Finance Round Table Training
October 20, 2016
Please download Kahoot! app
or go to kahoot.it on your
phone
Introductions
Announcements
• Auditors will be in the district the next three (3)
weeks
– October 24-28
– October 31-November 4
– November 7-10
• Account Code Flip Charts have been sent to the
copy center for processing
– Will be delivered soon to every campus/department
Skyward Conference Recap
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Something cool that was learned?
Best session?
Worst session?
What processes do we need to improve?
Upcoming changes (Goal of December)
– Training on Data Mining in the Web
– Online Budget Transfers
Responsibilities
• Campus and Department Secretary/Bookkeeper’s
responsibility to communicate between Business
Office and Campus/Department
• Training and Help
– Contact us for on-going training, questions, or general
feedback
• Quarterly Meetings – December, March/April, 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
• Merchandise must not be ordered from a vendor until
the PO has been approved by both the Principal/Director
and Business Office
– Kelly McCann and Jeffri/Ed are approvers in the BO for POs
• Purchase Orders are used prior to making purchases
– POs cannot be entered after a purchase is made or after an
invoice is received (auditors review dates)
• CH (LOCAL) – Board Policy on Purchasing and
Acquisition
• Mark POs as Received in Skyward as soon as items are
delivered
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.) or by
obtaining 3 quotes
– Purchases over $50,000.00 will require Board
approval
Purchasing
• 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 – 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 in Skyward and send invoice to AP
• 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)
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
• Return Credit Cards as soon as possible so
others can use them
District Master Cards
• Do not use for supplies, Wal-Mart, HEB
• For purchases using Master Card, please make
PO payable to MasterCard – Wells Fargo
• District Master Cards available for check out for
use – recommended to not check out campus
card to staff
– 15 cards available (Hutto ISD 1-15)
– Used for per diem checks when appropriate
– Required to return all receipts
Online Check Requests
• In Skyward – BO will no longer accept paper check
requests for approval
• Invoice number should match what is on the invoice or
should follow guidelines in our procedures (on BO
website)
– Example HHSmmddyy
• BO approvals for Check Requests are by AP User
(Sheryl) and Jeffri/Ed
• Do not enter check requests for MasterCard PO
overages (different process)
– MasterCard receipt form on website
• Write the Skyward check request number on Invoice and
send to AP
Accounts Payable
• ***Cut-off for check requests to be to AP
is Tuesday, 5 pm***
– Electronic request approved by principal/director
– Hard copy of invoice to AP
• 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
– Employee reimbursements will be completed in Week 4
– If you need a check on a specific print date, please put
a note in Skyward and a post-it note on the invoice so it
can be pulled and processed sooner
• 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 and forward to Kelly
• Make sure you select the correct vendor name and
address
Travel
• Hotel
– PO to MasterCard to reserve and to check-in at the
hotel
– Use GSA rates for allowable hotel rates
• www.gsa.gov/perdiem
– Itemized receipt is required upon return. Charges
must be detailed to show no state occupancy tax or
personal charges were paid
– 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 to vendor for registrations and forward invoice to AP
for payment
– PO to MasterCard for registrations
– Check Request to vendor should include copy of the
completed registration form to mail with check
– Please attach list of students, when applicable
• Mileage
– Attach print out from MapQuest or GoogleMaps from
campus (not home) to the address of the event
– Reimbursed at IRS rate
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
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– Bring for storage in vault over long weekends,
Thanksgiving Break, Christmas Break, Spring Break,
etc.
Safes on Campus
• Money pending deposit should be kept in a safe
on campus
– Not locked in drawers or taken home
– Do not send money with students between teachers
and the office
• Who needs a safe?
• Condition of safes?
• Do safes have drop slots?
Fundraisers
• Fill out “Fundraiser Authorization Form”
correctly and send to BO
• Mark whether the fundraiser is taxable or nontaxable
• Include appropriate descriptions
• *If you are depositing funds from a
fundraiser, please attach the “Fundraiser
Authorization Form” to Deposit slip
– If it is normally taxable, but one of your two taxfree, we may not know unless this form is attached
Payroll Processing
• Extra Duty Sheets – MUST BE TYPED
– Use name as it is listed in Skyward, must be typed
– Use last 4 of SSN for identification
– Descriptions are mandatory
– One week per sheet
• Please do not send in Monday on one sheet and Friday on
another
– Time worked for normal duty or same job
should be kept through TrueTime, not turned
in on an Extra Duty sheet
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
– Employees should be clocking in and out daily
• Emails are going out to principals/directors weekly on
employees who are not clocking in and out daily
(Mondays for prior week)
Payroll Reports –
Task Manager
• Task Manager reports
– Who is having issues with automated payroll
reports?
Upcoming Round Table Topics
Data Mining in Skyward (December)
Online Budget Transfers in Skyward (December)
16-17 Budget Amendments (December)
17-18 Budget Planning and Process (December)
Facility Usage/Rentals (topic suggested from last
year) – possible stand alone training
• AESOP (topic suggested from last year) – possible
stand alone training
• EOY Luncheon (June)
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Pull out your Phones!
• Open Kahoot! App or go to kahoot.it
Business Office Contacts
• Ed Ramos – Deputy Superintendent x 1005
– Approve POs, Approve Check Reqs, Facilities, Unresolved Items
• Kelly McCann – Administrative Assistant to Deputy Superintendent
x 1006
– Purchasing, Approve POs, Add vendors to Skyward, Facilities
• Jeffri Orosco – Director of Finance x 1012
– Close POs, Approve POs, Approve Check Reqs, MasterCard statement/issues
• Victoria Melton – Financial Specialist x 1019
– Deposits, RevTrak, Account codes, Skyward access
• Sheryl Rich – Accounts Payable Specialist x 1018
– Accounts Payable, Approve Check Reqs, set Employees up as Vendors
• Sharon Bunge – Payroll Coordinator x 1014
– Payroll, TrueTime, Extra Duty, TRS Reporting
• Elizabeth Polasek – Payroll Specialist x 1010
– Payroll, TrueTime, Extra Duty, Verification of employment
• Sandy Williams – District Receptionist x 1011
Thank You!!!