Dr. Deneen Guss, County Superintendent of Schools
Internal Business Services
In This Section
About Internal Business Services
The Internal Business Services Department is responsible for all Monterey County Office of Education internal financial matters including, but not limited to, performing specialized administrative functions to support programs funded by the state, federal and local agencies, monitor office compliance with Board Policies, Administrative Regulations, California Education Code, and the California School Accounting Manual.
Resources
Internal Business Services
- Budget Development
- Approves Internal Requisitions/Purchase Order
- Create and Process Journal Entries
- Create and Process County Journal Entries
- Accounts Payable Processing
- Federal/State Grant Reporting
- Loss Claims Processing/Tracking
- Special Education Accounting/Billback
- Deposits – MCOE
- Deposits – MERMA and PL JPA
- Health Benefits for MCOE Staff/Retirees
- Open enrollment for MCOE Staff/Retirees
- MCSIG – District Chargeback Medical/Dental and Vision
- Other JPA County Journal Entries
- Approve Personnel Action Forms
- Approve Internal Contracts through Agiloft
- Consolidated Application – Financial Data
- Annual Audit and Coordination with departments
- Process 1099
- Internal Department Support
- Reporting Sales Tax and Independent Contractor withholdings
- State Reporting through SACS for Interims/Unaudited Actuals
Procedures Manual
The Finance and Business Services Division is responsible for the fiscal oversight and monitoring of the finances of the Monterey County Office of Education. This oversight ensures fiscal integrity, fiscal compliance, and fiscal solvency for our organization.
One of the primary goals of the Finance and Business Services Division is to provide service to the employees and departments of the Monterey County Office of Education. This manual was created to ensure that employees have access to the information they need in order to perform county business easily and efficiently.
This manual comprises procedures which can easily be updated whenever changes occur or additional information is needed. It’s important that each employee follow these procedures in order to ensure fiscal integrity and compliance. We hope that we have provided information that is comprehensive and easy to understand.
Table of Contents
- Section I - General Information
- Section II - Purchasing Procedures
- Section III – Accounts Payable Procedures
- Section IV – Accounts Receivable Procedures
- Section V – Payroll Procedures
- Section VI – Budgeting and Accounting Procedures
- Section VII – Graphic Communications Procedures
- Appendix A
Section I - General Information
Section II - Purchasing Procedures
P-200 – The Role of Purchasing and Contracts Department
P-206 – Year-End Purchasing Deadlines – All Programs
P-209 – Preparing Purchase Requisitions
P-212 – Blanket Purchase Orders
P-215 – Emergency Purchase Orders
P-218 – Changing or Cancelling Purchase Orders
P-230 – Purchase Orders for Contract Services
P-231 – Insurance Claims & Liability Certificates
P-254 – Offsite Facility Rental for Conference and Workshops
P-263 – Lost or Stolen Equipment
Section III – Accounts Payable Procedures
Section IV – Accounts Receivable Procedures
Section V – Payroll Procedures
Section VI – Budgeting and Accounting Procedures
P-606 – Printing and Review of Financial Reports
P-609 – Understanding Financial Reports
P-612 - Year End Closing
P-615 - The Budget Process
P-618 - Preparing the Budget
P-621 - Budget Monitoring
P-624 - Budget Adjustments
P-625 - Personnel Action Form
P-627 - Employee FTE
P-630 - Budget Transfers
P-633 - Expenditure Transfers
P-636 - Setting Up the Budget for a New Program
P-642-Self-Supporting Programs
P-645 - Indirect Costs
P-648 - Direct Cost Charges
Section VII – Graphic Communications Procedures
Appendix A
Special Education Funding
Special Education Accounting
- Provide financial accounting and support to the Special Education Division
- Provides districts with statistical information as well as updates on the Special Education annual budget, NPA one-to-one expenses, district Billback and fund transfer information.
- Local Plan Area (SELPA) Accounting
Special Education Billback
Education Protection Account
Health Benefits
Welcome to Health Benefits
California's Valued Trust (CVT)
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Open enrollment month is every August with an effective date of October 1st. Watch for announcements from MCOE regarding open enrollment dates.
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Classifications under CVT are Classified and Certificated Members.
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Information is emailed to work and personal email in July, with reminders throughout open enrollment dates.
Municipalities, Colleges, Schools Insurance Group (MCSIG)
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Open enrollment month is every November, actual dates to be determined, with an effective date of January 1st.
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Classifications under MCSIG are Classified Management, Certificated Management, Professionals and Confidential Members.
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Information is emailed to work and personal email in October, with reminders throughout open enrollment dates.
