Finance Quarterly Training Session 3

Finance Quarterly Training Session 3
February 15th & 17th, 2017

Good Morning!!

Agenda Contracts CADSTeam P-Card Budget Brain Break Accounts Payable
Purchasing Payroll Questions

Contracts Becky Rangel

Announcements from Legal
UPDATE: Contract Templates Routing Form? Friendly Reminders Out of Office

Campus & Department Support Team (CADSTeam)
Becky Beverly

CADSTeam Streamlining Sales Tax Process Tabulation Sheet Receipts
Taxability Sales Tax Report Deposit Entry Form Batch Entry Posting Reconciliation

Receipts

Taxability IS IT A SALE? Definition: a transfer
of title or possession of tangible personal property for consideration (usually money). Section 8 of Activity Fund Manual

Taxability(cont.) TAXABLE VS. NON-TAXABLE SALE
Texas sales tax statutes impose tax on the sale, lease, or rental of tangible personal property and selected services. Tangible personal property includes personal property that can be seen, weighed, measured, felt, touched, or that is perceptible to the senses in any other manner. NON-TAXABLE-Examples Admission (Athletics, Dances, Summer Camps, Prom, Drama & Musical performances) Fees/Fines Transcripts

Taxability (cont.) TAXABLE-Examples Agendas/Planners PE Uniforms
Recorders Spirit Items Vending (pencils & other non-edible) School Publications (Yearbooks, Cookbooks, etc.) ID Badges, lanyards Flowers Clothing (School, Club, Class) Lost Books (Textbooks, Library, Guided Readers) Copies/Laminating (not school use)

Batch Entry/Posting Deposit sent to bank Bank Notification Batch Entry
Set rule so does not go to junk mail Batch Entry Use Deposit Entry Form for charge codes This is how sales tax gets into the proper account Bank Confirmation and MUNIS report to Accounting Balance will not be reflected in Account Inquiry until you receive an from Accounting saying “posted”

Reconciliation Two options Summary Detail

Reconciliation (cont.)
Summary Run an account inquiry Seg Find – enter org and 30TX as activity Note: Elementary Schools will have one account (461) while Secondary Schools will have two (461 & 865) Click on the folder next to actuals Click the Print icon and select detail Highlight all transactions for the month The amounts on the report from account inquiry should match the amounts on your sales tax form

Detail Run an account inquiry Seg Find – enter org and 30TX as activity Note: Elementary Schools will have one account (461) while Secondary Schools will have two (461 & 865). Click Detail in upper right hand corner

Select Date Range Year/Period Green Check Example for January 2017

Disregard: Entry by Accounting for monthly Sales Tax paid to State
MUNIS Report $121.68 Disregard: Entry by Accounting for monthly Sales Tax paid to State

Sales Tax Report Totals for January from Pages 1-4 equal: $121.67
This is what you should reconcile to There is a $.01 variance due to rounding- That is ok!!!!

Due 5th of each month Scan to Ensure to include monthly sales tax report and the MUNIS backup-these should reconcile! Signature of bookkeeper & budget manager required *Date of deposit verified at bank is used to determine which month the sales tax should be reported* Ensure school name, month, year are accurate

Campus & Department Support Team (CADSTeam)
Renee Beck

Balances AVAILABLE & NEGATIVE BALANCES
Negative Balances-Monthly Reconciliation In MUNIS got to Account Inquiry Segment Find leave fields blank and select “Green Check-Accept” It may ask if you want to view all accounts-select yes  Browse Look at your column to the right of ”DESCRIPTION” You can sort amount by clicking headers and find “2017 AVAILABLE” Click and hold on the column header  drag column to on column header and it will appear something like this:

Deposit Entry Form Charge Codes Updates Donation vs. Other
Just because it’s on the form, doesn’t mean it is set up for your campus New accounts can be created by Amy Parker New charge codes created by Accounting Updates Completely new items need to be added to form by Amy Parker Donation vs. Other 5744-Donations Classify revenue from foundations, other non-profit organizations PTA, PTO, Booster Club, etc. 5749-Other Revenue

Paytek Yellow Recovery tickets
It is now the responsibility of the campus to collect the funds You need to collect the following: Face Value of the check $5 fee This was charged with your bank fees Deposit as follows: Face Value Charge code on check Fee Use charge code REBxxx (Ex: REB041 HMS) This will allocate back to your bank fee account to offset it

