Kansas Association of School Business Officials

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  • 13 Nov 2015 8:37 AM | Anonymous
    KASBO has teamed up with Illinois ASBO and 14 partner ASBO states to offer the p-Card Program to Kansas school districts.  Procurement Cards, or p-Cards, have existed in the private and public sectors for many years.  They represent an evolution of the credit card brought about by applying new technology to an emerging e-commerce world that now includes schools. 

    What makes a p-Card unique is that it was developed to maximize the benefits for schools and to potentially also help Associations.  Thanks to the partnership, this program offers an opportunity for better rebates to some school districts than they could achieve on their own.

    Those who have worked in governmental agencies like school districts are very familiar with the process of using paper purchase orders and manually processing the procurement process from beginning to end.  We are more than familiar with the delays, bottlenecks. time wasted, duplication and costs associated with the old paper intensive process. Only recently has technology for schools become available that allows for the stream-lining of the process and a significant reduction in the paper flow. 

    p-Cards can change the procurement culture, p-Cards will NOT eliminate all paper nor will they eliminate the need for and use of purchase orders.  p-Cards will reduce paper use, and remove the myth that the more paper we use the better the paper trail and internal controls.  p-Cards also help school districts identify all of the small transactions created each month and consolidates most of those into ONE payment.

    While purchase orders were created to represent "current best practices" years ago and their processing has been streamlined over time, the fact remains that currently the manual process of purchase orders is painful, wasteful, and expensive to schools and to the companies and businesses doing business with us.

    The research and articles published on the subject of what it costs from start to finish to obtain and pay for every item needed to operate a school district is clear.  The research is surprisingly consistent regardless of the source like: Deloitte Consulting, Accenture, US Bank, Fifth/Third Bank, American Express, CPS, Rockford SD and Elgin SD U-46.

    The research shows that every purchase involving a purchase order carries a surcharge of $40-$200.  To illustrate, assume that in a school district a purchase order generates a cost of $100.  Then to buy a $200 piece of equipment, it REALLY costs us $300.  A $2500 piece of furniture REALLY costs $2600 and a $25 box of graph paper really costs $125.

    What do you know about the checks that are used to pay your school districts monthly bills?  There are 3 basic questions you should ask yourself:

    How many non-payroll checks are written each month?

    What percentage of these checks are less than $100?

    What percentage of these checks are less than $500?

    What would have to change in the business operations office of your school district to significantly reduce the number of small transactions?  What savings in time and money could result?  What if a large majority of these small obligations could be consolidated into ONE monthly check - ONE MONTHLY CHECK!

    True p-Cards should not be confused with a standard credit card or a business card issued by a bank.  A p-Card is not just another fancy name for a credit card.

    True p-Cards, especially those customized to fit the legal requirements governing public sector spending, have these basic characteristics and capabilities:

    • They operate like a credit card. When a vendor asks whether the card is a credit or debit - the correct answer is credit.
    • They do not carry a revolving line of credit - the monthly balance must be paid in full each month.
    • Each card can be customized to limit the purchasing authority and spending levels. 
    • Our p-Card program has 24/7 access to daily card activity using internet access.
    The program offered by Illinois ASBO is unique and provides the following added benefits and advantages:
    • Single contract covering all participating districts
    • Creates a user group/support network (currently in excess of 400 districts)
    • Negotiation clout
    • Due diligence costs eliminated
    • No annual fees on the cards
    • Free access to internet information
    • No minimum numbers of cards/or set up charges
    • No charge for Fraud Protection Insurance
    • No special hardware or software needed; just internet access
    • No charges or fees for monthly statement preparation/delivery
    • No fees or costs PERIOD*
    • Choice of 2 days in the month for cut off
    • Rebate
    *There are three service charges a district may create.  The first is the LATE payment penalty.  The second is the interest on a CASH ADVANCE, and the third is a charge to use the card at an ATM.  At this time none of the school districts participate in these last two programs.  During the implementation process the administrator can remove these features from the program.  When a school district sets up its contract for p-Card services, it can elect to have a consolidated bill mailed to the district p-Card administrator monthly or simply go online, and download it - this is the preferred method of most administrators.  You can have each individual user download their own and reconcile it themselves if you prefer.  IT'S YOUR CHOICE.
     