CVT Classified
CVT Certificated
MCSIG
Active Employees
Member Programs
Eligible Plans: PPO25, PPO40, PPO60, PPO250, PPO Select
| Benefit | For what | Website | Who to Call | Copay | Description |
|---|---|---|---|---|---|
| Acupuncture | Acupuncture Care | blueshieldca.com | 800.287.1442 | $0 | $2,000 per year coverage, per person |
| Altais | Primary Care | Altais Medical Group | 866.808.6005 | Plan copay | Virtual & in-person appointments, pediatrics, access to care team 24/7. Blue Shield Plan design applies. |
| Blue Shield | Search for providers | blueshieldca.com | 800.287.1442 | N//A | Search for providers by name, facility, medical group, or specialty |
| Chiropractic Health Plan of CA | Chiropractic Care | chpc.com | 800.995.2442 | $10 | Low co-pay for each visit |
| Delta Health Systems | Access to Explanation of Benefits, eff. 7/1/25 and ID cards | DHS | 800.287.1442 | N/A | Processes MCSIG medical claims for all PPO plans and issues ID cards. For access to EOBs eff. 7/1/25 or order new ID cards, register at the DHS website. |
| Epress Scripts | Prescription Home Delivery | Express-Scripts.com | 800.698.3757 | $0 Generic | Generic prescription drugs for free up to a 90-day supply |
| Headway | In-person or Virtual Therapy | Headway | N/A | Plan copay | Therapy, psychiatry, and medication management. Ages 18+ |
| Health Education Class Subsidies | Discounted rates on health educational classes | mcsig.com | 831.755.0161 | Varies | 50% of health education classes are paid by MCSIG, with at least 80% participation |
| TELUS via NIS | Employee Assistance Program (EAP) | NISBenefits.com | 888.319.7819 | $0 | Solution-focused counseling, work-life services, trauma support, and more |
| Madison National Life | Life Insurance and AD&D | 831.755.0161 | N/A | Active Members: $25,000 life insurance coverage with medical plan. Retirees: $5,000 | |
| Mood with Salinas Valley Health | Online mental health clinic | Mood Health | 619.639.9738 | Plan copay | Therapy, psychiatry, and medication management. Ages 18+ |
| MSJ+Today | Orthopedic Urgent Care | MSJ.Today | 831.648.7265 | Plan copay | Orthopedic Urgent Care. Note: Blue Shield Plan design applies. |
| Trancarent | Single sign-on platform to MCSIG benefits | Transcarent | 855.586.2744 | $0 | Access to all of your MCSIG benefits |
|
Telehealth - General Medical |
Chat, talk or video with a doctor in under a minute, 24/7 | $0 | 24/7 virtual doctor visits, dermatology, prescriptions when medically necessary (RX copay applies) 100% coverage for cancer surgery, radiation, chemotherapy, and CAR T-cell therapy Free access to an Oncology Nurse |
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Cancer Care |
Access to Oncology Nurse Navigator to obtain 100% cancer related treatment | $0 | Care Allowance $500 to $4,500 for out-of-Monterey County surgeries. Care Coordinators guide you through the surgery process | ||
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Surgery Care |
Planned surgeries: Bariatric, Cardiac, General, Orthopedic, Spine, Women's Health | $0 | Benefit guidance, personalized coaching, stress management, or booking of appointments with in-network doctors | ||
|
Health Guides |
Certified coaches, wellness educators, and advocates | $0 | Recover at home with a virtual program supported by a personal physical therapist. | ||
|
Virtual Physical Care |
Physical therapy for chronic back, neck or joint pain | $0 | Talk to top doctors to get the right diagnosis and treatment options for your needs. | ||
|
Expert Medical Guidance |
Expert second medical and surgical opinions | $45 | Save up to 60% on a pair of hearing aids; dependents and extended family members are eligible too. | ||
| TruHearing | Hearing aid discounts | truhearing.com/vsp | 877.396.7194 | $0 | |
| Wellvolution | Innovative digital health network | wellvolution.com | 866.671.9644 | $0 | Programs with accessible apps based on the latest in science and lifestyle medicine to help members improve their health |
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Disease Prevention Program |
Lose weight and lower risk of Type 2 diabetes | Plan Copay | Free customized tools and health coaching. | ||
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Behavioral Health |
Video therapy & psychiatry sessions, including coaching | $0 | Video therapy and psychiatry sessions within days for a copay; real-time behavioral health coaching at no cost. | ||
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Condition-specific Program |
Treat diabetes, hypertension, obesity, and heart disease | $0 | Use vetted methods to help control Type 2 diabetes and limit the risk of chronic disease. | ||
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Tobacco Cessation |
Quit smoking | Break the habit with tested strategies that help beat nicotine cravings and addiction. |
CompleteCare Reimbursement Program & Kaiser Permanente
| Benefit | For what | Website | Who to Call | Copay | Incentive |
|---|---|---|---|---|---|
| TELUS via NIS | Employee Assistance Program (EAP) | NISBenefits.com | 888.319.7819 | $0 | Solution-focused counseling, work-life services, trauma support, and more. |
| Madison National Life | Life Insurance and AD&D | 831.755.0161 | N/A | Active members: $25,000 life insurance coverage with medical plan. Retirees: $5,000 |