BELGRADE PUBLIC SCHOOLS SCHOOL ACCOUNTING, PAYROLL, AND HUMAN RESOURCES SOFTWARE BID SOFTWARE REQUIREMENTS GENERAL SOFTWARE REQUIREMENTS

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1 Feature Available? GENERAL 1.1 Software used by other Districts in Montana 1.2 Software designed for K-12 School Districts 1.3 Complies with all Montana State law regarding K-12 schools 1.4 Vendor must undertake to keep its products compliant with changes in Montana State law as part of ongoing product evolution and support 1.5 Active, established working relationship with Montana Office of Public Instruction 1.6 District can select between vendor-hosted solution and on-site server environment 1.7 Complete compatibility in Windows and Mac environments 1.8 Has app available to run from mobile device 1.9 Updates and upgrades loaded easily with no installation required on individual PC's 1.10 Vendor will install updates & upgrades 1.11 Provide help converting data and implementing software 1.12 Help desk phone line with track record of same-day call return 1.13 Vendor provides user training as part of implementation 1.14 System provides up-to-date on screen help 1.15 Web portal for key functions, such as requisitions, PO's, approvals, withholding changes, pay stub viewing, benefits selection, open enrollment, etc Data should be captured only once, in real time, and as close as possible to the point of data origination 1.17 Each data element should be stored in a single place; data should be updated immediately upon entry 1.18 Use of the system should be intuitive. At any point in a user session, the choice of available actions should be apparent 1.19 Consistency in the human interface throughout the selected products. This includes consistency across module, as some staff will require access to more than one module 1.20 Available find function to position quickly on a desired record, with wild card identifiers for browsing 1.21 Security facilities are required so that only authorized personnel have the ability to modify appropriate data and that access to sensitive information is restricted to authorized staff 1.22 Proposed system must include software documentation both online and in written form 1.23 Data should easily download into simple text files and Microsoft Office products including Word, Excel or Access 1.24 Ongoing customer training & support for upgrades 1.25 Annual User Group meeting to meet and interact with other customers using the same software 1.26 System provides a reminder system - reminder messages are ed either from messages entered by user to send to self (yearly or monthly) or sent from the system 1.27 Ability to meet implementation calendar as follows: - Fall/Winter : Data conversion from existing system; training for all departments - Winter/Spring 2016: HR, Budgeting systems available for FY information - April 1, 2016: Go Live date for Payroll, General Ledger, Purchasing, Accounts Payable Reporting Requirements - All Modules 1.28 Ability to a single or multiple reports 1.29 Ability to produce PDF-formatted reports and store them in folders on the server 1.30 Capability to direct a report to more than one local or remote printer or file without recreating the report 1.31 Ability for end users to be able to create/produce their own reports. Ability to create PDF and spreadsheet reports that can be ed/downloaded 1.32 Ability to restrict users from running certain reports 1.33 Ability to add or delete reports available to users from the menu system 1.34 Ability to add user-created reports to the menu system as a permanent report 1.35 Print date, time stamp, and user who created report on all reports

2 Feature Available? Human Resources Requirements HR Workflow 2.1 Allows employees to electronically update system with demographic, deduction, and withholding changes from web portal 2.2 Position Driven system - Employees & Positions are separate entities 2.3 Ability to group positions by Seniority Block, Union/Group & Occupation 2.4 Allow for a starting step and lane (salary) for all Positions 2.5 Default Benefits and Leave Banks are assigned by Position, but can be overriden at Employee or Position level 2.6 Account code restriction to avoid coding payroll to non-payroll account codes 2.7 Allow multiple G/L accounts on Positions with percentage or dollar allocations 2.8 Requires no duplicate entry of information in HR and Payroll modules 2.9 Track positions by position, Union/Group, accounting unit, site, budget code, and full-time equivalency (FTE) 2.10 Hire/start employees at any time during the pay period 2.11 Transfer employees to new positions at any time during the pay period 2.12 Maintain position history when employee filling position changes 2.13 Employees can be assigned to multiple positions 2.14 Pay schedules for salaried and wage employees 2.15 Allow positions that