Andy Hutchinson, Director of Business Operations

• Development and management of the district budget and fiscal services. Contact Andy for questions regarding budget procedures, policies, amounts and financial needs to be given consideration in the development of future district budgets.

Jill Tatum, Assistant Director of Business Operations

• Provides accounting support to the district, including budget management, grant management and reporting, monthly bank reconciliations, managing general ledger accounting, financial statement preparation, and journal entry preparation.

Jaime Gregory, Budget & Grants Specialist

• Facilitates district procurement in the areas of accounts payable, purchasing cards, bid documents and contracts, insurance and risk management, warehouse inventory, and fixed assets. Jaime provides leadership and support with federal and state education programs, ensuring compliance with federal and state regulations, and in the development, interpretation, and evaluation of grant-funded programs.

Jana Baker and Darya Cline, Payroll Specialists

• Facilitate processes for distribution of payroll for all district employees. Payroll Specialists work closely with Human Resources staff on employee benefits and deductions to ensure an accurate paycheck for each employee. Additional duties include data entry for substitute teachers, reconciliation of time clock entries, and all other tasks associated with monthly payroll processing.

Christina (Chris) Shoemaker, Business Operations Specialist

• Oversees the financial component of Infinite Campus and the student fees established by the Board of Education for book rental and consumable classroom materials. Chris safeguards the activity accounts for all schools and district sponsored programs. Deposits of all funds collected within the overall operation of district activities are submitted to Chris. Additional duties include postage, petty cash, billings, insufficient checks, credit card payments, gifts and grants forms, and working with the Clerk of the Board to organize the annual Central Enrollment prior to the start of each school year. Chris is often the first point of contact for financial secretaries.

Rachel Hill, Business Operations Generalist

• Processes all requisitions and purchase orders for the district. Rachel is the primary contact for Accounts Payable (AP) processing and status questions, except for activity accounts. Additional duties include working with district personnel and vendors to assist with the placement of orders and payment of bills when an invoice has been submitted and received in Alio. The duties for this position are general within the Business Operations. Deposits and questions relating to accounts receivable should be directed to Rachel, if Chris is unavailable.

Employee Service Portal Login

This document was developed to assist employees of Manhattan-Ogden USD 383 access the employee service portal (ESP) via the internet or district’s home page . The ESP can be utilized to view and/or print information such as a payroll check detail, leave and benefits information, and employee deductions. In addition you can view and request to change employee demographic and emergency contact information within the ESP. If you have questions or need assistance with the ESP contact Human Resources or Business Operations personnel at the Lincoln Education Center, 785-587-2000.

1. Go to the USD 383 website and click on the “Employees” link at the right corner of the webpage.

2. Click on “Employee Service Portal”. This will take you to the Employee Service Portal login screen

3. Click on the “Create an account” link (shown below) or “Sign in” if you already have an active account.

4. Fill in the information to establish an Employee Service Portal account (shown below) and submit when completed. Contact the office professional/administrative assistant at your work location if you do not know your Alio employee number. Record your User Name and Password information in a safe location for future use when accessing the Employee Service Portal. The network administrator for the ESP cannot see or change your password, it is unique and private information to protect the security of your private account. The administrator can send an e-mail reset password link.
   
   Key points to note when creating an ESP account

• Your employee number is not your badge number, it is from the financial/HR accounting software (Alio) and is the number listed on your paycheck detail.
• Your name MUST be the same as on your paycheck.
• Your zip code MUST match your home address, not your work address.
• You must use a minimum of 8 characters, upper and lower case letters, one or more numbers, and at least one special character (!@#$%^&*?_~) when creating your password.
   

• Once you submit you will receive an e-mail message that your account has been created and you must click on the link in this message within 24 hours to activate your ESP account. The activation e-mail will go to the e-mail you entered when creating your account.
• Use an e-mail address that you are most likely to use on a regular basis (personal OR work account). For additional consideration, using a personal e-mail address ensures that you will have access to your account beyond your time with USD 383.
• Using a computer may be more reliable than a mobile device, such as an iPad or cell phone.
   