Education in Action You will need 2 PO’s Deposit Trip Contract
Enter Req for deposit amount to lock in date Principal can sign this agreement Trip Enter multiple line items for different payments Final Deposit Final Balance Process change order as needed Contract Needs to be entered onto MUNIS due to amount Will route for approvals Needs to be linked to Trip req once approved

Change Funds Limits Find “Denomination Page” Write down confirmation #
$250/event $50 (school store, library, ID fines) Campus max is $500 at one time Find “Denomination Page” Follow directions Write down confirmation # Accounting with following: Event Specify Campus or Student account if necessary Attach Denomination page Complete change fund receipt with sponsor Deposit change fund back into account 7 days fundraisers; unless year round change fund of $50

Boosterthon Contracts Shirts
Creating district wide contract to exclude the $2000; in mean time legal will review and redact and change as needed Will be removed from profits at the end Shirts Enter req to Boosterthon for the shirts (standard or custom) based off of quote Vendor # 25948 Use Commodity Code 20074 Vendor Sourcing notes- “FUNDRAISING APPROVED VENDOR” Invoice from Boosterthon received on in MUNIS and sent to AP

Fund-raisers Ensure Sales tax is included in the price
Vendor/Fund-raising should remit tax to the state Check Requests Not receiving items in advance CADSTeam enters a one-sided budget amendment to decrease your expense account Must be approved by budget manager Paid from revenue account Ensure using account to pay Fund-raiser vendor

Accounting Email Accounting@humbleisd.net Now migrated
Subjects are very important Batch # Sales Tax Change Fund Revtrak Deposit Slips Include last deposit slip #

Cut-off Dates Hand-out Pre-paid Registrations

P-Cards Renee Chewning

VISA P-CARD AND TRAVEL REQUISITION INFORMATION

VISA P-CARD INFORMATION
When logging into ControlPay Advanced you are able to view the password entered by clicking “Show” at the end of the Password field.

To assist you with credit limit balances, you may call: Press 1 for Cardholder information Press 1 Again Enter 16 digit Account Number followed by # sign Enter first four digits of zip code associated with the card – 7733 Press 3 for Available Credit

You are also able to view current transactions through the Report Module located in the right hand corner on the Home Page of ControlPay Advanced:

Click on the Transaction link Choose Transaction Date Choose Billing Cycle Make sure the most current billing cycle populates the field Enter the name of the cardholder Under “Order” choose Transaction Date Choose the .pdf or .xls to open the report

Billing Currency: USD - US dollar Post Date Tran Date Amount Merchant Name Merchant City St MCC MCC Description Reference Number Auth # Jones, John *5555 02/03/2017 02/02/2017 185.88 EWING IRRIGATION PRD 149 HUMBLE TX 5085 Industrial Supplies- 019110 02/06/2017 54.50 LOWES #01530 5200 Home Supply Warehouse 022070 104.80 THE HOME DEPOT #0576 086971 Currency Subtotal Transactions: 3 Total Amount: 345.18 USD

Please subtract the total amount of the transactions from the card credit limit to arrive at the current available credit. For Example: Credit Limit: Current Trans from Report: Current Available Credit: $

Please print the Transaction Envelope Report with the Portrait option:

Once the Transaction Envelope Report is printed, please have the cardholder (or bookkeeper)and principal or department chairperson sign the printed Transaction Envelope Report.

TRAVEL REQUISITION INFORMATION
Please create your own requisitions for all travel the same as creating any other requisition. The updated Travel Request form is now available to assist in the encumbrance process for all travel. Please download a new Travel Request form for each travel to ensure the most current form is in use.

You can find this form on the Humble ISD website Log in to Schoolwires using your Novell log in to: Departments Financial Services Division Forms and Training Travel Travel Form The form will aid in assuring you have encumbered all items needed for travel

