2014-2015Leadership Meeting

PAYROLL UPDATES

TIME CARD APPROVAL

Approved time cards will:Provide accurate leave balances to employees. Overtime pay will be calculated properly .Function time cards will be processed for payment.

Absences for exempt staff must be approved through My Org Attendance

Follow Pay Schedule Due Dates COMING SOON - WORKFLOWS

FUNCTION/SUPPLEMENTAL PAY

Function/Supplemental work includes but is not limited to: Athletic Events: Ticket Taker Ticket Seller Announcer Tutoring Homebound

In-Service (Outside of employees scheduled work days or work calendar)Paid at the Board approved rate (Refer to CISD Board Approval Stipend Listing)

$7.50 for athletic events (All Employees) $8.50 per hour for non-exempt staff (Hourly) $23.50 per hour for exempt staff (Professional)

FUNCTION/SUPPLEMENTAL PAY

A Completed Function or Supplemental Pay Authorization Request Form must be submitted at least 5 to 7 business days prior to function work start date.

The form must be completed in its entirety, all fields and signatures must be provided. Location Purpose Duties

Function Code vs. Supplemental Sign-in SheetA function code will be provided if the employee has access to a time

clock. A Supplemental Pay Sign-in sheet will be provided if the employee

does not have access to a clock and will need to record the hours worked.

PAYROLL STAFF

Lorena Mendez – Secondary and Administration(915)877-7446lmendez@canutillo-isd.org

Lucy Gomez – Elementary and Facilities(915)877-7432lgomez@canutillo-isd.org

Michelle Hernandez(915)877-7431mihernandez@canutillo-isd.org

TRAVEL UPDATES

TRAVEL APPROVAL PROCESSImmediate supervisor or designee signs Travel Request Form.

Department Director signs Travel Request Form (If funded by a department)

Once all required signatures are obtained, Travel Request Packet is routed to Financial Services Division.

All travel requests should be received in the Financial Services Division - 21 calendar days prior to date of travel.

All travel requests should be received in the Financial Services Division - 7 calendar days prior to registration deadline.

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BUDGET ALLOCATION

Average Cost For Travel In Texas – $1400 For A 2-3 Day Trip.

Provide a local account to pay for excess lodging fees when using federal funds.

Student groups traveling must ensure that funds are available for use 30 days prior to travel date.

CANCELLATIONS

Travel clerk must be notified in writing.

Submit a Request for Approval of Trip Cancellation Form (with supervisor signature).

Employees are held responsible for any funds that cannot be recouped, unless the cancellation is due to emergency circumstances.

The procedure applies to student travelers, also.

The Superintendent of Schools approves other emergency situations on a case-by-case basis.

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TRAVEL OFFICE

Savia De Lara – District Travel Clerk(915)877-7429sdelara@canutillo-isd.org

PURCHASING & ACCOUNTS PAYABLE UPDATES

0 Allocate 5 business days for purchase requisition approval.

0 Under no circumstances are materials or services to be ordered and received before a purchase order is issued.

0 Pick up only what is on the purchase order.

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PURCHASING PROCEDURE

PURCHASES REQUIRING BOARD APPROVAL

Overview• Lengthier Process – Requires Board of Trustee

approval;• Average 60 days;• A minimum of 3 written quotes from suppliers

must be provided – additional may be added if necessary;

• Must use the forms created for the process;

$10,000 - $49,999.99

PURCHASES REQUIRING BOARD APPROVAL

Overview• Lengthier Process – Requires Board of Trustee approval;• Average 30 days;• Includes term contracts, large one time delivery, highly complex

purchases, construction contracts, etc.;• Requires competitive sealed bid / proposal process;• Use of best value required.

Procedure• Campus / Department determines need and provides required

information (forms, specifications, scope, quantity, etc.);• Purchasing Office to release, open, evaluate and recommend.

$50,000 And Above

When a campus/department receives an After the Fact notice. The following options are available to the campus or department:

1. Items can be returned to the vendor for a full credit.2. Employee making the ATF purchase can pay for the

items.3. Fill out the ATF form and submit to the Finance Office

for invoice processing.

ALL ATF INVOICES ARE SUBMITTED TO THE INTERNAL AUDITOR’S OFFICE.

AFTER THE FACT PURCHASES

PURCHASING &ACCOUNTS PAYABLE STAFF

Corina Heredia – Purchasing Clerk(915)877-7430cheredia@canutillo-isd.org

VACANT – Purchasing Agent(915)877-7426vacant@canutillo-isd.org

Maribel Ambriz – Accounts Payable Specialist(915)877-7420mambriz@canutillo-isd.org

Maggie Tarin – Accounts Payable Specialist(915)877-7421mtarin@canutillo-isd.org