[00:00:05] GOOD AFTERNOON. HEY, HEY. JUST WANT TO WELCOME EVERYONE. [ Denton Finance End-of-Year on August 20, 2025.] THANK YOU FOR TAKING THE TIME OUT OF YOUR AFTERNOON TO COME AND BE A PART OF OUR PRESENTATION. SO TODAY WE'RE GOING TO TALK A LITTLE BIT ABOUT YEAR END PROCEDURES RELATED TO FINANCE AND PROCUREMENT. MY NAME IS MATT HAMILTON. I'M THE EDITOR OF FINANCE. AND TODAY WE HAVE AP PROCUREMENT AND ACCOUNTING AND BUDGET. HERE TO SCOTT'S GIVING ME THE TALK LOUDER. THE FRONT ROW WON'T APPRECIATE THAT. SO EVERYTHING THAT WE COVERED TODAY WE WILL SEND OUT WE ARE RECORDING THE MEETING, SO THERE WILL BE A LINK IF THERE'S ANYONE WHO WASN'T ABLE TO ATTEND. AND, OF COURSE, IF YOU HAVE ANY FOLLOW UP QUESTIONS, FEEL FREE TO REACH OUT TO THE YOU KNOW, APPROPRIATE DIVISIONS THAT THE QUESTION PERTAINS TO. AND WE'RE MORE THAN HAPPY TO TO, HELP AS WE REACH YEAR END. SO WITH THAT, I'LL TURN IT OVER TO ASHLEY. HI, I'M ASHLEY ADAMS, I'M WITH ACCOUNTS PAYABLE, AND I HAVE MY TEAM OF DIANE, LYNN AND TONY, IF YOU'D LIKE TO WAIVE THEIR OVER HERE. SO PLEASE SPEAK LOUD. OKAY. I'M GOING TO SPEAK AS LOUD AS I CAN. I AM KIND OF A QUIET PERSON. SO FOR TURNING IN INVOICES, WE NEED EVERYTHING BY SEPTEMBER 29TH. THAT'S THE LAST DAY TO RECEIVE ANYTHING. SEPTEMBER 30TH, WHICH IS A TUESDAY. JD WILL BE SHUT DOWN FOR EVERYONE. SO IF YOU CAN RECEIVE ANYTHING THAT NEEDS TO BE IN THIS FISCAL YEAR BY THE 29TH. IF WE GET INVOICES UP UNTIL WEDNESDAY THE EIGHTH. EVEN IF THEY WERE RECEIVED IN THIS FISCAL YEAR, WE CAN STILL ENTER THEM AFTER THE FACT BECAUSE IT GOES OFF OF THE RECEIVER DATE FOR THE FINANCIALS AND ANY CHECK REQUESTS, EXPENSE REPORTS, TRAVEL ADVANCES. WE NEED THOSE BY THE 20S. IF YOU WANT THEM APPLY TO THIS YEAR'S BUDGET. SO WE DO. I'M SURE YOU IF YOU'VE SEEN ONE OF MY EMAILS, I TALK ABOUT THE PAYMENT ACT. WE HAVE 30 DAYS TO PAY INVOICES. UNLESS THERE'S IT'S BEEN DISPUTED IN SOME WAY, THEN THAT CLOCK KIND OF STARTS OVER. WE HAVE SEVERAL VENDORS, ABOUT 5 TO 10 VENDORS THAT GIVE US DISCOUNTS FROM ANYWHERE 2% TO 5%, WHICH OFF OF THE $20,000 INVOICES QUITE A BIT. SO WE TRY TO GET THOSE IN IMMEDIATELY TO MAKE SURE WE GET THOSE DISCOUNTS, WHICH ARE THE TICKET OFF OF YOUR BUDGET. IF WE GET THAT ALL INVOICES CAN BE SENT TO SCAN, MAN. I PUT THE EMAIL ADDRESS ON HERE. WE USUALLY, IF YOU CAN PUT IT IN THE FORMAT OF YOUR VENDORS, NAME THE PO, AND THEN YES, IF IT'S BEEN RECEIVED OR NO IF IT HASN'T BEEN RECEIVED, EITHER WAY IS FINE. OKAY. THIS HUGE SCREEN THAT NO ONE CAN BARELY SEE. IF YOU HAVE ACCESS TO JD EDWARDS, YOU HAVE ACCESS TO THIS SCREEN. AND YOU CAN GO THERE'S SEVERAL FILTERS. YOU CAN DO IT BY OVER 30 DAYS JUST FOR YOUR