5.  Sign in to the Employee Service Portal using your Username and Password

6. This is the Employee Portal home screen. You can click any of the tabs to navigate to different sections of your employee information contained in the portal.

7. The screen below is what you see when you click on the “Payroll” tab.

8. Click on one of the highlighted Payroll dates and you will navigate to a screen that has all the information contained on your paycheck detail for that pay period.

• If you want to view and/or print from a prior year you can change the year at the top right-hand side on this screen to view prior months/years.
   

9. Similarly, you can click on the other tabs (Leaves & Benefits and Deductions) to view other information regarding your information in the system for these categories. These are updated monthly when the payroll processing is completed within the financial accounting software (Alio).
    

10. If you forget your password, you can request a password reset link on the login screen, and the link will be sent to the e-mail account you entered when the account was created. If your account gets locked contact an ESP Administrator for assistance (Andy Hutchinson: andyh@usd383.org). You can also call the Lincoln Education Center at 785-587-2000 and ask for assistance.

• If you are required to validate your login credentials, send the information to your e-mail, not your phone number.
   

11. Please review the information in your Personal and Business Card on your Employee Service Portal home screen shown below. If you need to make any demographic or emergency contact changes, select “New Request” and the screen shown below will appear.

12. Use the drop-down menu and select “Request Type” on the right side of this screen. The selections for Change Requests are “General Demographics” and “Emergency Contacts”.
    
     
13. Next select “New Request” and the screen will change to your personal information in the category selected in step 12.

14. You can make any needed changes to the information shown, add an explanatory comment if desired, select a notification option for when the request is approved, and then click the submit button at the bottom right side of the screen.

15. Prior to payroll (on the 3rd Friday of each month) your paycheck detail is viewable in the Employee Service Portal, as early as Wednesday.

•  Select the most recent pay date:

• Select the drop-down box for Pay Check Date:

• Scroll to the top and select the blank line:

• Scroll to the bottom of the page and select the “Check No” next to the Check Date you want to view:

Guide to accessing W-2 and 1095-C forms

Be advised that tax documents may not open on a mobile device (phone or iPad)
 

1. Log in to the Employee Service Portal

2. Click on the payroll tabe in the middle of the options across the top of the next screen:

3. In the Menu above the calendars (in blue text), click on W-2s.

4. Next, click on the blue text in the top line that reads: 2025 KS Unified School District No 383. You will be prompted to “confirm your current password”. Enter your unique password that you utilize when logging into the Employee Service Portal and click the submit button.

5. Click ‘Open’ and a pdf file of your W-2 form for tax year 2025 will be generated. The file is a sixpage document with three copies of your W-2 form, one each for federal and state tax purposes and one for your personal records.
    
6. Next, select the Printer icon in the top bar to print. To save the file select the file menu on top left-hand side of the menu and select the “Save As” option. Finally, name and save the file to the desired location on your computer/device.
    
7. The same process would be followed to access the 1095-C Form within your Employee Service Portal account. In step three you would click the blue 1095-C link on the top right-hand side of the screen and then proceed through the same steps to download, print and/or save this document.

• 2025-2026 Pay Periods
   

Payroll Frequently Asked Questions

At Manhattan-Ogden USD 383, the Business Operations and Human Resources Departments want your paycheck and benefits to be accurate and timely. If there happens to be an error, please contact us at your earliest convenience so that our departments can work together with you to resolve the issue as quickly as possible. Ultimately, we are all on the same team here in THE USD 383.

When can I expect my paycheck to be deposited directly into my bank?

• Those that have direct deposit can expect their paycheck to be distributed on the third Friday of each month.
• The time that you can see this deposit in your account will vary based on your individual bank.
   

If I do not have direct deposit, how will I receive my paycheck?

