Finance Round Table TrainingOctober 2015

Introductions

Service Recognitions

Responsibilities and Training• Campus and Department

Secretary/Bookkeeper’s responsibility to communicate between Business Office and Campus/Department

• Training and Communication– Contact us for on-going training, questions, or

general feedback• Quarterly Meetings – December, March, June– Round Table format– Input on Topics, at end of each meeting and

surveys

Purchasing• Purchase Requisitions need to be entered into

Skyward for everything possible• $100.00 Purchase Order (PO) minimum will still

be available for General and Activity Funds, but POs are strongly recommended for all purchases

• PO Required for Federal Funds for all purchases• Merchandise must not be ordered from a

vendor until the PO has been approved by both the Principal/Director and Business Office

Purchasing• General Guidelines– POs are required for all purchases over $100.00

and for all purchases using Federal Funds– Purchases over $1,000.00 should be purchased

from an approved vendor on the Hutto I.S.D. approved vendor list (BuyBoard, TCPN, etc.)

– Purchases over $10,000.00 will require a formal solicitation from vendors

– Contact Linda for purchases over $10,000.00– Purchases over $50,000.00 will require Board

approval

Purchasing• Quotation Threshold– The district has a quotation threshold for

purchases of $1,000.00 or more– Any order that is $1,000.00 or more, that has not

been bid, will need to have a minimum of three formal quotes attached to the order before it can be processed, or a very clear description of the items and/or services being requested, so that the purchasing office can obtain the quotes

– Exception would be professional services, sole source purchases, and items purchased from a bid

Purchasing Orders• Rules of Purchase Orders– You MUST use them– Prior to purchases

• CH (LOCAL) – Board Policy on Purchasing and Acquisition.

Purchasing Orders• When to use a Purchase Order (PO)– Do you want to make a purchase?

• Yes – Complete a PO in Skyward prior to purchase– Have you already made a purchase?

• Yes – Do you have a PO number?– Yes – Purchase Approved– No – Purchase was not approved.

• No – Great! Use quote or estimated amount and complete a PO in Skyward prior to purchase

– Do you have an invoice for goods or services?• Yes – Do you have a PO?

– Yes – Send Invoice with PO number to Accounts Payable– No – Complete a Check Request (will be online in Skyward soon)

• No – Contact vendor for copy of the invoice– VERY IMPORTANT AT END OF FISCAL YEAR!!!

Purchasing• Unauthorized purchases (purchases

prior to securing a purchase order) will be held personally liable for payment of such agreement – CH (LOCAL)

• Quotes (3) for purchases over $1,000.00• Attach quotes and other documentation,

such as online shopping carts, to Purchase Requisitions in Skyward for review by approvers

Purchasing• Requisitions will be reviewed for the following

items. Failure to properly complete one of the items may result in a denied requisition.– Overall completeness– Proper account coding– Availability of funds– Proper approvals• A secretary should not sign on as Principal/Director to

approve POs– Adequate description– Accuracy

Purchasing• Changes to POs can be made prior to

Principal/Director approval• Once PO is approved by the principal or director,

changes will not be made– For additional products, complete additional PO prior to

purchase– For overages, complete a check request– For changes to dollar amount after approval, begin

process again and original requisition will be deleted by Business Office

• Open POs need to be reviewed monthly– Once a PO is entered, the funds are encumbered– Contact Business Office to close POs not needed

Check Request• Skyward has ability to do online check

requests• No paper – will be approved through

Skyward by Principal/Director and Business Office

• Ability to attach copy of invoice and other documentation to Check Request in Skyward

• Implemented by December – will have training on process

Vendor Credit Cards• Credit Cards will be checked out from the

Business Office once a PO is approved• Credit Cards available in the Business

Office:– HEB–Wal-Mart

• Credit Limits are an issue around Thanksgiving and Christmas!!!

– Barnes and Noble• Return Credit Cards as soon as possible so

others can use them

District Master Cards• Used for Emergencies, Travel and Vendors who

do not accept POs• Do not use for supplies, Wal-Mart, HEB, etc.• Should not be used on a regular basis– May result in card being revoked

• For purchases using Master Card, please make PO Payable to MasterCard – Wells Fargo

• District Master Cards available for check out for travel– 10 cards available (Hutto ISD 1-10)– Will be used for per diem checks when appropriate– Will be required to return all receipts

District Master Cards• Privileges will be revoked if an employee:– Fails to turn in all credit card receipts in a timely

manner– Does not turn in itemized receipts– Loses credit card– Abuses credit card by misappropriation of funds or

unauthorized purchases• Non-educational • Illegal• Personal Use• Alcohol or Tobacco• Gift Cards

Accounts Payable• Forward all Invoices to Sue Holmes as

soon as possible• Checks are cut on Wednesdays for ACH

processing by Friday

Accounts Payable• Scheduling– Contract vendors (game help, Fine Arts technicians,

SROs, etc.) will be paid in Week 3 of every month.– Employee reimbursements will be completed in

Week 4 of every month.– If you need a check on a specific print date, please

put a post-it note on the check request so it can be pulled and processed sooner, but please plan ahead as much as possible.