DEPARTMENT. MAKE SURE YOU HAVE THE LAYOUT TO AP INVOICE VIEWER. THAT WAY IT HAS A COPY OF THE INVOICE THAT YOU ARE LOOKING AT ON THAT PARTICULAR LINE, AND THE WAITING STATUS MEANS THAT WE ARE WAITING FOR THE DEPARTMENT TO GET BACK WITH US REGARDING THE INFORMATION PROCESS AS WE'VE ENTERED IT AND UNDER REVIEW MEANS THAT YOU ALL HAVE SENT A MESSAGE BACK TO US THROUGH THE Q&A AND WE ARE REVIEWING IT. I DO UPDATE EVERY NIGHT FOR ALL PROCESSED OR ANYTHING THAT SAYS CANCELED, AND IT WILL BE TAKEN OUT OF THE QUEUE. THE Q&A IS OUR LEGAL FORM OF SINCE JD IS OUR LEGAL FORM OF ACCOUNTING. THE Q&A IS OUR LEGAL FORM OF COMMUNICATION. SO TRY TO DO AS MUCH AS YOU CAN THROUGH THE Q&A, NOT ON A SEPARATE EMAIL OR EXCEL OR ANYTHING. WE CAN IMPORT THOSE THINGS. WE CAN MAKE THEM ATTACHMENTS. YOU CAN MAKE THEM ATTACHMENTS. IF YOU NEED HELP ON THAT, PLEASE CONTACT ME OR ONE OF THE THREE LADIES AND ACCOUNTS PAYABLE AND WE'D BE HAPPY TO [00:05:06] HELP YOU. SO WE'VE TRIED TO UPDATE THE ACCOUNTS PAYABLE PAGE IN THE ON THE HUB AND FOR CURRENT EXPENSE REPORTS, MILEAGE LOGS, TRAVEL ADVANCES. PLEASE TRY TO GET YOUR FORMS OFF OF HERE BECAUSE THEY DO HAVE THE CURRENT MILEAGE RATES. IT HAS LINKS FOR THE PER DIEM FOR INTERNATIONAL PER DIEM. AND SOMETHING NEW IS IN THIS BOTTOM RIGHT HAND CORNER. I WAS GETTING A LOT OF REQUESTS FOR HOW MANY RECEIVERS HAD WE DONE BY HB2? HOW MANY RECEIVERS HAVE WE DONE FOR OUR DEPARTMENT? SO WE HAVE NOW A LINK, A SHORTCUT TO THAT REPORT AND THAT ANY OF Y'ALL CAN USE AND THAT WILL TELL YOU EXACTLY HOW MANY FOR YOUR DEPARTMENT OR HPU. HOWEVER YOU WANT TO FILTER THAT. SO PLEASE VISIT THIS PAGE. WE'RE TRYING TO GET IT UPDATED. PLEASE NOTE THAT THE PER DIEM AMOUNTS CHANGED ON OCTOBER 1ST. THEY FOLLOWED THE SAME CALENDAR WE DO. SO MAKE SURE THAT YOU'RE USING THE FISCAL YEAR 2026. PER DIEM AMOUNTS IF YOU'RE DOING TRAVEL ADVANCES OUT TO THAT DATE OR IF YOU'RE TRAVELING BEFORE THAT DATE. MAKE SURE THAT YOU USE THE 2025. AND I WILL UPDATE THE FORMS. MILEAGE DOES NOT CHANGE UNTIL JANUARY 1ST, SO THAT IS WHEN THE FORMS WILL BE UPDATED FOR TO SHOW THAT. AND NOW I'M GOING TO TURN IT OVER TO BECKY. YEAH. PROBABLY. OKAY. ALL RIGHT. COOL. THANK YOU. HEY, EVERYBODY. THANKS FOR COMING OUT THIS AFTERNOON. IT'S GREAT TO HAVE LOTS OF FACES HERE TODAY. AS SOME OF YOU MAY RECALL, LAST YEAR WE DID AN IN PERSON AND A VIRTUAL. THIS YEAR, WE'RE JUST DOING ONE BIG IN-PERSON RECORDING IT. SO IT'LL BE AVAILABLE AS WAS MENTIONED. SO WE'LL HAVE THE AS MATT MENTIONED, WE'LL HAVE A LINK TO THIS RECORDING TODAY. THE MEMO THAT I SENT OUT EARLIER IN THE WEEK AND ALSO THE PRESENTATION WE HAVE, WE'LL TRY AND GET THAT ALL IN ONE PLACE FOR