Finance Round Table Training
October 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
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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
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– 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 nontaxable
• 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
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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
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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!!!