1. Finance Round Table Training October 20, 2016 Please download Kahoot
Finance Round Table Training October 20, Please download Kahoot! app or go to kahoot.it on your phone

2. Introductions

3. 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

4. Skyward Conference Recap
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

5. 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

6. 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

7. Purchasing General Guidelines
POs are required for all purchases over $ and for all purchases using Federal Funds
Purchases over $1, 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, will require Board approval

8. 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!!!

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

10. 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

11. 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

12. 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

13. 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

14. Accounts Payable Scheduling New Vendors
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

15. Travel Hotel PO to MasterCard to reserve and to check-in at the hotel
Use GSA rates for allowable hotel rates
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

16. Travel Registrations Mileage
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

17. 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
Bring for storage in vault over long weekends, Thanksgiving Break, Christmas Break, Spring Break, etc.

18. 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?

19. Fundraisers
Fill out “Fundraiser Authorization Form” correctly and send to BO
Mark whether the fundraiser is taxable or non-taxable
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 tax-free, we may not know unless this form is attached

20. 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

21. 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
s are going out to principals/directors weekly on employees who are not clocking in and out daily (Mondays for prior week)

22. Payroll Reports – Task Manager
Task Manager reports
Who is having issues with automated payroll reports?

23. 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)

24. Pull out your Phones!
Open Kahoot! App or go to kahoot.it

25. 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

26. Thank You!!!