REFERENCE, IF ANYONE HAS ANY QUESTIONS OR IF THEY WEREN'T ABLE TO ATTEND TODAY. SO AGAIN, THANK YOU. I'M BECKY PUGH, I'M THE CONTROLLER. I'VE BEEN HERE WITH THE CITY FOR YEARS NOW, SO THANK YOU. AND I WOULD LIKE FOR THE ACCOUNTING TEAM TO PLEASE STAND UP AND BE RECOGNIZED. WE SPEND A LOT OF TIME BEHIND. TONY AND JONATHAN AND JULIE AND LUCY AND EDWARD AND KURT AND ED. SO THANK YOU VERY MUCH, GUYS. I APPRECIATE YOU. STAND UP. SO WHAT I HAVE TO TALK ABOUT TODAY IS VERY BRIEF. ALL I WANTED TO KIND OF TOUCH ON AND THIS WAS AGAIN IN THE MEMO THAT WAS SENT OUT, IS TALKING ABOUT POOLS AND ALSO TO KIND OF PIGGYBACK A LITTLE BIT. ON WHAT ASHLEY MENTIONED, AS FAR AS RECEIVING IS CONCERNED, YOU KNOW, WE ALL WANT TO MAKE SURE THAT WE GET OUR EXPENSES IN THE RIGHT FISCAL YEAR, RIGHT. SO THE BEST WAY TO DO THAT IS IF YOU'VE RECEIVED ITEMS BY SEPTEMBER 29TH, YOU HAVE UNTIL 10:00 TO GO OUT AND RECEIVE THOSE. YOU GOING OUT AND RECEIVING THOSE ITEMS IN JADE IS WHAT RECORDS THE EXPENSE INTO JADE. THAT'S PART OF THE PROCESS THAT HAPPENS IN THE BACKGROUND. SO THAT'S WHY IT'S SO IMPORTANT TO TRY AND GET OUT THERE AND GET THAT DONE BEFORE 10:00 ON ON SEPTEMBER 29TH. IF YOU DON'T GET IN THERE BY SEPTEMBER 29TH AND OR YOU GET IT AFTER, YOU KNOW, OCTOBER 1ST, THEN WHAT WE DO IN ACCOUNTING IS EVERY TIME WE MAKE A PAYMENT, WHETHER IT'S THROUGH A CHECK ACH WIRE, WE HAVE A PROCESS WHERE WE GO THROUGH AND WE TAKE A LOOK AT ALL OF THOSE EXPENSES, BUT WE HAVE THRESHOLDS THAT WE APPLY TO THOSE ACCRUALS. AND SO WHEN WE HAVE TO START APPLYING ACCRUALS, LET'S SAY YOU HAVE A $5,000 INVOICE THAT YOU REALLY WANTED TO GET INTO, YOU KNOW, 24, 25 AND YOU COULD HAVE GONE OUT AND RECEIVED IT BY 10:00 ON SEPTEMBER 29TH, BUT YOU DIDN'T. WELL, NOW WE HAVE TO APPLY OUR ACCRUAL THRESHOLDS. SO FROM OCTOBER 1ST TO OCTOBER 15TH THAT THRESHOLD IS GOING TO BE $15,000. SO IF YOU HAVE A $5,000 INVOICE, THERE'S A GOOD CHANCE THAT WHILE YOU MAY HAVE WANTED IT IN 2425, IT MAY NOT MAKE IT INTO 2425. IT MAY GO INTO 2526. SO I JUST REALLY WANT TO EMPHASIZE THE IMPORTANCE OF GETTING THOSE RECEIVERS DONE, GETTING EVERYTHING DONE TIMELY. AND IF YOU'RE EXPECTING AN INVOICE FROM A VENDOR, REACH OUT, SEE IF YOU CAN GET CUT OFF STATEMENTS FROM YOUR VENDORS AND THAT KIND OF STUFF. BECAUSE, AGAIN, ALL THOSE THINGS LEND THEMSELVES TO MAKING SURE THAT WE GET THINGS IN THE PLACES THAT WE WANT THEM TO BE. OKAY. AND THEN THE OTHER THING I'LL JUST POINT OUT TO IS THAT AS WE MOVE THROUGH, YOU KNOW, THE YEAR END PROCESS IS AS THE DATES MOVE FORWARD, THOSE THRESHOLDS START TO GO UP, RIGHT? [00:10:04] SO NOW WHAT? BETWEEN OCTOBER 1ST AND 15TH WOULD HAVE BEEN ACCRUED AT 15,000. NOW