1. Finance Quarterly meeting
April 11-12, 2017

2. HEB TONY KLAUS (Thank you for sponsoring our lunch today!)

3. Agenda Accounts Payable Budget Business Systems Payroll CADS Team
Wish List - Campuses
General Counsel
Purchasing

4. ACCOUNTS PAYABLE
Crystal Carter

5. YEAR END MEETING
Please respond to the sent from A/P with meeting date
BE PREPARED
You will need written documentation from vendors for open POs that need to be carried forward-vendor must have received the PO and/or have an ETA of the shipping date
One time use POs will be closed and not carried forward
Must schedule a date to return between 07/3 and 07/13 to enter receiving records for items/services rendered after 06/15
Have a plan of action to verify specific date items were received. Example- custodian to mark date received on envelope/box or principal to enter receiving records in Munis
Please do not use quick receipt; enter each line accordingly
All receiving records should reflect the date items are physically received or services are completed

6. OPEN PO REPORT
Go to PO inquiry and click on magnifying glass on tool bar
Put in your org number and use the drop down menu to change status to 8 (repeat this step for status 9 for carry forward)
Click green check to accept

7. OPEN PO REPORT (CON’T)
You can create an excel spreadsheet for better viewing
Click the arrow at bottom of page to view individual PO

8. PO CLOSURES
Send all PO closure requests to
Do not forward PO closure requests for items that need to be paid; only for POs that are no longer needed
Example: If you have received all items on a PO and it remains open, it will be closed with payment by invoice. DO NOT SEND A PO CLOSURE REQUEST

9. THE TRIANGLE

10. REGISTRATION
For registrations, you need to verify that the vendor does or does not accept our PO’s. Registration forms are not necessary if the vendor will be invoicing us. If the vendor truly accepts the district PO, they will invoice us after attendance. Only enter receiving records after attendance if vendor will invoice us.
If the vendor does not accept our PO and payment must be made in advance, be sure to enter receiving records prior to the event so that we can process for payment. In addition, you must send the registration paperwork along with a trifold copy to Accounts Payable in order for payment to be processed. PLEASE REMEMBER THE TRIANGLE.
Registrations forms must include the vendor name, address, amount to be paid, dates of attendance, and due date.

11. POINT OF SALE VENDORS
Points of Sale (POS) are those tickets that finalize the transaction at the time of the purchase. They are given at time of the purchase and no further invoices will be sent to Accounts Payable. Example: Kroger, Lowe’s, Italiano's, Chick Fil A, Home Depot, etc.
Original POS receipts are required-Please be sure to tape these down to 8.5x11 sheet of paper not covering up the total dollar amount etc.
Make sure that if you have additional receipts on additional pages that the information is visible. Do not tape receipts on the front and back

12. TRAVEL
All registration needs to be inter-officed or ed the specialist that handles that vendor will process it
The "refund district" line should be blank unless we are receiving back a refund
Please be sure to submit all documentation for travel reimbursement. Example: proof of attendance, hotel folio (if applicable), signed meal certification, maps, etc.
 Send travel request forms after the requisition has been converted to a PO ( with PO # on the form)
We only reimburse fuel for rental vehicles. If you’re using a district vehicle, please contact transportation for a fuel card

13. MILEAGE
New rate .535/mile which is on the new form located on the website under Accounts Payable- Financial Division Forms and Training page
Please provide all maps that are listed in the green section (outside of the district)

14. QUESTIONS & ANSWERS
Accounts Payable

15. Budget
Amy Parker

16. Budget Next Year Budget Entry Workshops Staff Budget Codes
April 25 and April 26
Register in Eduphoria
Staff Budget Codes
Andrew Clarence for an FTE Report

17. BUSINESS SYSTEMS
Donny Dennard

18. Business Systems
E-Procurement
Online Shopping

19. Process Create a New Requisition Complete the Header Screen Add Line
Click Shop Online from the Line Items Page
Select the Vendor from the List (It will launch their website)
Select the Item(s)
Selected Add to Cart
Select Shopping Cart
Select Check Out
Select Finish
Select Continue on the Requisition Line Item Page

20. SCREENSHOTS

25. Billy Beattie/Deanne Hill
PAYROLL
Billy Beattie/Deanne Hill

26. Payroll
Professional Development
Vacancies
Title Batches
Questions

27. CADS Team
Becky Beverly

28. CADS Team Year End Beginning of Year Negative Balances
Print Reports for all funds in June give to activity fund sponsors (campuses) and budget manager
Requisition Clean Up
PO Clean Up
Close PO, to A/P
Beginning of Year
Activity Fund Sponsor Meetings - Campuses
Middle School and High School Camps
Revtrak Entries – Campuses
Schedule dates for calendar year
Reserve rooms for events (Eduphoria)

