Download Facility Usage EMS Procedures Manual

c. VCS employees do not require approval from the Finance Department. When
entering a reservation in EMS for school-based events requested by an
employee, choose the employee’s name from the “Group” drop down list.
23. Reserving Facilities: Schools use the EMS (Event Management Systems)
software to manage the use of their facilities. The software allows the school to
view space availability, charge outside organizations rental rates in accordance
with the fee schedule and resources (custodial, VCS employee representative,
utilities, food, etc.), and send confirmations and invoices via email.
a. The EMS software is programmed to charge outside organizations based on
the fee schedule but not to charge school-based organizations or employees.
b. Room rates, custodial fees, VCS employee representative fees, technician
fees, lighting charges, air conditioning charges, and sales tax (when
applicable) are all programmed into EMS so that the user doesn’t have to
calculate anything. If a booking is canceled, EMS will not charge for it.
c. Refer to the remaining chapters of this manual on how to reserve a room,
email a confirmation, make cancellations, email invoices, and record
payments.
24. Invoicing/Fee Collection:
a. Each school site invoices the renter directly for usage and any other fees
(custodial, representative, sales tax, etc) using the EMS software.
i.
EMS calculates the charges based on the District’s Facility Usage Fee
Schedule and rooms & additional charges (utilities, personnel, etc.)
selected.
ii.
For details on how to generate invoices via EMS, please refer to the
“Billing” chapter of this manual.
b. Upon receipt of payment:
i.
Write a receipt to the renter.
ii.
Record payment in EMS. For details, please refer the “Billing” chapter of
this manual.
iii.
Complete a Monies Collected Form and turn in with cash/check and a
copy of the invoice to the Internal Accounts bookkeeper.
The
bookkeeper will deposit the sales tax portion to the sales tax trust
account (60-1300-000) and the remaining amount to the Facility Usage
Account (60-4000-000). If usage income needs to be recorded by
separate area used (gym, auditorium, etc) the internal accounts
bookkeeper should request extension accounts.
iv.
Request payment of district portion (40% of facility usage only). For
payment documentation, a copy of invoice can be used. An EMS report
can also be generated that will break down an invoice by facility usage,
personnel, and sales tax.
v.
Send a copy of the invoice or report along with the payment to Finance.
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