WE MOVE ON TO $50,000 INVOICES. BECAUSE AS WE GET FURTHER AND FURTHER AWAY FROM YOUR END, WE HAVE TO GET CLOSER AND CLOSER TO WRAPPING THINGS UP SO THAT WE CAN GET OUR FINANCIAL STATEMENTS TAKEN CARE OF. AND IT ALSO HELPS YOU GUYS KNOW WHERE YOU'RE AT, AS YOU, YOU KNOW, WITH, WITH YEAR END YOU KNOW, AS FAR AS BUDGET ACTUALS ARE CONCERNED AND ALL THOSE THINGS. SO JUST A REMINDER AGAIN CUT OFF AND GE IS 10 P.M. ON SEPTEMBER THE 29TH. THERE WILL BE NO ACTIVITY. EVERYBODY'S CUT BASICALLY BLACKED OUT CUT OFF WHATEVER YOU WANT TO CALL IT ON SEPTEMBER 30TH. AND THEN WE'LL KICK THINGS BACK OFF AGAIN ON OCTOBER 1ST, PROBABLY AT 7:00 IN THE MORNING. JIM BARNES TAKES CARE OF THAT FOR US. THANK YOU VERY MUCH TO JIM. AND THAT'S A MANUAL PROCESS, WHICH IS WHY HE SAID, CAN WE NOT GO TO 11:59 P.M. ON SEPTEMBER 29TH? I REALLY WOULD LIKE TO GO TO ABOUT TEN SO OR 1002. SO ANYWAY, WE MOVED THAT BACK JUST A LITTLE BIT, BUT HOPEFULLY BY GIVING YOU GUYS A HEADS UP, YOU'LL HAVE PLENTY OF TIME TO GET IN WHAT YOU NEED TO HAVE PLENTY OF TIME FOR THAT. SO THANK YOU VERY MUCH. THAT'S ALL I HAVE. WE'LL ANSWER QUESTIONS AT THE END. GOOD TO SEE EVERYBODY. OKAY. TALKING A LITTLE BIT ABOUT BUDGET. AND THIS RELATES TO WHAT BECKY WAS JUST TALKING ABOUT. THE ADOPTED BUDGET IS THE LEGAL INSTRUMENT IN WHICH THE CITY CAN COLLECT AND LEVY TAXES. IT ALSO SETS THE MAXIMUM THAT WE CAN SPEND OR APPROPRIATE IN ONE YEAR. ONE KEY TAKEAWAY FROM ALL THIS IS THAT WE DON'T DEVIATE FROM THAT BUDGET UNLESS THERE IS AN EMERGENCY. SO IF WELL, IT'S REALLY IMPORTANT TO CLOSE YOUR POCKET, CLOSE THE ENCUMBRANCES, YOU KNOW, START TO WIND DOWN. ANYTHING OUTSTANDING THAT YOU HAVE IN ORDER TO GET A CLEAR PICTURE AS WE APPROACH YOUR END SO THAT THE BUDGET OFFICE KNOWS IF THERE'S GOING TO BE AN ISSUE EXCEEDING THE APPROPRIATION IN THE CURRENT YEAR. I WOULD NOT ANTICIPATE THAT'S GOING TO BE THE CASE FOR MANY DEPARTMENTS, BUT THERE'S ALWAYS 1 OR 2 WHERE WE END UP REALLY CLOSE. SO IT WOULD HELP OUT THE BUDGET OFFICE TO THE DEGREE THAT YOU CAN START CLOSING OUT POS, LETTING US KNOW, HEY, WE ANTICIPATE A REAL LARGE INVOICE OR REAL LARGE PAYMENT, YOU KNOW, TOWARD THE END OF SEPTEMBER. THAT JUST HELPS US PLAN. AND SO, YOU KNOW, SO THAT WE DON'T HAVE TO TAKE AN AMENDMENT TO COUNCIL AND EXPLAIN TO TO COUNCIL WHY WE EXCEEDED OUR LEGAL APPROPRIATION IN THE CURRENT FISCAL YEAR. THE OTHER ASPECT OF THIS IS THAT, PER THE CITY'S POLICY, CURRENT REVENUES, WHICH ARE THE REVENUES THAT WE COLLECT IN THE CURRENT YEAR, ARE TO BE EXPENDED FOR USES IN THE CURRENT YEAR. SO EVERY YEAR WE ALWAYS GET LOTS OF REQUESTS TO TAKE OPERATING MONEY AND PUT IT INTO A PROJECT JOB. I'M JUST