Managing Your Budget and Financial Procedures August 6, 2015

Course Description This training will provide an overview of how a campus administrator can effectively oversee their campus budget and a bird’s eye view of accounting procedures

Budget Overview – Account Code Fund – First three digits in the account code – Common Funds 199 – General Operating 263 – Title III 211 – Title I410 – Instructional Material 224 – IDEA B461 – Campus Activity 225 – IDEA B Pre-school511 – Debt Service 240 – Food Service865 – Student Activity 255 – Title II xxx-xx-xxxx-xx-xxx-x-xx-xxx

Budget Overview – Account Code Function – Two digits that identify the purpose of the transaction – Common Functions 11 – Instruction34 – Student Transportation 12 – Library35 – Food Service 13 – Curriculum & Staff Development36 – Extracurricular 21 – Instructional Leadership41 – General Administration 23 – Principals51 – Facilities Maintenance 31 – Guidance Counseling52 – Security 32 – Social Work Services53 – Data Processing/Technology 33 – Health Services/Nurse61 – Community Services xxx-xx-xxxx-xx-xxx-x-xx-xxx

Budget Overview – Account Code Object – Four digits that identify the nature of an account – Common Objects 61xx – Payroll 62xx – Contracted Services 63xx – Supplies 64xx – Travel/Miscellaneous 66xx – Capital Outlay xxx-xx-xxxx-xx-xxx-x-xx-xxx

Budget Overview – Account Code Sub-Object – Two digits that help track specific expenditures or programs – Varies based on Function in Skyward xxx-xx-xxxx-xx-xxx-x-xx-xxx

Budget Overview – Account Code Organization Code – Three digits that identify campus or department – Common Organizations 001 – Hutto High School702 – School Board 041 – Hutto Middle School703 – Tax Collections 042 – Farley Middle School747 - PIO 101 – Hutto Elementary748 - HR 103 – Cottonwood Creek Elementary749 - Finance 104 – Ray Elementary750 – General Administration 106 – Veterans Hill Elementary901 – Riverhorse Academy 107 – Norman Elementary935 – Curriculum 121 – Nadine Johnson Elementary950 – Maintenance 699 – Summer School965 – Technology 701 – Superintendent 975 – Daycare 999 – District Wide xxx-xx-xxxx-xx-xxx-x-xx-xxx

Budget Overview – Account Code Fiscal Year – One digit that identifies the fiscal year – In Skyward, it will be 0 xxx-xx-xxxx-xx-xxx-x-xx-xxx

Budget Overview – Account Code Program Intent Code (PIC) – Two digit code that identifies a specific set of students or specific program – Common PICs 11 – Basic Education30 – Title I, School Wide 21 – Gifted and Talented (GT)32 – Pre-K 22 – Career and Technology (CTE)91 - Athletics 23 – Special Education99 - Undistributed 24 – Accelerated Education 25 – Bilingual Education (ESL) 26 – Alternative Education (AEP) 28 – Disciplinary Alternative Education (DAEP) xxx-xx-xxxx-xx-xxx-x-xx-xxx

Budget Overview – Account Code Local Code – Three digit code that helps track specific expenditures or program – Commonly used in Campus and Student Activity Accounts 100 – Principal’s Activity Account xxx-xx-xxxx-xx-xxx-x-xx-xxx

14-15 Budget Purchases must be delivered by August 31st to be included on Budget Budget transfers and amendments will be done at the District Level unless you need specific lines changed within the same Fund and Function Look at open Purchase Orders – contact vendors for invoices

15-16 Budget Budgets are entered into Skyward and are Preliminary until final Board approval in late August Budgets will be available for use as soon as possible on September Purchase Orders can be entered into Skyward beginning August 24, but will not be approved until September 1

Budget Transfers Budgeted funds can be completed between accounts within the same Fund and Function – Example: xxxx-xx-xxx-x-xx-xxx Budget Change Request Form must be filled out, signed, and returned to Business Office – Found on Business Office Website under Forms xxx-xx-xxxx-xx-xxx-x-xx-xxx

Budget Transfers Transfers between two different Functions but within the same Fund must be Board Approved – Example: … and … Budget Change Request Form must be filled out, signed, and returned to Business Office – Found on Business Office Website under Forms xxx-xx-xxxx-xx-xxx-x-xx-xxx

Budget Reports Budget reports can be obtained directly from Skyward or from Jeffri – Should be looked at monthly throughout the year – Sponsors should also receive monthly reports and balances on accounts, specifically activity funds – Best Practice: Administrators should review budget status report Monthly

Purchasing Purchase Requisitions should be entered into Skyward prior to making any purchase, but especially for purchases over $100 Merchandise must not be ordered from a vendor until the PO has been approved by both the Principal/Director and Business Office

Purchasing Purchases over $1,000 should be purchased from an approved vendor on the Hutto I.S.D. approved vendor list in Skyward, from a Purchasing Co-op (BuyBoard, TCPN, etc.), or with three quotes from vendors not approved on Skyward Exceptions – Per Ed’s Discretion Purchases over $10,000 will require a formal solicitation from vendors – Contact Linda for purchases over $10,000 Purchases over $50,000 will require Board approval

Purchasing The district has a quotation threshold for purchases of $1,000 or more Orders over this limit, that have not been bid, will need to have a minimum of three formal quotes attached to the order before it can be processed, or a very clear description of the items and/or services being requested, so that the purchasing office can obtain the quotes Exceptions would be professional services, sole source purchases, and items purchased from a bid

Purchasing Unauthorized purchases or purchases prior to securing a purchase order will be held personally liable for payment of such agreement