do not correspond to a pay schedule 2.16 Tracks position vacancies 2.17 System-calculated contract amounts for late hires, part-time employees, and wage employees 2.18 Process to calculate and award salary/wage increases during the fiscal year for all or selected pay schedules based on percentage and/or an amount 2.19 Pay schedules can be globally adjusted by amounts and/or percentages 2.20 Process to calculate the step advancement on pay schedules for employees based on FTE, hire date, and/or hours worked during the previous year 2.21 Process to incorporate the calculated step advancements into the new fiscal year contract records 2.22 Create new fiscal year contract records from the current year's records 2.23 "What-if" salary schedule results for negotiations 2.24 Keep track of employees who are ready to advance on their salary schedule because they have met longevity requirements to step up 2.25 Store/retrieve employee emergency contact data 2.26 Position/Employee effectivity - get snapshot of employee/position data for any given date 2.27 Employee Position History Tracking - Positions held, raises, FTE changes, hours/day changes, etc Employee History Tracking - changes to name, address, etc. How long? 2.29 Allow Rank# within Seniority Block. When same seniority date must keep same order in hire date group 2.30 Years of experience towards career increment tracking 2.31 Store/retrieve employee race 2.32 Store/retrieve employee notes data (TB test, diversity training, etc.) 2.33 Store/retrieve employee's certification & endorsements (skills) 2.34 Fields/tables to store Montana State Certificate, degree, and position codes 2.35 New Hire required State Reporting 2.36 OPI Fall reports (FTE at building, Folio#) 2.37 Maintain a Supervisor for each position based on position rather than employee filling the position 2.38 Evaluation tracking system-when employee due for next evaluation 2.39 Allow employee work schedules loaded from PowerSchool for teachers 2.40 Ability to find an employee by a generic or wildcard search if spelling not known 2.41 Ability to load employee work phone and extension from our automated phone system 2.42 Ability to print our district directory from our HR system phone numbers, departments, locations, Position title-employee may be listed in more than one location 2.43 District-defined fields available 2.44 Track PIR (Pupil Instruction Related) training for certified Employees 2.45 Calendar calculator - number of days worked

3 Feature Available? HR Reporting/Output 2.46 Out-of-the-box function for all required Montana reports, including Terms of Employment, Employee Compensation reporting 2.47 Personnel Action Report for the Board of Trustees produced from system-pa's need Board Date and whether reported to board flag 2.48 Ability to merge with word document for contract printing 2.49 Ability to print Contract Addendums 2.50 Print employee contracts individually and by classification 2.51 Print and electronically distribute contracts that require electronic and/or hard copy signatures HR Compatibility 2.52 Full integration with payroll, budgeting, and general ledger modules 2.53 Ability to interface data with popular after-market Substitute Dispatch/Employee Absence Systems (such as Aesop) 2.54 Ability to interface data from popular after-market Online Applicant systems (such as AppliTrak) HR/Payroll Affordable Care Act Reporting 2.55 Automatically produces and electronically distributes employee 1095-C statements 2.56 Accurately run reports that comply with the ACA rules & regulations regarding affordable & adequate coverage for employees working 30+ hours per week 2.57 Ability to report the total number of hours per District adopted ACA Look Back Period 2.58 Ability to report the average hours/week, salaries, and affordability rating in regard to premiums 2.59 Ability to report whether an employee already has signed up for District offered health insurance 2.60 Ability to create an enrollment file to electronically send new elections and weekly changes to health insurance provider Payroll Requirements Payroll Workflow 3.1 Accommodate multiple pay cycles (Belgrade pays hourly and substitute staff on the 10 th of each month; salaried and certified staff on the 20 th ) 3.2 Supports data uploads from popular after-market electronic time clock solutions, such as Veri-Time 3.3 Provides a method of rapid entry of time cards/sheets, including time worked and absences by date and reason 3.4 Ability to enter and track employee time in hour and day increments 3.5 Leave tracking by the hour and day and reason. 