• While we strongly recommend direct deposit, we understand that some people may prefer physical paychecks. Individuals choosing to receive physical paychecks will have their paychecks mailed to their address on file on the Thursday immediately prior to payday. If the paycheck is not received, please contact payroll. Keep in mind that a new paycheck cannot be reissued until the next Friday following payday.
   

How can I set up or change my direct deposit information?

• A direct deposit authorization form is available in the Human Resources office. This form needs to be submitted prior to the first of the month for this to be deposited into your updated account for that pay period. The direct deposit authorization form should be turned in directly to Human Resources.
• Side note: Teacher direct deposit changes cannot occur in the summer months.
   

What if I expected a direct deposit but nothing is showing up in my bank account?

• A variety of issues could have contributed to this error. Please email our helpful payroll coordinators (Jana Baker and Darya Cline) and a physical paycheck will be available for you to pick up once it has been verified by the bank. Payroll will notify you once verification has been received.
   

This is my first pay period working for USD 383. How do I view my pay and/or supplementals online?

• Congratulations on your new career with USD 383!
• Employee Service Portal directions
   

I do not have the supplemental job or overload pay I was expecting, what should I do?

• Supplemental positions that are outlined in the negotiated agreement should all be reflected in September pay. Exceptions to this would be supplemental jobs financed through discretionary funds and/or Building Leadership Teams. These jobs have not yet been set up as the negotiated agreement states that those positions do not need to be submitted to Human Resources until October 15^th
• Overload pay has been entered for all secondary staff. Elementary staff who are approved for overloads will be entered for pay beginning in October.
• Positions and overloads will be paid at the full rate pro-rated for the remaining length of the contract.
   

What if I believe my pay rate or hours worked are incorrect?

• Your first step would be to review your pay information in the Employee Service Portal and with your supervisor. If you believe there is a discrepancy in your pay rate, please contact the Human Resources office. If you believe there is a discrepancy in your hours worked, please contact payroll.
   

Did I get a raise?

• Pay increases will be reflected in September and retroactively paid for staff back to July 1st . Generally, Administrators, coordinators, managers, and classified staff that were employed after April 1st are excluded from this pay increase. 
   

What are all of these deductions from my paycheck?

• Deductions can be classified into two categories – mandatory and optional.
• Mandatory deductions include: KPERS, FICA, Li50, MEDD, SSD, and Federal and State Taxes.
• Optional deductions include elected benefits (insurance, 403 b, and KNEA dues).
• Side note: health insurance deductions start one month in advance

USD 383 Personnel

Welcome to the 2025-26 school year. Each district employee contributes daily to the success of our students. Thank you for the important work you do to build the foundation for success every day. Every adult in the organization is a role model in terms of both what you do and how you do it. Students mirror the example that is set for them, so never underestimate your influence on the students. Have a great year!

The Mileage Form for reimbursement for the 2025-26 school year is attached. The reimbursement rate increased to $0.70/mile. If the rate were to change during the fiscal year, which is likely to occur, the district will adjust accordingly and pay the Federal approved reimbursement rate.

USD 383 practices what is classified by the Internal Revenue Service (IRS) as an accountable plan for meal reimbursements and travel expenses, i.e. meal and mileage expenses. This means that all reimbursable expenses must be properly documented and submitted within 60 calendar days from the time the expense was incurred. This is an IRS regulation for having an 'accountable plan'. The benefit for employees of the organization is that under an accountable plan documented expenses can be reimbursed without being considered as income, and thus are not subject to payroll taxes. However, for us to maintain our status as an 'accountable plan' organization we are required to follow the criteria outlined by the IRS. The down side of this for employees is that if you fail to meet the 60-day window for submission, then the expenses are no longer eligible for reimbursement.

The district is an entity of the State of Kansas, thus lodging and meal allowances during work-related travel are governed by the Kansas Department of Administration’s Employee Travel Expense Reimbursement policies. A summary document published by the Department of Administration is included as an attachment and is available on the district website within the Business Operations section. In addition, a travel reimbursement form has been developed for employees use to document travel and meal related expenses. Expenditures in excess of the per diem guidelines will not be reimbursed, unless the overage has prior approval from district administration.

