1. Quarterly Finance Training-Campuses
July 23rd, 2018

2. Topics of Discussion Budget CADS Team P-Cards Education Foundation
RevTrak
Print Shop
Legal
Purchasing Q&A
Technology
Benefits
Accounts Payable

3. budget
Amy Parker
X 8024

4. Budget
Multiple Years
Q & A

5. Cads team
Becky Beverly x 8015
Renee Beck x 8018

6. CADS Team Topics In-Line Skating Movie Licensing
Travel- Summer issues/Purchasing
School Store-Inventory Form Sheet
Cash Handling Training
Carry-Forward POs
Exxon/Mobil
Sales Tax/Deposit Entry Form
FSRM
New employees-share “impressions” of first year
Booster Clubs/PTA/PTO
Account Trial Balance (Secondary Only)

7. Skating 101 Budget Code xxx-11-6299-00-xxx-11-xxxx
Commodity Code – 977/97735
No Contract needed

8. Movie Licensing
If Campus will be showing movies during the School Year , a Public Performance Site License is required
This includes movies shown anytime on your campus:
During the school day (Classroom)
After School/Weekends (Movie Nights)
Vendor
Movie Licensing USA #14300
# 14300
Commodity Code: 96345
Budget Code: xxx
Vendor Sourcing Notes: Non-biddable
Contact to Obtain a quote:
Corey Goellner, Copyright Licensing Manager
k12.movlic.com
fax

9. Travel Summer Issues/Purchasing
Travel Template -  Renee - include a picture of the travel template so we can review
Receiving against PO's
Group attending Workshop
Check needed in advance of travel
Out of State Travel - Humble ISD is not exempt
Communication via with A/P and Accounting to make sure of all information has been discussed
P Cards can be used but communicate with Renee Chewning concerning approved P Card vendors
Mistakes happen but we use them as a learning tool for all concerned including our finance departments

10. School Store-“Manned” by Campus
 Tabulation Sheets vs. Inventory Form Sheet
Inventory Form Sheet is recommended (no names have to be listed)
Inventory store items before start of year
Inventory items at close
Inventory sheet turned in every day to Bookkeeper for Deposit
Ending inventory on sheet will be beginning inventory on sheet for next day of School Store Open
School store items are taxable
No refund policy if an inventory sheet is used
Tabulation Sheets
Student name listed
Cash - student initials
Check - student name listed and check #
Tabulation sheet and funds turned in daily to Bookkeeper
Refunds can be made but not recommended BUT must advertise this

11. School Store- “Manned” by PTA/PTO
The funds collected cannot be handled by the staff at the campus
The funds cannot be held at the campus

12. Cash Handling Training Wednesday, July 25th
Can register through July 24th on Eduphoria

13. Budget Meetings Campus Bookkeeper/Accountant & Principal
Becky will be reaching out to schedule

14. Carry-Forward POs How Should I file these?
The report is run based off of the Year the PO was created
It is up to you how to file them, but you will need to let Internal Audit know how your POs are filed

15. Sales Tax/Deposit Entry Form
New
One Form
Interactive Presentation
Testimonies

16. Exxon/Mobil ACH Deposits-No more checks
Developing a process-more communication to come
Please contact Renee Beck by end of week if you currently have this program on your campus

17. Financial Service Resource Manual (FSRM)
Replacing Activity Fund Manual
Covers both campuses and departments
Added section for Revtrak
More in depth Cash Handling
Updated Forms
Added Appendix for Training Documents for each department

18. Booster Clubs/PTA/PTO
Separate entity
Have their own Tax ID # for conducting Business
Address
Campus Address cannot be used for official business, must have their own established address
School
Only in mailroom for internal communication
Collecting Money
All funds need to be collected by a representative of the 3rd party
Ex: PTA President, Booster Club Treasurer
Not an Humble ISD teacher/staff member
Drop Boxes are not allowed for the collection of funds on behalf of the 3rd party by the campus
Funds cannot be kept on campus
Collection of funds cannot interfere with the School Day