3.6 User can define limits on accumulated leave balances to be checked on a current or fiscal year basis 3.7 Automatic leave bank accrual: both lump-sum annual allocations (beginning of calendar & fiscal year) and accruals based on hours worked 3.8 Allow both calendar & fiscal year leave banks - reset at end of year 3.9 Allow for permanent leave banks that don't reset - sick & vacation 3.10 Allow for multiple leave accrual rates based on time in bank or bank start date 3.11 Dock annual bank accrual when employee does not complete contracted days - without pay days 3.12 Leave bank plans are automatically assigned to new employees based on their position 3.13 Maintain transaction history for leave banks - time in and out. How Long? 3.14 Ability to report leave time in days and hours 3.15 Notification when employee may be ready to move to the next vacation level per state law 3.16 Ability to define our own multiple leave codes 3.17 Maintenance routines that can be processed at fiscal year-end to add all or a portion of the balances remaining in leave categories to other leave category balances 3.18 Out-of-the-box function for Montana Terms of Employment, Employee Compensation reporting with the ability to define multiple positions 3.19 Define leave categories that reduce/increase the balance of another leave bank, such as defining family, personal, and bereavement leave to reduce the sick leave balance 3.20 Easily adjust leave accruals for late hires 3.21 Overtime earnings automatically generated based on hours worked, not leave 3.22 Contracted employees annual contract is calculated and distributed over 10 or 12 pay periods Contracted employees are paid balance of contract in last pay period of fiscal year 3.24 Accommodate Balloon/Triple Payrolls 3.25 Supports lump sum payments for bonuses, stipends, etc Ability to pay employees for work done, not associated to a position: meetings, workshops, athletic workers 3.27 Pay is recorded against a position which corresponds to one or more G/L accounts

4 3.28 Methods available to track earned vs. paid amounts 3.29 G/L account distributions defined for positions in HR and utilized by payroll 3.30 Distribute employee salary to multiple G/L account codes by amount or percentage 3.31 G/L accounts and distributions assigned at the position level BELGRADE PUBLIC SCHOOLS

5 Feature Available? BELGRADE PUBLIC SCHOOLS 3.32 Ability to override G/L account code at employee or position Level 3.33 Ability to override G/L account code during payroll data entry 3.34 G/L account validation to avoid coding payroll to non-payroll account codes 3.35 Supports all Federal taxes 3.36 Maintains prior year tax tables 3.37 Supports Montana State tax tables 3.38 Allows employees to pay additional amount or percentage -over and above tax tables for FIT & SIT 3.39 Supports Tax Sheltered Annuities (Section 403(b)) 3.40 Supports pre-tax (Section 125) insurance premiums, Flexible Spending Accounts, and Health Savings Account deductions 3.41 Supports pre-tax State Retirement System withholding PERS and TRS based on position being paid 3.42 Employee may pay into both PERS and TRS retirement systems because they are filling multiple positions 3.43 Defines voluntary deductions as amounts and/or percentages of gross or base salary 3.44 Limits annual HSA, flex deductions, even though fiscal and insurance plan years are not on a calendar year basis 3.45 Defines start and end dates, deduction schedules, and/or limits for voluntary deductions 3.46 Maintenance processes to globally update deduction rates and/or limits 3.47 Allow for deduction overrides at payroll time 3.48 Ability to set the order deductions are taken from gross pay 3.49 Defines benefits as amounts or percentages of hours worked and/or gross or base salary 3.50 Defines start and end dates, deduction schedules, and /or limits for benefits 3.51 Defines the G/L account replacement for each benefit type based on, but different from, employee's labor G/L account 3.52 Ability to distribute benefits to only G/L account codes based only on regular or contract not supplemental pay G/L account Accommodate benefit/deduction probation periods based on hire date 3.54 Ability to process benefit payments for persons not receiving a paycheck 3.55 Process selected employees for a payroll by payroll type 3.56 Process selected voluntary deductions and benefits 3.57 Issue separate checks to employees for special payments, such as retroactive pay and extra duty contracts, sometimes outside of normal pay schedules 3.58 Ability to normalize taxes when payments such as retroactive pay are included with regular pay 3.59 Ability to globally manage salary/wage increases during the fiscal year 3.60 To accommodate raises granted in the middle of a pay period, ability to pay an employee at more than one rate of pay during a pay period based on date of time ticket 3.61 Restart/recovery procedures when printing checks 3.62 Allow employees to have a check/direct deposit notice location that is different than their base location 3.63 Allow employees to have a time card/sheet location that is different than their base