Quarterly Finance Training-Campuses July 23rd, 2018

Topics of Discussion Budget CADS Team P-Cards Education Foundation RevTrak Print Shop Legal Purchasing Q&A Technology Benefits Accounts Payable

budget Amy Parker X 8024

Budget Multiple Years Q & A

Cads team Becky Beverly x 8015 Renee Beck x 8018

CADS Team Topics In-Line Skating Movie Licensing Travel- Summer issues/Purchasing School Store-Inventory Form Sheet Cash Handling Training Carry-Forward POs Exxon/Mobil Sales Tax/Deposit Entry Form FSRM New employees-share “impressions” of first year Booster Clubs/PTA/PTO Account Trial Balance (Secondary Only)

Skating 101 Budget Code xxx-11-6299-00-xxx-11-xxxx Commodity Code – 977/97735 No Contract needed

Movie Licensing If Campus will be showing movies during the School Year , a Public Performance Site License is required This includes movies shown anytime on your campus: During the school day (Classroom) After School/Weekends (Movie Nights) Vendor Movie Licensing USA #14300 # 14300 Commodity Code: 96345 Budget Code: xxx-12-6499 Vendor Sourcing Notes: Non-biddable Contact to Obtain a quote: Corey Goellner, Copyright Licensing Manager cgoellner@movlic.com k12.movlic.com 877-321-1300 877-876-9873 fax

Travel Summer Issues/Purchasing Travel Template -  Renee - include a picture of the travel template so we can review Receiving against PO's Group attending Workshop Check needed in advance of travel Out of State Travel - Humble ISD is not exempt Communication via e-mail with A/P and Accounting to make sure of all information has been discussed P Cards can be used but communicate with Renee Chewning concerning approved P Card vendors Mistakes happen but we use them as a learning tool for all concerned including our finance departments

School Store-“Manned” by Campus  Tabulation Sheets vs. Inventory Form Sheet Inventory Form Sheet is recommended (no names have to be listed) Inventory store items before start of year Inventory items at close Inventory sheet turned in every day to Bookkeeper for Deposit Ending inventory on sheet will be beginning inventory on sheet for next day of School Store Open School store items are taxable No refund policy if an inventory sheet is used Tabulation Sheets Student name listed Cash - student initials Check - student name listed and check # Tabulation sheet and funds turned in daily to Bookkeeper Refunds can be made but not recommended BUT must advertise this

School Store- “Manned” by PTA/PTO The funds collected cannot be handled by the staff at the campus The funds cannot be held at the campus

Cash Handling Training Wednesday, July 25th Can register through July 24th on Eduphoria

Budget Meetings Campus Bookkeeper/Accountant & Principal Becky will be reaching out to schedule

Carry-Forward POs How Should I file these? The report is run based off of the Year the PO was created It is up to you how to file them, but you will need to let Internal Audit know how your POs are filed

Sales Tax/Deposit Entry Form New One Form Interactive Presentation Testimonies

Exxon/Mobil ACH Deposits-No more checks Developing a process-more communication to come Please contact Renee Beck by end of week if you currently have this program on your campus

Financial Service Resource Manual (FSRM) Replacing Activity Fund Manual Covers both campuses and departments Added section for Revtrak More in depth Cash Handling Updated Forms Added Appendix for Training Documents for each department

Booster Clubs/PTA/PTO Separate entity Have their own Tax ID # for conducting Business Address Campus Address cannot be used for official business, must have their own established address Mailbox @ School Only in mailroom for internal communication Collecting Money All funds need to be collected by a representative of the 3rd party Ex: PTA President, Booster Club Treasurer Not an Humble ISD teacher/staff member Drop Boxes are not allowed for the collection of funds on behalf of the 3rd party by the campus Funds cannot be kept on campus Collection of funds cannot interfere with the School Day

3rd Party Fund-raisers Money will go to benefit an organization outside of Humble ISD Ex: Jump Rope for Heart, Pennies for Patients Must be approved by your principal in advance and must support student learning and staff engagement Funds raised for other entities may not be deposited into your Campus or District bank accounts Bookkeepers/Accountants/Office Professionals are not responsible for handling funds associated with a third-party fundraiser nor can they secure collected funds in the campus vault When possible, online donations should be directly set-up and linked to the charity Another alternative is to ask the charity itself or a Booster Club/PTA/PTO to facilitate the collection and deposit of funds Funds should be supervised at all times by the Charity or Booster/PTA/PTO Not the Campus’ responsibility Teachers/Staff Members cannot collect funds on behalf of the

Raising Funds for a “Family Member” Principal/Budget Manager approval is required One point person to assume full responsibility of funds being collected Best Practices: Keep detailed records for accountability purposes to your donors Have a plan to safeguard the funds at all times Have a plan for your personal safety as you transport cash Funds cannot be stored in the Campus/Dept Vault

Account Trial Balance See Handout Interactive

Additional Items Scholarships 6343 Sponsor Presentation Change Fund Request Form Revenue 5755

P-Cards Ja’Netta Washington X 8309

FY 2018-2019 P-card Deadlines

Reminders When reconciling your travel P-card charges, please include the name of the individual traveling in the note section If you decide not to include the individual's name, please attach a copy of the travel request form with the transaction envelope packet  Reallocating P-card charges Please make sure the budget code being used in ControlPay is an active budget code in MUNIS If the budget does not exist, contact Amy Parker and request the budget code to be created If a budge code is not referenced on the reconciliation documentation or the budget code is invalid, a default budget code of 30GF or general supply will be used by Finance

Education foundation Ashley Walker

Resource Development Accountant adwalker@humbleisd.net / 281-641-8082 Ashley Walker Resource Development Accountant adwalker@humbleisd.net / 281-641-8082

