Finance Quarterly meeting April 11-12, 2017

HEB TONY KLAUS (Thank you for sponsoring our lunch today!)

Agenda Accounts Payable Budget Business Systems Payroll CADS Team Wish List - Campuses General Counsel Purchasing

ACCOUNTS PAYABLE Crystal Carter

YEAR END MEETING Please respond to the email sent from A/P with meeting date BE PREPARED You will need written documentation from vendors for open POs that need to be carried forward-vendor must have received the PO and/or have an ETA of the shipping date One time use POs will be closed and not carried forward Must schedule a date to return between 07/3 and 07/13 to enter receiving records for items/services rendered after 06/15 Have a plan of action to verify specific date items were received. Example- custodian to mark date received on envelope/box or principal to enter receiving records in Munis Please do not use quick receipt; enter each line accordingly All receiving records should reflect the date items are physically received or services are completed

OPEN PO REPORT Go to PO inquiry and click on magnifying glass on tool bar Put in your org number and use the drop down menu to change status to 8 (repeat this step for status 9 for carry forward) Click green check to accept

OPEN PO REPORT (CON’T) You can create an excel spreadsheet for better viewing Click the arrow at bottom of page to view individual PO

PO CLOSURES Send all PO closure requests to accounts.payable@humbleisd.net Do not forward PO closure requests for items that need to be paid; only for POs that are no longer needed Example: If you have received all items on a PO and it remains open, it will be closed with payment by invoice. DO NOT SEND A PO CLOSURE REQUEST

THE TRIANGLE

REGISTRATION For registrations, you need to verify that the vendor does or does not accept our PO’s. Registration forms are not necessary if the vendor will be invoicing us. If the vendor truly accepts the district PO, they will invoice us after attendance. Only enter receiving records after attendance if vendor will invoice us. If the vendor does not accept our PO and payment must be made in advance, be sure to enter receiving records prior to the event so that we can process for payment. In addition, you must send the registration paperwork along with a trifold copy to Accounts Payable in order for payment to be processed. PLEASE REMEMBER THE TRIANGLE. Registrations forms must include the vendor name, address, amount to be paid, dates of attendance, and due date.

POINT OF SALE VENDORS Points of Sale (POS) are those tickets that finalize the transaction at the time of the purchase. They are given at time of the purchase and no further invoices will be sent to Accounts Payable. Example: Kroger, Lowe’s, Italiano's, Chick Fil A, Home Depot, etc. Original POS receipts are required-Please be sure to tape these down to 8.5x11 sheet of paper not covering up the total dollar amount etc. Make sure that if you have additional receipts on additional pages that the information is visible. Do not tape receipts on the front and back

TRAVEL All registration needs to be inter-officed or emailed to accounts.payable@humbleisd.net and the specialist that handles that vendor will process it The "refund district" line should be blank unless we are receiving back a refund Please be sure to submit all documentation for travel reimbursement. Example: proof of attendance, hotel folio (if applicable), signed meal certification, maps, etc.  Send travel request forms after the requisition has been converted to a PO ( with PO # on the form) to travel@humbleisd.net We only reimburse fuel for rental vehicles. If you’re using a district vehicle, please contact transportation for a fuel card

MILEAGE New rate .535/mile which is on the new form located on the website under Accounts Payable- Financial Division Forms and Training page Please provide all maps that are listed in the green section (outside of the district)

QUESTIONS & ANSWERS Accounts Payable

Budget Amy Parker

Budget Next Year Budget Entry Workshops Staff Budget Codes April 25 and April 26 Register in Eduphoria Staff Budget Codes Email Andrew Clarence for an FTE Report

BUSINESS SYSTEMS Donny Dennard

Business Systems E-Procurement Online Shopping

Process Create a New Requisition Complete the Header Screen Add Line Click Shop Online from the Line Items Page Select the Vendor from the List (It will launch their website) Select the Item(s) Selected Add to Cart Select Shopping Cart Select Check Out Select Finish Select Continue on the Requisition Line Item Page

SCREENSHOTS

Billy Beattie/Deanne Hill PAYROLL Billy Beattie/Deanne Hill

Payroll Professional Development Vacancies Title Batches Questions

CADS Team Becky Beverly

CADS Team Year End Beginning of Year Negative Balances Print Reports for all funds in June 2016 - give to activity fund sponsors (campuses) and budget manager Requisition Clean Up PO Clean Up Close PO, e-mail to A/P e-mail Beginning of Year Activity Fund Sponsor Meetings - Campuses Middle School and High School Camps Revtrak Entries – Campuses Schedule dates for calendar year 2017-2018 Reserve rooms for events (Eduphoria)

