Finance Round Table Training October 20, 2016 Please download Kahoot Finance Round Table Training October 20, 2016 Please download Kahoot! app or go to kahoot.it on your phone

Introductions

Announcements Auditors will be in the district the next three (3) weeks October 24-28 October 31-November 4 November 7-10 Account Code Flip Charts have been sent to the copy center for processing Will be delivered soon to every campus/department

Skyward Conference Recap Something cool that was learned? Best session? Worst session? What processes do we need to improve? Upcoming changes (Goal of December) Training on Data Mining in the Web Online Budget Transfers

Responsibilities Campus and Department Secretary/Bookkeeper’s responsibility to communicate between Business Office and Campus/Department Training and Help Contact us for on-going training, questions, or general feedback Quarterly Meetings – December, March/April, June Round Table format Input on Topics, at end of each meeting and surveys

Purchasing Purchase Requisitions need to be entered into Skyward for everything possible Merchandise must not be ordered from a vendor until the PO has been approved by both the Principal/Director and Business Office Kelly McCann and Jeffri/Ed are approvers in the BO for POs Purchase Orders are used prior to making purchases POs cannot be entered after a purchase is made or after an invoice is received (auditors review dates) CH (LOCAL) – Board Policy on Purchasing and Acquisition Mark POs as Received in Skyward as soon as items are delivered

Purchasing General Guidelines POs are required for all purchases over $100.00 and for all purchases using Federal Funds Purchases over $1,000.00 should be purchased from an approved vendor on the Hutto I.S.D. approved vendor list (BuyBoard, TCPN, etc.) or by obtaining 3 quotes Purchases over $50,000.00 will require Board approval

Purchasing When to use a Purchase Order (PO) Do you want to make a purchase? Yes – Complete a PO in Skyward prior to purchase Have you already made a purchase? Yes – Do you have a PO number? Yes – Purchase Approved No – Purchase was not approved No – Use quote or estimated amount and complete a PO in Skyward prior to purchase Do you have an invoice for goods or services? Yes – Do you have a PO? Yes – Send invoice with PO number to Accounts Payable No – Complete a Check Request in Skyward and send invoice to AP No – Contact vendor for copy of the invoice VERY IMPORTANT AT END OF FISCAL YEAR!!!

Purchasing Unauthorized purchases (purchases prior to securing a purchase order) will be held personally liable for payment of such agreement – CH (LOCAL)

Vendor Credit Cards Credit Cards will be checked out from the Business Office once a PO is approved Credit Cards available in the Business Office: HEB Wal-Mart Return Credit Cards as soon as possible so others can use them

District Master Cards Do not use for supplies, Wal-Mart, HEB For purchases using Master Card, please make PO payable to MasterCard – Wells Fargo District Master Cards available for check out for use – recommended to not check out campus card to staff 15 cards available (Hutto ISD 1-15) Used for per diem checks when appropriate Required to return all receipts

Online Check Requests In Skyward – BO will no longer accept paper check requests for approval Invoice number should match what is on the invoice or should follow guidelines in our procedures (on BO website) Example HHSmmddyy BO approvals for Check Requests are by AP User (Sheryl) and Jeffri/Ed Do not enter check requests for MasterCard PO overages (different process) MasterCard receipt form on website Write the Skyward check request number on Invoice and send to AP

Accounts Payable ***Cut-off for check requests to be to AP is Tuesday, 5 pm*** Electronic request approved by principal/director Hard copy of invoice to AP Checks are cut on Wednesdays for ACH processing by Friday

Accounts Payable Scheduling New Vendors Contract vendors (game help, Fine Arts technicians, SROs, etc.) will be paid in Week 3 Employee reimbursements will be completed in Week 4 If you need a check on a specific print date, please put a note in Skyward and a post-it note on the invoice so it can be pulled and processed sooner Please plan ahead as much as possible New Vendors If you are using a vendor with no W-9 on file, contact the vendor for a current W-9 and forward to Kelly Make sure you select the correct vendor name and address

