracurricular travel).
- If you use the card to purchase a meal, you must identify the specific business purpose and the participants at the meal.
- Instructional and operating supplies when the warehouse and PO system are not viable options.
- ALL technology equipment and software purchases must be approved by the IT department for compatibility prior to purchase.
Some examples of where credit cards may NOT be used:
- In general, meals during travel. Per diem should be utilized.
- Any commitment requiring a purchasing agreement, contract or similar arrangement obligating the district to future services.
- Services normally provided through maintenance department work order.
- Temporary help.
- Personal purchases.
- Cash advances or other financial services.
- Purchase of alcoholic beverages or illegal substances.
ONLINE STATEMENT AND TRANSACTION ACCESS
Register your card at www.ezcardinfo.com to view statements and current transaction details.
If further information is required, please contact Stephanie Wodarz or Denise Williams for assistance.
RECONCILIATION: RECORD RETENTION AND PAYMENT
The following controls are required for the reconciliation of all credit card transactions.
- The cardholder must print their statement online each month from www.ezcardinfo.com in order to complete the reconciliation process by the 10th of each month. Statements are available online around the 23rd or 24th of the month.
- The purchasing cardholder is required to obtain and produce detailed receipts and log all transactions, on the “Credit Card Reconciliation Form”.
- Receipt Remit Form: If someone other than the card holder or employee who completes the reconciliation uses the credit card, the Receipt Remit Form must be completed by the card user. The form does not replace the receipt, but provides the detailed school/business purpose for the purchase and proper approval.
- All transactions MUST have an accurate budget code designated on the log and state the business and/or educational purpose of the transaction.
- Attach the detailed receipt in order as the charge appears on the statement and on the summary, for all purchases.
- Any receipts that are not 8 ½ x 11 full page receipts must be taped to a blank piece of paper to be scanned into our accounting software. If the receipt is longer than the page, please fold at the bottom of the page and tape to the back. This is necessary to scan into our accounting system.
- The detailed receipt is required, not just the credit card slip.
- No staples, please.
- The receipt and reconciliation form are both great places to elaborate on how the purchase fulfills a legitimate business/educational purpose of the District.
- The credit card administrator will perform regular spot checks, to ensure compliance.
- The cardholder acknowledges the verification of all monthly transactions by signing the bottom of the “Credit Card Reconciliation Form”. The cardholder’s direct supervisor or supervisor with budget authority must also sign the form.
- The cardholder should retain a photocopy of the reconciliation form and receipts just in case the information gets lost in transit and for future reference.
- The cardholder must submit the original reconciliation form, with detailed receipts and the credit card statement, to Stephanie Wodarz in the business building by the 10th of each month.
- Responsibility rests with the credit card user and supervisor to ensure all transactions are accurate and legitimate. The business office will contact the credit card user in regard to any discrepancies between the reconciliation form and the statement. The credit card holder must take appropriate action to resolve any discrepancies. (See Card Dispute Process below)
GENERAL INFORMATION
- Each cardholder is responsible for the security of their credit card and the transactions made against it. The credit card is issued in an individual's name or the name of the school. It will be assumed that any purchases made against the credit card will have been made by the individual whose name is on the credit card. If the credit card is issued in the name of the school, it will be assumed that any purchase made against the credit card will have been made by the individual who was issued the card. The credit card is the property of the district and is only to be used for district purchases.
- It is the responsibility of the principal/supervisor of all cardholders to monitor credit card usage.
- Users are committing district funds each time they use the credit card. There is an obligation on the part of all cardholders to use the credit card responsibly.
- Improper use of the card is strictly prohibited. Such practices would be considered misappropriation of school district funds. This will result in disciplinary action up to and including termination of employment.
- The credit card administrator will control and maintain a central listing of all cardholders, limits, etc. Principals/supervisors may request reports for their respective location at any time.
- Accounts payable will make all payments for credit card purchases against the designated budget code.
CARD DISPUTE PROCESS-When your records do not agree with your statement.
The following steps should be taken for all credit card transactions in dispute:
- Contact the company involved to rectify the billing problem. If the company agrees that an error has been made, they will credit your credit card account. Cash or check refunds are prohibited.
- Highlight the transaction in question on your reconciliation form as a reminder that the item is pending resolution.
- Ensure the correction appears on the next cardholder statement.
- If your dispute is not resolved by the company, immediately contact First Interstate Bank to initiate the dispute process and make a note on your statement and “Credit Card Reconciliation Form” that the charge is being disputed and the date you contacted First Interstate Bank.
