CISD SCHOOL FINANCE OVERVIEW August 8, 2019 FINANCE MISSION - - PowerPoint PPT Presentation

CISD

SCHOOL FINANCE OVERVIEW

August 8, 2019

FINANCE MISSION STATEMENT

To ensure the provision of timely and accurate financial information to stakeholders, safeguarding district assets, and fostering a customer-service oriented work environment. *The Finance mission statement is aligned with Crowley ISD Goal #5.

PERFORMANCE METRICS

• Annual External Audit
• Internal Controls
• Payroll
• Purchasing
• FIRST Report
• 15-20 Indicators that measure compliance, solvency and liquidity
• Functional Area
• Budget
• Reduction in Budget Amendments/Transfers
• Purchasing
• # of Purchase Orders/Check Requests

FINANCE MANUAL 2019-20

• Objective:

To provide a desk reference that can be used as a resource by District personnel to ensure accuracy and compliance in the execution of District related financial transactions.

• Components:
• Finance and Budgeting
• Purchasing
• Accounts Payable
• Travel
• Payroll
• Cash Handling

FINANCE AND BUDGETING

• Identifies and explains code structure components
• Line Code Segments
• Descriptions/definitions
• Budget Transfer
• Budget Amendment
• Monitor departmental budgets

Fund Fund Description

199 General Operating 211 Title I Part A 461 Student Activity

Function Function Description

11 Instruction 13 Staff Development 23 School Administration

Sub-Object Sub-Object Description

AV Avid

Object Object Description

6299 Misc Contracted Services 6239 Region 11 Service Center Svcs 6249 Contracted Repairs(Band Equip) 6329 Reading Materials 6339 Testing Materials 6399 General Supplies 6411 Employee Travel 6412 Student Travel

Frequently Used Line Code Segments Fund - Type - Function - Object - Sub-Object - Org - Fiscal Year - Program Intent - Local XXX - E

• XX
• XXXX
• XX
• XXX

X

• XX
• XXX

199 - E

• 11
• 6112
• 00
• 001
• 11
• 000

PURCHASING 101

By: Nadia Powers, Director of Purchasing

THE PURPOSE OF THIS PRESENTATION

• Submitting a requisition for approval
• Basic steps for entry of manual requisitions
• Steps for ecommerce requisitions (new in FY 2020)
• Approval flow of all requisitions
• What types of attachments are acceptable?
• What must be included in each requisition?
• Edgar Regulations (2 CFR Part 200)
• Purchasing thresholds and limits for requesting quotes

OVERALL STEPS IN SUBMITTING REQUISITIONS FOR APPROVAL

District end-user to request quote and enter requisition according to quote. District end-user releases requisition for approval. Requisition goes to Purchasing Specialist for approval Requisition then goes to budget owner for approval Requisition then goes to Director of Purchasing for approval After final approval, purchase order is then batched. to complete purchasing process.

BASIC PURCHASING PROCESS FOR MANUAL REQUISITIONS

Select an approved vendor Contact approved vendor for quote Enter requisition as per vendor quote Attach necessary documentation and notate a purchase justification Release requisition for approval

PURCHASING PROCESS FOR ECOMMERCE REQUISITIONS (STARTING AUGUST 2019)

Go to Purchasing in Skyward and select Requisitions Click on add from

• nline catalog

Select vendor that you need to shop from Select your location, enter description of purchase and select ship-to address. Then select save and add detail Locate items needed and add to cart Once done shopping, submit cart Requisition will go back to Skyward so that you can add your budget number and then release for approval

ECOMMERCE STEP 1

ECOMMERCE STEP 2

CURRENT ECOMMERCE VENDORS

ECOMMERCE STEP 4

ECOMMERCE STEP 5

ECOMMERCE STEP 6

ECOMMERCE STEP 7

ECOMMERCE STEP 8

ECOMMERCE STEP 9

ECOMMERCE STEP 10

APPROVAL FLOW OF ALL REQUISITIONS

Requisition is released for approval by district end- user Requisition goes to Purchasing Specialist for approval Requisition goes to budget owner for approval If requisition is utilizing federal funds, requisition will then go to federal fund budget owner for approval Requisition goes to Director of Purchasing for final approval