Purchasing Requisitions will be reviewed for the following items – Overall completeness and accuracy – Proper account coding – Availability of funds – Proper approvals A secretary should not sign on as Principal/Director to approve POs – Adequate description Failure to properly complete one of the items may result in a denied requisition

Purchasing Changes to POs can be made prior to Principal/Director approval Once PO is approved, changes will not be made to coding or pricing – Shipping cost overages are okay – For additional products, complete additional PO – For changes to dollar amount after approval, begin process again and original requisition will be deleted by Business Office Open POs need to be reviewed monthly – Once a PO is entered, the funds are encumbered – Contact Business Office to close POs not needed

Credit Cards Credit Cards will be checked out from the Business Office once a PO is approved Credit Cards available in the Business Office – HEB – Wal-Mart – Master Card (Travel Use Only) Return Credit Cards as soon as possible so others can use them – limited availability

District Credit Cards Used for Emergencies, Travel and Vendors who do not accept POs Do not use for supplies, Wal-mart, HEB, etc. Should not be used on a regular basis – May result in card being revoked District Credit Card agreements must be signed annually for use of Master Card District Master Cards available for check out – 5 cards currently available (Hutto ISD 1-5) – Will be used for in place of per diem check requests (Tip: Lest costly than per diem checks) – Will be required to return all receipts

District Credit Cards Privileges may be revoked if an employee: – Fails to turn in all credit card receipts to the Business Office in a timely manner – Does not turn in itemized receipts – Loses credit card – Abuses credit card by misappropriation of funds or unauthorized purchases Non-educational Illegal Personal Use Alcohol or Tobacco Gift Cards

District Credit Cards New District Credit Cards – Wells Fargo – In the process of ordering new District Credit Cards for Administrators – Will increase number of HISD Master Cards from 5 to 10 for staff to check out due to increased demand – Will be available by September 1 Credit Card Agreement must be signed prior to receiving card – Training for new Credit Card reporting/reconciling program will be done this fall

Accounts Payable Forward all Invoices to Sue Holmes as soon as possible Scheduling – Scanning has increased the amount of time it takes to process the check cycle – If you need a check on the print date, please put a post-it note on the check request so it can be pulled and processed sooner. ***Check print dates are on Wednesday in order to process ACH deposits to accounts by Friday.***

Accounts Payable Scheduling – Contract vendors (game help, Fine Arts technicians, SROs, etc.) will be paid in Week 3 of every month. – Employee reimbursements will be completed in Week 4 of every month. New Vendors – If you are using a vendor with no W-9 on file, contact the vendor for a current W-9

Travel Use District Credit Card to reserve Hotel and when traveling – Complete a PO to Master Card for cost of hotel and appropriate taxes Hotel Receipt – Itemized receipt is required upon return. Charges must be detailed to show no state occupancy tax or personal charges were paid.

Travel Do not book through money-saving hotel websites such as Hotels.com, Trip Advisor, Travelocity, Hotwire, etc. These sites cannot provide itemized receipts or tax exempt status.

Travel Registrations – Complete a PO and turn in to Business Office for payment. Registrations can be paid with Master Card if PO is completed. Please attach list of students, when applicable. Mileage – Attach mileage from Mapquest or GoogleMaps from campus (not home) to the address of the event. For monthly mileage, please use form that is posted on the Business Office Website.

Employee Reimbursements Receipts – Itemized receipt is required – not the credit card authorization receipt. An Auditor needs to see the items that were purchased. – Do NOT highlight anything on the receipt – use a pen to circle the amounts instead. Highlighter will fade the ink, and also make the amount more difficult to read on copies. It is best to have purchases for the school on a separate receipt from personal purchases.

Employee Reimbursements Receipts – Do NOT tape receipts. Taped pages jam the check scanner. Use Staples. – DO make a copy of the entire receipt and attach it and the original receipt to the PO. – The original receipt should include the date. Watch out for HEB receipts – the date is at the very bottom

ACH Direct Deposit Employee reimbursements will be made via ACH Direct Deposit to the same bank account used by Payroll Travel advances will be done through District Master Card or check

Deposits Deposit bags should be filled out correctly Use coin bags for large amounts of coin Separate deposits: 1 bag = 1 deposit slip = 1 documentation bundle Reconcile your deposits that were sent to the bank to your accounts Deposits should be brought to the Business Office daily Do not lock up deposits in drawers or take home Purchases should never be made with cash!

Fundraisers Fill out Authorization for Fundraiser forms correctly Amounts must be reasonable Mark whether the fundraiser is taxable or non-taxable Include appropriate descriptions During fundraising times, deposits should be brought to the Business Office daily

Changes in the Business Office Many changes since January Depository – Chase to Wells Fargo on September 1 Forms – Updating forms on Business Office Website to consolidate similar forms Credit Card Reporting – Will begin reconciling online in the coming months

Ideas? Trainings/FAQ’s on Business Office Website? Meetings with Finance Team and Secretaries quarterly? Let us know if we can do anything to make your job easier!

First Week of School Student Counts Daily Additional Teacher Requests Program/Classroom Program Costs Last Minute Maintenance/Furniture Requests

Ed’s Team - Contacts Finance – Ed Ramos x 1005; Jeffri Orosco x 1012 Purchasing/Facility Rentals – Linda Reynaga x 1006 Deposits/Account Balances/Skyward Finance – Vicki Melton x 1019 Accounts Payable/Checks – Sue Holmes x 1018 Payroll/Time Sheets – Sharon Bunge x 1014; Kimber Matocha x 1010 Facility Issues – Ed Ramos; Thomas Bloxham x 1027 Work Orders – Thomas Bloxham Traffic/Pick-up and Drop-off/Health & Safety – Denise Kablaitis x 5467 Student Transportation – Dennis Bigbee x 1041

Any Questions? Thank you!