Originator - Please fill in green cells and check appropriate boxes
HUMBLE ISD TRAVEL REQUEST/REIMBURSEMENT FORM Originator - Please fill in green cells and check appropriate boxes Name: Dept./Org: Event/Meeting Title: Destination: Departure Date: Departure Time: Return Date: Return Time: Accompanied By: Vehicle Driven: *Originator must provide vendor numbers on this form (A) Hotel Encumbrance Actual Advance Request Reimbursement Purchasing Card Needed by: # Nights - Prepaid # Nights - Advanced PO # Issued: Hotel Mileage Parking Meals (Staff) Meals (Student) Other Supplies - $ - Hotel Mileage Parking Meals - # Rooms Rate # Rooms Rate Total Advance/Reimbursement $ - Vendor # Hotel Name: Hotel Address: Other (C) Supplies Total Encumbrance Total Actual $ - Confirmation#: Advance Payment for Hotel Advance Payment for Student Meal(s) - (B) Mileage, Parking, Meals, Other Employee Vendor #: PO # Issued: Total Advance Payments - Local Funds Grant Funds $ - $ - Total Mileage Parking Meals (ADULT): - $ - Reimburse Employee (Refund District) - $ $ - Qty. Meal Rate Qty. Meal Rate Total Actual $ - - Breakfast Lunch Dinner Total Meals $ 7.00 12.00 17.00 $ $ $ $ - - Total Payment to District Purchasing Card $ - - $ - $ - $ - Meal Per Diem Certification Advance(student) Needed by: In claiming reimbursement for the above per diem allowances, I certify that Meals (STUDENT) Breakfast Lunch Dinner Total Meals Qty. Meal Rate Qty. Meal Rate I spent these funds on meals, or incidentals related to meals, while traveling on $ 4.00 6.00 10.00 $ $ $ $ - District business. - Traveler's Signature: - Date: $ - $ - $ - Comments Other Expenses: (Taxi, Vehicle Rental, Toll Road) $ - Sub-total Section D $ - (C) Supplies Convention Supplies object code should not be 6411 $ - For Advance payments, please follow the check run guidelines to ensure the check is ready prior to date needed. Click here for General Travel Guidelines and Instructions Click here for Federal and Grant Travel Guidelines and Instructions Last Revised: 12/09/2016, GKR TRAVEL REQUISITION INFORMATION

Please make sure to use 963 for the general commodity code on all travel related requisitions. This will ensure requisition routing to the appropriate person for the requisition review/approval process. When entering the requisitions for travel, it is necessary for you to use the commodity codes as follows:

TRAVEL INFORMATION Registration Fees
Please use Commodity Code for all Registration Fees Line description must include: The words: “REGISTRATION FEES FOR:” EMPLOYEE NAME EVENT EVENT DATE EVENT LOCATION Please use Object 6411 for all registrations except Region IV. Region IV Please remember that all Region IV registration requisitions must have the registration form attached to the requisition for submission with the PO to Region IV. Please use Object 6239 for all Region IV registrations. Vendor sourcing note is “Non Biddable”

TRAVEL INFORMATION Hotel
Please use Commodity Code for all Advanced Hotel Requisitions Line description must include: The words: “HOTEL ACCOMMODATIONS FOR” EMPLOYEE NAME EVENT EVENT DATE EVENT LOCATION HOTEL CONFIMATION NUMBER Please use Object 6411 for all advanced hotel requests Vendor sourcing note is “Non Biddable”

TRAVEL INFORMATION Meals & Other Travel Related Expenses
Please use Commodity Code 96347 Items include, but are not limited to: Meals, mileage, parking, baggage, etc. Line description must include: The words: MEALS AND OTHER TRAVEL RELATED EXPENSES EVENT NAME EVENT DATE EVENT LOCATION Please use Object 6411 or 6412 (when traveling with students) for all staff meals, mileage, parking, and baggage, etc. reimbursements Please note the Mileage Reimbursement Rate effective January 1, 2017 is 53.5 cents per mile Vendor sourcing note is “Non Biddable”

TRAVEL INFORMATION Other Travel Related Expenses - Supplies
Please use Commodity Code 96347 Reimbursable Items are supplies necessary to attend the conference and may include, but are not limited to: Books Workbooks Line description must include: The words: “SUPPLIES ASSOCIATED WITH TRAVEL TO:” EVENT NAME EVENT DATE EVENT LOCATION Please use appropriate Object Code associated with items purchased. Please do not use Object 6411 Due to different Object, please enter on a separate line from meal, etc. Vendor sourcing note is “Non Biddable”

TRAVEL INFORMATION Airfare
Please use Commodity Code for all Airfare ALL AIRFARE MUST BE PRE-APPROVED BY DR. FAGEN’S OFFICE Remember you must attach your airfare approval from Dr. Fagen to your requisition prior to releasing it into the approval process All airfare accommodations can be made through National Travel Systems , Vendor No at Line description must include: The words: “AIRFARE FOR” EMPLOYEE NAME EVENT EVENT DATE EVENT LOCATION AIRLINE CONFIRMATION NUMBER Please encumber the additional $25.00 National Travel fee per airfare Vendor sourcing note is “Non Biddable”