A recommended practice is to keep track of receipts and mileage while on a work-related trip and submit these to your supervisor for approval, upon your return. It is easy to get busy and forget to submit the documentation, and then you end up not meeting the 60-day submission window. Another suggested practice is to submit any expenses at the end of each calendar month, to avoid any chance of not meeting these requirements.

Additional reminders from the business department are to make sure any time you are involved in sales and/or fund raising that you keep a record of receipts and that any funds (cash, checks and financial records) are properly secured. Cash and checks should be deposited with the financial secretary or at least turned in to be secured if the sale or activity is to be ongoing for several days or weeks. At no time should funds be left in a classroom or office area. Please be diligent in the handling of funds throughout the year.

One final item is that district funds are not to be utilized for any type of gift or cash cards. There is no means of accounting for how the gift/cash card is expended and thus it may not meet the requirement of being for a legitimate educational purpose. The scrutiny of how school districts utilize public monies continues, and several audits are scheduled by the State of Kansas to review expenditures in specific funds. We always need to be responsible stewards of public funds, therefore open-ended expenditures, like gift cards are not allowable.

I hope you have a great year and if we can be of assistance to you in the business/accounting office please contact us at the Education Center or via e-mail.

Andy Hutchinson
Director of Business Operations
Manhattan-Ogden USD 383
785.587.2000 ext. 1849

Mileage Reimbursement Form (July – December 2025)

Mileage Reimbursement Form (January – June 2026)

City to City Mileage Chart

USD 383 Building to Building Mileage Chart

• Donation Form

View list of Kansas retailers sales tax exemptions. Find out about requirements on state sales tax for items purchased for resale. 

• KS Retailers Sales Tax Exemptions

Procedures for Purchasing Team Shirts

Each year coaches and sponsors and other school personnel work with vendors to purchase team shirts and other items for their teams. The following process standardizes the way in which these purchases should be made so that sales tax is paid by the student purchaser and does not become an obligation of the school district. The school district does not want to pay sales tax on an item that has already been taxed. So, the following procedure has been established so that sales tax will be paid only once—at the point of purchase—by the student.

1. Coaches/sponsors meet with the vendor and select a design and style of shirt.
2. Coaches/sponsors shall obtain an official quote for the individual selected item. This per unit dollar figure should be THE ACTUAL AMOUNT OF THE ITEM, PRIOR TO SALES TAX.
3. Then, multiply the total amount for the order by 7.55% to get the amount of sales tax owed.
4. This calculated sales tax is added to the total order amount.
5. Then, take this total and divide it by the total number of students purchasing shirts to get the amount students pay including sales tax for their team shirt.
    

The following example should make this process clear:

• Official quote for 24 shirts is $10.00 per shirt.
• Total amount of the order is $240.00 (24 shirts x $10.00)
• To figure sales tax, multiply $240.00 x 7.55% = $18.12.
• Add $240.00 (total cost of shirts) + $18.12 (sales tax) = $258.12
• Divide $258.12 by 24 (to get individual, per unit cost) = $10.76
   

In this example, each student should write a check to USD 383 for $10.76. Coaches should collect these checks and give them directly to the School Financial Secretary on a daily basis for deposit. Checks may not be written out to individual coaches. Coaches should not hold these checks for any period of time.

The proper handling of this procedure is crucial to the timely and appropriate use of student’s money and USD 383’s required financial processes. Coaches should follow this policy with precise care to ensure that all legal requirements are met. Any questions about this process can be directed to the Athletic Director, School Financial Secretary, or to Business Operations (785-587-2000).

Accounts Payable 

Invoices are used to pay purchase orders. Invoices will have certain characteristics such as:

• Invoice Number
• Date of Shipment/Invoice Date
• Quantity and Description of Item
• Price/Total (including shipping & handling charges)

Invoices should also note any backordered items.

