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. 1.16 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 emailed 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 2015-16: Data conversion from existing system; training for all departments - Winter/Spring 2016: HR, Budgeting systems available for FY2015-16 information - April 1, 2016: Go Live date for Payroll, General Ledger, Purchasing, Accounts Payable Reporting Requirements - All Modules 1.28 Ability to e-mail 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 emailed/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
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. 2.28 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
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. 3.23 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. 3.26 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
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
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. 3.53 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
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 3.100 Disallows HSA, flex contributions in excess of legal limits during initial and open enrollments 3.101 Web Portal accommodates changes to plan beneficiaries 3.102 Benefits enrollment produces report detailing coverage and dependents for District third party administrator Payroll Reporting/Output 3.104 Out-of-the-box automated monthly Payroll Clearing Account Transfer letter function 3.105 Out-of-the-box support for monthly PERS/TRS Retirement reporting to State of Montana 3.106 Out-of-the-box support for Montana Schools Unemployment Insurance Program and Montana School Group Insurance Authority workers compensation reporting 3.107 Automatically produces quarterly 941 report 3.108 Automatically produces and electronically distributes employee W-2 statements 3.109 Create W-2 file in MMREF1 format to upload to Social Security and State Withholding via the Internet 3.110 Create file for bank to process direct deposits 3.111 Supports electronic fund transfers of tax withholdings, deductions, and benefits 3.112 Print payroll checks and stub on 8.5x11" blank check stock laser printer forms 3.113 Print entire payroll check & stub including MICR line on blank stock 3.114 Provide controlled process for printing signatures on checks 3.115 Print entire direct deposit stub on blank stock 3.116 Ability to create PDF of earning statements for downloading/viewing 3.117 Provide an automated process to electronically deliver direct deposit stub to employee 3.118 List employee leave information on payroll check stubs and direct deposit notices 3.119 List benefits and deductions on payroll check stubs and direct deposit notices 3.120 List detail of hours, positions, pay-code, & wage on payroll check stubs and direct deposit notices 3.121 Print internally-controlled messages to employees on payroll check and direct deposit notices
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
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 129 4.48 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 4.59 Email sent to next approver when requisition needs approval 4.60 Ability to send requisition back unapproved to creator or prior approver with note. Email sent to prior approvers & originator. 4.61 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 email 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
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 4.100 District defined fields available 4.101 Identifies and tracks changes/amendments to purchase orders and contracts 4.102 Quote/bid subsystem 4.103 Create requisitions from quotes 4.104 Allow a quote item to be moved to requisitions and purchase orders without redundancy of work 4.105 Allow temporary vendors to be quoted 4.106 Allow orders to be loaded into requisitions and purchase orders from Excel Receiving/Accounts Payable Requirements 4.107 Define multiple receiving locations 4.108 Multiple search options for receiver, such as PO#, Requisition#, Vendor, School/Dept 4.109 Ability to receive by line item 4.110 Record backorders & shortages by line item on PO 4.111 Ability to receive full order 4.112 Full Integration with purchasing, accounts payable, and fixed assets 4.113 Supports accrual or cash-basis accounting 4.114 Allows direct payments - payment of invoices for items not encumbered on a purchase order 4.115 Distribute direct payments to multiple G/L accounts by percent or amount 4.116 Option to define special approval processes for direct payments over-budget 4.117 Restrictions to prevent direct payments from using to invalid or unavailable G/L account numbers, such as payroll accounts 4.118 Ability for department to electronically confirm receipt of product and authorize payment of invoice amount 4.119 Allow to pay against balance sheet accounts 4.120 Allow to pay against revenue accounts (refunds) 4.121 Allow line item payments from purchase orders 4.122 Allow partial payment of a line item on a purchase order 4.123 Ability to close/cancel a partially-paid purchase order 4.124 Option to add shipping charges to a purchase order payment 4.125 Option to pay all items on a purchase order in full 4.126 Option to print invoice number on A/P check stub 4.127 Option to change the vendor when paying a purchase order 4.128 Supports credit memos 4.129 Encumbrance balance is automatically unencumbered when the expenditures are processed or the order is closed 4.130 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. 4.131 Multiple payments to a vendor can be combined on a single warrant or paid using multiple checks, if desired 4.132 Ability to process payments based on vendor's payment terms and due dates 4.133 Print entire AP check including MICR codes and signature on blank check stock on a laser printer 4.134 Print AP checks on 8.5x11" check stock laser printer forms 4.135 Ability to print non-negotiable 2nd copy of AP checks 4.136 Controlled access to facsimile signatures 4.137 Controls provided to designate the printers on which checks can be printed