19. 3rd Party Fund-raisers
Money will go to benefit an organization outside of Humble ISD
Ex: Jump Rope for Heart, Pennies for Patients
Must be approved by your principal in advance and must support student learning and staff engagement
Funds raised for other entities may not be deposited into your Campus or District bank accounts
Bookkeepers/Accountants/Office Professionals are not responsible for handling funds associated with a third-party fundraiser nor can they secure collected funds in the campus vault
When possible, online donations should be directly set-up and linked to the charity
Another alternative is to ask the charity itself or a Booster Club/PTA/PTO to facilitate the collection and deposit of funds
Funds should be supervised at all times by the Charity or Booster/PTA/PTO
Not the Campus’ responsibility
Teachers/Staff Members cannot collect funds on behalf of the

20. Raising Funds for a “Family Member”
Principal/Budget Manager approval is required
One point person to assume full responsibility of funds being collected
Best Practices:
Keep detailed records for accountability purposes to your donors
Have a plan to safeguard the funds at all times
Have a plan for your personal safety as you transport cash
Funds cannot be stored in the Campus/Dept Vault

21. Account Trial Balance
See Handout
Interactive

22. Additional Items Scholarships 6343 Sponsor Presentation
Change Fund Request Form
Revenue 5755

23. P-Cards
Ja’Netta Washington
X 8309

24. FY P-card Deadlines

25. Reminders
When reconciling your travel P-card charges, please include the name of the individual traveling in the note section
If you decide not to include the individual's name, please attach a copy of the travel request form with the transaction envelope packet
 Reallocating P-card charges
Please make sure the budget code being used in ControlPay is an active budget code in MUNIS
If the budget does not exist, contact Amy Parker and request the budget code to be created
If a budge code is not referenced on the reconciliation documentation or the budget code is invalid, a default budget code of 30GF or general supply will be used by Finance

26. Education foundation
Ashley Walker

27. Resource Development Accountant adwalker@humbleisd.net / 281-641-8082
Ashley Walker
Resource Development Accountant /

28. EDUCATION FOUNDATION FOUNDATION FUNDING SOURCES Annual Funds
Designated Donations
Employee Rebates
Wish Lists
Grants

29. CROWDFUNDING: Teacher Wish List
COMING SOON!!!
We are rolling out a new crowdfunding platform that will promote an up-to-date version of wish list and be able to allow social media sharing in a more impactful way.
In the monthly newsletters we will be highlighting a teacher wish list page to promote the project and how it’s impacting student lives.
Training for the new crowdfunding will be available to all campuses. There will be an to provide more information regarding the date and times.

30. Prior Year Deadlines
             

31. EMPLOYEE CAMPAIGN REBATES FROM 2017-2018
WHAT ARE ALLOWABLE PURCHASES?
Besides following district procedures in expending funds (using approved vendors, etc), the Foundation recommends that the employee campaign rebate be used towards purchases that assist those campuses and departments in meeting student needs. How a principal defines that is up to their discretion.
Check presentations August 13th -17th . Details on times and dates per campus/department will be ed soon.
Employee campaign information is here -

33. Revtrak
Kathy Fontenot

34. REVTRAK Anything you collect money for can be listed on RevTrak
Let someone else do the paperwork
Less Cash in Backpacks
RevTrak Deposits are processed in half the time of conventional cash/check deposits
No Sales Tax Reporting required by campus

35. LISTING
Go to Financial Services Division/Forms and Training for Financial Services/RevTrak

36. Yellow can be filled out by the sponsor.
Purple is where the funds will be deposited.
When finished send to
Try to allow as much time as you can for
Approval and setup. Don’t let every listing be an emergency.
Allow enough time for the money to be in the account for pre-sales. It takes 3-5 business days between the sale and when the money is deposited in the activity account.

