Manor Isd Business Training March 22, 2017

Jennifer Land Chief Financial Officer

office Depot

Purchasing & Travel

purchasing New Purchasing & travel manual Purchase order Requisitions Now available on purchasing website Purchasing authority Signing contracts Placing orders Purchase order deadline April 15th Purchase order Requisitions Product detail (no extra info) Quote # Coop contract # Attachments Quote summary form Quotes Approved Special revenue form (federal funds)

Misc po guidelines Add vendors Seek coop vendors 1st Email request to purchasing@manorisd.net irs W-9 and ciq forms Blanket purchase orders Used for multiple purchases Tax exempt purchases Sales tax will not be reimbursed Exemption form available on website Purchasing levels and requirements (handout) Local & federal funds Quotes Competitive bidding (TEC 44.031) $50K and over Board approval $25K and over

contracts Contract approved before service starts Purchasing director Chief financial officer superintendent Vendor contract Misd contract with independent contract $1K or more MISD Statement of work Under $1K Forms available on website Payments after service have been rendered Contractor criminal certification

Travel overview pcards Travel management services Guidelines overview Not allowed for travel Meals incidentals Travel management services new purchasing & travel manual Guidelines overview Comply with Local, state, federal guidelines Travel rates Meals per diem - local Lodging – local & federal tips

Travel requests Travel request form Submit Complete form (with signatures) to purchasing Only when purchasing is making travel arrangements Enterprise must have state driver’s license in order to reserve vehicle – please provide state Attach itinerary or other information for travel event Receive in purchasing not less than 15 business days of departure Traveler may be required to make arrangements if not received in time and request reimbursement Request “business leave” Conference/registration fees processed by campus / department

Travel expense reports Travel expense form Submit Complete form (with signatures) to purchasing federal funds require state & federal programs signature Attachments original itemized receipts hotel check-0ut folio ($0.00 balance) mileage documentation (mapquest or google maps) Detailed explanation for valet parking (example: valet parking only, medical issues, etc.) Receive in purchasing within than 10 business days of return with all required documents

Student travel Student meal allotment - $30 per student $8 Breakfast, $10 lunch, $12 Dinner Student group receipt required Student lodging guidelines same as staff guidelines Out of district (uil events) Beyond “district” level competition To utilize funds, contract budget analyst, ext 4031

Misc travel guidelines Cancel or change travel arrangements Contact purchasing to cancel or change arrangements with 7 business days Contact purchasing if traveler made changes due to emergency circumstances Allowance for meals $46 maximum per day (including sales tax and tips for meals) $23 depart after 3 pm or return prior to 3 pm Overnight stay is required for meal reimbursement Up to 20% of tips is reimbursable (no tip reimbursements for federal funds) snacks not considered meals (not reimbursable) If traveling with group, request separate itemized receipts

Misc travel guidelines cont… Mileage rate $0.535 as of January 1st (new form available) Luggage charges – only reimburse for one luggage charge Non-reimbursable expenses Alcohol beverages (or foods with alcohol reference) Laundry/dry cleaning Lodging tips Personal telephone calls Personal entertainment monthly Billing for travel arrangements processed on district pcard (requires hotel folios be submitted on or before 10th of month)

After- hours Travel emergencies What is a travel emergency? Hotel unable to locate credit card authorization form Hotel unable to locate reservation Not for medical emergencies New travel emergency contact 512-507-0813, carla stevens Temporary number Look for updates in Friday folder Name of hotel Reservation # Check-in and check-out dates Event name (ex: tmea conference)

PCARDS & ACTIVITY FUNDS

pcards ORIGINAL ITEMIZED RECEIPTS RECONCILIATIONS DUE BY THE 15TH OF EACH MONTH, OR THE NEXT BUSINESS DAY MISSING /LOST RECEIPTS Contact vendor for a copy or provide a check/money order to misd in the amount of the purchase. A scanned copy of the check can be used as the attachment in the reconciliation process. Use the budget account code that coincides with the purchase. Check will be deposited back into the expense account. Purchases over $500 should be using a purchase order

Activity funds Deposits should be made daily Fundraising request forms pennies for pasta ?? Fundraising request forms Fundraiser re-cap Check requests deadline on Mondays at 5 pm (same as accounts payable) available the Friday of that week Reimbursements Limit of $250 per month Original itemized receipts required Transaction date must be within 60 days of the request

BREAK

BUDGET

Accounts Payable

Receiving Items

Click Save to complete If purchase order is partially received enter quantity received. If purchase order is complete

Check Request

Po group will be your school or department

Please make sure that there are funds in the budget Please make sure that there are funds in the budget. Items without proper funds cannot be processed until transfers are made by budget coordinator.

that totals are correct Enter the date of the actual invoice. On travel reimbursements enter the last day of travel. (ex. 3/20/17 if that was the last date traveled). Once complete submit for approvals. Please make sure that totals are correct

If you need a voucher for you information. Please make sure that all invoices and backup are attached so that check request will not be denied.

General information

Who to contact Accounts.payable@manorisd.net Ludy trevino Susan basco Extension 4033 For A – K Extension 4015 for L - Z

Deadlines Checks are processed on Thursdays. The deadline for a check to be processed on Thursday is the prior Monday by 5 pm. Any items received after 5 pm on Monday will be processed the following week (pending all approvals).

Check pick up option Checks will be available for pick up between 3:00 to 4:30 pm on Fridays. An e-mail will be sent letting you know once the check is processed and what address we have on file. Any checks not picked up by 4:30 pm will be mailed if other arrangements have not been made.

PAYROLL

2016-2017 payroll cycle will remain the same until the end of 2016-2017 contract Ending contract 2016 – 2017 June 15th, last monthly paycheck (July 2016 – June 2017) July 13th, last monthly paycheck (August 2016 – July 2017) August 14th, last monthly paycheck (September 2016 – August 2017)

2017-2018 Payroll cycle New Payroll Cycle will start upon new contracts 2017 – 2018 Pay Cycle and payroll schedule pending tentative dates for pay dates 10th and 25th of each month  New payroll cycle: Semimonthly Contract starting in July 2017 – June 2018 Contract starting in August 2017 – July 2018 Contract starting in September 2017 – August 2018

Summer schedule Payroll Cycle Summer Schedule will follow the Monthly Payroll May 31 – June 30 Deadline for payroll is June 30th Pay Date July 13th July 3 – August 4 Deadline for payroll is August 4th Pay Date August 14th contact Lisa Kutsch for further information

Other payroll news Starting 2017-2018 direct deposit will be mandatory True time All hourly employee are required to clock in and out Time off must be entered and approved on a daily basis True time timesheets should be submitted and approved every Monday at 4 pm Extra duty 2017-2018 Payroll will be using a timecard interface All timesheets will be submitted electronically

Other payroll news cont…  effective 2017 – 2018, payroll will eliminate some forms Extra duty time sheet (Share folder submission – PDF) No coversheet or True Time report (Share folder submission – PDF)  Substitute payroll will be semimonthly Daily reconcile Aesop and absences Notify Human resources immediately for new vacancies