Packing slips and statements are too vague for use to pay a purchase order. Often they do not include shipping & handling, or a description of the item.

Some invoices will be included with the shipment. Be sure to check to see if there is an invoice or packing slip in the shipment.

Send the invoice to the Accounting Office. Please write the PO# on the invoice, if it is not listed. Also, if the PO is to be closed (liquidated), please make a note of this on the invoice.

The Business Operations team works to facilitate best practices in the procurement of goods and services necessary for the effective and efficient operation of USD 383. The Department ensures all funding sources for such goods and services are expended within the regulations and guidelines mandated by the Department of Education, the State of Kansas, as well as adhering to internal controls. Business Operations executes the bidding process in its entirety, processes District purchase orders, and maintains the vendor database.

Questions? 

• Andy Hutchinson – Director of Business Operations
• Jaime Gregory – Budget & Grants Specialist

Bids will be added to the USD 383 Business Operations website page under the Purchasing and Bids drop-down.

To sign up for bid notifications, please fill out the sign up form. You will be added to a group using our communication tool, ParentSquare. You will receive an instant notification email. 

Current Bids

WW-PROJECT 25-1370

MT-PROJECT 25-1368

LEC-PROJECT 25-1369

AMS-PROJECT 25-1367

Frequently Asked Questions
 

How often does the district put out bids?

• The timeline for bids depends on the type of projects. Annual supply bids are put out in the late spring. Construction bids are put out in the fall or winter. Bus bids are put out in May. Other equipment and vehicles are put out throughout the year.
   

What do I need to do if I want the district to try out my product?

• You may call the purchasing department to schedule a product demonstration. However, it is not the practice of the district to "try out" products (ie. toner cartridges) under an open invoice. PO's must be obtained for all products before ordering.
   

When are payments issued?

• Payments are approved at the Board of Education meetings held the first and third Wednesday of the month, and sent out the following day. Bills are due to the Accounting office two weeks prior to the meeting.
   

Who do I contact with questions about a bid?

• USD 383 tries to promote fair and open competition to all vendors. If you feel a bid has specifications that are unclear or promote unfair competition call the Budget and Grant Specialist at 785-587-2000 as soon as possible. The sooner a question arises, the sooner the problem may be resolved and an addendum may be issued.

Professional Development Travel Guide

Step-by-Step Travel Planning Guidance

Prior to approval:

• Submit this form at least four weeks before the registration deadline.
  • Include a “Travel Request” worksheet and Conference/Training agenda or link.
  • Review the State of Kansas “Employee Travel Expense Reimbursement Summary” trifold.
• Submit the documents to your designated building/program administrator for initial approval.
• The building/program administrator shall forward documents to the appropriate district-level administrator.
• Final approval must be obtained from the Assistant Superintendent or Superintendent before making any travel arrangements.
   

Following approval:

• Licensed Professionals will:
  • Submit information via Frontline to ensure activity is added to professional development transcript.
  • Follow building procedures to request substitutes, as needed.
• Work with the financial office professional at your building/program to 1) complete your conference/training registration, 2) enter requisitions for financial obligations, and 3) make applicable reservations for airfare, hotel, and/or vehicle (district/rental).
   

During travel:

• Save receipts for ALL travel-related expenses.
• Save receipts regardless of whether you paid the expenses yourself or used a district purchasing card.
   

Following travel:

• If you used a district purchasing card, submit a Card Center requisition with original receipts.
• If you paid for authorized travel expenditures yourself, complete a “Travel Reimbursement” form. Include a copy of this Travel Request form.
   

Professional Development Travel Request Form

Professional Development Travel Request Cost Worksheet

Travel Reimbursement Form

State Employee Travel Information

Manhattan-Ogden USD 383

Local and Online Purchasing Processes

When purchasing from the following local and online vendors, please use the following guidance. Contact the Budget & Grant Specialist in Business Operations if you have questions or need support.