The bank will investigate disputed items by a cardholder for up to thirty (30) days from the statement cutoff date.
(Note: Late delivery are not considered disputed items and must be settled directly with the company.)
KEY CONTACTS
First Interstate Bank
Customer Service: 1-866-317-0355
Lost/Stolen Card: 1-866-839-3485
Credit Card Administrator
- Denise Williams, Executive Director of Business & Operations Ext. 3020; dwilliams@mcpsmt.org
- Stephanie Wodarz, Business Specialist, Ext. 3021; swodarz@mcpsmt.org
LOST OR STOLEN CARDS
The credit card is district property and should be secured just as you would secure your personal credit cards. If your card is lost or stolen, notify First Interstate Bank by telephone immediately. The lost or stolen card will be cancelled and a replacement card will be ordered. Call or email Stephanie Wodarz (swodarz@mcpsmt.org) after you call the bank.
CARD CANCELLATION OR PERSONNEL LEAVING
The following are steps to be taken when a card is cancelled or an employee leaves the District:
- Principal/supervisor of cardholder is responsible for collecting and destroying the credit card immediately.
- Principal/supervisor of cardholders notifies Stephanie Wodarz (Ext. 3021).
Travel
Employee Travel Procedures and Guidelines
- Operating Principals
- Automobile Travel
- Per Diem
- Lodging
- Conference Registration Fee
- Airline Travel
- Ground Transportation
- Unallowable Expenses
- Combining Personal Travel with MCPS Travel
- Travel Forms
Operating Principals
The following expectations for travel on behalf of MCPS are based upon state law and administration regulation:
- Employee travel must be related to MCPS business.
- Travel should be in the most efficient and cost-effective manner possible.
- The number of personnel attending a given function requiring travel will be held to the absolute minimum.
- Transportation should be the most economical in terms of direct cost to MCPS, and the employee’s time away from the school or office.
- Employees are required to submit a Travel Expense Request Form, with supporting documents, to their supervisor and to the supervisor with budget authority, if different, for travel and funding authorization for travel and funding. Supporting documents include the full conference itinerary, documentation of meals provided, and other estimates of travel costs. Completed forms must be submitted to the Purchasing Department at least two (2) weeks before scheduled travel for processing of applicable prepayment. Incomplete requests may be sent back for completion.
- Employees are required to complete the reconciliation of travel on the same Travel Expense Request Form within one-week after returning. Receipts for expenses incurred must be turned in with the form, along with the final supervisor and budget authority approval.
- Travel Expense Request forms are available on the District website or the Print Shop.
Automobile Travel
Out of District
- Use the MCPS Mileage Chart-Out of District for in-state travel.
- Log your mileage on the Travel Expense Request Form, not your daily mileage form.
- If more than one employee is traveling to the same destination, employees are expected to car pool. Mileage reimbursement will be paid to one or more designated drivers, depending upon the number of employees traveling. Mileage reimbursement will not be paid to each person driving to the same destination if they could have car pooled.
- If an employee chooses to use a personal vehicle over a common carrier, mileage reimbursement shall not exceed the cost of airfare.
In District
- Use the Record of Mileage form and MCPS Mileage Chart-In District
- Mileage should be turned in to Elizabeth Serviss (easerviss@mcpsmt.org). Mileage due dates are at the discretion of the employee’s supervisor but must be turned in no later than July 5th of each year.
- An employee may claim mileage expenses at the appropriate rate if they use their personal vehicle for business/educational-related transportation between different daily work sites. Mileage claims are not allowed for commuting between home and work base* at the beginning or end of a work day, or for lunch on the employee’s work day.
- If an employee starts their day at various MCPS locations, the location of their first business/educational contact inside the metropolitan area is considered the work base* for that day. Mileage for travel to that workplace* cannot be claimed.
- Employees will only be reimbursed for travel between work locations that occurs for a business/educational-related purpose. i.e. the employee is actively engaged in work.
- Simply driving past a point, pulling into the parking lot, entering and exiting the building, etc., is not a sufficient reason to claim mileage.
- Example: If an employee has a computer/phone in a specific building, but they do not have a business/educational/active work reason to start their day at that location, mileage cannot be claimed and will not be reimbursed between this site and the next.
- Supervisors may require employees to provide the business/educational reason for all mileage claimed.
- Mileage rates are the same as rates for out-of-district travel.
Use of School Vehicle
- Use of a district vehicle must be scheduled through the principal or designee.
- It is the driver’s responsibility to check the oil and coolant levels before and during each trip.
- A driver must have a valid driver’s license.
