Finance Department Meeting February 2015

Tell Me Somethin’ Good!

Why Are We Here? It is our job to be good stewards of tax-payer money, state money, and federal money Provide for students’ educational needs with limited resources Campus and Department Secretary/Bookkeeper’s responsibility to communicate between Business Office and Campus and Department Training and Communication – Contact us for on-going training, questions, or general feedback – What can we do better? What do you need help with on your campus?

Purchasing Linda Reynaga

Purchasing Purchase Requisitions need to be entered into Skyward for everything possible $ Purchase Order (PO) minimum will still be available for General and Activity Funds, but POs are strongly recommended Merchandise must not be ordered from a vendor until the PO has been approved by both the Principal/Director and Business Office

Purchasing General Guidelines – Electronic Purchase Orders are required for all purchases over $ and for all purchases using Federal Funds – Purchases over $1, should be purchased from an approved vendor on the Hutto I.S.D. approved vendor list (BuyBoard, TCPN, etc.) – Purchases over $10, will require a formal solicitation from vendors – Contact Linda for purchases over $10, – Purchases over $50, will require Board approval

Purchasing Annual Aggregate Category Dates – The district establishes the twelve-month period to comply with annual aggregate value of a category of goods or services to run from September 1 to August 31 of the following year – For item categories that exceed $50, during this date range, a competitive pricing mechanism will be employed to select a contractor to supply the goods or services requested

Purchasing Quotation Threshold – The district has a quotation threshold for purchases of $1, or more – Any order that is $1, or more, that has 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 – Exception 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 Quotes (3) for purchases over $1, Attach quotes and other documentation, such as online shopping carts, to Purchase Requisitions in Skyward for review by approvers

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

Purchasing Changes to POs can be made prior to Principal/Director approval Once PO is approved by the principal, changes will not be made to coding or pricing – Shipping cost overages are okay – For additional products, complete additional PO or check request – 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

Purchasing Again, do not log in as supervisor to enter or approve POs Can be tracked for audit purposes through IP Addresses We have these processes in place to ensure proper use of funds and proper coding

Federal Funds Elva Torres

Federal Programs Federal Program expenditures must go through the Purchase Requisition/PO process No Credit Cards should be used for Federal Program expenditures $ minimum does not apply to Federal Funds

Federal Programs Campus Improvement Plan must be referenced under Description on Purchase Requisitions – Goal, Objective, Strategy all listed for reference – Requisition will be denied if not included Updated Federal Fund Guidelines

Federal Programs Allowable – Nutritional snacks for students in extended day program – Nutritional snacks for children in child care while parents participate in grant activity – Parent involvement to encourage parents to attend Documentation: sign-in sheet/agenda Unallowable – Full meals for parents or students are not allowable for these purposes under any circumstance Reference: TEA NCLB Title I – Allowable and Unallowable Cost

Vendor Credit Cards and District Master Cards Jeffri Orosco

Vendor Credit Cards Credit Cards will be checked out from the Business Office once a PO is approved Credit Cards available in the Business Office: Return Credit Cards as soon as possible so others can use them HEBWal-Mart Lowe’sHobby Lobby Sam’sOffice Depot Kinko’sBarnes & Nobel Office MaxACE Michael’sShell

District Master Cards Used for Emergencies and 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 for travel – 5 cards available (Hutto ISD 1-5) – Will be used for per diem checks with appropriate limits – Will be required to return all receipts

District Master Cards Privileges will be revoked if an employee: – Fails to turn in all credit card receipts to the Business Office in a timely manner (2 days) – 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

Accounts Payable Sue Holmes

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 date will be moving to 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 Travel Memos – A travel memo is included with every hotel check and meal money check or District Master Card. The traveler should sign the travel memo, attach receipts, and give to the campus bookkeeper within 10 days of returning. Hotel – Itemized receipt is required upon return. Charges must be detailed to show no state occupancy tax or personal charges were paid.