location 3.64 Time stamp and operator stamp transactions 3.65 Ability to encumber payroll salaries and benefits, and unencumber them as paid 3.66 Ability to encumber late starts and unencumber terminations from encumbered payroll salary budgets 3.67 Ability to report payroll budgets with annual budgeted salary, actual paid, left to pay, overtime 3.68 Creates G/L payroll transactions for salaries and benefits paid each pay period 3.69 Creates G/L correcting entries automatically when payroll corrections are processed 3.70 Calculates and records entries in the general ledger for accrued salaries and benefits 3.71 Creates reversing entries for accrued salaries and benefits when paid 3.72 Process withholdings, deductions, and benefits for accrued salaries entries based on rates in effect when salaries were earned 3.73 Full integration with human resources, budgeting, accounts payable, bank reconciliation, and general ledger 3.74 District defined fields available 3.75 Ability to reverse an entire payroll from all payroll and general ledger records affected 3.76 Void payroll check process available that completely reverses the check and associated G/L entries 3.77 Ability to access old software s payroll history in new system 3.78 Can accommodate shift differentials - multiple wage rates based on time of day worked 3.79 Automatic generation of deductions upon hire

6 Feature Available? Payroll Validations/Error Notifications when: 3.80 Employee is being paid or absent for more time than what they are scheduled to work 3.81 Employee has a deduction override but is not getting paid in the payroll 3.82 Employee is getting paid in a payroll which is not their normal assigned payroll type 3.83 Employee's compensation or leave time is greater than the total time in the pay period 3.84 Employee will be paid more than their annual salary for a given position 3.85 Employee's total annual hours worked (hours in payroll + already paid) is greater than the number of hours/year the employee is budgeted to work 3.86 Employee is inactive for payroll 3.87 Employee's total absence time is greater than their total regular/contract time 3.88 Employee's total absence time for a date is greater than the number of hours they are scheduled to work/day 3.89 Employee's bank will be negative after absences posted 3.90 Employee is missing their FIT or SIT marital status 3.91 Employee used inaccessible leave time due to probationary status 3.92 Employee does not have enough gross wages to pay deductions 3.93 Employee's gross pay is negative 3.94 Employee's PERS/TRS retirement rate is not the current rate for group Payroll Employee Self-Service Web Portal 3.95 Allows employees to electronically update system with demographic, direct deposit account, pay frequency, deduction, and withholding changes 3.96 Provides What-If? individual net pay calculator for employee and payroll office staff 3.97 Employee has online access to current and historical paystub information 3.98 Allows employees read- and print-access to PDF forms for external use (i.e., insurance claim forms) 3.99 Web Portal accommodates initial and annual open enrollment of benefits, with no duplication of work or re-entry of data Disallows HSA, flex contributions in excess of legal limits during initial and open enrollments Web Portal accommodates changes to plan beneficiaries Benefits enrollment produces report detailing coverage and dependents for District third party administrator Payroll Reporting/Output Out-of-the-box automated monthly Payroll Clearing Account Transfer letter function Out-of-the-box support for monthly PERS/TRS Retirement reporting to State of Montana Out-of-the-box support for Montana Schools Unemployment Insurance Program and Montana School Group Insurance Authority workers compensation reporting Automatically produces quarterly 941 report Automatically produces and electronically distributes employee W-2 statements Create W-2 file in MMREF1 format to upload to Social Security and State Withholding via the Internet Create file for bank to process direct deposits Supports electronic fund transfers of tax withholdings, deductions, and benefits Print payroll checks and stub on 8.5x11" blank check stock laser printer forms Print entire payroll check & stub including MICR line on blank stock Provide controlled process for printing signatures on checks Print entire direct deposit stub on blank stock Ability to create PDF of earning statements for downloading/viewing Provide an automated process to electronically deliver direct deposit stub to employee List employee leave information on payroll check stubs and direct deposit notices List benefits and deductions on payroll check stubs and direct deposit notices List detail of hours, positions, pay-code, & wage on payroll check stubs and direct deposit notices Print internally-controlled messages to employees on payroll check and direct deposit notices