Travel Hotel PO to MasterCard to reserve and to check-in at the hotel Use GSA rates for allowable hotel rates www.gsa.gov/perdiem Itemized receipt is required upon return. Charges must be detailed to show no state occupancy tax or personal charges were paid Do not book through money-saving hotel websites such as Hotels.com, Trip Advisor, Travelocity, Hotwire, etc. These sites cannot provide itemized receipts or tax exempt status

Travel Registrations Mileage PO to vendor for registrations and forward invoice to AP for payment PO to MasterCard for registrations Check Request to vendor should include copy of the completed registration form to mail with check Please attach list of students, when applicable Mileage Attach print out from MapQuest or GoogleMaps from campus (not home) to the address of the event Reimbursed at IRS rate

Deposits Fill out deposit bags correctly Use coin bags for large amounts of coin Separate deposits: 1 bag = 1 deposit slip Reconcile your deposits that were sent to the bank to what was posted on your accounts Do not bring uncounted cash to Business Office, unless for storage Bring for storage in vault over long weekends, Thanksgiving Break, Christmas Break, Spring Break, etc.

Safes on Campus Money pending deposit should be kept in a safe on campus Not locked in drawers or taken home Do not send money with students between teachers and the office Who needs a safe? Condition of safes? Do safes have drop slots?

Fundraisers Fill out “Fundraiser Authorization Form” correctly and send to BO Mark whether the fundraiser is taxable or non-taxable Include appropriate descriptions *If you are depositing funds from a fundraiser, please attach the “Fundraiser Authorization Form” to Deposit slip If it is normally taxable, but one of your two tax-free, we may not know unless this form is attached

Payroll Processing Extra Duty Sheets – MUST BE TYPED Use name as it is listed in Skyward, must be typed Use last 4 of SSN for identification Descriptions are mandatory One week per sheet Please do not send in Monday on one sheet and Friday on another Time worked for normal duty or same job should be kept through TrueTime, not turned in on an Extra Duty sheet

Payroll Processing Time Sheets – True Time Procedures in your office to monitor time sheets and submit in a timely manner If not submitted, Campus needs to contact staff to submit If not submitted or if not correct, may result in incorrect pay to staff Employees should be clocking in and out daily Emails are going out to principals/directors weekly on employees who are not clocking in and out daily (Mondays for prior week)

Payroll Reports – Task Manager Task Manager reports Who is having issues with automated payroll reports?

Upcoming Round Table Topics Data Mining in Skyward (December) Online Budget Transfers in Skyward (December) 16-17 Budget Amendments (December) 17-18 Budget Planning and Process (December) Facility Usage/Rentals (topic suggested from last year) – possible stand alone training AESOP (topic suggested from last year) – possible stand alone training EOY Luncheon (June)

Pull out your Phones! Open Kahoot! App or go to kahoot.it

Business Office Contacts Ed Ramos – Deputy Superintendent x 1005 Approve POs, Approve Check Reqs, Facilities, Unresolved Items Kelly McCann – Administrative Assistant to Deputy Superintendent x 1006 Purchasing, Approve POs, Add vendors to Skyward, Facilities Jeffri Orosco – Director of Finance x 1012 Close POs, Approve POs, Approve Check Reqs, MasterCard statement/issues Victoria Melton – Financial Specialist x 1019 Deposits, RevTrak, Account codes, Skyward access Sheryl Rich – Accounts Payable Specialist x 1018 Accounts Payable, Approve Check Reqs, set Employees up as Vendors Sharon Bunge – Payroll Coordinator x 1014 Payroll, TrueTime, Extra Duty, TRS Reporting Elizabeth Polasek – Payroll Specialist x 1010 Payroll, TrueTime, Extra Duty, Verification of employment Sandy Williams – District Receptionist x 1011

Thank You!!!