Financial Services Department Overview December 10, 2018
The Team
Brian Carter Jon Graswich, CPA Mark Vechione Chief Financial Deputy Executive Director Officer Superintendent Purchasing
Deputy Superintendent for Business and Operations Administrative Assistant Executive Director Chief Financial Purchasing Officer Contract Mgmt Procurement Card Administrative Administrative Business Services Specialist Assistant Assistant Assistant Director Budget and Assistant Director Payroll Accounts Payable Payment Solutions Outsourced Financial Reporting of Purchasing Supervisor Supervisor Manager Operations Manager Payroll Accounts Payable Senior Buyer Lead Lead Payroll Assistants A/P Assistants (2) (2) TRS Assistant
Business Services Brian Carter Tanda Dovel, RTSBA Chief Financial Officer Budget and Financial Reporting Manager (817) 215-0041 (817) 215-0010 michael.carter@nisdtx.org tdovel@nisdtx.org Lisa Judd Kimberly McGreger Administrative Assistant Payment Solutions Manager (817) 215-0042 (817) 698-1024 lisa.judd@nisdtx.org kmcgreger@nisdtx.org Sylvia Urias Business Services Assistant (817) 215-0037 surias@nisdtx.org
Payroll Department Donna Kemper, CTSBO Thelma Graves, CTSBO Payroll Supervisor Payroll Assistant (817) 215-0017 (817) 215-0008 dkemper@nisdtx.org tgraves@nisdtx.org Robin Ward, CPP, CTSBS Nicole Aucoin Payroll Lead Payroll Assistant 817-215-0193 (817) 215-0097 robin.ward@nisdtx.org nicole.aucoin@nisdtx.org Cecilia Coker, RTSBA TRS Specialist (817) 698-1065 ccoker@nisdtx.org
Accounts Payable Department Brenda Cline, CTSBO Debra Kemper, CEOP/CTSBO Accounts Payable Supervisor Accounts Payable Assistant (817) 215-0047 (817) 215-0122 bcline@nisdtx.org dkemper02@nisdtx.org Marlys DeLong, CTSBO Jordan Merlan Accounts Payable Lead Accounts Payable Assistant (817) 215-0070 (817) 215-0015 mdelong@nisdtx.org jordan.merlan@nisdtx.org
Purchasing and Contract Management Mark Vechione, RTSBA Christa Spearman, CTSBO Executive Director Assistant Director of Purchasing (817) 215-0095 (817) 215-0023 mvechione@nisdtx.org cspearman@nisdtx.org Brenda Davidson, CTSBO Jennifer Tallman, CTSBO Administrative Assistant Senior Buyer (817) 215-0123 (817) 215-0092 bdavidson@nisdtx.org jtallman@nisdtx.org Dana Chandler Sandi Graves, RTSBA Director of Outsourced Operations Procurement Card Specialist (817) 215-0190 (817) 215-0002 dchandler@nisdtx.org sgraves@nisdtx.org
Strategic Goal 3 Northwest ISD will create and foster an environment where all stakeholders are engaged in the transformational work of the NISD family.
The Financial Cycle The Financial Cycle starts with strategic planning and ends with the audited financial statements.
The Financial Cycle Budget Planning January 2018 Budget Preparation February 2018 Board Budget Review March-May 2018 Budget Adoption June 2018 Tax Rate Adoption August 2018 Financial Reporting July-June 2018-2019 Audited Financial Statements October 2019
Transaction Processing When an A+ just will not suffice
Management & Budget Control Transaction Processing Management Process Budgets are assigned a local option code designating the responsibility for the particular budget. Principals are responsible for campus budgets and program managers are responsible for districtwide budgets. Approval Control All purchases of goods and services are processed through the financial management system with approval controls to ensure the legal purpose is met and the appropriate account charged.
Management & Budget Control Transaction Processing Encumbrance Control All purchases of goods and services are processed through the financial management system with the appropriate encumbrance controls to ensure the availability of funds. Budget Amendments Principals and program managers may request the transfer of available budgeted funds. However, any transfers of funds that increases a revenue object or modifies an expenditure function is approved on a monthly basis by the Board of Trustees.
Management & Budget Control Transaction Processing Monthly Reporting The District’s financial statements and investments are reviewed on a monthly basis with the Board of Trustees. Annual Audit The final stage of the financial cycle is the approval by the Board of Trustees of the Comprehensive Annual Financial report which includes the audited financial statements, reports on internal controls & compliance, and a comprehensive statistical section.
Business Services Responsible for financial accounting for all District funds, coordination of all financial sub-systems, maintenance of federal programs, accounts payable, accounts receivable, payroll, fixed assets and investments. Recognized annually by ASBO, GFOA, and TEA School FIRST
Payroll Department Responsible for the preparation and distribution of monthly payroll, semi- monthly payroll, substitute payroll, and employee benefits. Monthly the Payroll Department processes over $12,000,000 in payroll checks for over 2,500 employees and 250 substitutes.
Accounts Payable Department Responsible for vendor payments. Invoices are verified against the purchase order and payments processed. For 2016-2017 Disbursement Review, LLC reviewed 34,866 transactions totaling $66.1 million with a disbursement accuracy rate of 99.994%.
Purchasing Department Responsible for bids, state contracts, quotes, RFPs, Purchase Orders, vendor lists, and travel program. Awarded the TASBO Award of Merit for Purchasing Operations with Recognized status and will be recognized on stage during the Second General Session as an Elite Recipient.
Outsourced Operations Responsible for the management of over $20,000,000 in outsourced contracts. The District’s Partners AlphaBest After School Program ARAMARK Food Services Reliant Student Transportation
AlphaBest - After School Program AlphaBEST partners with Northwest ISD schools and families to engage children’s minds, expand their horizons, and provide parents with a sense of security. Currently 970 students are enrolled up 191 from May, 2018. AlphaBest has partnered with Career and Technology Education high school students enrolled in the Future Educators program. These students benefit from the work experience as well as earning money. A certification program is currently being developed in conjunction with CTE for implementation with the start 2019 - 2020 school year.
ARAMARK - Food Services The Food Service department is committed to the health and well-being of our students by offering nutritious meals. A well-balanced breakfast and lunch plays a vital role in each child’s success. Providing a "best in class" nutrition program creates an environment that helps students flourish. Food Services is committed to continuous improvement in the student experience as demonstrated by the 2017 – 2018 launch of high school Premium Combo Meals, the upcoming Fall, 2019 launch of middle school Papa John’s Pizza, and most proudly the free meals for children at Seven Hills Elementary starting last summer.
Reliant - Student Transportation District student transportation has been reinvented. Reliant has recruited a stellar management, operations, routing, safety, and maintenance team with over 134 years of experience. The District purchased 240 new school buses equipped with 3-point harness seatbelts, luggage racks, and cameras. Focusing on recruiting, safety, and driver retention has improved on-time performance to a 98% weekly average. Transportation is fully-staffed with 200 bus drivers running 177 bus routes, transporting 14,639 students, and is in the final stages of certifying our location as a third party test site with the Texas DoT allowing for onsite CDL testing.
The Financial Services Department
A Final Message “The public school is the greatest discovery made by man.”
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