FY FINANCE ROUNDTABLE MAY 26, 2016 MANSFIELD ISD

PURCHASING WITH FEDERAL FUNDS - EDGAR EDUCATION DEPARTMENT GENERAL ADMINISTRATIVE REGULATIONS

 Micro Purchases are purchases from $0 to $3500  Quotes are not needed.  However the funds must be distributed equitably among qualified vendors. EDGAR - FEDERAL FUNDS MICRO PURCHASES

 Small Purchases are purchases from $3500 to $150,000, The District's and TEA’s threshold is $50,000  Quotes are needed and must be attached to your Requisition in Skyward.  Quotes can be obtained from phone calls to Approved Vendors, Vendor Catalogs, Vendor Website or an online search. You must keep written documentation.  We have a 3 quote form for you to use. EDGAR - FEDERAL FUNDS SMALL PURCHASES

 Purchases that will be over ( $50,000 ) $150,000  These purchases must be competitively bid.  These bids also require a Cost and Price Analysis, which means you have to know in advance what the cost will be within reason. (Educated Guess, Previous years history, etc.) EDGAR - FEDERAL FUNDS SEALED OR COMPETITIVE BID PURCHASES

 Do your research first.  Sole Source purchases should be used “only” if you have it well documented that the item is only available from one vendor.  Vendors must complete the MISD Sole Source Affidavit.  Purchasing must approve all Sole Source Vendors. EDGAR - FEDERAL FUNDS SOLE SOURCE PURCHASES

 Anyone who deals with Federal Funds must fill out a conflict of interest form, if there is or is not a conflict.  This includes, anyone who enters the requisition, approves the requisition, receives on the requisition or pays the vendor. EDGAR - FEDERAL FUNDS CONFLICT OF INTEREST

PURCHASING CONTRACTS & COMMODITY CODES

 If the vendor has a contract or bid number assigned in skyward please select from the drop down list and continue.  DO NOT USE A COMMODITY CODE WITH A CONTRACT NUMBER!  If the vendor does not have a contract number please contact purchasing before you enter the requisition. Vendors have to be approved.  Requisition should be entered as a YDA and then select the appropriate commodity code per line item.  If you notice anything weird about the contract (expired date has expired) please let purchasing know so that we can fix. CONTRACTS & COMMODITY CODES

 Skyward does not allow Commodity Codes on “Open” PO’s! CONTRACTS & COMMODITY CODES

PURCHASING WITH OPEN PO’S

 You can still use an Open PO, but we will now be requiring shopping list details on the PO.  For example:  If you are going to Sam’s, you cannot just say supplies. Please list the items you are going to purchase. Paper Plates, Cups, Water, Candy, Coffee, Snacks, etc.  Make sure the Object Code matches the items you are purchasing! OPEN PO’S

PDSA

What is it? The PDSA form needs to be completed when a policy has not been followed. For example: an invoice is received and a purchase order was not entered prior to a purchase being made PDSA FORM

Why do we need to complete form if we know that we made a mistake? CONTINUOUS IMPROVEMENT If we never assess the problem, then we cannot learn from it or create a solution PDSA FORM (CONT)

WHO NEEDS TO COMPLETE IT? The person who made the mistake PDSA FORM (CONT)

WHO SIGNS IT? The person who made the mistake The principal / supervisor WHERE? At the Bottom of the form PDSA FORM (CONT)

Where can I find it? It will be posted under the PowerPoint of today’s meeting on the Business and Financial Services website training tab PDSA FORM (CONT)

END OF YEAR

 Extra Duty Timesheets submitted  Paper Paraprofessional Timesheets submitted  All True Time Timesheets submitted PAYROLL

 Completed Open PO Report signed and scanned with any explanations of outstanding invoices  Patsy will final Open PO Report 06/03  If you want an additional open PO report at anytime, Patsy Fellers with your org code.  Deadlines  Travel Deadline is July 14, 2016 ACCOUNTS PAYABLE ES & ISMS, HS & Dept. Receive on POJune 9, 2016June 30, 2016 Submit all invoices / back up documentation June 15, 2016July 14, 2016

ACTIVITY  Fundraiser Recap  1290 Report *  Payroll Reports *  Sales Tax  Activity Account Reconciliation (HS)  Negative Accounts (All Fund Report) * * Chelcie will send to you via .

RISK MGMT.

EXIT TASK: BUILDING EXIT CAMPUS/DEPARTMENT SECRETARY BEGINS EXIT TASK; COMPLETES EXIT FORM CAMPUS/DEPARTMENT HEAD APPROVES EXIT AND INDICATES REHIRE STATUS JULIE STARTS HR PROCESSING: ROSTER; POST EMPLOYEE EXIT INFORMATION: BUILDING EXIT FORM IPAD TURN IN INSTRUCTIONS EMPLOYEE EXIT SURVEY CAMPUS/DEPARTMENT SECRETARY COLLECTS MISD PROPERTY AND APPROVES BUILDING EXIT FORM ( AUTOMATICALLY SENT TO LT. MINTER)

EXIT TASK: BUILDING EXIT  Form is documented in their digital employee file  Notifies police to deactivate their key card  Helps ensure that we collect district property

ELECTRONIC LORAS  100% complete!  Phoenix Academy  Alice Ponder  Tarver-Rendon  Glenn Harmon  Roberta Tipps  Louise Cabaniss  The Center  Dept Instr./Curr.  Natatorium  Assess. & Account.  Payroll  Communications  Athletics  Foundations/Grants District wide 57.45% complete

 Budget Requisition Cut off (MS, HS, & Depts) is  461 Skyward PO cut off is  Bank reconciliation due  Except those ES & IS that are in Skyward  Finance Roundtable is  Sales Tax form due (prefer to get with reconciliation or as close to the beginning of month as possible) REMINDERS FOR MAY & JUNE