Quality School Admin Software Support and Service

Technical Support Provider in Illinois

Keeping Your Management Software Running Smoothly

Stapleton & Associates is a trusted technical support provider and software developer based in Illinois. Serving educational institutions in and around the area, we offer comprehensive solutions to your financial and administrative management problems. The software we develop is specifically designed for Illinois School Districts. It handles full reporting to the Illinois Teacher Pension System and the Illinois Municipal Retirement Fund Pension System .

Make Us Your Technical Support Provider

Upgrade the way you handle your school’s financial and administrative departments through AIMS. Make Stapleton & Associates your preferred technical support provider and software developer today. For further inquiries about our company and the technical support services we offer, contact us. Mike Stapleton and the rest of our staff are more than happy to help you out.

Hours of Operation

Monday to Friday

8:00 AM - 5:00 PM

AIMS Software

Financial System

Accounts Payable

PCARD Interface allows entry and tracking of credit card payments.
Various open Purchase Order reporting.
Allow printing of 1099 Miscellaneous Income forms.
Online direct vendor input.
Alpha Vendor Look-up maintenance, P.O. maintenance and payment selection.
Unlimited payment line items.
Ability to post to miscellaneous vendors.
Manual check listing.
Invoice Tracking.
Vendor maintenance tracks current fiscal year, prior fiscal year, calendar year balance and next processing period.
Allows vendor, purchase order and account maintenance from payables input screen.
Allows account balance check.
Look up invoices previously entered for payment.
Fixed Asset interface.

Auto Check Reconciliation

Interfaces to data from financial institutions.

System maintains all checks generated on the computer.
Outstanding and Redeemed Registers.
Handles up to 99 different bank accounts.
Can process electronic data from financial institutions.

Budgetary Accounting

Online direct budget and ledger input.
Online chart of accounts modifications.
Account descriptions and headings user defined.
Generates annual budget and financial statements.
Provides a full range of budget reports, which can be drawn on any of the digits in the account number structure.
Allows budget preparation for next fiscal year.
Provides central, building and department administrators specific reports for their use.
Provides ISBE electronic transmission.
Provides user created Budget Reports.

Fixed Assets Tracking

Tracks assets and their depreciation value and interfaces to Accounts Payable.

GASB 34 Compliant.
Defines item by make, model, class and quantity.
Data generated by room, department and building.
Produces data collection worksheet.
Calculates depreciation from acquisition

General Ledger

All financial modules hit budgetary and/or general ledger. This includes accounts payable, payroll, purchasing, investments, journal entries, benefits, etc.

Complete fiscal audit trail by account number.
Complete monthly audit trail by account number.
Provides a complete set of reports by fund included in a statement of position.
Allows posting to next cycle (month & year) before current cycle is closed.
Full inquiry and print of G/L detail information.

Invoice Tracking

Informs the user if an invoice, that has just been entered, has been already paid, pending to be paid or has never been entered.

Alerts user of possible duplicate payment.
Ability to query invoices from A/P entry screen.
Provides invoice reports by invoice number, vendor and date.

Purchase Order Requisition

The system checks for budget availability at the time of input and will disallow a charge to a budget without adequate funds.

Checks line item budget available.
Requisitions entered at the building level.
Interfaces to Warehouse and P.O. System.
Allows Central Office, Building and Department approval.
District defines what specific accounts a user can access.

Purchase Order Tracking

Looks up open purchase order items either charged to an account or posted against a specific vendor.

Tracks original entry.
Tracks full or partial payments.
Tracks any modifications made.

Warehouse/Inventory

Tracks Inventory with all data easily accessible at the computer terminal through online interaction and up-to-the-minute reporting.

Ability to be used for text book distribution and tracking.
Users can requisition warehouse inventory.
Calculates cost averaging.

Human Resources System

Personnel Database

A database containing pertinent information for each individual employee.