    Payment choices are pretty simple.  A school district can send ONE check or set-up an ACH payment system - this is preferred method and is the best way to assure payment is received ON TIME.

    Illinois ASBO went through a very detailed and rigorous due diligence process using an RFP.  We received 12 proposals, analyzed each carefully and interviewed 3 finalists.  The technology platform and rebate plan that was selected was MasterCard through Harris Bank (Chicago) which is a subsidiary of the Canadian Bank - Bank of Montreal (BMO).

    Every school district selects a p-Card administrator and an assistant who will have access to all school district p-Card activities on a 24/7 basis.  These people will be the ones responsible and capable of setting up and ordering cards, monitoring their usage, change spending parameters, shutting a card down - permanently or temporarily, and generating reports from the online management information system specific to the district.  These tools will help the school district become better buyers and decision makers, as well as, help with better budget control, cash flow and better investing plans.

    School districts are not the only beneficiaries.  p-Cards are good business for vendors, as well.  It costs vendors money to process orders and payments.  p-Cards allow vendors to receive payment within 48 hours of processing the payment.  No longer will vendors have to wait until the next board meeting to get paid.

    So how hard is it to become a participant?  It is pretty simple and use friendly.  Visit our Website at www.illinois-pcard.com to access the application documents.  Have your Board of Education adopt a resolution to participate.  Next, identify who the p-Card administrator and assistant will be.  Complete the other application documents and send them along with your last e years of financial audits to the Headquarters Office at Illinois p-Card, c/o Holly Wallace, 108 Carroll Avenue, DeKalb, IL 60115.

    The packet information you send will be forwarded to Harris Bank for approval.  Upon approval, your p-Card administrator will be contacted by the Bank's implementation officer to set up a 30-45 minutes implementation.  This will be a training session so you can customize the set-up of each card and order cards.  Cards usually arrive in 7 to 10 days.

    Now it's a matter of using the cards.  After the bank sees your card usage has started you will be called again to set up a second training session on how to access the website and reports.  If you have any questions about the Illinois ASBO p-Card program, please contact Holly Wallace by phone at 815.753.9083 or by email at hwallace@iasbo.org.  

    Website at www.illinois-pcard.com


  • 01 Oct 2015 1:34 PM | Anonymous


    Kansas Association of School Business Officials Fall Conference is coming up November 13th, 2015 at Wichita, Kansas and we have a fantastic day planned thanks to President Elect John Hutchison and the Professional Development Committee.

    The program will consist of topics ranging from Workers Compensation; Unemployment Claims, Wage and Hour Topics, Budget Coding, Reporting and the 1095C forms, New Audit Protocols, KPERS Topics, New to School Business Topics and our favorite speakers Dale Dennis and Craig Neuenswander.    See Upcoming Events in the right column to register.

    At our August meeting the Convention Planning Committee met and determined the theme for the 2016 Convention –State of Change.   I believe the theme aptly reflects the changes that we are all facing in school finance and I know that the Professional Development Committee is working on sessions that are important to school business personnel.

    I encourage you to get involved with the Kansas Association of School Business Officials organization.   The face of school business officials is changing.   We have more and more new people to our profession and many of them need the interaction and professional development that Kansas Association of School Business Officials can offer them to grow in their profession and to lead their school districts to excellence in their communities.

    There are many opportunities at our Fall Conference and the Annual Convention that will be held in April 13 – 15, 2016 at the Marriott in Overland Park, Kansas to network with other school professionals who face the same challenges that you do.   There are also national level conventions that you can attend.   The ASBO Convention will be held in Grapevine, Texas at the Gaylord Texan Resort on October 23 – 26, 2015.

    Kansas Association of School Business Officials is an organization that is dedicated to providing professional development for you and your organization.   We are not a political organization nor do we issue statements about political outcomes.   Our goal is to provide you with ongoing education to perform your job in these changing times.

