1. BUSINESS OFFICE UPDATE August 2011

2. Budget Update

3. Preparing for 2011-2012  Budget Codes  Student Club Charters  Fundraisers & Sales Tax  Cash Handling  Purchasing  Deliveries  Payroll

4. Budget Codes Codes are defined by the Texas Education Agency 199-11-6399-00-001-2-11-0-00 FUNCTION OBJECT SUB-OBJECT BENEFICIARY FISCAL YEAR 2011-2012 PROGRAM INTENT FUND

5. Student Clubs  What is the benefit to operating a Student Club?  Students have the opportunity to plan, budget, and execute projects with the assistance of a Sponsor.  Club has their own 2 tax free sale days per calendar year. This helps when the club fundraisers do not correspond with the 2 tax free sale days set by the Campus Principal.

6. Student Activity Fund (SAF)  Fund Code 865  Prepare a Charter  Get Principal approval  Send signed Charter to Business Office  Keep a copy with your student club records folder

7. Charter Template SAMPLESAMPLE

8. Fundraisers Make sure your Principal has approved fundraiser activities before they take place.

9. Fundraisers & Sales Tax PPISD Sales are TAXABLE by the State of Texas Yearbooks T-shirts Spirit Shop School Supplies Crafts Extracurricular Program Publications Uniforms  Unless…Sold during one of 2 Tax Free days granted by the state. Coordinate sale date with your Principal

10. Fundraisers & Sales Tax PPISD Sales that are EXEMPT from taxes: Food and Beverages Concession Stand Annual Banquets Passbooks Car Washes Admission tickets Parking Permits to students Advertising space Rental of Facilities

11. Cash Handling  Never leave cash/checks unattended  Take all money collected to the office daily

12. Vendor Selection Vendor Selection is Limited to: Region XI Cooperative BuyBoard TCPN Contracts State Contracts Sole Source Certified Products Price Quotes Competitive Bid and Board of Trustee approved

13. Purchasing - PO  Plan in Advance – Enter a Purchase Order  Do not order directly from a vendor  Let the Business Office submit orders  Purchasing Cooperatives have done their homework – laws are followed  Non-Compliance can result in a Class B Misdemeanor

14. Purchasing - PO  TxEIS program – new look!

15. Purchasing - PA  Purchasing Authorization  Travel reimbursements  Credit card receipts  Warning: “After the fact” purchase  Does not protect the buyer from unlawful purchase  Could cause buyer to overspend budget

16. Deliveries  When your order arrives  Inspect your order  Receive the appropriate quantity in TxEIS  Send invoice to Business Office  Payment within 20 days of delivery

17. Purchasing  Keep All Receipts – Itemized detail is necessary  Return paperwork to Business Office timely

18. Payroll

19.  Recording Absences  Managing Absences  Finding Preferred Substitutes  http://www.aesoponline.com http://www.aesoponline.com

20. Contacts Available for Questions DepartmentPersonExtension Business OfficeNikki Hamblin104 Human ResourcesMarilyn Weber105 PayrollMarilyn Pelzel102 Accounts PayableGail Berend103 DepositsGail Berend103 Federal ProgramsBarbara Ettredge106