29. CADS Team (Cont.) Travel Field Trips
Summer Travel - follow guidelines handed out at last Quarterly Meeting
PO's for Travel: Registration (form), Hotel (Confirmation # with breakdown of hotel rate), Airfare (Date and time of travel-Quote from Travel Agency), Reimbursement (Meals, Mileage, Supply Purchases, Gasoline expense if car rental), Car Rental
Receiving on PO – remind your staff that are traveling to bring back documentation of attendance ( Example: Name Badge, Agenda, etc.) and detailed hotel folio if applicable
Field Trips
Field Trip Request Form Signed by Budget Manager
Overnight Field Trips-Superintendent form
Overnight Field Trips- School Pays for Bus Driver Meals and Lodging (Encumber)

30. CADS Team (Cont.) Booster Enterprises (Elementary)
District Master Contract
Contact Finance (Becky Beverly) if your campus should be added
Two types of Contract - LIVE and EVENT
LIVE - Booster Enterprises plans and hosts all events
EVENT - Booster Enterprises hosts the initial pep rally and fun run - all other activities are hosted by the campus
“Campus/Department” Finance Deadlines Vs. “District” Finance Deadlines
Make sure to communicate to your staff a “Campus/Department” Finance deadline
“Campus/Department” Finance Deadline should be approximately a month (at least two weeks) before the “District” Finance Deadlines
Budget Manager Approval for the “Campus/Department” Finance Deadline
“Campus/Department” Finance deadline allows time for the items to be delivered, received, and close PO before the “District” Finance deadlines

31. CADS Team (Cont.) Finance Summer Issues Reminders
Elementary Campuses – Share with your Budget Manager to contact finance if they need assistance during your off contract period (Secretary/Bookkeepers are 209 contract days)
Reminders
Cash Receipts - deposit in timely manner
Especially important at end of the month
MS and HS campuses - Any 865 encumbrances/payments should have backup documentation from club - club minutes and signatures
Campus - Fundraiser Forms - Be sure to send completed fundraiser forms to the District Audit Department
Several to choose from
Check balances of budget accounts, if there is a large balance, let the budget manager know in case of purchases that need to be made this fiscal year
Board Meeting May 9 - transfers should be in MUNIS by April 28

32. CADS Team (Cont.) Record Keeping for Purchases - POs/P Card
Purchase Request form completed - Forms and Training site
Quote and any s related to the purchase
Requisition # written on Purchases Request form
PO # written on Purchase Request form
Requisition and PO are electronically in MUNIS; can print the requisition and PO to include in backup documentation
Packing slip - write PO # on packing slip - note on the packing slips when the items are received in MUNIS
Have all documentation in a File Folder, Binder, etc. for record keeping (Alpha by Vendor, PO #, etc.)
Same type of documentation for P Card - Reconciliation Forms in File Folder, Binder, etc. by Month; may have file folder for each card holder

33. Wish List - Campuses
Ashley Walker

34. General Counsel
Becky Rangel

35. GENERAL COUNSEL Contracts Funded using Federal Funds
Handout
Attachment C
All 2XX Funds
2017 – 2018 Contracts
Wait until July 1 to enter if at all possible

36. News/Reminders
P Card – Ja’Netta Washington (8309) will be the Reconcile Contact person
Pam Widmier is backup for Ja’Netta and Renee Chewning
Office Depot – New Representative
Brooke Fisher – (903)
Log In for Office Depot site-Humbleisd1 (If site locks for incorrect password entry, call Monica 8993 for assistance)
Bookkeeper Bulletin – will have a lot of the information discussed at the Quarterly meeting

37. NEWS/REMINDERS (CONT’D)
Purchasing - reminders
Reference Contracted Service Agreements in Vendor Sourcing Notes
ALWAYS attach quotes when possible. If using a cooperative contract, be sure the Vendor has listed that on their quote and it is attached to the requisition
On Buyboard (and all Cooperatives), please be sure to confirm the shipping/freight charges. Most cooperatives have PREPAY and ADD freight terms. You should have them indicate on their quote if there is NO FREIGHT CHARGES or if FREIGHT CHARGES are included. Be sure to reference that in your Vendor Sourcing Notes
As always, please check your spelling on the requisitions, line descriptions, etc.

38. THAT’S ALL FOLKS! EXCEPT . . .
AGAIN -- THANK YOU HEB AND TONY KLAUS FOR LUNCH