1. Manor Isd Business Training March 22, 2017

2. Jennifer Land Chief Financial Officer

3. office Depot

4. Purchasing & Travel

5. purchasing New Purchasing & travel manual Purchase order Requisitions
Now available on purchasing website
Purchasing authority
Signing contracts
Placing orders
Purchase order deadline
April 15th
Purchase order Requisitions
Product detail (no extra info)
Quote #
Coop contract #
Attachments
Quote summary form
Quotes
Approved Special revenue form (federal funds)

6. Misc po guidelines Add vendors
Seek coop vendors 1st
request to
irs W-9 and ciq forms
Blanket purchase orders
Used for multiple purchases
Tax exempt purchases
Sales tax will not be reimbursed
Exemption form available on website
Purchasing levels and requirements (handout)
Local & federal funds
Quotes
Competitive bidding (TEC )
$50K and over
Board approval
$25K and over

7. contracts Contract approved before service starts
Purchasing director
Chief financial officer
superintendent
Vendor contract
Misd contract with independent contract
$1K or more
MISD Statement of work
Under $1K
Forms available on website
Payments after service have been rendered
Contractor criminal certification

8. Travel overview pcards Travel management services Guidelines overview
Not allowed for travel
Meals
incidentals
Travel management services
new purchasing & travel manual
Guidelines overview
Comply with Local, state, federal guidelines
Travel rates
Meals per diem - local
Lodging – local & federal
tips

9. Travel requests Travel request form
Submit Complete form (with signatures) to purchasing
Only when purchasing is making travel arrangements
Enterprise must have state driver’s license in order to reserve vehicle – please provide state
Attach itinerary or other information for travel event
Receive in purchasing not less than 15 business days of departure
Traveler may be required to make arrangements if not received in time and request reimbursement
Request “business leave”
Conference/registration fees processed by campus / department

10. Travel expense reports
Travel expense form
Submit Complete form (with signatures) to purchasing
federal funds require state & federal programs signature
Attachments
original itemized receipts
hotel check-0ut folio ($0.00 balance)
mileage documentation (mapquest or google maps)
Detailed explanation for valet parking (example: valet parking only, medical issues, etc.)
Receive in purchasing within than 10 business days of return with all required documents

11. Student travel Student meal allotment - $30 per student
$8 Breakfast, $10 lunch, $12 Dinner
Student group receipt required
Student lodging guidelines same as staff guidelines
Out of district (uil events)
Beyond “district” level competition
To utilize funds, contract budget analyst, ext 4031

12. Misc travel guidelines
Cancel or change travel arrangements
Contact purchasing to cancel or change arrangements with 7 business days
Contact purchasing if traveler made changes due to emergency circumstances
Allowance for meals
$46 maximum per day (including sales tax and tips for meals)
$23 depart after 3 pm or return prior to 3 pm
Overnight stay is required for meal reimbursement
Up to 20% of tips is reimbursable (no tip reimbursements for federal funds)
snacks not considered meals (not reimbursable)
If traveling with group, request separate itemized receipts

13. Misc travel guidelines cont…
Mileage rate $0.535 as of January 1st (new form available)
Luggage charges – only reimburse for one luggage charge
Non-reimbursable expenses
Alcohol beverages (or foods with alcohol reference)
Laundry/dry cleaning
Lodging tips
Personal telephone calls
Personal entertainment
monthly Billing for travel arrangements processed on district pcard (requires hotel folios be submitted on or before 10th of month)

14. After- hours Travel emergencies
What is a travel emergency?
Hotel unable to locate credit card authorization form
Hotel unable to locate reservation
Not for medical emergencies
New travel emergency contact
, carla stevens
Temporary number
Look for updates in Friday folder
Name of hotel
Reservation #
Check-in and check-out dates
Event name (ex: tmea conference)

15. PCARDS & ACTIVITY FUNDS

16. pcards ORIGINAL ITEMIZED RECEIPTS
RECONCILIATIONS DUE BY THE 15TH OF EACH MONTH, OR THE NEXT BUSINESS DAY
MISSING /LOST RECEIPTS
Contact vendor for a copy or provide a check/money order to misd in the amount of the purchase.
A scanned copy of the check can be used as the attachment in the reconciliation process. Use the budget account code that coincides with the purchase.
Check will be deposited back into the expense account.
Purchases over $500 should be using a purchase order

17. Activity funds Deposits should be made daily Fundraising request forms
pennies for pasta ??
Fundraising request forms
Fundraiser re-cap
Check requests
deadline on Mondays at 5 pm (same as accounts payable)
available the Friday of that week
Reimbursements
Limit of $250 per month
Original itemized receipts required
Transaction date must be within 60 days of the request

18. BREAK

19. BUDGET

20. Accounts Payable

21. Receiving Items

24. Click Save to complete
If purchase order is partially received enter quantity received.
If purchase order is complete

25. Check Request

28. Po group will be your school or department

30. Please make sure that there are funds in the budget
Please make sure that there are funds in the budget. Items without proper funds cannot be processed until transfers are made by budget coordinator.

31. that totals are correct
Enter the date of the actual invoice.
On travel reimbursements enter the last day of travel. (ex. 3/20/17 if that was the last date traveled).
Once complete
submit for approvals.
Please make sure
that totals are correct

32. If you need a voucher for you information.
Please make sure that all invoices and backup are attached so that check request will not be denied.

33. General information

34. Who to contact Accounts.payable@manorisd.net
Ludy trevino
Susan basco
Extension 4033
For A – K
Extension 4015 for L - Z

35. Deadlines Checks are processed on Thursdays.
The deadline for a check to be processed on Thursday is the prior Monday by 5 pm.
Any items received after 5 pm on Monday will be processed the following week (pending all approvals).

36. Check pick up option
Checks will be available for pick up between 3:00 to 4:30 pm on Fridays.
An will be sent letting you know once the check is processed and what address we have on file.
Any checks not picked up by 4:30 pm will be mailed if other arrangements have not been made.

37. PAYROLL

38. payroll cycle
will remain the same until the end of contract
Ending contract 2016 – 2017
June 15th, last monthly paycheck (July 2016 – June 2017)
July 13th, last monthly paycheck (August 2016 – July 2017)
August 14th, last monthly paycheck (September 2016 – August 2017)

39. Payroll cycle
New Payroll Cycle will start upon new contracts 2017 – 2018
Pay Cycle and payroll schedule pending
tentative dates for pay dates 10th and 25th of each month
 New payroll cycle: Semimonthly
Contract starting in July 2017 – June 2018
Contract starting in August 2017 – July 2018
Contract starting in September 2017 – August 2018

40. Summer schedule Payroll Cycle
Summer Schedule will follow the Monthly Payroll
May 31 – June 30
Deadline for payroll is June 30th
Pay Date July 13th
July 3 – August 4
Deadline for payroll is August 4th
Pay Date August 14th
contact Lisa Kutsch for further information

41. Other payroll news Starting 2017-2018 direct deposit will be mandatory
True time
All hourly employee are required to clock in and out
Time off must be entered and approved on a daily basis
True time timesheets should be submitted and approved every Monday at 4 pm
Extra duty
Payroll will be using a timecard interface
All timesheets will be submitted electronically

42. Other payroll news cont…
 effective 2017 – 2018, payroll will eliminate some forms
Extra duty time sheet (Share folder submission – PDF)
No coversheet or True Time report (Share folder submission – PDF)
 Substitute payroll will be semimonthly
Daily reconcile Aesop and absences
Notify Human resources immediately for new vacancies