LETTING YOU KNOW THAT THE ANSWER IS PROBABLY NO. 99% OF THE TIME THAT IF YOU HAVE SOMETHING TO SPEND, IT NEEDS TO BE IN THE CURRENT YEAR. WE'RE NOT CARRYING OVER MONEY INTO THE NEXT YEAR BECAUSE IT GOES AGAINST THE FINANCIAL POLICY THAT WE HAVE AS IT RELATES TO WHAT BECKY JUST TALKED ABOUT. IF YOU HAVE A $5,000 INVOICE, LET'S SAY YOUR BUDGET FOR THAT WAS $5,000, BUT YOU DIDN'T RECEIVE IT UNTIL AFTER THE END OF THE FISCAL YEAR, AND IT FELL UNDER THE THRESHOLD THAT ACCOUNTING SET. SO THAT $5,000 IS NOW GOING TO HIT YOUR BUDGET IN THE NEXT FISCAL YEAR, AND INEVITABLY, YOU'LL COME TO THE BUDGET OFFICE AND SAY, WELL, WAIT A MINUTE. NOW, I DON'T HAVE A BUDGET NEXT YEAR BECAUSE THE LAST YEAR'S INVOICE HIT THIS YEAR. AND THAT'S RIGHT. YOUR APPROPRIATION FOR THAT ITEM IS NOW GONE BECAUSE IT WASN'T RECEIVED. SO THAT'S THE BUDGET TIE IN TO MAKING SURE THAT ALL THE INVOICES THAT YOU CAN RECEIVE ARE RECEIVED BY THE END OF THE YEAR. OTHERWISE IT HAS IMPLICATIONS FOR NEXT FISCAL YEAR. I ALSO WANTED TO NOTE THE BUDGET STAFF, IF THEY CAN STAND UP AND RECOGNIZE THEM. HEY. JOHN AND SHIRLEY AND JENNA AND SUNITA. I DON'T KNOW ABOUT THIS, SO THANK YOU FOR FOR ALL THE WORK THAT YOU DO. [00:15:07] I'M MAKING MY TEAM COME UP SO YOU DON'T HAVE TO COME BACK OUT OF THE ROOM. SO. THE NAME'S PROBABLY PERFECTLY. AWESOME. THANK YOU. ALL RIGHT. SO I'M GOING TO DO IT BY KIND OF TEAM AND WHERE YOU MIGHT NEED. SO KEYCARD USE WANDA. SHE'LL HELP YOU WITH EVERYTHING. AND ALSO KELLY, SHE HAS A CLIENT, SO SHE CAN OH, RHONDA IS OUR ASSISTANT ADMIN ASSISTANT. AND SHE LOOKS AT EVERY THAT COMES IN AND ASSIGNS IT. SO IF YOU'RE HAVING ISSUES WITH THAT, REACH OUT TO HER. WE GOT PAIGE AND ARETHA. THEY ARE MY ASSISTANT BUYERS. THEY PROCESS PRETTY MUCH ALL THE ORDERS THAT COME THROUGH, AND THEY DO A LOT OF THE SAME THINGS THAT GET WITH THEM. AND THEN FOR ABOVE, THAT IS PRETTY MUCH BYERS SENIOR, SENIOR BYERS AND MY PURCHASING SUPERVISORS. THEY HANDLE ASSOCIATIONS. THEY HAVE DEPARTMENTS THAT THEY'RE ASSIGNED TO, AND ANYONE IS WELCOME TO REACH OUT TO ANY OF THEM. THEY PRETTY MUCH KNOW EVERYTHING. YEAH. CHRISTINA. NORMANI, GABBY LEEPER KRISTA CHRISTIAN TAYLOR CLARK, GINNY BRUMMETT, KRYSTAL WESTBROOK, ERICA GARCIA, AND COREY POWER. AND THEN WE ALSO HAVE MARY, WHO HANDLES MOST OF OUR CONTRACT NEGOTIATIONS. SO IF YOU HAVE SOMETHING THAT IS FROM A VENDOR THAT MEETS LIKE IS AN AGREEMENT THAT NEEDS TO BE LOOKED OVER AND IT'S PROCUREMENT RELATED, SHE HANDLES MOST OF THAT FOR US. AND THEN I'LL HAVE CHEYENNE. AND SHE ALSO DOES VENDOR SET UPS ALONG WITH CHEYENNE DEFEAT. SHE DOES ALL HER VENDOR SET UP. SHE'S MY REGISTRAR PERSON. SHE'S THE CONTRACT DATABASE. SO