- It is the driver’s responsibility to fuel the car, if necessary, before beginning his/her trip using a MCPS fuel card.
- In the unlikely event of an accident, the insurance card should be found in the glove box. The principal and Pat McHugh or Stephanie Wodarz are to be notified of any accident as soon as possible.
- Refer to the OPI In Case of an Accident brochure/form that should be found in the glove box and complete the form. Send the completed form to Stephanie Wodarz.
Per Diem
You must be in travel status-at least 15 miles away from your work base* for the day-for MORE THAN 3 hours during the meal time range to qualify for the meal allowance. See State Employee Travel Information.
Current Per Diem Rates:
- 12:01 a.m. to 10:00 a.m. Morning Meal - In State: $11.20 - Out of State: $16.00
- 10:01 a.m. to 3:00 p.m. Midday Meal - In State: $13.30 - Out of State: $19.00
- 3:01 p.m. to midnight Evening Meal - In State: $19.60 - Out of State: $28.00
- Daily total: In State: $44.10 - Out of State: $63
- Travel status for airline travel begins 1 ½ hours before the flight departure time.
- Travel is considered to be out-of-state from the time a flight is boarded with a destination outside of Montana.
- Travelers may not claim per diem for breakfast if the hotel provides breakfast, even if the traveler chooses not to consume the provided meal.
- Travelers may not claim per diem for meals that are provided at the conference or meeting, even if the traveler chooses not to consume the provided meal. Documentation from the conference (registration, agenda, etc.) which shows the meals provided must accompany the Travel Expense Request Form before per diem will be paid.
Lodging
- Request state employee rates and/or convention rates when reserving a room.
- Employees should seek the least expensive hotel option at or near the conference location.
- Please use your personal credit card to make reservations; if you do not have a district card. You will be prepaid prior to your card being charged as long as you turn in your Travel Expense Request Form at least two (2) weeks in advance of travel.
- Employees should share rooms within reason.
- MCPS will not pay for room upgrades. Reminder: Travel should be in the most efficient and cost-effective manner possible.
- No personal charges may be charged to the hotel bill. Please check your bill prior to checking out. Personal charges include room upgrades, room service, etc.
- A fully itemized final/check-out receipt showing a zero balance is required. Credit card receipts (unless fully itemized), credit card statements or canceled checks are NOT sufficient documentation.
- If an employee is accompanied by a spouse or family member, the employee is responsible for the difference between single and double occupancy room rates.
Conference Registration Fee
Airline Travel
- All airfare should be booked through Travel Café, Kim Lewis 540-1890.
- Unless traveling for more than four (4) days, travel should be made with carry-on baggage only. Employees in a travel status for five (5) days or more may check one (1) bag. Receipts for fees will be required for reimbursement upon return. (See “L”-Reconciliation, Other)
- Employees must use the least expensive seating available. The traveler is responsible for class upgrades and itinerary or booking changes which are not the result of an emergency, or are required to satisfy the business needs of MCPS.
- If an employee chooses to combine personal travel with MCPS travel, the airline cost must be less than or equal to what would normally be scheduled. Employees must pay for any costs in excess for personal travel.
Travel To/From Airport:
- Mileage is calculated from your work base* or home, whichever is closer to the airport.
- EXAMPLE: You live in Hamilton but your work base* is Sentinel. Mileage to the airport would be calculated from Sentinel to the airport, not from your home.
- If more than one employee is traveling to the airport, and it is practical, employees are expected to carpool.
Ground Transportation
- Transportation will only be paid for between the airport to the conference/hotel or hotel to the conference, including return. Receipts must show pick-up and drop-off locations.
- Shuttles may be the most cost-effective means of transportation.
- Uber/Lyft/Taxi fares, including gratuities of 15% or less, are allowed with receipts. If an employee chooses to take an Uber/Lyft/Taxi when a less expensive shuttle service is available, reimbursement will be limited to the cost of the shuttle.
- Renting a Car or Van:
- A rental vehicle is a justifiable expense if it is cheaper than other forms of transportation. Employees requesting the use of a rental vehicle must demonstrate that it is the most cost-effective option. Loss of use coverage should be added to the cost of the rental unless you book with Enterprise using the code listed below.
- Please use your personal or district credit card to make reservations. If paid with personal funds, you will be prepaid prior to your card being charged as long as you turn in your travel form with documentation outlining the fee at least two (2) weeks in advance of travel.
- Enterprise Rental: Is the preferred vendor. Enterprise offers excellent rental rates and includes all insurance coverage. You must use the following account number when making reservations: XZ63WMT. Do not purchase additional insurance when booking with Enterprise.
