Business Services Overview

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Department Overview

Welcome to the Jackson Public Schools' Business Services.The purpose of Business Services is to support the instructional programs of the district. This includes serving the needs of all students and employees of the district as well as ensuring all taxpayers of Jackson that a dollar's worth of goods or services is received for every dollar expended.

We hope our pages provide the information and assistance you need about the business operation of Mississippi's third-largest school district. Should you have any questions or require additional information, please see the Business Services contacts page for names, fax numbers, phone numbers, and e-mail links for each division of Business Services.

Finance Department

When the public thinks of the Jackson Public School District, they think of our nearly 18,000 scholars who are offered quality education on a daily basis. However, in order to support the instructional process, a business operation must exist. In addition to educating the third-largest student population in the state, JPS is a huge business with a total budget of $308 million and nearly 3,800 employees. The District ranks fourth in the Jackson-Metro Area in total number of employees. It is the job of the Business Services to administer the receipt and expenditure of all the funding related to the district's operation, which includes the Financial Services functions (Accounts Payable, Employee Benefits, Payroll, and Fiscal Accounting), and the Internal Services functions (Purchasing and Budget).

During the summer months, Business Services is involved in preparing for the upcoming school year and readying records for the annual audit, which is conducted either by the State Auditor's Office or a private accounting firm. Because the District operates on a fiscal cycle that begins July 1 and ends June 30 of the following year, approval of the budget is paramount before expenditures for the forthcoming year can begin. Hence, it is during the summer that the purchasing function is in "full swing", seeing that the needed items are purchased and delivered in time to coincide with the beginning of the school year. As soon as the school year ends, the accounting department begins to finalize the process to ensure that the books for the previous year are satisfactorily closed while looking to the future concerning transactions, which begin July 1 of each year. All areas of the Business Services prepare reports of year-end activity for the Board of Trustees.

Finance Subdepartments

Accounts Payable

Once commodities/goods/services are satisfactorily received in the schools or administrative offices from vendors, signed and dated copies of the same document (Purchase Order/Proof of Delivery–POD) which was used to place the order are then used in the accounts payable process. There are checks and balances inherent in the process to ensure that all vendors are paid accurately and in a timely manner for all commodities, goods, and services provided.
Travel Request, In-District Mileage, and Travel Reimbursement forms are submitted with valid budget strings, supporting documentation, supervisor signature, and if applicable, the funding division approval signature to the Accounts Payable Department. All travelers are required to submit a Travel Direct Deposit form with a voided check for reimbursement.

Employee Benefits

The Board offers a Cafeteria Plan to all District personnel, which includes medical coverage, dental plans, and other opportunities. Additionally, employees of the District have the opportunity to choose from twenty-three approved vendors that specialize in tax-sheltered annuities, nine other insurance vendors that offer a variety of coverage with group rates, and other services that can be purchased. For a full description of employee benefits, please see the Benefits page under Talent Management and Development.

Fiscal Accounting

The accounting function incorporates a cash management system of the District's funds to maximize interest earnings. This includes the use of sweep accounts and repurchase agreements to ensure that the taxpayer's dollars earn the maximum interest possible and that they do not remain idle. JPS utilizes computerized, full-service financial and cash management services from one of the two largest financial institutions in the city. Other fiscal responsibilities of the accounting area include the administering of funds for federal projects, lunchroom funds, activity funds in the schools, and all other general funds of the District. Business Services must maintain accurate records in order to reconcile bank statements and prepare financial statements as required by the Board of Trustees, as well as state and federal regulations.

Payroll

Budget Office

Mission

To serve as the centralized budgeting component for Jackson Public Schools, through the appropriation of essential funding to schools and departments for the district’s priority in educating Scholars. As we are successful in fulfilling these responsibilities, we support the mission of JPS to develop scholars through world-class learning experiences to attain an exceptional knowledge base and the necessary dispositions for great success.

Vision

The Budget Office will establish and coordinate a cooperative partnership with the budget holders, schools, departments, and senior leadership team. This partnership will assist in providing our JPS Community with our shared commitments to our scholars, regardless of their background, ability, or zip code for a high-quality education.

Excellence for All: Strategic Plan

Commitment #4 Organizational Effectiveness

Essential Functions and Activities

Maintain fiscal responsibility from the central office to the schools and departments in our district.

The budgeting process is a year-round process that involves many stakeholders.

Major budget activities which include planning, preparation, adoption, approval, implementation, review and assessment

Budgeting is an invaluable tool for both planning and evaluation. School Districts are required to budget by operational unit (school location code).

Training/Communication from central office to schools and departments

The Education Enhancement Fund Procurement Card Program is appropriated for classroom supplies, materials and equipment for EEF Cardholders to support the overall goals of the school.