    I look forward to seeing each of you at the Fall Conference in Wichita, Kansas on November 13th, 2015 and at the Annual Convention in Overland Park, Kansas on April 13 – 15, 2016.

    Diana Bredehoft, President

    Kansas Association of School Business Officials 

     


  • 14 Mar 2015 10:52 PM | Anonymous
    KASBO has teamed up with Illinois ASBO and 14 partner ASBO states to offer the p-Card Program to Kansas school districts.  Procurement Cards, or p-Cards, have existed in the private and public sectors for many years.  They represent an evolution of the credit card brought about by applying new technology to an emerging e-commerce world that now includes schools. 

    What makes a p-Card unique is that it was developed to maximize the benefits for schools and to potentially also help Associations.  Thanks to the partnership, this program offers an opportunity for better rebates to some school districts than they could achieve on their own.

    Those who have worked in governmental agencies like school districts are very familiar with the process of using paper purchase orders and manually processing the procurement process from beginning to end.  We are more than familiar with the delays, bottlenecks. time wasted, duplication and costs associated with the old paper intensive process. Only recently has technology for schools become available that allows for the stream-lining of the process and a significant reduction in the paper flow. 

    p-Cards can change the procurement culture, p-Cards will NOT eliminate all paper nor will they eliminate the need for and use of purchase orders.  p-Cards will reduce paper use, and remove the myth that the more paper we use the better the paper trail and internal controls.  p-Cards also help school districts identify all of the small transactions created each month and consolidates most of those into ONE payment.

    While purchase orders were created to represent "current best practices" years ago and their processing has been streamlined over time, the fact remains that currently the manual process of purchase orders is painful, wasteful, and expensive to schools and to the companies and businesses doing business with us.

    The research and articles published on the subject of what it costs from start to finish to obtain and pay for every item needed to operate a school district is clear.  The research is surprisingly consistent regardless of the source like: Deloitte Consulting, Accenture, US Bank, Fifth/Third Bank, American Express, CPS, Rockford SD and Elgin SD U-46.

    The research shows that every purchase involving a purchase order carries a surcharge of $40-$200.  To illustrate, assume that in a school district a purchase order generates a cost of $100.  Then to buy a $200 piece of equipment, it REALLY costs us $300.  A $2500 piece of furniture REALLY costs $2600 and a $25 box of graph paper really costs $125.

    What do you know about the checks that are used to pay your school districts monthly bills?  There are 3 basic questions you should ask yourself:

    How many non-payroll checks are written each month?

    What percentage of these checks are less than $100?

    What percentage of these checks are less than $500?

    What would have to change in the business operations office of your school district to significantly reduce the number of small transactions?  What savings in time and money could result?  What if a large majority of these small obligations could be consolidated into ONE monthly check - ONE MONTHLY CHECK!

    True p-Cards should not be confused with a standard credit card or a business card issued by a bank.  A p-Card is not just another fancy name for a credit card.

    True p-Cards, especially those customized to fit the legal requirements governing public sector spending, have these basic characteristics and capabilities:

    • They operate like a credit card. When a vendor asks whether the card is a credit or debit - the correct answer is credit.
    • They do not carry a revolving line of credit - the monthly balance must be paid in full each month.
    • Each card can be customized to limit the purchasing authority and spending levels. 
    • Our p-Card program has 24/7 access to daily card activity using internet access.
    The program offered by Illinois ASBO is unique and provides the following added benefits and advantages:
    • Single contract covering all participating districts
    • Creates a user group/support network (currently in excess of 400 districts)
    • Negotiation clout
    • Due diligence costs eliminated
    • No annual fees on the cards
    • Free access to internet information
    • No minimum numbers of cards/or set up charges
    • No charge for Fraud Protection Insurance
    • No special hardware or software needed; just internet access
    • No charges or fees for monthly statement preparation/delivery
    • No fees or costs PERIOD*
    • Choice of 2 days in the month for cut off
    • Rebate
    *There are three service charges a district may create.  The first is the LATE payment penalty.  The second is the interest on a CASH ADVANCE, and the third is a charge to use the card at an ATM.  At this time none of the school districts participate in these last two programs.  During the implementation process the administrator can remove these features from the program.  When a school district sets up its contract for p-Card services, it can elect to have a consolidated bill mailed to the district p-Card administrator monthly or simply go online, and download it - this is the preferred method of most administrators.  You can have each individual user download their own and reconcile it themselves if you prefer.  IT'S YOUR CHOICE.
     
