1. Quarterly Finance Meeting
Session 1
August 8, 2016

2. Overview Accounts Payable – Crystal Carter (Renee Beck)
Budget – Amy Parker
Purchasing – Catherine Dalles/Renee Chewning
Kronos & Benefits– Billy Beattie
Print Shop &RevTrak – Kathy Fontenot
Campus & Department Support – Renee Beck and Becky Beverly
Questions and Input for next Quarterly Finance Mtg.

3. ACCOUNTS PAYABLE
Renee Beck on behalf of Crystal Carter

4. Accounts Payable
Triangle-If any of the following are missing, a payment will not be processed:
Receiving Record
Invoice/Registration Form – if applicable
Purchase Order
Travel
Please use the most updated form on the website
Travel requests should be sent to the purchasing from the budget manager.
Obtain signature for meals on updated travel form or use the meal certification form.
You do not need to send meals receipts to AP
Travel reimbursement requests are due 10 business days after return from trip.

5. Accounts Payable (continued)
Travel (continued)
If registration needs to be paid in advance, please send paperwork for registration to A/P.
Verify that the hotel will accept a check hand delivered from the district.
Travel should be requested 14 business days in advance if an advance payment is required.
Registration/Field Trips
It is imperative that the vendor payment terms are known in advance.
If A/P does not have paperwork, then we cannot process payment (remember the triangle).
Field trip forms must be sent immediately upon notice a field trip will take place.

6. Accounts Payable (continued)
Registration/Field Trips (continued)
All documentation that needs to be sent with check must be sent along with the original documentation, tri-folded with a paper clip. PLEASE DO NOT STAPLE.
Registration paperwork must have correct remit, amount of payment, dates attending, and who is attending.
True acceptance of District PO, vendor will invoice us after event.
If advance payment is not required, do not enter receiving records until employee returns from trip and proper documentation of attendance is received.
Point of Sales Receipts
Please be sure the receipts are taped to 8.5 x 11 sheet of paper with the PO number written on the sheet.
Do not cover the totals on the receipt – tape should not touch ink print on receipt.
Example POS vendors are: Kroger, Lowe’s, Home Depot, Chick Fil A, Italiano’s, Party City.
We do not need copies of the Purchase Orders.

7. Accounts Payable (continued)
Reconcile Purchase Orders Monthly
If a PO that you have received on to clear for payment has not been paid within 2 weeks of receiving date, please contact the AP specialist who handles the vendor.
If a payment is to be made in the next check run, verify no later than the Friday before the check run.
To view all open POs for your department:
Go to PO Inquiry and click on the magnifying glass on the tool bar.
Input your org number and use the drop down menu to change status to 8 (repeat with status 9).
Click the green check to accept.
You can view a list by clicking on the icon on the bottom of the screen or you can scroll through the records.
Export into Excel for better viewing.

8. BUDGET
Amy Parker

9. Budget – Amy Parker Budget Transfers
Budget Transfers should be in whole dollar amounts.
See procedures for crossing functions – budget transfers crossing functions that are below $2000 and above $2000.

10. Budget (continued)

11. PURCHASING
Catherine Dalles

12. Purchasing Purchasing Points to Remember
Please be sure to check our web site often. There is an abundance of information compiled there to make your Purchasing experience easier, i.e.-
Purchasing Forms & Procedures
Current Goods & Services under District bid
Who to call for assistance – we are here to help
Be sure that you are using the most current Humble ISD New Vendor Information form - revised 12/18/15. (On web site – Purchasing Forms & Procedures)

13. Purchasing (Cont.)
Stop by Purchasing to pick up the Hobby Lobby card BEFORE going to the store. We suggest you do this even if you are using a P-card for your purchase. There is a procedure memo outlining the process. (On web site – Purchasing Forms & Procedures).
Anyone purchasing from Home Depot or Lowe’s must confirm with Purchasing (Monica 8993) that they are on the approved Shoppers list BEFORE going to the store.
Note that Office Depot has free shipping on orders that are over $50. Please be aware that if the item has a purple truck icon by it, you will have shipping costs.

