1. Finance Roundtable November 16, 2017

2. Thank you!

3. Technology Requisitions
Every technology purchase must come through the IT Department
Fill out IT work order –
IT Department will submit requisition in Skyward for you!
Once requisition is approved, IT Department will make the purchase and have items shipped to their office then they will distribute to you

4. E-Commerce You can now purchase through Skyward!
Office Depot, Amazon Business, Gonzalez Office Products, NASCO, and more to come!
Start Req in Skyward - Put E-Commerce in description
Skyward will take you to Vendor
Vendor will help build line items
Once approved, orders are automatically placed

5. E-Commerce - Amazon Amazon emails every invoice to Accounts Payable
No need to send another copy
Mark PO as Received in Skyward as soon as product has been delivered

6. Enterprise Rentals All POs will now have our Account # on PO
When reservations are made be sure to give PO # and Account #
Take a copy of PO to Enterprise
All Mastercard purchases for fuel need to be a separate PO

7. Trip Requisitions All Trip Reqs must have the following:
Name of the Training, Conference, Etc.
Name of all those attending Training
Beginning and End dates of the trip

8. PO Line Items
If you know the exact price of something, Great!! Add each line
For items like HEB food – unless you know exactly what the price of those items are it is okay to say food and do a for example in the description
Example: Food - We will be buying fruit, crackers, and cheese.

9. Budget Transfers in Skyward
Start by pulling up a copy of your budget
Once you get into Skyward and begin entering your transfer, Skyward does not display available funds
Pull Budget Transfer batch number from Google Sheet for your campus/department/group
Example: HHS18001;

10. Budget Transfers in Skyward
In Skyward, go to Account Management Tab - Submit Transfer
Select Add
Select your Budget Transfer Group in the drop down (may have more than one)
Change fiscal year to the correct fiscal year (currently )
Transfer type - Expense

14. Budget Transfers in Skyward
Enter your batch number that you pulled from the Google Sheet
Enter your description for the budget transfer
Enter your account number
Select transfer to or transfer from in the drop down
Do not let debit/credit throw you off - enter transfer to/transfer from exactly how you would say it (“I want to transfer from x account to x account.”)
Enter the amount you wish to transfer - use whole dollars only

16. Budget Transfers in Skyward
Select Submit for Approval or Save and Finish Later
Save and Finish Later will allow you to come back and edit at a later time
Budget Transfers will follow similar approval path as purchase requisitions and check requests
Entered - Principal/Director Approval - Special Approval, if needed - Finance Approval
Attachments can be added to Budget Transfers, similar to purchase requisitions and check requests
If a Budget Transfer is denied, there are certain fields that are not editable
Fiscal year, batch number, etc.

18. Accounts Payable Reminders
Check Requests
Consistently use provided guidelines for check request invoice number, invoice date, etc.
Skyward uses the invoice number per vendor to verify if payment has previously been made, and prevents Hutto ISD from making duplicate payments

19. Accounts Payable Reminders
Store Receipts
Send a copy along with original as our scanners tend to destroy smaller store receipts
Continue to send invoices to AP as you process and receive them, not all at once on Tuesday evening
Only Hutto ISD employees are allowed to use Hutto ISD MasterCards or purchasing cards
Purchasing cards should not be used online - cannot remove sales tax or apply a PO number

20. Updated Business Office Deadlines
Updated Business Office Deadlines on Hutto ISD’s Business Office Website under Policies and Procedures

21. Financial Management Data Mining
Please schedule a one-on-one meeting, and we can look at Data Mining and Report Clean-up

22. Facility Rental Guidelines
New Facility Use Guidelines are updated on the Business Office Website, under Facility Rental Information

23. Business Office Contact Information
Sheryl Rich, Accounts Payable Specialist - Ext or
Caleb Steed, Purchasing Specialist - Ext or
Sandy Williams, District Receptionist - Ext

24. Business Office Contact Information
Eduardo Ramos, Deputy Superintendent - Ext
Kelly McCann, Admin Assistant to Deputy Superintendent - Ext
Jeffri Orosco, Director of Finance - Ext or

25. Business Office Contact Information
Sharon Bunge, Payroll Coordinator - Ext
Victoria Melton, Finance Specialist - Ext or
Elizabeth Polasek, Payroll Specialist - Ext

26. Questions or Thoughts?