IF YOU SEE ANYTHING ON THE CONTRACT DATABASE THAT HAS AN ISSUE, YOU CAN REACH OUT TO HER. SHE CAN HELP OUT WITH THAT. SO THAT'S HER TEAM. YOU SAID YOU KNOW HOW. DID YOU? KNOW? THAT'S TRUE. YES. I DON'T KNOW WHY IT HAS GONE AWAY. YEAH. IT'S THE WINDOWS 11. I'LL LET. IT GO. THANK YOU MA'AM. ALL RIGHT. AND I'M MORE EQUAL PURCHASING MANAGER. IF I FORGOT TO SAY THAT. OKAY. SO SOME. THERE'S NOT MANY YEAR END PROCEDURES FOR PURCHASING. THERE'S MORE WHEN WE START THE YEAR, BUT A COUPLE THINGS FOR YEAR END. NEXT WEEK, WE'LL PROBABLY SEND OUT A LIST OF JUST OF ALL YOUR PURCHASE ORDERS SO YOU CAN KIND OF TAKE A LOOK AT THEM. DO IT? MATT ASKED, AND LOOK THROUGH AND SEE WHICH ONES WE CAN JUST GO AHEAD AND CLOSE OUT. ONE KEY NOTE IS IF YOU HAVEN'T RECEIVED THE GOOD OR SERVICE AND THINKING YOU MIGHT OR YOU THINK YOU MIGHT GET IT RIGHT THERE IN THE BEGINNING OF OCTOBER AND IT COULD BE ACCRUED BACK. PLEASE LEAVE THAT PURCHASE ORDER OPEN. DO NOT CLOSE IT. IF IT IS A PURCHASE ORDER RELATED, JUST QUOTES AND HUBS AND IT'S STILL GOING TO BE LATER. LEAVE IT OPEN. RECEIVE IT IN THE NEXT YEAR AND CLOSE IT OUT THEN. AND IT'LL GO AGAINST THE NEXT YEAR. BUT WE LIKE TO KEEP THAT PURCHASE ORDER TOGETHER BECAUSE IT HAS THE QUOTES IT HUBS. IT HAS EVERYTHING WE NEED FOR THE AUDIT. IF THEY WERE TO AUDIT IT AND LOOK TO SEE IF WE DID IT RIGHT. SO LEAVE THOSE OPEN. BUT WE'LL SEND THAT OUT TO YOU. THE OTHER THING IS, IS ANY ORS PUTTING IN FOR THIS YEAR ON SEPTEMBER 5TH IS THE LAST DAY TO DO THAT. IF YOU HAVE SOMETHING THAT COMES IN THAT, YOU KNOW, BE ABLE TO GET THE PURCHASE ORDER IN AND HAVE IT RECEIVED BY SEPTEMBER 30TH, YOU CAN ASK FOR AN EXCEPTION, ASK THAT THROUGH THE PURCHASING INBOX, AND THEY'LL GET IT TO THE RIGHT PERSON TO SEE WHETHER WE APPROVE IT, TO GO AHEAD AND LET YOU PUT IT IN. BUT AFTER SEPTEMBER THERE WILL BE NO PUTTING ORS IN ON YOUR OPERATING BUDGET. WE WILL STILL ALLOW IT ON JOBS. OKAY, SO FOR ENTERING HOURS FOR THE BEGINNING OF THE YEAR, THIS IS KIND OF THE SAME THING I WENT THROUGH LAST YEAR. JUST ALWAYS MAKE SURE YOU'RE GETTING NEW FORMS FROM OUR SHAREPOINT PAGE. AND. LIKE ME, I GOT YOU GUYS HERE FOR ANY NON-COVID ITEMS, THREE KIDS UNDER 50 K, IT'S SOON GOING TO BE 100 K. THE LAW GOT PASSED AND IT'LL GO INTO PLACE SEPTEMBER 1ST, BUT WE ACTUALLY CAN'T CHANGE IT IN THE CITY OF DENTON UNTIL I GET MY PURCHASING MANUAL OR MY POLICY UPDATED. SO I JUST FINISHED IT THIS WEEK, SO IT'LL GO TO HR. AND SO I DON'T KNOW HOW LONG THAT PROCESS TAKES. IT COULD BE ABOUT TWO MONTHS. SO HOPEFULLY IN OCTOBER MAYBE NOVEMBER IT'LL GO UP TO 100,000. SO ANYWHERE FROM 3000 TO 100,000 YOU'D BE GETTING YOUR QUOTES AND HUBS. [00:20:01] I