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

CROWDFUNDING: Teacher Wish List COMING SOON!!! We are rolling out a new crowdfunding platform that will promote an up-to-date version of wish list and be able to allow social media sharing in a more impactful way. In the monthly newsletters we will be highlighting a teacher wish list page to promote the project and how it’s impacting student lives. Training for the new crowdfunding will be available to all campuses. There will be an email to provide more information regarding the date and times. https://interland3.donorperfect.net/weblink/WebLink.aspx?name=E000CHERYL&id=158

Prior Year Deadlines              

EMPLOYEE CAMPAIGN REBATES FROM 2017-2018 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. Check presentations August 13th -17th . Details on times and dates per campus/department will be emailed soon. Employee campaign information is here - http://www.humbleisdfoundation.org/EmployeeCampaign.aspx

Revtrak Kathy Fontenot

REVTRAK Anything you collect money for can be listed on RevTrak Let someone else do the paperwork Less Cash in Backpacks RevTrak Deposits are processed in half the time of conventional cash/check deposits No Sales Tax Reporting required by campus

LISTING Go to Financial Services Division/Forms and Training for Financial Services/RevTrak

Yellow can be filled out by the sponsor. Purple is where the funds will be deposited. When finished send to Accounting@humbleisd.net Try to allow as much time as you can for Approval and setup. Don’t let every listing be an emergency. Allow enough time for the money to be in the account for pre-sales. It takes 3-5 business days between the sale and when the money is deposited in the activity account.

Located at Financial Services Division/Forms and Training for Financial Services/RevTrak

Upcoming Zoom trainings: Thursday August 2 10:30 am Thursday August 9 10:30 am Thursday August 16 10:30 am Thursday August 23 10:30 am

RevTrak “Re-List” Check Website for Listing Transition

Print shop Brandi Enard

PRINT SHOP Why order online… See the product before you order Track the order’s progress More efficient submission and tracking The plan was to go all electronic last year but Harvey happened. 2019 – Goal: all electronic submission

Where to find W2P Look in MyHumble Log in with MyHumble credentials

Arrangement in W2P Product Products in W2P are arrangement by category. The categories are listed down the left hand side of the screen.

Types of Books Available: Side Stitch – Two side staples; up to 100 sheets of paper Saddle Stitch - folded in half with two staples in the middle; two sizes 8.5 x 5.5 and 8.5 x 11; limit of 15 total sheets Coil or Comb Bound - Holes punched in left hand side and spiral wire or plastic combs threaded through holes; handles larger documents

Business Cards Fill in the blanks and the system will create a plain black and white business card. Design your own 3.5 x 2 card and upload it to W2P.

Envelopes #10 envelopes - window or standard #10 envelopes – linen for letterhead A4 envelopes 10x13 white envelopes 9 x 12 white envelopes

FORMS : Print Shop has set up commonly needed forms for easy selection: Car Pool Sign Flash cards Elementary Discipline Humble ISD Parent/Teacher Conference Form Notice of Procedural Safeguards Transport of Student Records Child Study Team of ELL Recommendations Humble ISD – Restraint Report Form Request for Absence Staff Development Out of District Clinic Passes Clinic Visit Record Health Professional Check out Pass Immunization Reminder/Termination Notice AND MUCH, MUCH MORE New forms being added daily. If you need a form added, contact the Print Shop.

FastTrack is a service available to campuses FastTrack is a service available to campuses. Simple copies – black/white, 8.5x11 bond paper, staple and hole punching optional. Discount price 74% off regular price Quickest turnaround General Printing offers more paper choices including special order paper, color/black, other options available.

Letterhead EZ Letterhead - fill in the blanks. No design work necessary. Special Order Letterhead - Supply your own design. 8.5x11, choice of paper, simplex and no watermark

MULTIPART FORMS - NCR Design your own form: Choice of 2, 3 or 4 part NCR paper Black Ink only Cut to size Full Sheet 8.5 x 11 Half Sheet 8.5 x 5.5 Quarter Sheet 4.25 x 5.5 Six-Up 4.25 x 3.67

Notepads – design your own Half Sheet 8.5 x 5.5 Choices: White or Color Paper Ink – Black or Color 50 sheet pad or 100 sheet pad Quarter Sheet 4.25 x 5.5 Choices: White or Color Paper Ink – Black or Color 50 sheet pad or 100 sheet pad

Posters Available: White or Color Paper Ink – Black or Color Choices: White or Color Paper Ink – Black or Color Sizes available: 8.5 x 11 11 x 17 12 x 18 18 x 24 24 x 36

Stickers – great for visitor stickers White in stock Can order other colors Cut to size Clings – Great for window signs, parking stickers, school spirit White or Clear- Up to 12 x 18 in size Cut to size

Who is going to teach my teachers how to use W2P? Print Shop will come to your campus Zoom web meetings Eduphoria Two ecourses available now More to come…

Who to call for help: Brandi Enard x8944 Susan Osborne x8226 Kathy Fontenot x8928

legal Becky Rangel X 8156

Legal Website Update Template Update EDGAR Contract Process Update Quote requirement MUNIS Entry Cost Price Analysis Contract Process Update

purchasing Melinda Sappington X 8999

Purchasing

benefits Tina Vasquez X 8013

Open Enrollment 2018-2019

Accounts payable Crystal Carter X 8071

Accounts Payable Vendor letter changes coming soon New POs for monthly service vendors (Ricoh,Xerox,etc) Receiving Records- What does this mean Quarterly PO reviews for campuses and departments  Mileage Forms and approvals