7 Feature Available? General Ledger Requirements G/L Workflow 4.1 Ability to define master account codes for the Chart of Accounts per Montana State guidelines for School Districts 4.2 Ability for the G/L account code to be broken down into user-defined subaccount codes 4.3 Ability to define a 21 digit G/L account consisting of 7 different elements 4.4 Allow easy updates to account codes 4.5 Provide ability to roll-up subordinate account codes to the parent element 4.6 Out-of-the-box automated monthly Claims and Adjusting Journal Entry Transfer letter function 4.7 Prohibits journal entries that would cause a fund s balance sheet to become out of balance 4.8 Allow multiple fiscal years to be open at the same time 4.9 Allow to work on next year's budget and encumbering against the next fiscal year in advance 4.10 Allow to work in last year's fiscal year until closed while doing business in current year 4.11 Implement Chart of Account changes for new fiscal year without affecting current fiscal year 4.12 Provide a 13th month or closing period for a fiscal year which does not affect period 1-12 totals, but will be reflected in YTD balances 4.13 Ability to close a fiscal year to restrict processing in that fiscal year 4.14 Ability to re-open a closed fiscal year if needed 4.15 Ability to close a month to restrict processing in that month 4.16 Ability to re-open a closed month if needed 4.17 Ability to obsolete an account, which will prevent any new business in the account but keep the account history intact 4.18 Mass deletion process to remove obsolete accounts 4.19 Process to mass add a set of accounts 4.20 Allow calendar YTD totals for 1099's 4.21 Ability to track activity against a project that includes multiple G/L account code 4.22 Ability to track project costs across fiscal years 4.23 Ability to export journal entries to or import them from Excel 4.24 PDF documents can be attached to and electronically stored with journal entries 4.25 Verification of budget availability when transactions entered 4.26 Provide comprehensive audit trail for journal entries 4.27 Allows for budget checking against a set of budgets assigned to a department instead of individual line item budgets 4.28 Restricts entering & posting transactions that are not in balance 4.29 Method to generate reversing entries for journal entries 4.30 On screen view of transactions can be customized by entry number, date range, or reference code 4.31 Schools/departments can access only to G/L data for which they are responsible 4.32 Instant access to account status displays opening and closing balances along with all in process activities such as encumbrances, pending requisitions, budget balance and uncommitted budget balances 4.33 Full integration with Human Resources, Payroll, Budgeting, Purchasing, Accounts Payable, Fixed Assets, & Accounts Receivable 4.34 Compatible with popular after-market Comprehensive Annual Financial Reporting solutions 4.35 Provide a year-end encumbrance process that allows encumbrances to be rolled to an encumbered reserve account 4.36 Supports electronic transfers 4.37 District defined fields available 4.38 Maintains transaction history for an unlimited time 4.39 Ability to distribute interest to accounts based on the balance for the period the interest is earned 4.40 Ability to flag accounts that will not earn interest even though they have a balance 4.41 Ability to distribute interest earned by non-earning accounts to the other departments/schools accounts that are earning interest 4.42 Provides for user-defined alpha/numeric alias codes for any G/L account 4.43 Provide cash balance by project code element 4.44 Ability to create date-specific detail transaction reports for G/L Accounts that included all expenditure, receipts, or other transactions, plus encumbered (not paid) purchase orders on the same report 4.45 Allows additions and changes to G/L account numbers while processing a journal entry

8 Feature Available? G/LReporting/Output 4.46 Trial Balance and G/L reports - simple enough for an end user to create 4.47 Record selections in reports provide wild-carding, such as 12* that will all records with element codes from 120 through Report totaling at summary levels of the account code. For example, 001-1xx-1xxx-61xx shall total all 001-(100 through 199)-(1000 through 1999)-(6100 through 6199) accounts. Detail may or may not be listed 4.49 Reports that list data for a specified period of time list balances and totals that relate to the specified period, not the current totals and balances 4.50 Reporting features that allow the user to access the detail data records that created an element of information such as the employee contract detail for a projected budget amount, or the purchase orders, invoices, and credit memos that relate to