Travel Hotel – Checks to hotels should be carried with the traveler, not mailed. The school card may be used to hold reservations, if necessary. 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 – Check request should include copy of the completed registration form. Please use a PO when possible. 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 the new form that is posted on the HISD Business Office Website.

Travel All advance travel checks or District Master Card will be returned to the campus bookkeeper to hold until needed for travel. These should be held in the campus safe until needed in case there is a change in travel plans.

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. Staple receipts to the check request. – DO make a copy of the entire receipt and attach it and the original receipt to the check request. The original receipt should include the date. Watch out for HEB receipts – the date is at the very bottom – This applies to employee reimbursements, not the credit card receipt forms for district accounts, except for HEB

ACH Direct Deposit – Coming Soon! 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. **Check print date will be moving to Wednesday in order to process ACH deposits to accounts by Friday.**

Deposits and Fundraisers Vicki Melton

Deposits Fill out deposit bags correctly Use coin bags for large amounts of coin Separate deposits: 1 bag = 1 deposit slip New forms for deposits – minimal shading so that they can be scanned Reconcile your deposits that were sent to the bank to what was posted on your accounts

Fundraisers Fill out Authorization for Fundraiser forms correctly Amounts must be reasonable Mark whether the fundraiser is taxable or non-taxable Include appropriate descriptions

Budget and Deadlines Jeffri Orosco

Budget for Look at all of your budget line items Send budget transfer forms to Jeffri for lines that are over expended – Must be between the same Fund and Function – Please put reasons for the transfers You should be giving all sponsors monthly reports and balances on accounts, specifically activity funds

Budget for Budget Spreadsheets for next fiscal year will be going out to campuses and departments by March 2, 2015 Budget meetings with Ed and Jeffri will occur in the week prior to and week after Spring Break – Contact Jeffri to schedule a time Activity Funds will be handled as in previous years - spreadsheets will be sent to campuses with beginning balances

Deadlines Last day to submit a Purchase Requisition will be April 1, 2015! – Plan for summer expenses and start of next school year

Payroll Processing Sharon Bunge and Kimber Matocha

Payroll Processing Extra Duty Sheets – Use name as it is listed in Skyward – Use last 4 of SSN for identification – We will begin scanning next school year, so forms should be light colors, including white, no dark purple – We will come up with a way to put in Name and SSN that is digital so that the scanner will read it correctly – will have a new form on the HISD Payroll Website before next school year – Descriptions are mandatory

Payroll Processing Time Sheet Deadlines and Aesop – What do we need to do for next school year? – What options do you see to educate other employees?

Facility Usage Linda Reynaga, Frederick Patterson, Ryan Ricke, and Peter Gonzales

Facility Usage Facilities Checklist: – Obtain Paperwork from Requestor, check calendar for availability. We should receive requests at least two (2) weeks before their event. – If approved, proceed to collect the $ deposit and Certificate of Insurance. We will not let any outside groups on our property without proper insurance coverage. – Make sure you enter the event in FSD, with plenty of time so everyone will have proper notification.

Facility Usage Facilities Checklist: – Check all tasks that are required: Custodial, Heat/Air, Security, etc. Please list specifics – Send a copy of the contract to Linda for proper invoicing – Please refer to Usage Fees chart for applicable fees – Boy Scouts, HYFCA, Girl Scouts, and any Hutto youth groups will not be charged for weekday use of our facilities. However, if they want to use the facility on the weekend, we will apply the Group 2 discounted rates

Facility Usage Facilities Checklist: – If it is a weekend event, please make sure someone is scheduled to let them in the building – Kitchen use is off limits, unless you make arrangements with a kitchen staff person to work the kitchen. It is a big liability issue. – Each PTC/PTA/PTO group is allowed one free “Carnival” event at the campus. Additional ones will be assessed proper fees.

Thank You!!! Thank you for your time and attention. We know that it this can become “just a job,” but thank you for doing what’s best for our kids! Please let us know if you have any questions. We are here to help you! This includes refresher courses and training on Skyward. Questions??? Door Prizes!!!