Managing Your Budget and Financial Procedures August 6, 2015

Managing Your Budget and Financial Procedures

August 6, 2015

Course Description

• This training will provide an overview of how a campus administrator can effectively oversee their campus budget and a bird’s eye view of accounting procedures

Budget Overview – Account Code

• Fund– First three digits in the account code– Common Funds199 – General Operating 263 – Title III211 – Title I 410 – Instructional Material224 – IDEA B 461 – Campus Activity 225 – IDEA B Pre-school 511 – Debt Service240 – Food Service 865 – Student Activity255 – Title II

xxx-xx-xxxx-xx-xxx-x-xx-xxx


• Function– Two digits that identify the purpose of the

transaction– Common Functions11 – Instruction 34 – Student Transportation12 – Library 35 – Food Service13 – Curriculum & Staff Development 36 – Extracurricular21 – Instructional Leadership 41 – General Administration23 – Principals 51 – Facilities Maintenance31 – Guidance Counseling 52 – Security32 – Social Work Services 53 – Data Processing/Technology 33 – Health Services/Nurse 61 – Community Services



• Object– Four digits that identify the nature of an

account– Common Objects61xx – Payroll62xx – Contracted Services63xx – Supplies64xx – Travel/Miscellaneous66xx – Capital Outlay



• Sub-Object– Two digits that help track specific

expenditures or programs– Varies based on Function in Skyward



• Organization Code– Three digits that identify campus or department– Common Organizations001 – Hutto High School 702 – School Board041 – Hutto Middle School 703 – Tax Collections042 – Farley Middle School 747 - PIO101 – Hutto Elementary 748 - HR103 – Cottonwood Creek Elementary 749 - Finance104 – Ray Elementary 750 – General Administration106 – Veterans Hill Elementary 901 – Riverhorse Academy107 – Norman Elementary 935 – Curriculum121 – Nadine Johnson Elementary 950 – Maintenance 699 – Summer School 965 – Technology701 – Superintendent 975 – Daycare

999 – District Wide



• Fiscal Year– One digit that identifies the fiscal year– In Skyward, it will be 0



• Program Intent Code (PIC)– Two digit code that identifies a specific set of

students or specific program– Common PICs11 – Basic Education 30 – Title I, School Wide21 – Gifted and Talented (GT) 32 – Pre-K22 – Career and Technology (CTE) 91 - Athletics23 – Special Education 99 - Undistributed24 – Accelerated Education25 – Bilingual Education (ESL)26 – Alternative Education (AEP)28 – Disciplinary Alternative Education (DAEP)



• Local Code– Three digit code that helps track specific

expenditures or program– Commonly used in Campus and Student

Activity Accounts100 – Principal’s Activity Account


14-15 Budget

• Purchases must be delivered by August 31st to be included on 14-15 Budget

• Budget transfers and amendments will be done at the District Level unless you need specific lines changed within the same Fund and Function

• Look at open Purchase Orders – contact vendors for invoices

15-16 Budget

• 15-16 Budgets are entered into Skyward and are Preliminary until final Board approval in late August

• 15-16 Budgets will be available for use as soon as possible on September 1

• 15-16 Purchase Orders can be entered into Skyward beginning August 24, but will not be approved until September 1

Budget Transfers• Budgeted funds can be completed

between accounts within the same Fund and Function– Example: 199-11-xxxx-xx-xxx-x-xx-xxx

• Budget Change Request Form must be filled out, signed, and returned to Business Office– Found on Business Office Website under Forms


Budget Transfers• Transfers between two different Functions

but within the same Fund must be Board Approved– Example: 199-11… and 199-13…

• Budget Change Request Form must be filled out, signed, and returned to Business Office– Found on Business Office Website under Forms


Budget Reports

• Budget reports can be obtained directly from Skyward or from Jeffri– Should be looked at monthly

throughout the year– Sponsors should also receive monthly

reports and balances on accounts, specifically activity funds

– Best Practice: Administrators should review budget status report Monthly

Purchasing

• Purchase Requisitions should be entered into Skyward prior to making any purchase, but especially for purchases over $100

• Merchandise must not be ordered from a vendor until the PO has been approved by both the Principal/Director and Business Office

Purchasing

• Purchases over $1,000 should be purchased from an approved vendor on the Hutto I.S.D. approved vendor list in Skyward, from a Purchasing Co-op (BuyBoard, TCPN, etc.), or with three quotes from vendors not approved on Skyward

• Exceptions – Per Ed’s Discretion• Purchases over $10,000 will require a formal

solicitation from vendors – Contact Linda for purchases over $10,000

• Purchases over $50,000 will require Board approval

Purchasing• The district has a quotation threshold for

purchases of $1,000 or more• Orders over this limit, that have not been bid,

will need to have a minimum of three formal quotes attached to the order before it can be processed, or a very clear description of the items and/or services being requested, so that the purchasing office can obtain the quotes

• Exceptions would be professional services, sole source purchases, and items purchased from a bid

Purchasing• Unauthorized purchases or

purchases prior to securing a purchase order will be held personally liable for payment of such agreement

Purchasing• Requisitions will be reviewed for the

following items– Overall completeness and accuracy– Proper account coding– Availability of funds– Proper approvals

• A secretary should not sign on as Principal/Director to approve POs

– Adequate description

• Failure to properly complete one of the items may result in a denied requisition