    Payment choices are pretty simple.  A school district can send ONE check or set-up an ACH payment system - this is preferred method and is the best way to assure payment is received ON TIME.

    Illinois ASBO went through a very detailed and rigorous due diligence process using an RFP.  We received 12 proposals, analyzed each carefully and interviewed 3 finalists.  The technology platform and rebate plan that was selected was MasterCard through Harris Bank (Chicago) which is a subsidiary of the Canadian Bank - Bank of Montreal (BMO).

    Every school district selects a p-Card administrator and an assistant who will have access to all school district p-Card activities on a 24/7 basis.  These people will be the ones responsible and capable of setting up and ordering cards, monitoring their usage, change spending parameters, shutting a card down - permanently or temporarily, and generating reports from the online management information system specific to the district.  These tools will help the school district become better buyers and decision makers, as well as, help with better budget control, cash flow and better investing plans.

    School districts are not the only beneficiaries.  p-Cards are good business for vendors, as well.  It costs vendors money to process orders and payments.  p-Cards allow vendors to receive payment within 48 hours of processing the payment.  No longer will vendors have to wait until the next board meeting to get paid.

    So how hard is it to become a participant?  It is pretty simple and use friendly.  Visit our Website at www.illinois-pcard.com to access the application documents.  Have your Board of Education adopt a resolution to participate.  Next, identify who the p-Card administrator and assistant will be.  Complete the other application documents and send them along with your last e years of financial audits to the Headquarters Office at Illinois p-Card, c/o Holly Wallace, 108 Carroll Avenue, DeKalb, IL 60115.

    The packet information you send will be forwarded to Harris Bank for approval.  Upon approval, your p-Card administrator will be contacted by the Bank's implementation officer to set up a 30-45 minutes implementation.  This will be a training session so you can customize the set-up of each card and order cards.  Cards usually arrive in 7 to 10 days.

    Now it's a matter of using the cards.  After the bank sees your card usage has started you will be called again to set up a second training session on how to access the website and reports.  If you have any questions about the Illinois ASBO p-Card program, please contact Holly Wallace by phone at 815.753.9083 or by email at hwallace@iasbo.org.  

    Website at www.illinois-pcard.com


  • 19 Dec 2014 1:07 PM | Anonymous

    The KASBO Board has approved the creation of a Legislative Communication Program.  The program will be managed by a committee, chaired by Jim Freeman, with a focus on the following:

    - How to communicate effectively with legislators (and community)

    - How to prepare written material when needed for legislators or committees

    - Develop "go to" people who will communicate when needed

    - Create samples of legislative communication for use by our members

    - Be a resource - volunteering needed data or "subject level expert"


    The intent is to be a resource for data and expertise.  KASBO does not have policy positions on any legislation.  The purpose is to empower our members to be part of the public discourse on behalf of themselves and/or their districts.


    Volunteers are needed for this effort.  No experience is required and you do not need to live near Topeka.  We will help you learn what to do and how to do it.  If you would like to be part of the effort, even in a small way, please contact Jim Freeman.     


  • 09 Dec 2014 2:28 PM | Anonymous

    American Fidelity is a Prestigious Partner with the KASBO organization.

    The American Fidelity KASBO Scholarship Program is a wonderful opportunity for new and aspiring school business officials to become part of the KASBO family.  The scholarships will provide financial assistance to attend the KASBO state convention and/or the ASBO Intl. national convention, where you will be able to network with colleagues, participate in professional development, and explore the variety of school business resources KASBO and ASBO offers.