the amount encumbered for an account Purchasing & Requisition Requirements 4.51 Online, remote requisitioning by schools/departments 4.52 Field for requisitioner to make comments or special requests 4.53 PDF documents can be attached to and electronically stored with requisitions and purchase orders 4.54 Requisitioner required to select payment method (credit card or standard check) 4.55 Online requisition approvals 4.56 Track approval process of requisition 4.57 Requisition approval path established based on G/L account code 4.58 Multi-level requisition approvals defined at the district, area, and/or school/department level sent to next approver when requisition needs approval 4.60 Ability to send requisition back unapproved to creator or prior approver with note. sent to prior approvers & originator Ability to search requisitions for a specific word or item from the requisition detail 4.62 Require special electronic approval when requisitions total and/or requisition items exceed district-defined dollar thresholds 4.63 Ability to approve selected items on a requisition without approving entire requisition 4.64 Field for approver to make comments related to the approval 4.65 Online access to requisition and approval information for schools/departments 4.66 Requisition can be turned into a purchase order with no duplication of work 4.67 Option to issue purchase orders for requisitions with only a portion of the items approved 4.68 System controlled requisition numbers 4.69 Requisitions/purchase orders can be distributed among multiple G/L account codes 4.70 Requisitions/purchase orders can be identified by Project name 4.71 G/L Distribution codes can be associated to specific items on the purchase order 4.72 Distributions to G/L account codes by amount or percentage 4.73 Over-budget checking during requisition entry and approval 4.74 Option to include orders in progress in over-budget checking 4.75 Option to define special approval processes for requisitions over-budget 4.76 G/L account validation at requisition creation to avoid using invalid account codes, such as payroll accounts 4.77 Delivery date can vary among items on a purchase order 4.78 Define delivery date default 4.79 Allows definition of miscellaneous charges, such as an administrative fee charged by a vendor 4.80 Shipping & handling, discounts, and misc. charges can be applied to the entire requisition/po or to selected items 4.81 Customizable purchase orders, based on needs of department 4.82 Can print multiple copies of purchase orders on laser printer with blank paper (no pre-printed forms) 4.83 Ability to print a single purchase order 4.84 Ability to a purchase order to a vendor 4.85 System-controlled purchase order numbers 4.86 Accommodates blanket purchase orders with start and end dates 4.87 Purchase orders automatically encumber in the general ledger when issued 4.88 Funds automatically unencumbered when orders are cancelled 4.89 Encumbrance amounts automatically adjust when order amounts or account distributions are changed 4.90 Purchase order items become open items in the receiving system

9 Feature Available? BELGRADE PUBLIC SCHOOLS 4.91 Process to correct a vendor, account code, or amount on a purchase order 4.92 Can enter multiple invoice numbers against a single purchase order 4.93 Manually and/or automatically assigned vendor numbers 4.94 Maintenance routine to delete vendors without any related records 4.95 Allow vendors to have multiple purchasing addresses 4.96 Maintain purchasing history for unlimited time 4.97 Year-end process to automatically close outstanding orders 4.98 When prior year PO is paid, unencumber from encumbered reserve account - if amount paid is more than encumbered, pay additional from original G/L Account or another account depending on the PO originator 4.99 Full integration with receiving, accounts payable, and fixed assets District defined fields available Identifies and tracks changes/amendments to purchase orders and contracts Quote/bid subsystem Create requisitions from quotes Allow a quote item to be moved to requisitions and purchase orders without redundancy of work Allow temporary vendors to be quoted Allow orders to be loaded into requisitions and purchase orders from Excel Receiving/Accounts Payable Requirements Define multiple receiving locations Multiple search options for receiver, such as PO#, Requisition#, Vendor, School/Dept Ability to receive by line item Record backorders & shortages by line item on PO Ability to receive full order Full Integration with purchasing, accounts payable, and fixed assets Supports accrual or cash-basis accounting Allows direct payments - payment of invoices for items not encumbered on a purchase order Distribute direct payments to multiple G/L accounts by percent or amount Option to define special approval processes for direct payments