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TAKE CHARGE OF YOUR ACCOUNTS. October 13, 2010. FINANCE OCTOBER UPDATES. Office Depot Catalog uploaded in CIMS - New lower pricing - New items - Catalogs – 272-808 Education 218-106 Classroom Group Travel Bid Spirit Wear and Promotional Bid. - PowerPoint PPT Presentation
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TAKE CHARGE OF TAKE CHARGE OF YOUR ACCOUNTSYOUR ACCOUNTS
October 13, 2010
FINANCE OCTOBER UPDATES
• Office Depot Catalog uploaded in CIMS - New lower pricing
- New items- Catalogs – 272-808
Education 218-106 Classroom
• Group Travel Bid • Spirit Wear and Promotional
Bid
CORRECT CODING WHAT’S THE BIG DEAL!!
• District is accountable to TEA
• Required by TEA to follow standard fiscal accounting system
• Annual fiscal information provided by district to TEA through PEIMS (Public Education Information Management System)
FINANCIAL TRANSPARENCY
ACCOUNTS WE KNOW
OPERATIONAL199.11.6399
199.19.6399
199.23.6399
199.12.6399199.31.6399
199.33.6399
199.51.6319
Classroom InstructionClassroom Technology
Administration/Front Office
Library Needs
Counseling Needs
Nurses Needs
Building Needs
CONTROL ACCOUNTS
Budget is in the control account (CA)
Expense is in the basic account (BA)
199.11.6494.000.xxx.1.99.000 (CA)199.11.6494.000.xxx.1.11.000 (BA)
The (BA) will not show on budget report if there are no expenses
Misc. Contracted Services
199.51.6299.000.XXX.1.99.000
•Pay to add computer drops
•What about cable & wiring?
Copier Rental
199.11.6269.000.xxx.1.11.000
•Covers yearly rental fee
•Plus additional funds to help pay for overages
ACCOUNTS WE KINDA KNOW
Campus or Other District Accounts
Scholastic Competition
199.36.6499.017.XXX.1.11.000
•Pay competition fees
•Can I transfer out of this account??
Supplies199.11.6399.006.XXX.1.21.000199.11.6399.006.XXX.1.24.000199.11.6399.006.XXX.1.25.00021=Gifted & Talented24=At Risk25=Bilingual/ESL
Supplies
199.11.6399.000.XXX.1.21.000
199.11.6399.000.XXX.1.24.000
199.11.6399.000.XXX.1.25.000
•Program Intent tells us what student we serve
Supplies
199.11.6399.006.XXX.1.11.000
199.11.6399.006.XXX.1.21.000
199.11.6399.017.XXX.1.11.000
•Sub-Object tells us funded by Department
Equipment Maintenance & Repair
199.23.6249.001.XXX.1.99.000
•Repair front office equip.
•What about appliances??
OH, THAT FUNCTION 36!!!
To be used for extracurricular activities; students are involved
Travel:
6411-teacher
6412-student
6419-non-employee
No funds in Travel:
Complete a budget transfer in CIMS
Travel accounts pay for:
Transportation, meals, room, registration fees
ACCOUNTS WE DON’T KNOW
Payroll
• Sub Authorization Codes– One code = one day @ $85/day
or $63/day• Extra Duty Accounts
• Medicare, TRS, Withholding, Health Insurance for special revenue funding
Gold Sheets-Time Sheets
• Purpose – Pre-authorization and rate of pay for extra duty
• Gold sheets are used for professional staff only
• Time sheet needs to accompany gold sheet
• Send to Barbara Bullock in Finance by 10th of month
PAYROLL ACCOUNTS
• Appropriate payroll account number should always be object 6100 :– 199.xx.6118.xxx.xxx. 1.xx.xxx
• Legibly complete all fields on form:– Employee name & SS# (not employee ID)
– Rate of Pay– Estimated # of hours– Job description– Signature of department head
WHERE DOES THE BUDGET FOR EXTRA DUTY COME FROM??
• Department Allocations
• Special Revenues
• Campus Activity
• Academic Initiatives
OTHER FUNDS
Advanced Placement
(397)
• Funds from TEA
• Funds used for classroom needs, teacher training
• Unspent funds DO roll forward
Education Foundation
(484)
• Application process
• Items must be purchased when grant is awarded
• Unspent funds DO NOT roll forward
MOST COMMON CHALLENGES
Function 11,13 or 23
Function 11 or 36
Object 6499 or 6411
Object 6495
Object 6299
MOST COMMON CHALLENGESOperationa
lCampus
Clinic CouchLaminator
Student Agendas
Snacks for tutorials
Holiday CardsAdd’l Built-in CabinetsSilk plants
Computer DropConference Table (admin)
199.33.6399199.11.6399199.11.6399
9XX.11.64999XX.23.6399199.51.63199XX.23.6399199.51.6299199.23.6399
TAKE CHARGE
• Review monthly budget reports
• Ask questions
• Check account balances in CIMS– Don’t overspend – Cover deficits including
department budgeted accounts
• Attend trainings
DELAYED POSTINGS
• Field Trips• Petty Cash• Postage• Copy Center in CIMS• Credits or Returns• Payment Transfer Request
Form• Payroll