Staples

1. Utilize Staples Advantage rather than make purchases at the local Staples store. If you do not have login information, contact the Budget & Grant Specialist. Access is limited to office professionals and administrators.
2. This process requires an RPO/PO number and follows an approval process through Business Operations. Tax exemption is automatically applied.
3. If Staples Advantage doesn’t have what you need and you need to purchase at the local store, Staples will only allow employees with a district-issued purchasing card to make tax exempt purchases.
4. Employees will not be reimbursed for sales tax on pre-approved purchases that did not utilize Staples Advantage or a district-issued purchasing card.
    

Wal-Mart

1. Wal-Mart has a tax-exempt card that must be used with a district-issued purchasing card. WalMart cards are issued by Business Operations.
2. Employees will not be reimbursed for sales tax on pre-approved purchases that did not utilize the Wal-Mart tax exempt card and a district-issued purchasing card.
    

Amazon

1. Only the district account should be used for purchases from Amazon. Every building/program should have at least one person with access to our account. Individuals, buildings, and/or programs should not have separate accounts.
2. Tax exempt status and free shipping (on most purchases) are included in our account.
3. Purchasing process:
   1. Identify items.
   2. Enter a requisition (RPO) in the district accounting system (Alio/Skyward).
   3. Enter the RPO number when submitting an order to Amazon.
   4. Employees will not be reimbursed for sales tax or shipping on pre-approved purchases that did not utilize the district Amazon account.
       

Dillon’s and Hy-Vee

1. The district has accounts at both stores, which include our tax-exempt status.
2. Purchases must be made with store-specific charge cards, which are issued by Business Operations. Neither store accepts purchase orders (POs).
3. District-issued purchasing card holders may be able to use tax-exempt status if you ask. Be aware that cashiers may not be familiar with tax exempt procedures. We highly recommend utilizing store-specific charge cards.
4. Employees will not be reimbursed for sales tax on pre-approved purchases that did not utilize the store-specific charge card.

To: USD 383 Personnel
Re: Purchasing and Employee Reimbursements
Date: 2025-26 Academic Year (FY26)
From: Business Operations

All purchases utilizing district funds are to have prior approval, and employees are expected to use requisitions and district purchase cards for purchases that support educational purposes and programs. If an employee makes a pre-approved purchase using personal resources, any request for reimbursement must be submitted within 60 calendar days of the purchase, or it will not be reimbursed. Full detailed documentation of the purchase must be submitted in support of any requisition for reimbursement. If an employee fails to follow proper procedures, they assume the risk of becoming financially liable for the expenditure.

USD 383 practices what is classified by the Internal Revenue Service (IRS) as an accountable plan for reimbursements for all employee work related expenses. This means that all reimbursable expenses must be properly documented and submitted within 60 calendar days from the time the expense was incurred. This is an IRS regulation for having an 'accountable plan'. The advantage as employees of the organization is that under an accountable plan, documented expenses can be reimbursed without being considered as income, and thus are not subject to payroll taxes. However, for us to maintain our status as an 'accountable plan' organization we are required to follow the criteria outlined by the IRS. The downside of this for employees is that if you fail to meet the 60-day window for submission, then the expenses are no longer eligible for reimbursement.

A recommended practice is to request and keep track of detailed receipts for work-related expenditures and submit these to your supervisor for approval, when you return to work. It is easy to get busy and forget to submit the documentation, and then you end up not meeting the 60-day submission window. Another suggested practice is to submit any expenses at the end of each calendar month, to avoid any chance of not meeting these requirements.

Please take note of the additional requirements for local and online retail purchasing. All district personnel are expected to be aware of and follow the procedures outlined for the specified local and online retail vendors. Failure to follow the outlined procedures can result in the employee not being reimbursed and/or being financially responsible for the purchase.

Andy Hutchinson

Director of Business Operations

Manhattan-Ogden USD 383  

785.587.2000 ext. 1849