    American Fidelity will award 10 Convention Scholarships of up to $500 each. The scholarship will pay for membership, convention registration and assist with other convention expenses.  This year the KASBO State Convention is in Wichita, Kansas on April 15th through April 17th at the Hyatt Regency.  The ASBO Intl. Convention Scholarship of up to $2,500 scholarship funded by the pre-convention annual golf tournament organized by American Fidelity representatives, as they serve on our KASBO board as a vendor representative.  Scholarship proceeds will assist with convention registration, travel, and lodging expenses for the ASBO Intl. Convention.

    Print Scholarship Application

    Due January 19, 2015


     

  • 02 Oct 2014 1:34 PM | Anonymous

    Kansas Association of School Business Officials aims to promote and establish the highest standards of ethics and efficiency in business methods and practices as related to the administration and operation of the Public Schools in the State of Kansas.  We want your input to achieve that objective.

    The KASBO Fall Conference will be held in Wichita, Kansas on November 15th, 2014 and we have some great and timely topics for school business officials.  Many of you have already registered - and we look forward to a great conference.

    The KASBO 2015 Annual Convention will be held this year in Wichita, Kansas on April 15 – 17, 2015 and the Professional Development Committee is already working on developing educational sessions.

    This is YOUR convention and we want to have sessions that are important and interesting to YOU – our members.

    Please take a moment and send your suggestions to Diana Bredehoft, President Elect.  dbredehoft@fredoniaks.com If you have a presenter that you want to suggest, we will present these to the Professional Development Committee and try to implement your suggestions and recommendations into our KASBO Annual Convention sessions next April.  

    Vendor proposals are also welcome.  Please note that proposals will be evaluated based on the topical content.  Sales promotions are discouraged.

    Thank you,

    Diana Bredehoft, President-Elect and Chair, Professional Development Committee

    _______________________________________________________________________________


  • 11 Apr 2014 12:15 PM | Anonymous

    We hope you have enjoyed your participation in the 50th Anniversary KASBO Convention.   You can log into the http://kasbo.org as a member and complete a quick survey to let us know about your experience and win prizes!

    There are separate online surveys for each day of the convention.  You can log in right now and fill out the Wednesday survey AT THIS LINK . 

    Thank you for your help ...  and have a great day!


    Thank you - KASBO Vendors   We wouldn't be able to do this without you!

    American Fidelity Assurance Company (1) Prestigious Partner
    OFG Financial Services, Inc. (1) Prestigious Partner
    Arthur J. Gallagher & Co. (2) Strategic Partner
    Hays Companies (3) Platinum Sponsor
    MVP Law Firm (3) Platinum Sponsor
    Piper Jaffray & Co (3) Platinum Sponsor
    Colonial Life (4) Gold Sponsor
    Delta Dental of Kansas (4) Gold Sponsor
    George K. Baum & Company (4) Gold Sponsor
    Marsh & McLennan Agency (4) Gold Sponsor
    Navitas (4) Gold Sponsor
    Stover's Restoration (4) Gold Sponsor
    TCPN (4) Gold Sponsor
    4-State Maintenance Supply (5) Convention Sponsor
    Aflac (5) Convention Sponsor
    American Express (5) Convention Sponsor
    Arvest Bank (5) Convention Sponsor
    Asset Services (5) Convention Sponsor
    AssetWorks (5) Convention Sponsor
    Background Investigation Bureau (5) Convention Sponsor
    BMO Harris Bank (5) Convention Sponsor
    Building Controls and Services, Inc. (5) Convention Sponsor
    CBIZ Valuation Group, LLC (5) Convention Sponsor
    Computer Information Concepts (5) Convention Sponsor
    ConEdison Solutions (5) Convention Sponsor
    Cytek Media Systems, Inc. (5) Convention Sponsor
    Elliott Insurance Inc. (5) Convention Sponsor
    ESSDACK (5) Convention Sponsor
    GCA Education Services, Inc. (5) Convention Sponsor
    Gilmore & Bell, P.C. (5) Convention Sponsor
    Harris School Solutions (5) Convention Sponsor
    Horace Mann Companies (5) Convention Sponsor
    Kansas Assn of School Boards (5) Convention Sponsor
    Kansas City Audio Visual (5) Convention Sponsor
    Kansas.gov (5) Convention Sponsor
    Knipp Equipment (5) Convention Sponsor
    Lamunyon Cleaning and Restoration (5) Convention Sponsor
    Management Advisory Computer System (5) Convention Sponsor
    Metropolitan Energy Center - Clean Cities (5) Convention Sponsor
    Midwest Transit Equipment (5) Convention Sponsor
    Netchemia (5) Convention Sponsor
    Patcraft (5) Convention Sponsor
    PublicSchoolWORKS (5) Convention Sponsor
    Pur-O-Zone Inc. (5) Convention Sponsor
    Riverside Marketing & Promotions LLC (5) Convention Sponsor
    School Solutions Inc. (5) Convention Sponsor
    Skyward, Inc. (5) Convention Sponsor
    Software Unlimited, Inc. (5) Convention Sponsor
    Southeast Kansas Education Service Center - Greenbush (5) Convention Sponsor
    SunGard K-12 Education (5) Convention Sponsor
    The Garland Co., Inc. (5) Convention Sponsor
    The OMNI Group, Inc. (5) Convention Sponsor
    Thomas McGee, L.C. (5) Convention Sponsor
    Toshiba (5) Convention Sponsor
    Trane (5) Convention Sponsor
    Turf Solutions (5) Convention Sponsor
    U.S. Communities (5) Convention Sponsor
    University of Phoenix (5) Convention Sponsor
    Virco (5) Convention Sponsor
    Weidenhammer (5) Convention Sponsor
    Ameritime LLC Break Sponsor
    CBIZ Bowling Tournament
    Lockton Companies Beverage Sponsor
    South Central Kansas Education Service Center Break Sponsor
    And special thanks to our Golf Sponsors:
    Corporate Sponsors: American Fidelity, Piper Jaffray & Co., Nabholz Construction, and Virco
    Beverage Cart:  Nabholz Construction Donuts & Coffee: Skyward
    Hole Sponsors:  Trane, Elliott Insurance, and MACS


