2023-2024

Business Services Update

23-24 Business Services Update

Agenda�

• Welcome and Introductions
• Payroll and Human Resources Update
• End-of-Year Reminders and Start-of-Year Processes
• Business Services Update
• Business Services Contacts
• Travel Update
• Purchasing and Accounts Payable Calendar/Important Deadlines
• Purchasing Update
• Accounts Payable Update
• Credit Cards Update
• Fundraising Update
• Student/Staff Appreciation Update

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Payroll and Human Resources

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Meagan Sweeney

Kimberly Ruiz-Demaree

Payroll and HR Update

• Payroll Calendar
• Clocking In and Out
• Time Adjustment Request Form
• Scan as .pdf using LAST NAME.FIRST NAME as document name
• Saved to appropriate folder on shared drive:

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• Substitute Reconciliation
• Comp Time
• Extra Duty Sheets

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End-of-Year Reminders and Start-of-Year Processes

Dede Day

End-of-Year Reminders

• 2022-23 budget ends on August 31st
• End-of-Year Budget Roll to Finance takes place on 8/31/23
• All 2022-23 POs will automatically close on August 31st as part of End-of-Year processing
• Run Outstanding Purchase Order Listing FIN2150 by August 30th
• District copies of POs can still be printed for submission to Accounts Payable
• All items on 2022-23 POs must be received prior to August 31st
• Items received after August 31st will be charged to your 2023-24 budget
• Paying invoices for items that have not been received by 8/31 so they will charged to your 2022-23 budget is fraudulent.
• Unreceived or backordered items should be cancelled or new purchase orders will need to be issued.

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Start-of-Year Processes

• Finance and Purchasing will open by 9/11/23
• Familiarize Yourself with New Budget by doing a General Ledger Inquiry
• Accounts will have a “4” for the budget year: 199.41.6399.750.4.99.000
• Amounts may vary from what was requested during budget development.
• Did Next Year Requisitioning cause any low or deficit balances? Budget transfers may be needed.
• Print Next Year Requisitions
• Create a 2023-24 Requisition for items delivered after August 31st
• 2022-23 PO used as backup to avoid a purchasing irregularity
• Create a 23-24 Requisition for travel requests initiated in the Summer
• 2022-23 PO used as backup to avoid a purchasing irregularity
• Share Business Services Procedures and Deadlines

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Business Services Updates

Dede Day

Business Services Update

• New First Approvers Effective 9/1/23
• Principals and Directors will be “first approvers” for all purchases and budget transfers
• Purchases above certain thresholds will be routed for Cabinet-level approval
• Business Services will continue to provide final approval for all capital transactions
• Purchasing Irregularities
• All commitments of district funds must be pre-approved and funds encumbered on a PO
• The following are examples of Purchasing irregularities that violate this requirement:
• Orders placed, received and/or invoiced prior to PO
• Employees or students registered for conferences or competitions prior to PO
• Non-emergency repairs or services scheduled prior to PO
• Employees and budget managers will be notified in writing by Business Services when an irregularity is identified so they can review proper procedures. This notification will become part of the auditable documentation related to the purchase.
• Human Resources will be included on subsequent notices to the same employee and will determine if disciplinary action is warranted.