- If Enterprise Rental is not an option, the employee should purchase LOSS OF USE COVERAGE only.
- Travel Café should not be used for rental cars.
- Valet parking is reimbursable only if it is the only parking option available and a receipt is turned in. Parking tickets are not eligible for reimbursement.
Unallowable Expenses
Alcoholic beverages and expenditures of a personal nature are not allowed. Examples of personal expenditures include: hotel/motel room service charges; mini-bar and amenity charges; porter service for personal luggage; laundry service; in-room movies; transportation expense for dining out (unless the hotel/motel does not have dining facilities or there are none within walking distance); optional valet parking; parking tickets; social events such as golf, sightseeing, the entertainment of a spouse or guest; hotel/motel room upgrades; and airline class upgrades and itinerary or booking changes, which are not the result of an emergency or required to satisfy the business needs of MCPS. Other expenditures, otherwise allowable, may be rejected without proper travel authorization or expenditure documentation.
Combining Personal Travel with MCPS Travel
When an employee combines personal travel with an official MCPS business trip, reimbursements and payments will be made only for those costs necessary for the MCPS portion. Transportation costs and per diem will be allowed only for the most direct route to the destination of the MCPS trip, and reimbursement and payment will be allowed only during the time the employee is in MCPS travel status.
Travel Forms
Business Services Directory
BUSINESS SERVICES (Budgets, Contracts, Property Deeds, Elections, Property/Liability Insurance, Student Injury Reports, & Federal Grants)
- Denise Williams, Executive Director of Business and Operations, Ext. 3020 dwilliams@mcpsmt.org
- Stephanie Wodarz, Business Specialist, Ext. 3021 swodarz@mcpsmt.org
ACCOUNTING (Budgets, Accounts Receivable, Audit, Student Tuition, Scholarships, Professional Leave, & Tyler MUNIS training/navigation)
- Jessica Pyette, Accounting Supervisor jpyette@mcpsmt.org
- Tiffany Brown, Federal Grants Coordinator Ext. 3027 tbrown@mcpsmt.org
- April Thorson, Bookkeeper Ext. 3025 athorson@mcpsmt.org
- Elizabeth Serviss, Bookkeeper (In-district mileage) Ext. 3029 easerviss@mcpsmt.org
ACCOUNTS PAYABLE (Payables & Expense/Reimbursement Claims)
- Lisa Gottula, Accounts Payable/Bookkeeper Ext. 3040 lgottula@mcpsmt.org
- Kaytlin Rossmiller, Accounts Payable Ext. 3022 krossmiller@mcpsmt.org
- Invoices, ap@mcpsmt.org
PAYROLL (Timesheets, W-4s, Direct Deposit, & Paycheck Info)
- Theresa Roullier, Supervisor, Ext. 3034 tmroullier@mcpsmt.org
- Daniel Haffey, Payroll Specialist, Ext. 3026 dhaffey@mcpsmt.org
PURCHASING (Processing Purchase Orders, Costco & Walmart Cards)
- Terry Wisherd, Elem/MS (Travel Expense) Ext. 3021 mtwisherd@mcpsmt.org
- Tatum Kirschenheiter, Secondary, Ext. 3037 tkirschenheiter@mcpsmt.org
WORKERS COMPENSATION (Workers Comp Claims and Questions)
- Shannon McWilliams, Workers Compensation Coordinator, Ext. 3035 scmcwilliams@mcpsmt.org
OPERATIONS AND MAINTENANCE (Building/Grounds Maintenance, Custodians, Building Rental Requests, Bond Projects, & Student Transportation)
- Burley McWilliams, Director of O&M, Ext. 3032 bmcwilliams@mcpsmt.org
- Rebecca Dawson, O&M Specialist, Building Rentals Ext. 3030 rdawson@mcpsmt.org
- Terry Phelan, Transportation & Ops Coordinator, Ext. 3041 tphelan@mcpsmt.org
- TBD, Custodial/Grounds Supervisor, Ext. 3062
FOOD SERVICES (Breakfast/Lunch for Students, Free and Reduced Lunch, & Kitchen Staff)
- Stacey Rossmiller, Supervisor, Ext. 3023 slrossmiller@mcpsmt.org
WAREHOUSE (Store Bulk Supplies, Shipping/Receiving, Interschool Delivery & Movement)
- Chris Madsen, Coordinator, Ext. 3033 cmadsen@mcpsmt.org
- Nico Peterson, Warehouseman, Ext. 3039 npeterson@mcpsmt.org
- Greg Hill, High School Dray Driver gahill@mcpsmt.org