TAKE CHARGE OF YOUR ACCOUNTS October 13, 2010

FINANCE OCTOBER UPDATES Office Depot Catalog uploaded in CIMS - New lower pricing - New items - Catalogs – Education Classroom Group Travel Bid Spirit Wear and Promotional Bid

CORRECT CODING WHAT’S THE BIG DEAL!! District is accountable to TEA Required by TEA to follow standard fiscal accounting system Annual fiscal information provided by district to TEA through PEIMS (Public Education Information Management System)

FINANCIAL TRANSPARENCY

ACCOUNTS WE KNOW OPERATIONAL Classroom Instruction Classroom Technology Administration/Front Office Library Needs Counseling Needs Nurses Needs Building Needs

CONTROL ACCOUNTS Budget is in the control account (CA) Expense is in the basic account (BA) xxx (CA) xxx (BA) The (BA) will not show on budget report if there are no expenses

CONTROL ACCOUNTS

BASIC ACCOUNT TIED TO A CONTROL ACCOUNT

BUDGET ACCOUNTS

Misc. Contracted Services XXX Pay to add computer drops What about cable & wiring? Copier Rental xxx Covers yearly rental fee Plus additional funds to help pay for overages ACCOUNTS WE KINDA KNOW Campus or Other District Accounts Scholastic Competition XXX Pay competition fees Can I transfer out of this account?? Supplies XXX XXX XXX =Gifted & Talented 24=At Risk 25=Bilingual/ESL Supplies XXX XXX XXX Program Intent tells us what student we serve Supplies XXX XXX XXX Sub-Object tells us funded by Department Equipment Maintenance & Repair XXX Repair front office equip. What about appliances??

OH, THAT FUNCTION 36!!! To be used for extracurricular activities; students are involved Travel: 6411-teacher 6412-student 6419-non-employee No funds in Travel: Complete a budget transfer in CIMS Travel accounts pay for: Transportation, meals, room, registration fees

ACCOUNTS WE DON’T KNOW Payroll Sub Authorization Codes –One code = one $85/day or $63/day Extra Duty Accounts Medicare, TRS, Withholding, Health Insurance for special revenue funding

Gold Sheets-Time Sheets Purpose – Pre-authorization and rate of pay for extra duty Gold sheets are used for professional staff only Time sheet needs to accompany gold sheet Send to Barbara Bullock in Finance by 10 th of month

PAYROLL ACCOUNTS Appropriate payroll account number should always be object 6100 : –199.xx xxx.xxx. 1.xx.xxx Legibly complete all fields on form: –Employee name & SS# (not employee ID) –Rate of Pay –Estimated # of hours –Job description –Signature of department head

WHERE DOES THE BUDGET FOR EXTRA DUTY COME FROM?? Department Allocations Special Revenues Campus Activity Academic Initiatives

OTHER FUNDS Advanced Placement (397) Funds from TEA Funds used for classroom needs, teacher training Unspent funds DO roll forward Education Foundation (484) Application process Items must be purchased when grant is awarded Unspent funds DO NOT roll forward

MOST COMMON CHALLENGES Function 11,13 or 23 Function 11 or 36 Object 6499 or 6411 Object 6495 Object 6299

MOST COMMON CHALLENGES Operational Campus Clinic Couch Laminator Student Agendas Snacks for tutorials Holiday Cards Add’l Built-in Cabinets Silk plants Computer Drop Conference Table (admin) XX XX XX

TAKE CHARGE Review monthly budget reports Ask questions Check account balances in CIMS –Don’t overspend –Cover deficits including department budgeted accounts Attend trainings

DELAYED POSTINGS Field Trips Petty Cash Postage Copy Center in CIMS Credits or Returns Payment Transfer Request Form Payroll