WE REALLY DO ENCOURAGE YOU GUYS TO DO THAT. IT ALLOWS US TO USE MORE LOCAL AND SMALL BUSINESSES AND HISTORICALLY UNDERUTILIZED BUSINESSES INSTEAD OF ALWAYS TRYING TO PUT A SOLICITATION OUT. A LOT OF THEM DO NOT APPLY TO THOSE. SO CUMULATIVE SPEND ALSO THAT 3000 TO 100 WILL BE OFF OF A ROLLING CALENDAR YEAR. SO IT'S JUST ONE YEAR. SO DEFINITELY GO OUT AND USE OUR JPL OPE LINES TO SEE WHAT THE CITY IS CITYWIDE SPEND ON IT. SEE WHAT THE CITY HAS SPENT WITH THAT VENDOR. AND IF IT'S OVER 100, WHICH I THINK THERE'S GOING TO BE MANY. NOW, NOW THAT THE LIMIT WILL BE UP TO 100, BUT IT'LL BE 50 UP UNTIL THAT TIME FRAME. THEN WE'D HAVE TO DO A LITTLE STATION. THERE'S NOTHING WE CAN DO. BUT IF IT'S UNDER, YOU CAN STILL DO QUOTES AND HUBS. SO SOURCE SPECIFICATION FORMS, THEY'RE ONLY VALID FOR ONE YEAR. SO EACH YEAR YOU'RE JUST HAVING TO UPDATE THAT FORM WHEN YOU'RE SUBMITTING YOUR OR AND THEN. SO AS EVERYONE KNOWS, ALL AWS AND POS NOW NEED TO BE ITEMIZED TO MATCH THE QUOTE OR THE CONTRACT. CURRENT CONTRACT PRICING IS OUT IN OUR CONTRACT DATABASE. LIKE I SAID, IF YOU SEE ANY ISSUES AND YOU'RE NOT 100% SURE THAT'S THE CORRECT, YOU CAN REACH OUT TO YOUR BUYER. YOU CAN REACH OUT TO CHEYENNE. WE CAN GET IT CHECKED FOR YOU. ON A NOTE ON THAT, WE JUST GOT SENTENCES LIKE LAST WEEK THERE UPDATED PRICING. SO IF ANY OF Y'ALL HAVE CINTAS GO GO GRAB IT. PRICING CHANGED AND THEN ALL CONSTRUCTION AND PROFESSIONAL SERVICE CONTRACTS DO NOT NEED TO BE ITEMIZED OUT. THOSE ARE OURS CAN BE PUT IN AS LUMP SUM. OKAY. SO THESE ARE JUST SOME TIPS TO HELP GET YOU READY FOR ITEMIZING YOUR FIELDS AGAIN. I THINK EVERYONE DID A GREAT JOB LAST YEAR DOING IT. I MEAN, IT WAS A ROUGH START, BUT I THINK AT THIS POINT EVERYONE HAS IT. I JUST WANT TO GO OVER SOME OF THE THINGS TO DO IS JUST REVIEW YOUR CONTRACTS, REVIEW YOUR INVOICES, JUST MAKE SURE THE CONTRACTS DO HAVE EVERYTHING. SO YOU HAVE A YOU'RE READY TO GO ON OCTOBER 1ST. AMEND ANYTHING WITH LINE ITEMS IF NEED BE GIVEN. DIVIDERS DO THAT. CHANGE ANY PRESCRIPTIONS IF NEED BE. AND THEN ON THE REQUISITION FORM. ITEM SECTION. IF IT'S IF YOU ONLY HAVE A COUPLE LINES. FILL THOSE OUT. LET US KNOW WHERE ON THE CONTRACT IT WAS. IT JUST MAKES IT A LITTLE BIT EASIER AND A LITTLE BIT FASTER FOR US TO PROCESS THAT OR INTO A PURCHASE ORDER. AND THAT JUST HELPS US OUT. AND I JUST WANTED TO GO OVER BECAUSE THERE'S BEEN A LITTLE BIT OF CONFUSION WITH LUMP SUM VERSUS EACH. AND I WILL PUT OUT THE MEMO WE SENT OUT LAST YEAR ALSO AND HAVE THAT ON OUR SHAREPOINT PAGE. JUST KNOW THAT IF IT IS ITEMIZED AND THERE IS A UNIT COST, MOST LIKELY IT'S GOING TO BE EACH. BUT IF THE VENDOR IS GOING TO BE INVOICING