Purchasing• Changes to POs can be made prior to

Principal/Director approval• Once PO is approved, changes will not be made

to coding or pricing– Shipping cost overages are okay– For additional products, complete additional PO– For changes to dollar amount after approval, begin

process again and original requisition will be deleted by Business Office

• Open POs need to be reviewed monthly– Once a PO is entered, the funds are encumbered– Contact Business Office to close POs not needed

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–Master Card (Travel Use Only)

• Return Credit Cards as soon as possible so others can use them – limited availability

District Credit Cards• Used for Emergencies, Travel and Vendors

who do not accept POs• Do not use for supplies, Wal-mart, HEB, etc.• Should not be used on a regular basis

– May result in card being revoked

• District Credit Card agreements must be signed annually for use of Master Card

• District Master Cards available for check out– 5 cards currently available (Hutto ISD 1-5)– Will be used for in place of per diem check requests

(Tip: Lest costly than per diem checks)– Will be required to return all receipts

District Credit Cards• Privileges may be revoked if an employee:– Fails to turn in all credit card receipts to the

Business Office in a timely manner – Does not turn in itemized receipts– Loses credit card– Abuses credit card by misappropriation of funds

or unauthorized purchases• Non-educational • Illegal• Personal Use• Alcohol or Tobacco• Gift Cards

District Credit Cards• New District Credit Cards – Wells Fargo– In the process of ordering new District Credit

Cards for Administrators– Will increase number of HISD Master Cards

from 5 to 10 for staff to check out due to increased demand

– Will be available by September 1• Credit Card Agreement must be signed prior to

receiving card

– Training for new Credit Card reporting/reconciling program will be done this fall

Accounts Payable• Forward all Invoices to Sue Holmes as soon

as possible• Scheduling– Scanning has increased the amount of time it

takes to process the check cycle– If you need a check on the print date, please

put a post-it note on the check request so it can be pulled and processed sooner.

***Check print dates are on Wednesday in order to process ACH deposits to accounts by Friday.***

Accounts Payable• Scheduling– Contract vendors (game help, Fine Arts

technicians, SROs, etc.) will be paid in Week 3 of every month.

– Employee reimbursements will be completed in Week 4 of every month.

• New Vendors– If you are using a vendor with no W-9 on

file, contact the vendor for a current W-9

Travel• Use District Credit Card to reserve

Hotel and when traveling– Complete a PO to Master Card for cost of

hotel and appropriate taxes

• Hotel Receipt– Itemized receipt is required upon

return. Charges must be detailed to show no state occupancy tax or personal charges were paid.

Travel• 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.

Travel• Registrations – Complete a PO and turn

in to Business Office for payment. Registrations can be paid with Master Card if PO is completed. Please attach list of students, when applicable.

• Mileage – Attach mileage from Mapquest or GoogleMaps from campus (not home) to the address of the event. For monthly mileage, please use form that is posted on the Business Office Website.

Employee Reimbursements

• Receipts– Itemized receipt is required – not the credit

card authorization receipt. An Auditor needs to see the items that were purchased.

– Do NOT highlight anything on the receipt – use a pen to circle the amounts instead. Highlighter will fade the ink, and also make the amount more difficult to read on copies. It is best to have purchases for the school on a separate receipt from personal purchases.

Employee Reimbursements

• Receipts– Do NOT tape receipts. Taped pages jam

the check scanner. Use Staples.–DO make a copy of the entire receipt

and attach it and the original receipt to the PO.

– The original receipt should include the date. • Watch out for HEB receipts – the date is at

the very bottom

ACH Direct Deposit• Employee reimbursements will be

made via ACH Direct Deposit to the same bank account used by Payroll

• Travel advances will be done through District Master Card or check

Deposits• Deposit bags should be filled out correctly• Use coin bags for large amounts of coin• Separate deposits: 1 bag = 1 deposit slip = 1

documentation bundle• Reconcile your deposits that were sent to the

bank to your accounts• Deposits should be brought to the Business

Office daily• Do not lock up deposits in drawers or take

home• Purchases should never be made with cash!

Fundraisers• Fill out Authorization for Fundraiser

forms correctly• Amounts must be reasonable• Mark whether the fundraiser is

taxable or non-taxable• Include appropriate descriptions• During fundraising times, deposits

should be brought to the Business Office daily

Changes in the Business Office

• Many changes since January• Depository– Chase to Wells Fargo on September 1

• Forms– Updating forms on Business Office

Website to consolidate similar forms

• Credit Card Reporting–Will begin reconciling online in the

coming months

Ideas?• Trainings/FAQ’s on Business Office

Website?• Meetings with Finance Team and

Secretaries quarterly?• Let us know if we can do anything to

make your job easier!

First Week of School

• Student Counts Daily• Additional Teacher Requests • Program/Classroom Program Costs• Last Minute Maintenance/Furniture

Requests

Ed’s Team - Contacts

• Finance – Ed Ramos x 1005; Jeffri Orosco x 1012• Purchasing/Facility Rentals – Linda Reynaga x 1006• Deposits/Account Balances/Skyward Finance –

Vicki Melton x 1019• Accounts Payable/Checks – Sue Holmes x 1018• Payroll/Time Sheets – Sharon Bunge x 1014; Kimber

Matocha x 1010• Facility Issues – Ed Ramos; Thomas Bloxham x 1027• Work Orders – Thomas Bloxham• Traffic/Pick-up and Drop-off/Health & Safety –

Denise Kablaitis x 5467• Student Transportation – Dennis Bigbee x 1041

Any Questions?

• Thank you!

Documents

Managing Your Budget and Financial Procedures August 6, 2015