TYPES OF ACCEPTABLE ATTACHMENTS

• Approved vendor quote(s) with valid dates
• Contracts with proper signatures along with contract summary form
• Travel authorization form with signatures and MapQuest information

when necessary

• Agendas, flyers, announcements for events

WHAT MUST BE INCLUDED IN EACH REQUISITION

• Who, what, when, why and where
• Justification of purchase (to assist with correct budget coding)
• Agenda, flyer, announcement regarding event for that purchase (if applicable)
• Registration paperwork (if applicable)
• MapQuest directions with travel (when necessary)
• Purchasing mechanism (current bid, inter-local agreement or cooperative)
• Valid quote from approved vendors
• 2-3 business days
• For expedited orders, district end-user must contact Purchasing to advise

BEVERAGE MACHINES

• Dr. Pepper is CISD beverage vendor.
• New contract allows for each campus to receive 35% commission monthly for Dr.

Pepper product sells.

• If campus will receive commission, amount will be placed in campus 461 40 account
• New contract allows for up to 10 F-R-E-E- cases of either bottled water or can

carbonated drinks. Form has to be completed. Everyone has one in their packet.

• Contact is Kirk Conger. Email address is kirk.conger@kdrp.com.

WHAT IS EDGAR REGULATIONS 2 CFR PART 200

• Edgar stands for Education Department General Administrative Regulations
• The goal of Edgar is to provide price competitiveness of purchases utilizing federal funds
• The new rules for Edgar 2 CFR Part 200 went into effect in July 2016
• Edgar applies to all purchases made with federal and state pass-thru grant funds that are

administered through TEA (Texas Education Agency)

• If the school district is not in compliance, the district may have to return the funding for non-

allowable expenses

• Sole Source purchases that are considered non-competitive are not allowed without permission

from TEA. (Contact Purchasing for additional information)

• 3 Quote requirement (from awarded vendors) applies to any purchases less than $250,000 and

includes cooperative purchases. Purchases $250,000 or greater must be bid out.

• Cannot mix budget accounts on purchase orders because the most stringent rule will apply
• Exception for 3 quotes is if purchase is for travel for both student and staff along with allowable

fieldtrips (if allowed) and conference fee/training fee.

PURCHASING COOPERATIVE

Purchasing Cooperative- Defined as a type of cooperative arrangement,

• ften among businesses, to agree to aggregate demand to get lower prices

from selected suppliers. Retailers' cooperatives are a form of purchasing

• cooperative. It is often used by government agencies to reduce costs of

procurement. Crowley ISD is affiliated with a total of 8 Cooperatives and they are listed on the next slide.

LIST OF PURCHASING COOPERATIVES WITH CISD

Cooperative Name Website Buyboard https://www.buyboard.com/home.aspx Choice Partners https://www.choicepartners.org Omnia Partners (Formally U.S. Communities) https://www.omniapartners.com/ Tarrant County Cooperative Purchasing Program https://www.tarrantcounty.com/en/purchasing/cooperative-purchasing-information.html Texas DIR (Texas Department of Information Resources) https://dir.texas.gov/ TIPS- USA (The interlocal Purchasing System) https://www.tips-usa.com/ TXMAS- Texas Comptroller https://comptroller.texas.gov/purchasing/contracts/txmas/ Allied State Cooperative http://www.alliedstatescooperative.com/contracts.php

Crowley ISD Purchasing Levels and Requirements Purchase Commitment Amount in the Aggregate annually TEC 44.031 Supporting Document Required (multiple quotes must be of the “like” or “similar” in product and or services) Additional Information needed on requisition such as how vendor is deemed advantageous to the district needs. (Federal Funds Purchase request Form) RFP/RFQ/Ap proved District Vendor (can be from inter- local and or cooperative) Board Approval (CISD will advise Board of purchases $50,000 or more subsequently) Advertising (Not Required or Required) Purchases with State and Local Funds For purchases $0- $49,999.99 1 quote from approved vendor Not Required Approved District Vendor NO Not Required For purchases $50,000- $250,000 3 quotes from approved vendors to provide price comparisons Not Required Approved District Vendor