• New Vendors– If you are using a vendor with no W-9 on file,

contact the vendor for a current W-9

Travel• Travel Memos– A travel memo is included with every hotel

check and meal money check or District Master Card. The traveler should sign the travel memo, attach receipts, and give to the campus bookkeeper within 10 days of returning.

• Hotel– Itemized receipt is required upon return.

Charges must be detailed to show no state occupancy tax or personal charges were paid.

Travel• Hotel – Please use District Credit Card,

not checks, when booking and staying at hotels.

• Do not book through money-saving hotel websites such as Hotels.com, Trip Advisor, Travelocity, Hotwire, etc. These sites cannot provide itemized receipts or tax exempt status.

Travel• Registrations – PO should include copy of

the completed registration form to mail with check. Please attach list of students, when applicable.

• Mileage – Attach mileage from MapQuest or GoogleMaps from campus (not home) to the address of the event. For monthly mileage, please use the “Mileage Form” posted on the HISD Business Office Website.

Travel• All per diem checks or the District Master

Card will be returned to the campus bookkeeper to hold until needed for travel. These should be held in the campus safe until needed in case there is a change in travel plans.

Employee Reimbursements

• Receipts– Itemized receipt is required – not the credit

card authorization receipt. An Auditor needs to see the items that were purchased.

– Do NOT highlight anything on the receipt – use a pen to circle the amounts instead. Highlighter will fade the ink, and also make the amount more difficult to read on copies. It is best to have purchases for the school on a separate receipt from personal purchases.

Employee Reimbursements

• Receipts– Do NOT tape receipts. Taped pages jam the

check scanner. Staple receipts to the check request.

–DO make a copy of the entire receipt and attach it and the original receipt to the check request. The original receipt should include the date. • Watch out for HEB receipts – the date is at the very

bottom

ACH Direct Deposit• Employee reimbursements will be made

via ACH Direct Deposit to the same bank account used by Payroll.

• Travel advances will be done through District Master Card or check.

Deposits• Fill out deposit bags correctly• Use coin bags for large amounts of coin• Separate deposits: 1 bag = 1 deposit slip• Reconcile your deposits that were sent to the

bank to what was posted on your accounts• Do not bring uncounted cash to Business

Office, unless for storage– Deposit Slips and Stamps for both Activity and

General Operating– Bring for storage in vault over long weekends,

Christmas Break, Spring Break, etc.

Fundraisers• Fill out “Authorization to Conduct a Fund

Raiser” forms correctly• Amounts must be reasonable• Mark whether the fundraiser is taxable or non-

taxable• Include appropriate descriptions• *If you are depositing funds from a

fundraiser, please attach the “Authorization to Conduct a Fundraiser” form to Deposit slip– If it is normally taxable, but one of your two tax-free,

we may not know unless this form is attached

Payroll Processing• Extra Duty Sheets – MUST BE TYPED– Information and Form on Business Office

Website• Feedback on form?

– Use name as it is listed in Skyward, must be typed

– Use last 4 of SSN for identification–NO DARK PURPLE FORMS– Descriptions are mandatory

Payroll Processing• Time Sheets – True Time– Procedures in your office to monitor time

sheets and submit in a timely manner– If not submitted, Campus needs to contact

staff to submit– If not submitted or if not correct, may result

in incorrect pay to staff

Upcoming Round Table Topics

• Online Check Requests Training (December)• Sales Taxes – Taxable vs. Non-taxable• 15-16 Budget Amendments (December)• 16-17 Budget Planning and Process

(December)• Facility Usage• Federal Funds• Open PO’s – Blanket, Monthly, EOY• EOY Luncheon (June)

Upcoming Round Table Topics

• FAXES!– receiving and sending out/Scanning• Printing is slow/Duplicator quality subpar/toner

stock-slow machines down for days• Reports on the Web instead of PAC• Fundraisers for other organizations• Purchasing District Coin Counter?/Bill Counters• Wells Fargo – Count Coins (Contact Angela)• Campus Postage Machines• Deposit Coversheet Numbers•

Business Office Contacts• Ed Ramos – Deputy Superintendent x 1005• Jeffri Orosco – Director of Finance x 1012• Linda Reynaga – Administrative Assistant to Deputy

Superintendent (AKA T-shirt Queen) x 1006• Victoria Melton – Financial Specialist x 1019• Sue Holmes – Accounts Payable Specialist x 1018• Sharon Bunge – Payroll Coordinator x 1014• Kimber Matocha – Payroll Specialist x 1010

Thank You!!!