Finance Round Table Training June 2016

Service Recognitions and Other Celebrations

New Employees Sheryl Rich – Accounts Payable Specialist Lydia Rodriguez – Howard Norman Elementary Secretary Lori Weisman – Farley Middle School Secretary Vacant - Asst. to Deputy Supt./Purchasing

Employees That We Will Miss Lanita “Sue” Daniel – Farley Middle School – Retiring Linda Reynaga – Asst. to Deputy Supt./Purchasing – Will be Supt. Secretary

Payroll 16-17 Pay Schedules have been posted to our website

New Vendors New Requirements from the Auditors Vendors may only be added to Skyward by Purchasing (currently Linda Reynaga) We require a W-9 form to add vendors into Skyward

Deposits Timely Deposits Taxable Deposits Please remind sponsors that deposits of cash, and especially checks, should be made in a timely manner (weekly is preferred) Taxable Deposits If an item is normally taxable (uniforms, t-shirts, etc.) and will be one of the two tax-free fundraisers, that there should be a Fundraiser Authorization Form attached to the deposit form that is turned in (not emailed)

Online Check Requests Reminders: Updated step-by-step guide is posted on the Business Office website Reminder on naming and invoice dates – use the guide for help on invoices that do not have numbers Approvals go through AP User (Currently Sheryl), not Linda Reynaga for Check Requests Goal for FY 16-17 – no paper Check Reqs

Purchase Orders Purchase Order cutoff was April 1st If you have a need for a PO, please email Jeffri with detailed reason why Not all requests will be allowed Can continue to use Activity Funds, 461 and 865 Will be allowed to use August Supplies line item Items must be received on your campus by 8/31!

Open Purchase Orders Please review open Purchase Order Reports New reports will be sent out monthly, but please email me if you need a report Email list of Open POs that you need closed or mark up report and inter-office it to me Do not close out MasterCard POs unless they are old Entries are not posted until late the next month, POs will be closed after entry is posted

Purchase Orders – End of Year All Open POs will be closed out on August 31st FY 16-17 POs will be opened mid-to-late August, but will be very restricted until Board approves 16-17 budget

Purchase Orders vs. Check Requests – Discussion Topic Department/Campus Perspective: Don’t have to receive check reqs in Skyward Additional steps (scanning/attaching/naming invoices) Business Office Perspective: Prefer POs Easier to apply an invoice to a PO Same approval process Follows the law – receive permission prior to purchase; encumbers the funds in the budget prior to purchase Will not be (potentially) held personally liable for a purchase that was not approved

15-16 Budget Amendments Continue looking at over-expended account line items Can move between same fund and function Complete Budget Transfer Form (on website) and send to Business Office Can move between different fund and functions First round went to Board in April Next round in July and Final round in August – Please turn in no later than July 6th and August 5th

Out-of-District Training Opportunities Texas Skyward User Group Conference – October 10, 11, 12 in Frisco, TX Registration cost will be $365, plus hotel and per diem costs Will need approval from Department Supervisor/Principal to attend Stories of learning from prior years Registration opens August 15th – please let me know by July 15th if you are interested in attending so I can start planning rooms/travel I have to let Skyward know of room assignments by July 20th – we will be staying at conference hotel

Upcoming Round Table Topics From 15-16 Meetings FAXES– receiving and sending out/Scanning Printing is slow/Duplicator quality subpar/toner stock-slow machines down for days Fundraisers for other organizations

Upcoming Round Table Topics Facility Usage – Fall Federal Funds – Fall Open PO’s – Blanket, Monthly, EOY – Fall Online Budget Transfers – Winter/Spring Skyward Training Recap – Winter/Spring Online Budgetary Data Mining (Running reports on Web instead of PAC)

Upcoming Round Table Topics Next meeting in the Fall (September) – Have a great Summer!

Business Office Contacts Ed Ramos – Deputy Superintendent x 1005 Jeffri Orosco – Director of Finance x 1012 Vacant (Linda Reynaga) – Administrative Assistant to Deputy Superintendent x 1006 Victoria Melton – Financial Specialist x 1019 Sheryl Rich – Accounts Payable Specialist x 1018 Sharon Bunge – Payroll Coordinator x 1014 Kimber Matocha – Payroll Specialist x 1010 Sandra Williams – District Receptionist x 1011

Thank You!!!