37. Located at
Financial Services Division/Forms and Training for Financial Services/RevTrak

38. Upcoming Zoom trainings: Thursday August 2 10:30 am Thursday August 9 10:30 am Thursday August 16 10:30 am Thursday August 23 10:30 am

39. RevTrak
“Re-List”
Check Website for Listing
Transition

40. Print shop
Brandi Enard

41. PRINT SHOP Why order online… See the product before you order
Track the order’s progress
More efficient submission and tracking
The plan was to go all electronic last year but Harvey happened – Goal: all electronic submission

42. Where to find W2P
Look in MyHumble
Log in with MyHumble credentials

43. Arrangement in W2P Product
Products in W2P are arrangement by category.
The categories are listed down the left hand side of the screen.

44. Types of Books Available:
Side Stitch – Two side staples; up to 100 sheets of paper
Saddle Stitch - folded in half with two staples in the middle; two sizes 8.5 x 5.5 and 8.5 x 11; limit of 15 total sheets
Coil or Comb Bound - Holes punched in left hand side
and spiral wire or plastic combs threaded
through holes; handles larger documents

45. Business Cards
Fill in the blanks and the system will create a plain black and white business card.
Design your own 3.5 x 2 card and upload it to W2P.

46. Envelopes #10 envelopes - window or standard
#10 envelopes – linen for letterhead
A4 envelopes
10x13 white envelopes
9 x 12 white envelopes

47. FORMS : Print Shop has set up commonly needed forms for easy selection:
Car Pool Sign
Flash cards
Elementary Discipline
Humble ISD Parent/Teacher Conference Form
Notice of Procedural Safeguards
Transport of Student Records
Child Study Team of ELL Recommendations
Humble ISD – Restraint Report Form
Request for Absence
Staff Development Out of District
Clinic Passes
Clinic Visit Record
Health Professional Check out Pass
Immunization Reminder/Termination Notice
AND MUCH, MUCH MORE
New forms being added daily. If you need a form added, contact the Print Shop.

48. FastTrack is a service available to campuses
FastTrack is a service available to campuses. Simple copies – black/white, 8.5x11 bond paper, staple and hole punching optional.
Discount price 74% off regular price
Quickest turnaround
General Printing offers more paper choices including special order paper, color/black, other options available.

49. Letterhead
EZ Letterhead - fill in the blanks. No design work necessary.
Special Order Letterhead -
Supply your own design. 8.5x11, choice of paper, simplex and no watermark

50. MULTIPART FORMS - NCR Design your own form:
Choice of 2, 3 or 4 part NCR paper
Black Ink only
Cut to size
Full Sheet 8.5 x 11
Half Sheet 8.5 x 5.5
Quarter Sheet 4.25 x 5.5
Six-Up 4.25 x 3.67

51. Notepads – design your own
Half Sheet 8.5 x 5.5
Choices:
White or Color Paper
Ink – Black or Color
50 sheet pad or 100 sheet pad
Quarter Sheet 4.25 x 5.5
Choices:
White or Color Paper
Ink – Black or Color
50 sheet pad or 100 sheet pad

52. Posters Available: White or Color Paper Ink – Black or Color
Choices:
White or Color Paper
Ink – Black or Color
Sizes available:
8.5 x 11
11 x 17
12 x 18
18 x 24
24 x 36

53. Stickers – great for visitor stickers
White in stock
Can order other colors
Cut to size
Clings – Great for window signs, parking stickers, school spirit
White or Clear- Up to 12 x 18 in size
Cut to size

54. Who is going to teach my teachers how to use W2P?
Print Shop will come to your campus
Zoom web meetings
Eduphoria
Two ecourses available now
More to come…

55. Who to call for help: Brandi Enard x8944 Susan Osborne x8226
Kathy Fontenot x8928

56. legal
Becky Rangel
X 8156

57. Legal Website Update Template Update EDGAR Contract Process Update
Quote requirement
MUNIS Entry
Cost Price Analysis
Contract Process Update

58. purchasing
Melinda Sappington
X 8999

59. Purchasing

60. benefits
Tina Vasquez
X 8013

61. Open Enrollment

62. Accounts payable
Crystal Carter
X 8071

63. Accounts Payable Vendor letter changes coming soon
New POs for monthly service vendors (Ricoh,Xerox,etc)
Receiving Records- What does this mean
Quarterly PO reviews for campuses and departments 
Mileage Forms and approvals