4.138 Security on who can print a check 4.139 Includes process for issuing and recording manual checks in the system 4.140 Print invoice and/or purchase order numbers and amounts on check stub 4.141 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. 4.142 Transactions are recorded in the general ledger when invoices and credit memos are processed 4.143 Online invoice and payment inquiry for schools/departments 4.144 Ability to upload vendor-supplied purchase order file 4.145 Processes available to correct the following: 4.146 Overpayment 4.147 Underpayment 4.148 Payment to incorrect vendor 4.149 Payment charged to incorrect account code 4.150 Duplicate payment 4.151 Ability to process payments for multiple fiscal years concurrently 4.152 Ability to process payments for multiple monthly periods concurrently 4.153 Stores check number on transactions 4.154 Ability to print requisition, purchase order, check and invoice numbers expenditure reports 4.155 Full integration with purchasing, receiving, fixed assets, bank reconciliation and general ledger 4.156 District defined fields available 4.157 Ability to pay multiple sets of checks in a week 4.158 Ability to manage payments by small batches for totaling and balancing 4.159 Fully integrated to payroll for paying payroll deduction and withholding bills 4.160 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 4.161 Check registers available in both detail and summary formats 4.162 Ability to email check register report to employees and board members 4.163 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 4.164 Ability to print vendor labels for W-9 form requests 4.165 Can designate whether a vendor could require a 1099 4.166 Ability to print 1099 forms on laser stock for vendors 4.167 Allow for Doing Business As - name on vendors 4.168 1099'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 4.169 Ability to merge Student Activity 1099's with Accounts Payable 1099's 4.170 Compatible with popular external work order systems Bank Reconciliations Requirements 4.171 Integration with accounts receivable, payroll, and accounts payable 4.172 Cleared checks, ACH payments, and deposits can automatically be cleared using a file downloaded from district's bank 4.173 Records and track voided checks, ACH payments 4.174 Allows reconciliation with multiple bank accounts 4.175 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)
Cashiering 4.176 Ability to enter cash receipts into the system and produce a printed receipt along with a G/L posting entry 4.177 Supports remote generation of invoices 4.178 Invoices numbered using system-generated numbering system 4.179 Invoices printed on standard 8.5x11 paper; no special forms are required 4.180 User can determine whether or not to accrue revenue when invoice is issued 4.181 Tracks invoice bill date, amount billed, amount paid, paid date, G/L account number, payee, bank receipt number, and county receipt number 4.182 Reports available based on all of the above-reference fields 4.183 PDF documents can be attached to and electronically stored with invoices 4.184 Allows adjustments for invoiced amount 4.185 Outstanding invoices carry over from year-to-year 4.186 Process to void invoices 4.187 Process to attach an existing invoice to a deposit already made without one 4.188 Stores payee deposit and check information as checks are issued and revenue is received 4.189 Ability to generate accounts receivable report by any G/L account element 4.190 Ability to generate accounts receivable aging reports 4.191 Deposits can be made with or without an invoice 4.192 Receipts from invoice payments can be automatically loaded into G/L without duplication of work 4.193 Ability to generate summary report of day s deposit activities by account and/or full G/L code for county Budget Development Requirements 4.194 Facilitates budget development and forecasting 4.195 Allows remote sites to enter line item budgets based on a total site allocation, with those budgets automatically included in overall budget 4.196 Can upload budget models developed in Excel directly into the General Ledger system 4.197 Ability to store and compare multiple budget versions for a given year 4.198 Process to accept budget scenario as the adopted budget 4.199 Ability to view prior year figures as well as current, adopted, & working budgets 4.200 Ability to import positions & wages from payroll/hr modules to budget 4.201 Develop budget scenarios by adding or subtracting percentages or amounts to selected budget categories 4.202 Store factors such as student counts & provide calculations for budget scenarios based on these factors 4.203 Create salary and benefit projections for the budget period based on current data 4.204 Define adjustments to salaries & benefits as amounts and/or percentages for creating projections 4.205 Utilize benefit rates & amounts that will be effective in the budgeting period 4.206 Create projections for selected salary schedules or certified/classified status 4.207 Process to calculate a projected step advancement on pay schedules for employees based on FTE & hire date 4.208 Option to create budgeting scenarios with or without the projected step advancements for comparison purposes 4.209 Create projections for employees in positions that do not relate to a pay schedule 4.210 District can define limits for budget categories for schools/departments 4.211 Multi-level approval process for schools/departments budgets and requests 4.212 Supports budget revisions during the fiscal year 4.213 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 4.214 Acceptance of the adopted budget or budget revisions creates budget figures in the general ledger accounts 4.215 Full integration with human resources, payroll, purchasing, accounts payable and general ledger 4.216 Maintain history of prior year budget versions. How long? 4.217 Maintenance routines to delete budget scenarios not adopted and prior fiscal years budget information 4.218 Ability to report expenditure and revenue budgets on the same report 4.219 Ability to group G/L account codes together for reporting purposes
0 Fixed Assets Requirements 4.220 Fully compliant with GASB 34 4.221 Assets purchased or constructed recorded at historical cost 4.222 Donated assets recorded at fair market value 4.223 Option to track replacement cost and useful life 4.224 Calculates asset depreciation 4.225 Maintains history of changes to the cost of assets 4.226 Track asset and depreciation by function code 4.227 Track asset and depreciation by fund 4.228 Track multiple funding sources for an asset 4.229 Track condition of assets 4.230 Track missing assets 4.231 Track deleted assets 4.232 Ability to reference source documents related to asset's acquisition in the asset record, such as purchase order, invoice, and check number. 4.233 Supports bar code readers for physical inventory 4.234 Option for system to assign asset tag numbers 4.235 District defined fields available 4.236 Maintenance routines to delete inactive asset records 4.237 Track purchase order numbers for items 4.238 Full integration with purchasing, receiving, accounts payable, and general ledger modules 4.239 Ability to generate reports based on value, location, classification, category 4.240 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. 4.257 Ability to have separate accounting databases for Student Activities 4.258 Includes all of the functionality described in General Ledger Requirements 4.259 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