• YES. Note Board

approval date on requisition YES required. Any one purchase for $250,000 and above For purchases at $250,000 and above Sealed bids or competitive proposals Cost or price analysis is required Awarded vendor with best value to the district

• YES. Note Board

approval date on requisition YES required. Any one purchase for $250,000 and above Purchases with Federal Grant Funds Micro- purchases $0- $10,000 3 quotes from approved vendor unless RFP was Edgar compliant and awarded to specific vendor

• Yes. Provide additional

information on requisition Approved District Vendor NO Not Required Small purchases $10,001-$250,000 3 quotes from approved vendors unless RFP was Edgar compliant and awarded to specific vendor

• Yes. Provide additional

information on requisition Approved District Vendor

• YES. Any one purchase

that are $50,000 or more and note Board approval date

• Yes. Any one purchase

$250,000 or more For purchases at $250,000 and above Sealed bids or competitive proposals Cost or price analysis is required Awarded vendor that will provide best value to the district

• YES. Any one purchase

that are $50,000 or more and note Board approval date

• Yes. Any one purchase

$250,000 or more

ACCOUNTS PAYABLE GUIDELINES

This Photo by Unknown Author is licensed under CC BY-ND

ACCOUNTS PAYABLE

• Invoice Payments
• Invoices should be mailed to Attention: Accounts Payable PO Box 688 Crowley TX. 76036
• r emailed to accounts.payable@Crowley.k12.tx.us.
• The District has an obligation to pay vendors within 30 days.
• Utilization of Purchase Order versus Check Request
• Purchase orders
• Internal Controls
• Prior Approval
• Encumbers the funds
• Check Requests
• Security
• Officials that are not paid through Arbiter pay

PAYROLL

• Payroll Calendar (located the CISD website)
• Submission timelines
• Extra Duty Pay Mechanism
• Spreadsheet (must be accompanied by True-Time Documentation)
• Blue Sheet no longer valid

WORKERS’ COMPENSATION

• When an injury occurs, the Employee Accident/Injury Report form must be completed

immediately and signed by the employees' supervisor.

• Review form before emailing to the notification list that is below.
• Notification List
• Brittney Peek

Benefits Specialist

• Denise Kendall

Payroll Specialist

• Pat Panek

Director of Safety and Security

• Margaret Terry

Coordinator of Safety and Security

• Sarah Carter

Safety and Security Secretary

• If injury is after hours, the injured employee can show their Crowley ISD badge to any of

the medical facilities in the Trinity Occupational Program for treatment. List of clinic locations are available on CISD website under “Workers’ Compensation.”

• All missed work that is relates to workers’ compensation must be covered by the

employees' available leave with exception of the day of injury.

TRAVEL GUIDELINES

This Photo by Unknown Author is licensed under CC BY-SA-NC

DISTRICT TRAVEL AGENCY

• Crowley ISD now utilizes Campbell Resources, Ltd, as the district travel agency. All

district travelers are to contact the Finance Secretary to secure their travel

• arrangements. The CISD travel authorization form must be completed and signed by

both the district traveler and their immediate supervisor prior to submitting to the travel email address. The travel email address is travel@Crowley.k12.tx.us. Steps on completing travel requisitions are below:

• District traveler will complete the travel authorization form. Secretary to enter

requisition for traveler to include a line for each of the items notated on the next screen if necessary. Each travel requisition will require the correct budget accounts. The following items are required to be listed on the requisition in the exact order to expedite the approval process. **Please make sure to check your junk mail and Barracuda emails so that travel itineraries are not going to spam.**

PRIOR APPROVAL FOR TRAVEL IS REQUIRED

1. All travel for seminars, conferences, meetings, etc. must have prior approval from the applicable Budget Manager and subject to overall District budget (i.e. Principals, Central Office Administrators, Directors, etc.). Funding must be available at the time of

• registration. This written authorization will be provided on the CISD travel authorization

form accompanying the submitted requisition. 2. Any event requiring travel that will be funded by Federal Funds must be approved by the Budget Manager responsible for that Federal program. Reimbursements will be based on the rules set by the Federal travel guidelines. 3. For travelers that book any travel arrangements personally, there will be no

• advances. Reimbursements will be processed when all travel expenses have been

reconciled. 4. When travelers make unapproved modifications to travel arrangements that result in additional charges, those additional charges will be the sole responsibility of the traveler.