14. Purchasing (cont.)
Sole Source purchases must have updated affidavit & documents for the school year on file with the Purchasing Department. (On web site – Purchasing Forms & Procedures).
You need to attach all registration forms to your ESC Region IV requisitions.
Be sure when making any cooperative (Buyboard, TCPN, CPC, TxMas, PSA etc) purchase that you attach their quote to the requisition & the vendor must note the cooperatives name & cooperative contract number on the quote.

15. Purchasing (cont.)
Please note that quotes cannot be older than 30 days (unless otherwise indicated on the quote).
If you have to use an OPEN MARKET vendor to purchase product or services, please note that there are some specific guidelines to follow:
No District RFP/CSP can be in place for that service/product
Be sure that no cooperative vendors offer that product/service
If the vendor is a Sole Source provider – get paperwork filed with Purchasing.
If using Federal funds you will need 3 quotes attached to requisition

16. Purchasing (cont)
Always make reference in your Vendor Sourcing Notes as to how freight costs are being handled on your requisition.
FREIGHT LINE INCLUDED IN COST
NO FREIGHT COSTS BEING CHARGED
ADDED FREIGHT LINE (don’t use a commodity code)
Please be sure to add your Humble ISD Munis Contract number in your Vendor Sourcing Notes.
ALWAYS click “PRINT ON PO” so that you toggle on the check mark for your Vendor Sourcing Notes. If you imported Vendor Sourcing Notes the box will automatically toggle on the check mark. Also only put comments that need to be printed on the Purchase Order.

17. Purchasing (cont.)
General Notes are used by anyone needing to make notes pertaining to a requisition that DO NOT print on the Purchase Order. ONLY add notes to your “authored” General Notes. When you enter a General Note it adds a date/time & Created By tag. Purchasing uses General Notes to track approval issues, phone conversation, s sent, why something has been rejected, etc. Finance will enter General Note if there are Fixed Asset or Budget coding issues. General Note etiquette - NEVER delete or add comments to another person’s General Notes. Start your own General Note please.

18. Purchasing (cont.)
When using “865” and/or “887” funds be sure to use commodity code 996/99600.
Remember we work for a school district, please CHECK YOUR SPELLING on your requisitions.
Humble ISD does not pay sales tax! Check your quote to confirm you’re not being charged sales tax. You can find the tax exempt certification on our web site.
Purchasing works on our requisition queue DAILY. However if you have a real emergency, please let us know and we will do all we can to accommodate your request to convert to a Purchase Order if at all possible.

19. Purchasing (cont.)
We have an abundance of new forms that vendors have to fill out. If a vendor has questions on these forms, please have them contact any one of us in Purchasing. Any vendor questions on the HB1295 affidavit should be directed to Ashley Harrison x 8960, she is our Purchasing and Risk Management Compliance Coordinator and she handles these forms. They are required by the State of Texas Ethics Commission for any contracts issued by the District.

20. Purchasing (cont.)
Reminder: the Current Goods & Services under Humble ISD RFP/CSP/RFQ is on our web site. This is the first place to look for vendors when you need to purchase things or service. We update this all the time and we’ve got drop downs so you can search by vendor or by product or service.
Reminder: we’ve issued some Procedure Memos for help on certain processes or vendor procedures that may need special attention. Check the web site to see what’s out there and if you’ve any suggestions on additional procedure memos you’d like to see let us know.

21. P-Card Update
All campuses have been visited and the new program has been discussed.
Departmental meetings on the new P-Card program will be scheduled in the near future.
It is important that campuses provide the Card Holder information as soon as possible so that their cards can be ordered.