over-budget Restrictions to prevent direct payments from using to invalid or unavailable G/L account numbers, such as payroll accounts Ability for department to electronically confirm receipt of product and authorize payment of invoice amount Allow to pay against balance sheet accounts Allow to pay against revenue accounts (refunds) Allow line item payments from purchase orders Allow partial payment of a line item on a purchase order Ability to close/cancel a partially-paid purchase order Option to add shipping charges to a purchase order payment Option to pay all items on a purchase order in full Option to print invoice number on A/P check stub Option to change the vendor when paying a purchase order Supports credit memos Encumbrance balance is automatically unencumbered when the expenditures are processed or the order is closed When prior year encumbrance is paid, system can disencumber from encumbered reserve. If amount paid is more than originally encumbered, then system charges balance to original G/L account rather than encumbered reserve Multiple payments to a vendor can be combined on a single warrant or paid using multiple checks, if desired Ability to process payments based on vendor's payment terms and due dates Print entire AP check including MICR codes and signature on blank check stock on a laser printer Print AP checks on 8.5x11" check stock laser printer forms Ability to print non-negotiable 2nd copy of AP checks Controlled access to facsimile signatures Controls provided to designate the printers on which checks can be printed

10 4.138 Security on who can print a check Includes process for issuing and recording manual checks in the system Print invoice and/or purchase order numbers and amounts on check stub Prints district name & address; bank name & address, check date, check number, amount in both number and words; vendor remit name and address; signatures of board chair and clerk; words "Void after 180 days" near the amount Transactions are recorded in the general ledger when invoices and credit memos are processed Online invoice and payment inquiry for schools/departments Ability to upload vendor-supplied purchase order file Processes available to correct the following: Overpayment Underpayment Payment to incorrect vendor Payment charged to incorrect account code Duplicate payment Ability to process payments for multiple fiscal years concurrently Ability to process payments for multiple monthly periods concurrently Stores check number on transactions Ability to print requisition, purchase order, check and invoice numbers expenditure reports Full integration with purchasing, receiving, fixed assets, bank reconciliation and general ledger District defined fields available Ability to pay multiple sets of checks in a week Ability to manage payments by small batches for totaling and balancing Fully integrated to payroll for paying payroll deduction and withholding bills Includes credit card processing function that features: A. Ability to import a bank file for processing credit card payments B. Ability to track source vendor and credit card vendor when payments are made by credit card C. Remote approval of credit card payments Check registers available in both detail and summary formats Ability to check register report to employees and board members Calendar year end process to create 1099-MISC forms and reports and create file to transfer to IRS FIRE system and Montana Department of Revenue via the internet Ability to print vendor labels for W-9 form requests Can designate whether a vendor could require a Ability to print 1099 forms on laser stock for vendors Allow for Doing Business As - name on vendors 's can include an individual's name if there is a SSN as opposed to a TIN when the vendor name may be the name of the business Ability to merge Student Activity 1099's with Accounts Payable 1099's Compatible with popular external work order systems Bank Reconciliations Requirements Integration with accounts receivable, payroll, and accounts payable Cleared checks, ACH payments, and deposits can automatically be cleared using a file downloaded from district's bank Records and track voided checks, ACH payments Allows reconciliation with multiple bank accounts Report of outstanding items (checks and ACH transactions) as of a given date in the past (i.e., user can run an outstanding check report in November for April s business, and the report will only show checks issued by, but not cleared as of April 30)

