1. FY 2015- 2016 FINANCE ROUNDTABLE MAY 26, 2016 MANSFIELD ISD

2. PURCHASING WITH FEDERAL FUNDS - EDGAR EDUCATION DEPARTMENT GENERAL ADMINISTRATIVE REGULATIONS

3.  Micro Purchases are purchases from $0 to $3500  Quotes are not needed.  However the funds must be distributed equitably among qualified vendors. EDGAR - FEDERAL FUNDS MICRO PURCHASES

4.  Small Purchases are purchases from $3500 to $150,000, The District's and TEA’s threshold is $50,000  Quotes are needed and must be attached to your Requisition in Skyward.  Quotes can be obtained from phone calls to Approved Vendors, Vendor Catalogs, Vendor Website or an online search. You must keep written documentation.  We have a 3 quote form for you to use. EDGAR - FEDERAL FUNDS SMALL PURCHASES

5.  Purchases that will be over ( $50,000 ) $150,000  These purchases must be competitively bid.  These bids also require a Cost and Price Analysis, which means you have to know in advance what the cost will be within reason. (Educated Guess, Previous years history, etc.) EDGAR - FEDERAL FUNDS SEALED OR COMPETITIVE BID PURCHASES

6.  Do your research first.  Sole Source purchases should be used “only” if you have it well documented that the item is only available from one vendor.  Vendors must complete the MISD Sole Source Affidavit.  Purchasing must approve all Sole Source Vendors. EDGAR - FEDERAL FUNDS SOLE SOURCE PURCHASES

7.  Anyone who deals with Federal Funds must fill out a conflict of interest form, if there is or is not a conflict.  This includes, anyone who enters the requisition, approves the requisition, receives on the requisition or pays the vendor. EDGAR - FEDERAL FUNDS CONFLICT OF INTEREST

8. PURCHASING CONTRACTS & COMMODITY CODES

9.  If the vendor has a contract or bid number assigned in skyward please select from the drop down list and continue.  DO NOT USE A COMMODITY CODE WITH A CONTRACT NUMBER!  If the vendor does not have a contract number please contact purchasing before you enter the requisition. Vendors have to be approved.  Requisition should be entered as a YDA and then select the appropriate commodity code per line item.  If you notice anything weird about the contract (expired date has expired) please let purchasing know so that we can fix. CONTRACTS & COMMODITY CODES

10.  Skyward does not allow Commodity Codes on “Open” PO’s! CONTRACTS & COMMODITY CODES

11. PURCHASING WITH OPEN PO’S

12.  You can still use an Open PO, but we will now be requiring shopping list details on the PO.  For example:  If you are going to Sam’s, you cannot just say supplies. Please list the items you are going to purchase. Paper Plates, Cups, Water, Candy, Coffee, Snacks, etc.  Make sure the Object Code matches the items you are purchasing! OPEN PO’S

13. PDSA

14. What is it? The PDSA form needs to be completed when a policy has not been followed. For example: an invoice is received and a purchase order was not entered prior to a purchase being made PDSA FORM

15. Why do we need to complete form if we know that we made a mistake? CONTINUOUS IMPROVEMENT If we never assess the problem, then we cannot learn from it or create a solution PDSA FORM (CONT)

16. WHO NEEDS TO COMPLETE IT? The person who made the mistake PDSA FORM (CONT)

17. WHO SIGNS IT? The person who made the mistake The principal / supervisor WHERE? At the Bottom of the form PDSA FORM (CONT)

18. Where can I find it? It will be posted under the PowerPoint of today’s meeting on the Business and Financial Services website training tab PDSA FORM (CONT)

20. END OF YEAR

21.  Extra Duty Timesheets submitted  Paper Paraprofessional Timesheets submitted  All True Time Timesheets submitted PAYROLL

22.  Completed Open PO Report signed and scanned with any explanations of outstanding invoices  Patsy will email final Open PO Report 06/03  If you want an additional open PO report at anytime, email Patsy Fellers with your org code.  Deadlines  Travel Deadline is July 14, 2016 ACCOUNTS PAYABLE ES & ISMS, HS & Dept. Receive on POJune 9, 2016June 30, 2016 Submit all invoices / back up documentation June 15, 2016July 14, 2016

23. ACTIVITY  Fundraiser Recap  1290 Report *  Payroll Reports *  Sales Tax  Activity Account Reconciliation (HS)  Negative Accounts (All Fund Report) * * Chelcie will send to you via email.

24. RISK MGMT.

26. EXIT TASK: BUILDING EXIT CAMPUS/DEPARTMENT SECRETARY BEGINS EXIT TASK; COMPLETES EXIT FORM CAMPUS/DEPARTMENT HEAD APPROVES EXIT AND INDICATES REHIRE STATUS JULIE STARTS HR PROCESSING: ROSTER; POST EMPLOYEE EXIT INFORMATION: BUILDING EXIT FORM IPAD TURN IN INSTRUCTIONS EMPLOYEE EXIT SURVEY CAMPUS/DEPARTMENT SECRETARY COLLECTS MISD PROPERTY AND APPROVES BUILDING EXIT FORM (EMAIL AUTOMATICALLY SENT TO LT. MINTER)

27. EXIT TASK: BUILDING EXIT  Form is documented in their digital employee file  Notifies police to deactivate their key card  Helps ensure that we collect district property

28. ELECTRONIC LORAS  100% complete!  Phoenix Academy  Alice Ponder  Tarver-Rendon  Glenn Harmon  Roberta Tipps  Louise Cabaniss  The Center  Dept Instr./Curr.  Natatorium  Assess. & Account.  Payroll  Communications  Athletics  Foundations/Grants District wide 57.45% complete

29.  Budget Requisition Cut off (MS, HS, & Depts) is 5-27-16  461 Skyward PO cut off is 5-27-16  Bank reconciliation due 6-7-16  Except those ES & IS that are in Skyward  Finance Roundtable is 6-9-16  Sales Tax form due 6-10-16 (prefer to get with reconciliation or as close to the beginning of month as possible) REMINDERS FOR MAY & JUNE