Finance Round Table Training January 2016

Happy New Year!!!

Service Recognitions and Other Celebrations

Deposits New deposit form for Activity accounts, will also have one for General Operating, on Business Office Website Submitted from campuses via for quicker and more accurate deposits – Will be posted in Skyward by upload instead of hand-entered – Business Office goal to post deposits by Friday of each week RevTrak deposits will still be posted after the conclusion of each month

Deposits Will still need to bring the documentation and yellow deposit slip for verification of amounts to the Business Office DO NOT MAKE CHANGES TO THE FORM LAYOUT! – Will affect the way form uploads into Skyward – Do not include more deposits than you have lines for – create a second deposit Mark taxable or not taxable for all lines Account number order does not matter anymore – Can be entered on the sheet in any order

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 non- taxable 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

Sales Tax Texas Sales Tax Bulletin – Helpful Resource Found online at: 94_183.pdf 94_183.pdf 2 Tax-Free Fundraisers per year – *Calendar Year not Fiscal Year

Sales Taxes Non-Taxable Sales – The following are not taxable, no matter how many sales occur during the year: Food, soft drinks, candy bars – Must not compete with the School Breakfast or School Lunch Program Fees and admission tickets, including athletic, play, and dance tickets, provided that no part of the proceeds benefit an individual Newspapers sold by subscription or single copy Club memberships

Sales Taxes Non-Taxable Sales, cont. – The following are not taxable, no matter how many sales occur during the year: Passbooks/Discount Cards School Sponsored Trips

Sales Taxes Taxable Sales – Items which the school purchases and later sales to students that are NOT used in the classroom or during school activities, or that become the students’ personal property for use outside the school Example: Spirit items, athletic programs, clothing/uniforms, t-shirts, pencils, pens, paper, kindergarten mats, music recorders, school store items, and other supplies sold during the year

Sales Taxes Taxable Sales – Fees for materials when the end product becomes possession of the student – Student publications such as yearbooks and football programs – School pictures Unless third-party conducts sales (Example: Life Touch) – Staff shirts purchased by the staff – Any materials used in the class room if the end product becomes a possession of the student, such as dress material or art supplies – Stationary, notepads, etc. produced in a classroom or vocational class – Books sold to students at book fairs Unless third-party conducts sales (Example: Scholastic)

Sales Taxes Fundraising Sales – An exempt organization is not required to collect sales taxes on taxable items sold during qualified one-day fundraisers A sale, such as yearbooks, can qualify as a one-day sale as long as all of the items are DELIVERED to the purchasers on one day If any items are left over or if a new delivery arrives on a separate date, the items may still be sold, but sales taxes would have to be charged on those items – For a sale to qualify as a one-day tax exempt sale, the merchandise for sale must be transferred by the qualified exempt organization to the purchasers in a 24-hour period In order for t-shirts to qualify as a one-day tax exempt sale, all the t-shirts must be transferred by the student club to the purchasers in a 24-hour period Payment does not have to be collected in this 24-hour period If any t-shirts are left over, they may still be sold, but sales taxes would then have to be charged on those items

Sales Taxes Fundraising Sales – A club does not have realize a profit for a sale to qualify as a one-day tax exempt sale Then why do it?! – The one-day tax exempt sale applies to all sales regardless of whether or not the exempt entity realizes a profit or gain from the sale Example: If a sponsor plans ahead, uniforms can be delivered to the students (purchasers) in a 24-hour period and qualify as a one-day tax exempt sale

Sales Taxes Fundraising Sales – Each student activity club, each school, and the District itself are considered separate exempt organizations, and each may hold 2 tax exempt sales per calendar year (not school year) provided the one-day rule is met – There is a $5,000 limit on the sales price of one item to be eligible for tax-free treatment if sold during a one-day sale

Online Check Requests Online Check Requests will follow the PO groups Will become a requirement for check requests to be submitted online – Paper copies will be returned from the Business Office Paper Documentation will still be needed – Invoice or other back up – Payment Receipts for employee reimbursements – Do not have to put anything with it – just send it over – Will be used to attach to the check copies for audit purposes Moving towards paperless – Approval path can be retrieved in Skyward – Electronic versions of documentation Example

Skyward Budgetary Data Mining - Web Ability to see everyone’s reports Same reports as Skyward PAC, just presented differently Skyward Finance – Account Management – Account Management Reporting – Budgetary Data Mining (DM)

Skyward Budgetary Data Mining - Web Views – All Report Types – Revenue and Expense Reports – Detail and Summary – Balance Sheet – Detail and Summary – Combined Balance Sheet and Operating Statement – Detail and Summary Under Report Type – will show Summary Report or Detail Report

Skyward Budgetary Data Mining - Web Filters – My Reports Will display only your reports – All Users’ Reports Will display reports for Skyward Users in Hutto ISD – District Report Templates Currently empty – Can create your own filters Can sort by Report Name, Report Title, Created By, Report Type columns

Skyward Budgetary Data Mining - Web Scheduling Feature – Can schedule a report to run a certain day/time – Can have report ed to you or another person – Can have report notifications in Skyward – Useful for monthly Activity account reports or other reports that are run a certain time of the month

Skyward Budgetary Data Mining - Web Creating Reports – Don’t reinvent the wheel – Clone reports and change account numbers or parameters Can be from yourself or other users – Contact Business Office for assistance in creating new reports or cloning – TSUG Resources

15-16 Budget Amendments Begin looking at over-expended account line items Can move between same fund and function – Complete Budget Transfer Form (on website) and send to Business Office Can move between different fund and functions – Will go to the Board starting in March or April for approval

16-17 Budget Planning and Process Will be sending out Budget Worksheets in February or March for completion Ed and Jeffri will have budget meetings to review with campus and department – similar process to last year

Wells Fargo - Coin Angela with Wells Fargo in Hutto said that we can take large amounts of coin into the branch for counting Make sure there is no 2% service charge

Upcoming Round Table Topics Facility Usage Federal Funds Open PO’s – Blanket, Monthly, EOY EOY Luncheon (June)

Upcoming Round Table Topics – From October Meeting 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 (January) Fundraisers for other organizations Purchasing District Coin Counter?/Bill Counters? Wells Fargo – Count Coins (Contact Angela) (January) Campus Postage Machines Deposit Coversheet Numbers (January)

Upcoming Round Table Topics

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