STEPS TO ENTERING REQUISITIONS FOR TRAVEL

1. Enter one requisition (per workshop, training, conference or seminar) with all attendees, made out to the vendor and attach registration. Best practice is to submit travel at least 14 days prior to the departure. 2. Register all attendees with one purchase order to the vendor. 3. Enter a requisition for the Per Diem, one purchase order per attendee. Attach the signed travel authorization form. 4. Enter one requisition per trip for travel (airfare, car rental, hotel, gas/mileage) made out to Chase Bank. Save to WIP and Finance will make these arrangements. 5. E-mail travel@crowley.k12.tx.us with pertinent information regarding the trip. The requisition number and the campus/department requesting the travel is

• sufficient. This email is monitored daily.

TRAVEL PROCESS SUM’ D UP

Travel Procedures

Register for training/conference/workshop/seminar, create 1 purchase order per event for all attendees Complete a travel form for each traveler (3 travelers=3 travel forms) Create a Per Diem purchase order and attach travel form & registration (agenda) for each traveler Create 1 Chase Bank purchase order for all travelers (hotel/rental car/airfare), attach and save in WIP E-mail the information to travel@crowley.k12.tx.us

Tips

Be specific when creating purchase orders, fill them out completely. Who What When Where Why Attach necessary paperwork Send as much information to the travel e-mail address as you can (including WIP #)

Questions?

817-297-5244 travel@crowley.k12.tx.us wanda.jenicke@crowley.k12.tx.us

PER DIEM AMOUNTS

• For travel that is between 30-50 miles (one way) from 512 Peach Street, the travel day per

diem ($30) is allowed for that day. This amount is

• Travel for the day to and the day from over 51 miles (one way) from 512 Peach Street, the

per diem is $30 per day.

• Travel per diem for the full day stays for the training, conference, etc. over 51 miles (one

way) from 512 Peach Street is $40 per day.

• Mileage is paid at $0.30 per mile
• CISD is not responsible for tips, delivery fees or any fee outside of the itemized food cost

for meals.

• If you are not sure, please contact the Finance Secretary at 817-297-5244 or email

travel@Crowley.k12.tx.us.

REFERENCE PAGE

• Purchasing cooperative. (2018, September 05). Retrieved July 23, 2019, from

https://en.wikipedia.org/wiki/Purchasing_cooperative

• Ruiz, V

. (2019, March 05). EDGAR Materials and Resources. Retrieved July 23, 2019, from https://tea.texas.gov/Finance_and_Grants/Grants/EDGAR_Materials_and_Resources /

FINANCE CONTACTS

• Stacey Adrian, CFO

Phone 817-297-5252

• Leon Fisher, Executive Director of Finance

Phone 817-297-5268

• Nadia Powers , Director of Purchasing

Phone 817-297-5219

• Cindy Hankey, Accounting Coordinator

Phone 817-297-5211

• Debbie Eblen, Accounts Payable Lead

Phone 817-297-5206

• Vacant Position , Accounts Payable Specialist

Phone 817-297-5222

• Sharon Johnson, CFO Secretary

Phone 817-297-5261

• Denise Kendall, Payroll Supervisor

Phone 817-297-5227

• Shonett Juarez, Payroll Specialist

Phone 817-297-5209

• Kathy Weatherly, Purchasing Specialist

Phone 817-297-5254

• Wanda Jenicke, Finance Secretary

Phone 817-297-5244

• Brittany Peek, Benefit Specialist

Phone 817-297-5259

• Nita Bruton, Payroll Clerk

Phone 817-297-5225