TRAVEL INFORMATION Vehicle Rental
Please use Commodity Code for all Vehicle Rental All vehicle rental reservations can be made through Enterprise Holdings Vendor No Please use the District Account # TXS1018 Line description must include: The words: “VEHICLE FOR” EMPLOYEE NAME EVENT EVENT DATE EVENT LOCATION AIRLINE CONFIRMATION NUMBER Vendor sourcing notes can be imported

TRAVEL INFORMATION Student Travel and Meals
Please use Commodity Code 96347 Line description must include: The words: “STUDENT MEALS FOR:” EVENT NAME EVENT DATE EVENT LOCATION When entering a requisition for Student Meals please make sure to enter a separate line items for students and always use Object 6412 for Student Meals Vendor sourcing note is “Non Biddable”

TRAVEL INFORMATION Please follow all General, Federal or State Travel Guidelines. All travel requisitions will follow the same approval process as other requisitions. If the Principal/Director is the one traveling, Purchasing will contact the appropriate person for his or her travel approval. Upon requisition conversion, you will receive a conversion notification just as you do now for all other requisitions. If you need advanced checks, please contact Asha Tefera at X8039 or Crystal Carter at X8071. If you have any questions regarding the requisition process, please contact Renee Chewning, P-Card and Travel Coordinator at X8046

VISA P-CARD AND TRAVEL REQUISITION INFORMATION
Thank you for all you do to make the district VISA P-Card and Travel Requisition Process work so well! You are appreciated!

Budget Amy Parker

Budget Transfers

Next Year Budget Workshops
April 3rd & 4th

Accounts Payable Crystal Carter

Who to Call Maria Salazar (8084) A-G Maryellen Moreno (8038) H-O
Melissa Mason (8010) P-Z Asha Tefera (8039) Travel, Daily Mileage, Utilities Crystal Carter (8071) Vendor Letters are based on the Alpha on the Vendor Inquiry Screen

Mileage Updated form effective January 1st
Must have approval or signature on mileage form Include maps if applicable

Travel Updated form on website effective 01/05/2017
Please send the travel form to once the requisition is converted Include the PO # on the form Please process travel so that check can be sent back to your campus/department prior to trip Please ensure form is complete When submitting reimbursement request, please verify the accuracy of the amount being requested Ensure all documents are submitted at the same time for reimbursements We do not need meal receipts only the signed travel form or the signed meal certification form View Travel guidelines on website Please note any refunds to be received in the note section of the travel form

Registration You must verify vendor payment terms.
Registration is no longer on the travel form; Please forward documentation needed to AP and it will be handled by the specialist that handles that vendor If check is needed prior to the event, AP must receive the completed registration paperwork sent in a timely manner to process check. The receiving records must be entered for advance payment of registration (REMEMBER THE TRIANGLE). Registration Paperwork should include: Vendor Name Vendor Address to mail check Amount of Registration Dates of attendance If a vendor will allow employees to attend and invoice after the event, please enter receiving records upon their return

Receiving Records All receiving records need to be entered as items are physically received on the date received, even if not all items have been fulfilled on the PO. AP will send courtesy s if we receive an invoice that is due, however these s should not be relied upon to enter receiving records. Receiving records should be based on how the PO was set up Once courtesy s are sent, please kindly respond Please do not attach invoices to receiving records, forward interoffice or through to AP

Reconciling Open PO’s Monthly verify Purchase Orders that are still open that have not been paid Verify with the specialist who handles the vendor if they have an invoice Send all PO closure requests to with the Close PO# in the subject line Please be sure to forward any invoices sent to your campus/department to AP

Point of Sale Receipt Point of Sale are tickets that finalize the transaction at the time of purchase. They are given at time of purchase and no further invoices will be sent to AP Ex: Kroger, Lowes, Italiano’s, Chick Fil A, Home Depot, Coca-Cola (not all inclusive) Original POS receipts are required- Please be sure to tape down to 8.5x11 sheet of paper not covering the dollar amount Make sure if you have additional receipts on additional pages that the information is visible. Do not tape receipts on the front and back.