11 Cashiering Ability to enter cash receipts into the system and produce a printed receipt along with a G/L posting entry Supports remote generation of invoices Invoices numbered using system-generated numbering system Invoices printed on standard 8.5x11 paper; no special forms are required User can determine whether or not to accrue revenue when invoice is issued Tracks invoice bill date, amount billed, amount paid, paid date, G/L account number, payee, bank receipt number, and county receipt number Reports available based on all of the above-reference fields PDF documents can be attached to and electronically stored with invoices Allows adjustments for invoiced amount Outstanding invoices carry over from year-to-year Process to void invoices Process to attach an existing invoice to a deposit already made without one Stores payee deposit and check information as checks are issued and revenue is received Ability to generate accounts receivable report by any G/L account element Ability to generate accounts receivable aging reports Deposits can be made with or without an invoice Receipts from invoice payments can be automatically loaded into G/L without duplication of work Ability to generate summary report of day s deposit activities by account and/or full G/L code for county Budget Development Requirements Facilitates budget development and forecasting Allows remote sites to enter line item budgets based on a total site allocation, with those budgets automatically included in overall budget Can upload budget models developed in Excel directly into the General Ledger system Ability to store and compare multiple budget versions for a given year Process to accept budget scenario as the adopted budget Ability to view prior year figures as well as current, adopted, & working budgets Ability to import positions & wages from payroll/hr modules to budget Develop budget scenarios by adding or subtracting percentages or amounts to selected budget categories Store factors such as student counts & provide calculations for budget scenarios based on these factors Create salary and benefit projections for the budget period based on current data Define adjustments to salaries & benefits as amounts and/or percentages for creating projections Utilize benefit rates & amounts that will be effective in the budgeting period Create projections for selected salary schedules or certified/classified status Process to calculate a projected step advancement on pay schedules for employees based on FTE & hire date Option to create budgeting scenarios with or without the projected step advancements for comparison purposes Create projections for employees in positions that do not relate to a pay schedule District can define limits for budget categories for schools/departments Multi-level approval process for schools/departments budgets and requests Supports budget revisions during the fiscal year Ability to access the detailed records used to develop a budget amount, such as employee salaries by name or purchasing requisitions expected to be charged to an account code Acceptance of the adopted budget or budget revisions creates budget figures in the general ledger accounts Full integration with human resources, payroll, purchasing, accounts payable and general ledger Maintain history of prior year budget versions. How long? Maintenance routines to delete budget scenarios not adopted and prior fiscal years budget information Ability to report expenditure and revenue budgets on the same report Ability to group G/L account codes together for reporting purposes

12 0 Fixed Assets Requirements Fully compliant with GASB Assets purchased or constructed recorded at historical cost Donated assets recorded at fair market value Option to track replacement cost and useful life Calculates asset depreciation Maintains history of changes to the cost of assets Track asset and depreciation by function code Track asset and depreciation by fund Track multiple funding sources for an asset Track condition of assets Track missing assets Track deleted assets Ability to reference source documents related to asset's acquisition in the asset record, such as purchase order, invoice, and check number Supports bar code readers for physical inventory Option for system to assign asset tag numbers District defined fields available Maintenance routines to delete inactive asset records Track purchase order numbers for items Full integration with purchasing, receiving, accounts payable, and general ledger modules Ability to generate reports based on value, location, classification, category Create entries in the general ledger for fixed asset acquisitions, disposals, adjustments, and depreciation. Classify assets by land and improvements, buildings, and improvements, equipment and construction in progress for these entries Ability to have separate accounting databases for Student Activities Includes all of the functionality described in General Ledger Requirements Ability to have a different set of accounts with different sub-accounts for Student Activities Student Activities 5.1 Ability to create quarterly Medicaid Administrative Claiming invoice fully integrating with financial, salary & benefits and cost data Other