Finance quarterly training November 17, 2016

Education Foundation/Special Revenues Legal Q & A AGenda Field Trips Q & A P-Cards Purchasing Accounts Payable CADSTeam Budget Print Shop & RevTrak Education Foundation/Special Revenues Legal Q & A

Ginger Ramer/Deborah Nicholson Field trips q & a Ginger Ramer/Deborah Nicholson

FIELD TRIPS QUESTIONS?

VISA P-CARD Renee Chewning

PLEASE: Make sure all cardholders and prospective card users complete P-card PLEASE: Make sure all cardholders and prospective card users complete the Employee Compliance training PRIOR to the use of an imprint, campus, departmental or declining balance card Once the training is complete, please submit the Employee Card Agreement, signed by the employee and principal or department chairperson, to the P-Card and Travel Coordinator in Purchasing All cardholders and card users must be full time, Humble ISD employees

P-card (cont.) PLEASE: Review the VISA P-Card Approved Vendor list PRIOR to making any purchases with the P-Card Log In to Humble ISD Website Click on Departments Click on Purchasing Click on VISA Purchasing Program APPROVED VENDOR LIST This list is updated frequently - check often for new vendors

P-card (cont.) IF: A vendor accepts our purchase order, please continue to use the PO method of procurement A hotel is not referenced on the approved vendor list, please email the P-Card and Travel Coordinator a completed VISA Vendor Request form BEFORE: Requesting the addition of a vendor to the Approved Vendor List, please check the list for similar vendors that are readily available for P-Card purchases

P-card (cont.) WHEN: Using Fund 865, please make sure the vendor is referenced on the Approved Vendor List found on our website. REQUEST: Tax Identification information from the P-Card Accountant, Pam Widmier, at X8037

HOTEL RESERVATIONS WITH P-CARD: P-card (cont.) HOTEL RESERVATIONS WITH P-CARD: Please use the VISA P-Card to make and hold reservations When making the reservation, please use the traveler’s imprinted card OR the campus or departmental card that will be used during the stay Please do not use an imprinted card belonging to someone else or a campus or departmental card that will not be used for the stay When using the P-Card for hotel expenses, please make sure the traveler has: Imprinted, Campus or Departmental Card Texas Hotel Occupancy Tax Exemption Certificate State issued ID (Driver’s License or State ID) Humble ISD Badge

REGISTRATIONS WITH P-CARD: P-card (cont.) REGISTRATIONS WITH P-CARD: When a vendor (e. g. Region IV) accepts our purchase order, please continue to register workshop and conference participants using our standard PO method. When a vendor does not accept our purchase order for registration and the P-Card must be used for payment, when submitting reconciliation documentation to the P-Card Accountant, please include the information from the vendor referencing the “No PO” policy with the receipt.

These ONE TIME issues will be reviewed as the situations arise. P-card (cont.) EMERGENCY SITUATIONS: In emergency situation, when there is no other method of payment available except the P-Card, please contact the P-Card and Travel Coordinator to have the one time, emergency purchase reviewed and approved prior to using the P-Card. These ONE TIME issues will be reviewed as the situations arise.

OFFICE DEPOT DISCOUNTED PRICING P-card (cont.) OFFICE DEPOT DISCOUNTED PRICING To obtain discount pricing when using the P-Card at Office Depot please: Log in to: https://business.officedepot.com Log in to your account Set up cards OR Contact Tim Schroeder with Office Depot for information to link the P-Card to the Office Depot account so your campus or department will receive all applicable discounts, preferred pricing and tax exemption available to Humble ISD.

CONTROLPAY ADVANCED INFORMATION: P-card (cont.) CONTROLPAY ADVANCED INFORMATION: If your log in fails or you are locked out of ControlPay Advanced, please contact the P-Card and Travel Coordinator at X8046 to have your password reset. Please note: The P-Card and Travel Coordinator nor P-Card Accountant has access to passwords set up by ControlPay Advanced users. Please be sure to SAVE any information added to a transaction envelope or it will not retain the additional information for envelope approval or printing.

CONTROLPAY ADVANCED INFORMATION: P-card (cont.) CONTROLPAY ADVANCED INFORMATION: Please print the Transaction Envelope Report PRIOR to submitting the information to workflow. Please have this report signed by your principal or departmental chairperson. Please submit reconciliation documentation to the P-Card Accountant. Please contact the P-Card Accountant for any other reconciliation issues

WE WOULD LIKE TO SAY A BIG THANK YOU TO ALL OF THE CARDHOLDERS, CARD USERS, SUBMITTERS AND APPROVERS DURING THIS TIME OF TRANSITION TO THE VISA P-CARD. YOUR ASSISTANCE IS GREATLY APPRECIATED!

Purchasing Melinda Sappington

PURCHASING INTRO OF NEW STAFF RE-ORGANIZATION PURCHASE REQUEST FORM-BID REQUEST: Being Re-worked EXPANSION OF WEB SITE CONTENT FOR PURCHASING DEPT (Remember to Log-In)  Current Goods and Services list – shows all the approved vendors under a District Bid Links to Proposal Tabulations for certain District RFP's/CSP's Listing of Board Approved Contracts List of Approved Sole Source Vendors Listing/Forms for Conflict of Interest Procedure Memos Purchasing Forms – all in one place Site will continue to be updated to provide you the best support possible

PURCHASING METHOD-WHAT DOES THAT MEAN? QUOTES MUST BE CURRENT Purchasing (cont.) PURCHASING METHOD-WHAT DOES THAT MEAN? QUOTES MUST BE CURRENT Usually valid for 30 days- If you are using a cooperative make sure the vendor references the cooperative and contract number on the quote. ATTACHMENTS TO REQS Co-ops/Sole Source/Open Market To send the attachment to the vendor make sure to select the “Y” in the description box in the attachment screen (right side of page) if your PO is being sent via email the attachment (Quote– Region IV Registration Form, etc) will also be sent to the vendor with the PO. SHI Purchases – Make sure to include your email address under the shipping information in case they need to contact you or send you a confirmation email. Good practice on all requisitions entered to include a contact name and phone number in the reference field in the requisition.  