Purchasing Melinda Sappington

Quotation Request When to use When Not to use
There is no District bid in place for the product(s) or service(s) that you require Not a Sole Source purchase Unable to source through known Cooperatives Not on Technology website If you have no idea where or who to obtain the item/service from When Not to use If there is a District bid in place If vendor is Sole Source If Technology has on their website If purchase is prohibited by District policy, procedure or law If item/service has a “known” or established purchasing method, proceed as you normally would with contacting the vendor for a quote

Questions… Why can’t I use this form for everything?
Although we would love to provide that type of support, at this time it is not possible. So we are asking if you have an approved source you are already using that carries the requested product, please continue to use them. This was designed to help with things you have no clue where to even start looking. We don’t have a website to put on the form because we do not know where to get it. No problem, please provide as much information as you have. (Did you see it in a book or a store or someone else had it?) I have always been told just look for it on one of the Cooperatives. I do not even know how to find vendors on the cooperative websites. We recommend you using the Quotation Request form so we can assist you in obtaining the quote needed. The quotation request form states it takes 1-2 weeks to get the quote back – what should I do if I need it sooner? We understand some things come up at the last minute and need immediate attention. We will work with you on a case by case basis. Please make every effort to allow the time required to obtain pricing if at all possible. Remember we have a limited crew and are offering this service to the whole District. I am not sure what funding source will be used – why do you need to know? In order to be in compliance with the new “EDGAR” (federal funds) requirements there are additional supporting documentation that may need to be obtained. What do I do if my teacher decides she wants to change the quantity? Use the Information provided on the Quotation Request to contact the vendor to request a revised quote. (Contact information can be located in the vendor record in Munis) I am just trying to get estimates or budget numbers right now – should I do anything different? We will be happy to assist you with those as well, please indicate on the Quotation Request form under need by date that this is for budgetary purpose only . Please understand this will be considered a priority 2 and will be worked into the buyers sourcing calendar

Adding Contract # to Req
In order to process your requisitions more efficiently please make sure your contract has been approved and posted prior to entering and releasing your requisition. If your requisition is released and Purchasing has to add your contract number it will cancel out the work flow approval and send it back to your Budget Manager to re-approve.

After entering the information for your main page click the Terms/Miscellaneous tab

Remember your contract must be in posted status.
Add your contract number here. The Description will automatically fill in. Remember your contract must be in posted status. Complete requisition and release into the Munis work flow.

Requisition Status I have released my requisition, where is it and when will it be converted?

Click on the approvers tab in your requisition
Click on the approvers tab in your requisition. This box will come up click ok.

This screen will come up – The steps indicate the approval stops.
Step 10 is usually the Budget Manager Step 20 is the Asst. Superintendents Approval Step 25 is Federal Funding Budget Manager Approval Step 37 is Controllable Assets Approval Step 40 is Purchasing (Requisition Specialist) Step 43 is Board Approval (make sure this has been to the board) Step 50 is Purchasing Processing Step 60 is Contract User Approval (make sure contract is approved) In order to see the approvers in each step make sure you click on the arrow next to the steps, this will open up another drop down that states “Any Approver From this Group” select that down arrow and it will show the authorized approvers for that step. (see next page for example)

When the status is complete – that step has been approved – If it says Group Current / In Progress that is where your requisition is for review and approval.

When the requisition has made it through all the steps/approvers, it will move into the
Purchasing batch for converting. The status will change from Released to posted to printed. Once the status shows printed it is complete. Munis automatically sends them out to the or fax number provided in the vendor record.

Things to Remember If there is no image of the PO when you go to the attachment Icon on your Purchase order it is possible your PO did not successfully submit to your vendor – Please notify someone in Purchasing to verify why and have it resent. If you process a PO change order they ARE NOT automatically sent to your vendor – if your vendor needs a current copy please send Melinda Sappington an requesting the PO be re –printed. This will generate another copy of the PO and sent to the vendor for processing. Please be careful when asking for your PO to be re-printed we do not want the vendor to receive two copies and process a double order. Most registration PO’s are not sent to the vendor. This is because most vendors need the registration form with the PO number listed on it. Or they do not accept PO’s and you are only processing it under a PO to get an advance check to send in. Once your PO is converted please follow their instructions on submitting your registration forms. Region IV is the only vendor that has reached out to us and requested we send them a copy of the registration along with the PO. We are able to do this as long as you always attach your completed registration form and make sure to change the public toggle from N to Y so the quote will auto send.

Payroll Deanne Hill

Questions?

Reminder…. Next Quarterly Meetings April 11-12
Please fill out the surveys

Finance Quarterly Training Session 3

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