The Budget Office will exemplify equity and excellence while building relationships with all clients we encounter through JPS.

Procurement & Travel Department

Overview

The JPS Procurement, Purchasing & Travel Office supports student achievement by ensuring employees have the resources and approved travel opportunities necessary to advance the District’s mission.

Ethics Statement

As a governing agency, Jackson Public School District adheres to strict laws, rules, and ethical practices when procuring goods and services and managing official travel. District employees do not accept personal gifts from suppliers, vendors, or service providers, nor do they conduct purchasing or travel transactions for personal benefit. Our goal is to obtain the maximum value for every dollar spent while ensuring transparency, accountability, and compliance with applicable laws and policies.

The office has three primary responsibilities:

Responsibility to all scholars, schools, and administrative departments: Procure necessary supplies, furniture, equipment, services, and approved travel arrangements in the required quality and quantity when needed.
Responsibility to taxpayers: Secure approved goods, services, and travel accommodations at the best possible value while maintaining records that demonstrate compliance with applicable laws, regulations, and board policies.
Responsibility for travel management: Coordinate and monitor employee travel to ensure expenditures are reasonable, necessary, properly authorized, and aligned with District objectives and professional development goals.

Travel Services
Guidelines and Procedures

Travel Services

The Travel Office assists employees with approved business travel, including:

Conference and training registrations
Hotel and lodging reservations
Airfare and ground transportation arrangements
Travel reimbursements and expense reporting
Compliance with District, state, and federal travel regulations

All travel must receive appropriate approval prior to booking and must comply with District travel procedures and budget requirements.

Guidelines and Procedures

As a governing authority, the JPS Procurement, Purchasing & Travel Office operates under the following procedures and guidelines:

JPSD School Board of Trustees Policy Handbook, Section D – Fiscal Management
Public Purchasing Statutes as contained in Section 31-7-13 of the Mississippi Code of 1972, as amended
State Auditor's Office Handbook and Department of Finance and Administration (DFA) regulations
Federally Funded Standards and Guidelines
House Bill 1109, effective January 1, 2018
Senate Bill 2024, effective July 1, 2021
Senate Bill 2371
U.S. General Services Administration (GSA) – Provides federal per diem rates for lodging, meals, and incidental expenses
Mississippi Department of Finance and Administration (DFA) – Provides state travel regulations, reimbursement guidelines, and travel policies
Applicable state and federal travel regulations and reimbursement guidelines

Pledge to Prioritize Jackson Business

Jackson Public Schools (JPS) is dedicated to supporting businesses within the City of Jackson. These local businesses are crucial to the success of our students and schools. JPS will endeavor, whenever possible, to procure goods, professional services, lodging, meeting facilities, and other travel-related services from qualified companies within the City of Jackson. However, in our commitment to supporting Jackson businesses, we will not compromise on quality or agree to noncompetitive terms or inflated pricing. We pledge to prioritize Jackson businesses whenever practical while ensuring excellence, fairness, and fiscal responsibility in our procurement and travel processes.

Quick Links

Bidder Mailing List Request Form (PDF)
Purchasing Guide (PDF)
Prioritize Jackson Businesses Spreadsheet: This link helps prioritize Jackson Businesses. Attached is an Excel spreadsheet showing the Jackson businesses and their services.
Vendor Intake Form Request

EEF Procurement Card Information

EEF Cardholders may receive a procurement card to provide access to the Education Enhancement Funds as authorized by Mississippi Code §37‐61‐33(3)(iii) that will be utilized to make financial commitments on behalf of the State and Jackson Public Schools. The Cardholder agrees to accept the responsibility for the protection and proper use of the EEF Procurement Card in accordance with the terms and conditions of the Teacher Cardholder Agreement in effect.

EEF Cardholders, please see your Lead Administrator/ Building Principal to sign your Teacher Agreement and sign for your card.

The EEF Procurement Card will have an initial amount available, and that amount will decrease as purchases are made.

If you don’t think that you should receive a card and received one, contact Paxton Green at (601) 960-8809 ext. 2376.

EEF Cardholders are responsible for keeping receipts for five years along with lesson plans that are related to EEF purchases.

EEF Purchases should be for instructional purposes in the classroom for scholars.

All equipment purchased with the EEF Card shall become property of Jackson Public Schools and the JPS Donation to Department/School Form must be completed. A copy of the donation form must be returned to the Budget Office immediately following the purchase.

The Budget Office strongly encourages EEF Cardholders to pay close attention to the guidelines of the Teacher Agreement.

EEF Cardholders state-wide will be audited and are responsible for paying back funds after auditing has been completed by the State Department of Education.

If an EEF Cardholder resigns from JPS, please make certain to return your card to your Lead Administrator/Building Principal immediately.