  • 10 Jan 2014 12:07 PM | Anonymous
    The 50th Anniversary Celebration is going to be an event to remember, so don't miss it!  In addition to the high quality professional education you've come to expect from KASBO, there will be plenty of fun to be had.

    You can make your reservations online at https://reservations.ihotelier.com/crs/g_reservation.cfm?groupID=589259&hotelID=13576 

    Save these dates!  Here is an abbreviated schedule of events.
    Wednesday - April 9 - Choose your morning activity, there will be the annual golf tournament to support KASBO scholarships and a bowling event for those who prefer indoor fun and games.  
    - 3:00 p.m. - Vendor Showcase - Maner Conference Center 
    - Immediately following - 50th Anniversary Celebration and Vendor Party - featuring "Around the World" buffet and live entertainment!
    Thursday - April 10 - Registration and Professional Education
    - Luncheon
    - Professional Education
    - 50th Anniversary Banquet and after-party
    Friday - April 11 - Registration and Professional Education
    - KASBO Annual Meeting

    Online convention registration will be open next week!
  • 12 Sep 2013 12:50 PM | Anonymous

    School business officials are encouraged to register for the KASBO Fall Conference, to be held November 15, 2013, at the Smoky Hill Educational Service Center in Salina, Kansas.  The schedule will include forums for both the new and the experienced district clerks and officials.  

     

    The Board of Directors and Committees will meet Thursday, November 14, in Salina.  The KASBO room block is set up at the Country Inn and Suites 1-785-827-1271.  More information.

     

     

  • 10 Sep 2013 12:35 PM | Anonymous

    KASBO will celebrate 50 years next April 9-11 at the Capitol Plaza Hotel in Topeka.  Board and Committee members met on August 22 to begin planning for the anniversary event.  The Convention Committee discussed themes and social events, while the Professional Development Committee worked on the educational format. 

     

    It was a surprise to learn that the date that has been publicized on the KASBO website for the past year is one week too early.  Please be sure to adjust your calendar and travel plans for April 9-11.   

     

    Volunteers are working on outreach to past presidents and special events.  There will be a golf tournament and possibly a bowling tournament.  Member input is welcome.  Contact us.

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