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Alissa Carson, X4057

Travel Related Services

Credit Checkout

Deposit Inquiries

Business Services Website

Training

Kimberly Bert, X4052

Vendor Payments

Invoice Disbursement

Credit Accounts

Weekly AP Check Run

Susan Williams, X1072

Vendor Set-Up & Maintenance

Purchasing Compliance

Non-Capital Purchasing

Store Accounts

Bids

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Kim Ruiz-Demaree, X1047

Benefits

Extra Duty Payroll

Timesheets

Meagan Sweeney, X4053

Payroll

W-4 Updates

W-2 Reporting

Direct Deposit

Timesheets

Paula McMillion, X1033

Budget Development

Budget Amendments

Capital Purchasing

Bonds

Grants

Dede Day, X4054

Accounting

Budget Transfers

Fiscal Compliance

Banking/Investments

MSB Finance Support

1099 Reporting

ASCENDER Finance User Access

Business Services Staff Contacts

Travel

Alissa Carson

Travel Update

• Mileage Reimbursement
• City Center to City Center
• 4 Per Car Rule
• Per Diem Check Pick Up
• Purchase Order and completed Travel Pre-Approval Form can be emailed to invoice@annaisd.org
• Submit requests at least 2 weeks prior
• Travel Reconciliation Form
• Receipts/Evernote Scannable App (iOS)
• Available to Android users: Microsoft Office Lens or Adobe Scan
• travel@annaisd.org

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Purchasing and Accounts Payable Calendar/ Important Deadlines

2023-2024

Calendar

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Purchasing & Accounts Payable Calendar

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Review the calendar for cut-offs and other

important deadlines and plan

accordingly!

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Instructional Purchases Deadline

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Enter requisitions for CLASSROOM MATERIALS AND SUPPLIES by 4/1/24 to ensure they are ordered, received and in the classroom ready to go through the end of the regular school year. You may continue to enter requisitions from Function 11 for services, food for meetings, etc.

Weekly Deadlines

Accounts Payable

• Deadline to submit invoices for payment - Fridays at 3 PM
• If deadline is missed and payment is urgent, CALL Kimberly
• Weekly check run - Wednesdays at 3 PM
• Checks available for pickup - Thursdays after 9 AM

Purchasing

• Deadline to submit new vendor packet - Thursdays at 3 PM
• New vendors will be setup by the following Wednesday at 3 PM

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Purchasing

Susan Williams

Purchasing Update

• Board Approval Threshold Increase
• Last month the board approved to change the amount of a single, budgeted purchase of goods or services that shall require Board approval before a transaction may take place from $50K to $100K
• Contract Approval

Less than $5,000 Principal or Director

$5,000 - $25,000 Executive Director or Asst. Superintendent

$25,000 - $99,999 Superintendent or designee (CFO)

$100,000 and over Board President and/or Board Secretary

• All executed contracts/agreements should be attached to the appropriate requisition

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Purchasing Update

• Using Blanket Purchase Orders
• Please limit to consumable items only (some exceptions apply)
• Multiple purchases of similar items from local stores - i.e. Walmart, Amazon, Chick-Fil-A, Anna Food Service
• Dr. Pepper
• Service Calls - 903-893-6536
• Sales Rep - Jonathan Johnson, 214-970-1477, Jonathan.Johnson2@kdrp.com
• All clubs/organizations utilizing Anna ISD facilities MUST sell Dr Pepper products. Contact Susan Williams for Dr Pepper account forms
• Receiving
• Please make sure all items have been received before sending invoices over for payment. We do not need to pay for items that we don’t have in-hand.

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Purchasing Update

• Credit Cards
• Please refrain from using the JPMorgan card as much as possible
• Updated Vendor Packet
• Vendor Packet 2023
• Email all vendor packets to vendor@annaisd.org
• Vendor List
• Vendor List
• Bulletproof Requisition Entry
• Bulletproof Requisition Entry Cheat Sheet
• Line items must be detailed out (up to 15 line items). I have to track commodities (i.e., site licenses, instructional supplies, office supplies, contracted services, maintenance supplies, fees, memberships, etc).

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Purchasing Update

• Purchase Order Information
• Make sure the 3 items below are printing on your PO’s

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Purchasing Update

• Purchase Order Information
• This is where you add the PO information. You must put in PO # for the verbiage to stay

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• Sept 8th from 1-2 pm Purchasing Training will be held in Room 409 for anyone who might need training. Spread the word!

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Accounts Payable

Kimberly Bert

Accounts Payable Update

• EOY Receipts and Invoices
• Request invoices for items you have received and send them over now!
• We will post back into FY23 through mid-September. Anything received in Accounts Payable after 9/15 will be paid from your FY24 budget!