System handles personal demographic data.
Alpha look-up feature is available.
Tracks positions and multiple assignments.
Tracks years of experience in and out-of-state.
Maintains Degrees, Majors and Minors.
Tracks Licenses and Certificates, as well as endorsements.
Generates Educational Background Report.
Produces ISBE Employee Information System (EIS) Report.
User defined data screen.
User input at development time.
Provides Performance Evaluation (PERA) Tracking and Reporting

Personnel History

Allows tracking an employee’s Academic and Job/Classification History.

Ability to track continuing education and CPE’s.
Tracks courses, universities, grades and credit hours.
Tracks employee job history with salaries with district.

Contract Negotiation

Allows administration to produce cost projections based on proposals or anticipated proposals for employees groups.

Scattergram creation and reporting.
Creation of “What If” salary schedules using indexing, increments and percentage calculations.
Cost projections of each proposal.

Salary Verification

Provides an efficient way to enter Contract/Salary information for all employee groups without updating the live files until contract payment begins.

Ability to print contracts for employees.
Allows for multiple salary schedules.
Automatically loads contract into P/R System.
Creates Salary and Benefit Budgets.

Employee Attendance

Provides detailed and summarized tracking of all time taken away from school by district employees.

Interfaces to Personnel System and Payroll Systems.
User defined codes available to track reasons for leave.
Tracks when any leave time was used.
Screen or print complete transaction detail by employee, group or building.
Can create leave policy file to automatically accrue all leave time based on each employee’s code.
Can automatically increment data fields (i.e., years experience, step & lane, etc.).
Internal calendar allows tracking for the day of the week that leave occurs, including analysis of individual employees as well as employee groupings.
Simple correction maintenance with full audit trail.
Produce detail of summary information for screen inquiry or reports.

Substitute Tracking

Track substitute teachers subbing for a specific teacher or for those not subbing for specific teachers. Produces P/R period information.

Tracks who substitutes for which staff member.
Tracks the number of days a substitute has worked (i.e. TRS Report).

Payroll System

Payroll Database

P/R system designed for Illinois School Districts.

System handles annual contracts, supplemental contracts, salaries, and daily pays or hourly personnel.
Automatically calculates, distributes and rounds all contracts and pensions.
All payroll personnel are online at all times in single and multi-district users.
Alpha look-up feature is available in all maintenance functions.
Single entry eliminates all errors caused by multiple entry systems.
Void automatically adjusts all P/R and G/L data just by entering check number.
Meets all Federal, State and Pension mandates.
Tracks flexible benefits.
Unlimited earnings distribution.
Unlimited pay rates, contracts and job assignments.
Unlimited voluntary deductions.
Payroll codes look-up assistance.
Full screen edit features.
Allows as many trial payroll runs as necessary before updating files and check generation.
Electronic file generation for all State and Federal agencies.
Interface to optional Personnel System.
Direct Deposit capabilities.
Ability to automatically generate A/P liability checks.

Direct Deposit

Allows employees to have their checks deposited electronically into their bank account.

File created in NACHA format.
Provides a pre-note for all employees for initial installation or bank change

Extensive Payroll History

Tracks all gross to net data for each check.
Tracks all G/L accounts for salary and benefits.
Tracks marital status, exemptions at time of each payroll transaction.

Extra Pay

Allows the preparation and input of additional pay.

Data for payment can be entered on a daily basis.
Accumulates for pay period.
Ability to be used at multiple school locations.
Ability to validate prior to P/R import.
Associates G/L to job assignments.

Insurance Tracking

Maintains employee and employer share on one screen.
Can run stand-alone or interfaced directly to Payroll System.
Rates are built into tables allowing for global updating of all employees when premium rate changes are required.
Maintains a history of all insurance changes, amounts and plan formation.
Tracks insurance for inactive employees, COBRA covered persons.
Reports can be run by insurance carrier code (i.e., all HMO participants).
Reports reflect all persons covered – not just employees being paid.

Positive Pay

Fraudulent check alert.

All checks issued are transmitted to the bank.
Bank verifies against this file for issued/authorized checks transmitted when presented for payment.

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Stapleton & Associates

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Address

10s170 Suffield Dr.

Downers Grove, Illinois 60516

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Phone

(630) 542-7358

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Email

support@stapletonsupport.com