CADS Team (Cont.) Travel Field Trips Summer Travel - follow guidelines handed out at last Quarterly Meeting PO's for Travel: Registration (form), Hotel (Confirmation # with breakdown of hotel rate), Airfare (Date and time of travel-Quote from Travel Agency), Reimbursement (Meals, Mileage, Supply Purchases, Gasoline expense if car rental), Car Rental Receiving on PO – remind your staff that are traveling to bring back documentation of attendance ( Example: Name Badge, Agenda, etc.) and detailed hotel folio if applicable Field Trips Field Trip Request Form Signed by Budget Manager Overnight Field Trips-Superintendent form Overnight Field Trips- School Pays for Bus Driver Meals and Lodging (Encumber)

CADS Team (Cont.) Booster Enterprises (Elementary) District Master Contract 2017-2018 Contact Finance (Becky Beverly) if your campus should be added Two types of Contract - LIVE and EVENT LIVE - Booster Enterprises plans and hosts all events EVENT - Booster Enterprises hosts the initial pep rally and fun run - all other activities are hosted by the campus “Campus/Department” Finance Deadlines Vs. “District” Finance Deadlines Make sure to communicate to your staff a “Campus/Department” Finance deadline “Campus/Department” Finance Deadline should be approximately a month (at least two weeks) before the “District” Finance Deadlines Budget Manager Approval for the “Campus/Department” Finance Deadline “Campus/Department” Finance deadline allows time for the items to be delivered, received, and close PO before the “District” Finance deadlines

CADS Team (Cont.) Finance Summer Issues Reminders Elementary Campuses – Share with your Budget Manager to contact finance if they need assistance during your off contract period (Secretary/Bookkeepers are 209 contract days) Reminders Cash Receipts - deposit in timely manner Especially important at end of the month MS and HS campuses - Any 865 encumbrances/payments should have backup documentation from club - club minutes and signatures Campus - Fundraiser Forms - Be sure to send completed fundraiser forms to the District Audit Department Several to choose from Check balances of budget accounts, if there is a large balance, let the budget manager know in case of purchases that need to be made this fiscal year Board Meeting May 9 - transfers should be in MUNIS by April 28

CADS Team (Cont.) Record Keeping for Purchases - POs/P Card Purchase Request form completed - Forms and Training site Quote and any E-mails related to the purchase Requisition # written on Purchases Request form PO # written on Purchase Request form Requisition and PO are electronically in MUNIS; can print the requisition and PO to include in backup documentation Packing slip - write PO # on packing slip - note on the packing slips when the items are received in MUNIS Have all documentation in a File Folder, Binder, etc. for record keeping (Alpha by Vendor, PO #, etc.) Same type of documentation for P Card - Reconciliation Forms in File Folder, Binder, etc. by Month; may have file folder for each card holder

Wish List - Campuses Ashley Walker

General Counsel Becky Rangel

GENERAL COUNSEL Contracts Funded using Federal Funds Handout Attachment C All 2XX Funds 2017 – 2018 Contracts Wait until July 1 to enter if at all possible

News/Reminders P Card – Ja’Netta Washington (8309) will be the Reconcile Contact person Pam Widmier is backup for Ja’Netta and Renee Chewning Office Depot – New Representative Brooke Fisher – (903)-278-3339 brooke.fisher@officedepot.com Log In for Office Depot site-Humbleisd1 (If site locks for incorrect password entry, call Monica Comeaux @ 8993 for assistance) Bookkeeper Bulletin – will have a lot of the information discussed at the Quarterly meeting

NEWS/REMINDERS (CONT’D) Purchasing - reminders Reference Contracted Service Agreements in Vendor Sourcing Notes ALWAYS attach quotes when possible. If using a cooperative contract, be sure the Vendor has listed that on their quote and it is attached to the requisition On Buyboard (and all Cooperatives), please be sure to confirm the shipping/freight charges. Most cooperatives have PREPAY and ADD freight terms. You should have them indicate on their quote if there is NO FREIGHT CHARGES or if FREIGHT CHARGES are included. Be sure to reference that in your Vendor Sourcing Notes As always, please check your spelling on the requisitions, line descriptions, etc.

THAT’S ALL FOLKS! EXCEPT . . . AGAIN -- THANK YOU HEB AND TONY KLAUS FOR LUNCH