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• Split Funding on Invoices
• Do the math if your totals don’t match! If there is an overage, indicate where to charge. (Especially on large blanket PO’s.)

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• Vendor Payment Inquiry
• Check before calling to ask about payment or before sending something over multiple times.

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• Amazon averaging 100+ invoices/month (1,157 between Sept. 1st and last Friday)
• Return invoices/credits for payment promptly once items received.
• Do not hold on to invoices and credits until your PO is “complete.”

• Undocumented Purchases and Missing Receipts
• Items not received will be charged to your Campus Activity account until documents are provided. Once PO and receipt are provided, we will re-code the transaction out of your Campus Activity into the proper account.
• Missing Receipt form as a last resort - attached to Purchasing Irregularity Notice

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• Weekly JPMorgan Reports

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Credit Cards

Alissa Carson

Credit Cards Update

• Decentralized Credit Cards and Importance of Procedures
• Credit Card Check-out Log
• Policy Update:

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• Subject to Audit
• Checklist (Credit Card and Travel) and Envelopes for Travel and Purchases

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Fundraising

Dede Day

Fundraising Update

• School Fundraisers
• Clubs or organizations selling items must pay sales tax unless:
• Items are Non-Taxable: food/concessions, coupon books, admission tickets, advertising
• One-Day Tax-Free Sales
• Allows an exempt organization to sell taxable items and not collect sales tax.
• Orders and money collection can take place up to two weeks prior to distribution
• All items sold must be distributed to the purchasers within the same 24- hour day.
• Surplus items sold after the 24-hour period are taxable.
• Who Qualifies and How Often?
• District - 2 per calendar year (Spring and Fall)
• Each Campus - 2 per calendar year (Spring and Fall)
• Student Organizations (Fund 865) - 2 per calendar year (Spring and Fall)

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Fundraising Update

• Catalogue or Commissioned Sales
• District is the “middle man”
• Vendor is the seller, collects and remits sales tax
• Tax portion of sale must be identified if included in the price.
• Club or organization conducting fundraiser is responsible for selecting a vendor that will remit sales tax
• Fundraisers that are not Sales:
• School Nights at Local Restaurants
• Admission Tickets to Dances or Performances
• Pledge-a-Thon

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Fundraising Update

• Sales Tax Permit
• Apply online at https://www.comptroller.texas.gov/taxes/permit/
• Requires permit holders to file a Sales and Use Tax Return
• Due either monthly, quarterly, semi-annually, or annually by the 20th day of month following the end of the reporting period.
• $50 Penalty plus interest on the sales tax due for late filing.
• Estimated sales tax bill is due to the state for failure to file a return on time.
• Best to NOT apply for Permit if you only plan to sell non-taxable items or can use the two one-day, tax-free sales.

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Fundraising Update

• Gifts and Contributions from External Support Organizations
• Donations of Money
• Should be deposited into a District-owned account.
• Should support a District-approved curriculum, program or initiative
• Donations of Equipment
• Donate money instead for the District to make the purchase (preferred)
• Use Gift Form for Donations of valued at $2500 or more
• Support for Travel (UIL Texas Booster Club Guidelines)
• To avoid violating UIL rules, charter buses paid by Booster Clubs must receive prior approval from the Transportation Department. Booster Clubs should submit a request in writing that contains all of the pertinent information regarding the charter including dates, team or group of students being transported, method of transportation, charter company, etc. Transportation Department will notify Booster Club of approval.

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Staff Appreciation

Dede Day

Staff Appreciation Update

• $100 limit per employee per school year for any combination of incentives:
• Spirit Wear
• Branded Apparel
• Meals
• Awards
• No more than three meals per year following per diem guidelines
• Tracked at the campus or department level
• Enter “Staff Appreciation” in the reason field on your requisition

Staff Appreciation Update

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Questions