YOU FOR LIKE DECIMALS OR HALVES OR IF IT'S TONS, THEN THAT IS OKAY TO BE LUMP SUM. BUT IN THE DESCRIPTION YOU NEED TO WRITE WHAT EACH PRICE IS. SO YOU CAN HAVE THE LINE BE A LUMP SUM MINE. BUT WE WOULD WANT IT TO BE, YOU KNOW, LIME AT, YOU KNOW, $22 A TIME. SO THEN WE STILL HAVE IT ON THE PURCHASE ORDER, WHAT THE UNIT PRICE IS. BUT WE KNOW YOU CANNOT RECEIVE A DECIMAL. SO IF IT'S ANY IF YOU'RE PUTTING IN A PO THAT YOU WOULD BE RECEIVING A DECIMAL, THEN YOU'RE OKAY WITH DOING THE ONLINE. BUT IT CAN'T BE ONE LUMP SUM LINE FOR EVERYTHING. IT'LL BE ONE LUMP SUM LINE FOR EACH LINE OF THE CONTRACT, AND YOU'RE GOING TO WRITE IN WHAT THE UNIT PRICE IS. SO THAT IS WHAT IT'S ALLOWED. IF NOT, YOU HAVE TO USE EACH. AND THEN FOR CONSTRUCTION AND PROFESSIONAL SERVICES, YOU ARE WELCOME JUST TO USE THE LUMP SUM LINE AND JUST HAVE ONE LINE FOR IT. YOU'LL NEED MULTIPLE LINES FOR DIFFERENT FUNDING AND THAT'S OKAY. SOME TIPS THAT WE'VE KNOWN WE'VE COME UP WITH THIS YEAR TO HELP THINGS A LITTLE BIT IS ONE USE THE EXCEL OR IMPORT. DEFINITELY SET YOUR X GE UP WITH YOUR GRIDS, YOUR QUERIES. USE THOSE TIPS IN GE JD TO HELP YOU. AND THEN YOU CAN ALWAYS EXPORT AND IMPORT IN FROM EXCEL, SO YOU'RE NOT HAVING TO IF IT'S A 100 LINE, I DON'T THINK. AND HOPEFULLY NO ONE IS PHYSICALLY HAND PUTTING IN A 100 LINE PURCHASE ORDER THAT THEY'RE HOPEFULLY USING THE EXCEL IMPORT IF YOU HAVE ISSUES WITH IT. DEFINITELY REACH OUT TO MY TEAM. THEY CAN WALK YOU THROUGH IT. AND THEN WE HAVE A BUNCH OF JD USER GUIDES OUT ON OUR SHAREPOINT ALSO THAT ARE SCREENSHOTS. SO HOPEFULLY IT'S PRETTY EASY TO WALK THROUGH PRETTY MUCH ON ALL EVERY PROCESS OF THE PARENT PROCESS WITHIN JD. THERE'S A USER GUIDE FOR IT OUT THERE. THESE ARE JUST SOME HELPFUL SOURCES FOR NIP. FOR THE GUIDE IS HOW TO FIND YOUR NB CODE, HOW TO DO A HUB SEARCH, OUR CONTRACT DATABASE LINKS AND THE GUIDES TO ALL OF THEM. AND THAT IS IT FOR ME. ALL RIGHT. WELL AGAIN, I JUST WANT TO THANK EVERYONE FOR [00:25:03] COMING OUT THIS AFTERNOON. IF YOU HAVE ANY QUESTIONS AT ALL. FINANCE STAFF AND PROCUREMENT STAFF ARE HERE TO HELP IN ANY WAY THAT WE CAN. PLEASE REACH OUT IF YOU HAVE ANY QUESTIONS. WE'LL GET THIS PRESENTATION AND THE OTHER ITEMS EMAILED OUT TO EVERYONE. PLEASE SHARE IT WITH ANY COWORKERS THAT YOU HAVE THAT MAYBE COULDN'T ATTEND, BUT YOU KNOW ARE ENTERING OR CLOSING HOURS OR INVOLVED IN ANY OF THESE ITEMS. BUT BUT THANK YOU AGAIN FOR COMING AND WE LOOK FORWARD TO A GREAT YEAR END. OH. ANY QUESTIONS? THANK YOU. THANK YOU. SORRY. YEAH. DOES ANYONE HAVE ANY QUESTIONS? OKAY. WHAT DO YOU THINK OF ANY. REACH OUT. * This transcript was compiled from uncorrected Closed Captioning.