22. KRONOS & BENEFITS
Billy Beattie

23. Kronos

31. Benefits 2016-2017 Annual Open Enrollment
July 18 – August 22, 2016
Voluntary Enrollment
Current elected benefits from the previous year will automatically roll into the plan year.
Opportunity to update, elect, or waive benefits for the new plan year.
Review your elections to ensure you are covered.
TRS ActiveCare Premium Changes
TRS ActiveCare 1-HD – 0%, no change
TRS ActiveCare Select (Memorial Hermann Network) % increase
TRS ActiveCare 2-5% increase for all tiers

32. Benefits (Continued) New Offerings
Medical Supplement plan (GAP Plan) provided by SISlink
Critical Illness plan provided by Cigna.
DHMO Dental option
What do I need to do?
Log on to Munis Employee Self Service and update personal information
Log on to Humble ISD Benefits website and check for detailed information and dates
Review the Benefits Guide on the Benefits website and review available plans
Attend a Benefits Enrollment Assistance session if you have questions.
Log on to Humble ISD Benefits HUB to update, elect, or waive benefits.
Please monitor your District address for further information regarding open enrollment.

33. PRINT SHOP & REVTRAK
Kathy Fontenot

34. Print Shop Open House this week Web 2 Print Faster processing
Instant quote
Digital submission
Approval process
New Products
Posters
Clings
Upgraded paper
Print to full bleed
In house binding
Open House this week

35. RevTrak Online web-store Convenient for parents and sponsors
24/7 access for parents
No tabulation sheets for sponsors
No signatures or initials needed from students
Faster deposits
Finance does the sales tax
Efficient cash management

36. CAMPUS & DEPARTMENT SUPPORT TEAM (CADSTeam)
Renee Beck & Becky Beverly

37. CADSTeam Sales Tax Taxable vs. Non-taxable Deposits
Section 8 AF Manual
Deposits
Deposit Entry Form
Batch Entry
Monthly Report & Backup
Due 5th of each month
Tax Free Days
Claim via
Revtrak Listing Process
If claiming tax-free day:
Send pricing worksheet for taxable & non-taxable
Include in body of
Tax-free date
Date item to be listed as taxable

38. CADSTeam (cont.) Fund-Raisers Change Funds Activity Fund Manual
Purchasing Bids & QuotesFilter
“Fund-raisers”
Contract Entry is not required for
fund-raisers
Change Funds
Uses
Fundraiser/Special Event
ID Badges/Library/School Store
Process
Contact CADSTeam for Access Code
Bank Order form:
Confirmation #
Date
Amount
Campus or Student
Delivery Date
Bank EOC Campus
Deposit
CxxxCG
SxxxCG
Activity Fund Manual
August 15th Release Date
Table of Contents

39. CADSTeam (cont.) Sponsor Meetings P-Card Meeting RevTrak Postings
Presentation coming out by end of week
P-Card Meeting
With Card-holders
RevTrak Postings

40. Teacher Wish List
The Humble ISD Education Foundation deposits with list money in campus accounts the first week of each month.
If your campus has received a donation, the Foundation will contact your campus administrator, accountant/bookkeeper/office professional, and teacher via regarding the amount that each teacher has received.
All funds are to be encumbered by March 30th and all items received and paid for by April 30th.
Unspent funds will be returned to the Foundation

41. Important Reminders MUNIS is closed Aug 12-17
Requisitions/Purchase Order Change Orders:
All requisitions and purchase order change orders must be in the printed or posted status by August 11, 2016, 5:00 PM . All requisitions or purchase order change orders not in printed or posted status (Ex: created, released, pending) will be deleted from the system.

42. Important Reminders Contracts/Contract Change Orders:
All contracts and contract change orders must be in the posted status by August 11, 2016, 5:00 PM . All contracts or contract change orders not in posted status (ex: created, released, pending) will be deleted from the system.
If the requisition or contract is deleted from the system you will be required to enter a new one when the system re-opens.
Remember - once deleted it will no longer be accessible in Munis.
The system is scheduled to be back up by Thursday August 18th.

43. QUESTIONS?

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Surveys
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45. Thank You!