Purchasing (cont.) Half year clean up time. Please make sure and look at your requisitions to see if you have any in the rejected, created or allocated status. The following is the easiest way to check:   Go to your requisition entry page Enter your Dept./Loc code Enter Fiscal Year 2017 Click the green accept icon Click the browse icon (at top next to search) A listing of all your requisitions will appear. – Look at the Status column if they are not released or converted please look at them and see what action is required.

CHANGES IN MUNIS WHO TO CALL Purchasing (cont.) Requisition that require contract approval – Do not enter your requisition until your contract has been approved. Once the contract has been approved please make sure to add your contract number to your requisition under the Terms/Miscellaneous tab in the contract section titled Number. WHO TO CALL Fixed Assets – Pam Widmier Budget questions – Amy Parker Contract questions – Becky Rangel Receiving questions/PO change order locked/billing – Accounts Payable P-Card questions – Renee Chewning

CHANGES IN TRAVEL PROCESS PURCHASING (CONT.) CHANGES IN TRAVEL PROCESS Effective January 5th, 2017 you will no longer have to send your travel request form to Purchasing to encumber for you. You will be able to enter your own requisitions for: Registrations Hotel Airfare (still requires Dr. Fagan’s approval attached to requisition) Meal and other Reimbursements Crystal Carter will be providing you with additional information required for payment processing

ADDITIONAL LINE FOR GRATUITY ON PO PURCHASING QUESTIONS COSTCO MEMBERSHIP ADDITIONAL LINE FOR GRATUITY ON PO NEW GOODS/SERVICES FOR 2016-2017 IN EXCEL *UPDATED* REGION IV REGISTRATIONS *NEWSLETTER*

Accounts payable Crystal Carter

Accounts payable TRAVEL UPDATES

ACCOUNTS PAYABLE (CONT.) TRIANGLE VENDOR LETTERS Asha: Telecommunications, Utilities, Travel, Mileage Maria: A-G Maryellen: H-O Melissa: P-Z RETURNS/CREDITS REGISTRATION Vendor Terms RECONCILIATION Monthly URGENT ISSUES CHECK RUN SCHEDULE FIELD TRIP FORM

CAN WE REQUEST AN ADVANCE CHECK FOR A CATERING VENDOR? AP QUESTIONS CAN WE REQUEST AN ADVANCE CHECK FOR A CATERING VENDOR? WHAT HAPPENS IF A CHECK IS CUT FOR HOTEL PAYMENT AND AMOUNT IS DIFFERENT? More Less IF YOU MISS 10 DAY TRAVEL DEADLINE FOR TRAVEL SUBMISSION-PARKING, TOLLS, OTHER TRAVEL EXPENSES-WILL REIMBURSEMENT TAKE PLACE?

CAN THE DAILY MILEAGE REIMBURSEMENT FORM BE SPLIT CODED? AP QUESTIONS (CONT.) CAN THE DAILY MILEAGE REIMBURSEMENT FORM BE SPLIT CODED? CAN THE MEAL CERTIFICATION FORM HAVE A LIMIT OF $36 SO IT CANNOT GO OVER?

Budget Amy Parker

T-SHIRTS – multiple functions and object codes depending on the intent BUDGET FUNCTION 11 – This function is used for activities that deal directly with the interaction between teachers and students. Includes direct classroom instruction and other activities that deliver, enhance or direct the delivery of learning situations to students. FUNCTION 36 T-SHIRTS – multiple functions and object codes depending on the intent STAFF GIFTS (MOSAIC items for sale) 6291 VS 6299

WILL THERE BE AN UPDATED BUDGET MANUAL SIMILAR TO THE ONE FROM 2014? BUDGET QUESTIONS WILL THERE BE AN UPDATED BUDGET MANUAL SIMILAR TO THE ONE FROM 2014? ACRONYMS *HANDOUT*

printSHOP/revtrak Kathy Fontenot

PRINT SHOP/REVTRAK WEB2PRINT FAST TRACK AGENDAS

PRINT SHOP/revtrak QUESTIONS?

Education foundation/wish list/innovative grants Adrianne Holmes & Ashley Walker

FOUNDATION FUNDING SOURCES EDUCATION FOUNDATION FOUNDATION FUNDING SOURCES Annual Funds Designated Donations Employee Rebates Grants Wish Lists

Wish List Procedures Prior Year Deadlines

Innovative education (ie) Grants USE OF FORMS: BALANCE REMAINING FORM BUDGET AMENDMENT FORM ONLINE IE GRANT APPLICATIONS: GOOGLE G SUITE USER NAMES RELEASE DATE 12/1/16 DUE DATE 2/24/17

WHAT ARE ALLOWABLE PURCHASES? EMPLOYEE CAMPAIGN WHAT ARE ALLOWABLE PURCHASES? Besides following district procedures in expending funds (using approved vendors, etc), the Foundation recommends that the employee campaign rebate be used towards purchases that assist those campuses and departments in meeting student needs. How a principal defines that is up to their discretion. Employee campaign information is here - http://www.humbleisdfoundation.org/information/humble-isd- employees/employee-campaign/

Legal q & a Becky Rangel

LEGAL QUESTIONS?

Next quarterly meeting Friday, February 17th, 2017

Look for the survey!

Thank you & Happy Thanksgiving!