July / August 2016

WELCOME BACK!!!

New Faces:

• Clista Graff – Riverwood Middle School, Bookkeeper • Wendy Hindman – CATE, Secretary/Bookkeeper • Melody Jones – Tax Office, Accountant • Stephanie Pena – Oak Forest Elementary, Principal Secretary/Bookkeeper • Kimberly Pruitt – Bear Branch Elementary, Principal Secretary/Bookkeeper • Maricela Ramirez – Public Information, Department Secretary • Carroll Taylor – Kingwood Park High School, Accountant • Asha Tefera – Accounts Payable, Senior Specialist/Travel/Utilities • Candy Zachary – Timbers Elementary, Principal Secretary/Bookkeeper

The Bookkeeper Bulletin

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July / August 2016

Humble ISD Who to Contact:

Carrie Leffert-Adminis trative Ass is tant to CFO 8043 Deborah Connors -Director 8012

Amy Parker-Budget Accountant 8024

Shel ley Vineyard-Executive Director 8989 Andrew Clarence-Pos i tion Control 8011

Mel inda Sappington-Ass is tant Di rector-Change Orders 8999 Indra Hebert-Specia l Revenue Accountant (State & Loca l ) 8044

Catherine Dal les -Buyer 8994 Patty Epps-Specia l Projects/Bond Accountant 8122

Monica Comeaux-Buyer 8993

Tanya Pounds-Buyer 8991 Bi l ly Beattie-Director of Bus iness System, Payrol l , Benefi ts 8178

Renee Chewning-P Card and Travel Coordinator 8046 Donny Dennard 8028

Dawn Davison-Travel/Vendors 8990 Tina Vasquez 8013

Susan Hinson-Purchas ing Specia l i s t 8990

Ashley Harrison-P Card, Purch./Risk Mgmt Compl . Coord. 8960 Kathy Fontenot 8928

Mary Bazan 8226

Sarah Anthony-Risk Specia l i s t 8995 Accounting

Ida Schultze-Director 8016

Bi l l Skrivanek-Ass is tant Manager 8006 Renee Beck-Campus & Department Support Manager 8018

Deanne Hi l l -Payrol l Manager 8031 Becky Beverly-Campus & Department Support Accountant 8015

Brenda Agui lar-Payrol l Specia l i s t 8033 Ginger Ramer-Genera l Ledger 8036

Lynn Reighard-Payrol l Specia l i s t 8032 Pam Widmier-Fixed Assets & P-Cards 8037

Ti ffany Edmonson-Payrol l Specia l i s t 8035 Shel ley Mattson-Specia l Revenue Accountant (Federa l ) 8048

Tammye Vaughn-Benefi t Analyst 8042 Accounts Payable

Crysta l Carter-Manager 8071

Janice Himpele-Director 8185 Asha Tefera-Senior Specia l i s t/Travel/Uti l i ties 8039

Vacant-Tax Accountant 8190 Mel issa Mason-Specia l i s t (P-Z) 8010

Mary Stokman-Tax Refunds 8194 Maryel len Moreno-Specia l i s t (A-G) 8038

Jess ica Ancarrow-A/R 8195 Maria Sa lazar-Specia l i s t (H-O) 8084

Purchasing

Risk Mgmt

Payroll & Benefits

Tax Office

Document Center

Budget

Business Systems-MUNIS

Chief Financial Officer (CFO)-Mike Seale

Finance Contacts

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July / August 2016

Back by Popular Demand Quarterly Finance Meetings!!!!

Mark Your Calendars NOW! Registration will be in Eduphoria

Monday, August 8, 2016 Administration – Room 300 Thursday, November 17, 2016 Administration – Room 300 Friday, February 17, 2017 Administration – Room 300 Wednesday, April 12, 2017 Administration – Room 300

8:30-10:00 Elementary Bookkeepers/Office Professionals 10:30-12:00 Secondary Bookkeepers/Accountants/Office Professionals 1:30-3:00 Department and ISC Bookkeepers/Accountants/Office Professionals 3:30-5:00 Administration Bookkeepers/Accountants/Office Professionals

Accounts Payable

Vendor: Specialist: Extension: Vendors A-G Maryellen 8038 Vendors H-O Maria 8084 Vendors P-Z Melissa 8010 Exceptions: Specialist: Extension: Check Request Form Asha 8039 Daily Mileage Reimbursements Asha 8039 Questions Regarding Check Run Crystal 8071 Telecommunications Asha 8039 Travel Reimbursements Asha 8039 Utilities Asha 8039 Xerox/Ricoh Melissa 8010

• When contacting an A/P Specialist concerning a Vendor:

o First look at the vendor screen. o Follow the Alpha to determine which A/P Specialist handles the vendor.

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July / August 2016

• Invoices

o Send ALL original invoices to A/P

• P. O. S. (Point of Sale) – One Time Use PO’s (example: Lowe’s, Kroger) o Purchase orders that are meant as “One Time Use” PO’s have qty. of 1. o “One Time Use” PO’s are received only for one date that item(s) were purchased. o A/P will close the PO with payment.

• Travel

o Airfare Vendor: National Travel System – 1-800-814-3336 Contact National Travel Systems for flight reservations and related costs to

include airfare and agency service charges. Make every effort to confirm airfare at least 21 days prior to the scheduled

departure date. Promptly enter a requisition and provide travel agency with a PO# within 24

hours to hold rate.

o Car Rental Vendor: Enterprise Rental Car – 1-866-398-5080 Contact Enterprise for vehicle reservations and quote. Make sure to provide car rental agency with the district’s account number:

TXS1018

o How to properly code travel? Function

13 – Teachers/Librarians 23 – Adminstration 31 – Counselors 33 – Nurse 36 – Extracurricular

Object Code 6411 – Without Students 6412 – With Students

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July / August 2016

Transportation

Field Trip Costs Effective 2016-2017 School Year: Base field trip fee of $20 (in lieu of pre and post mileage to and from campuses and overtime

for drivers) Mileage rate of $1.85 calculated from the door of the campus to the door of the campus $17 per hour driver rate

Fuel Cards

o It is the responsibility of the bookkeeper/accountant and sponsor to plan ahead when traveling in a district owned vehicle. Contact Transporation for fuel cards that are available for gas purchases.

• Verify that the traveling route has the following approved fuel stations: Chevron and/or Texaco

As a safety net, encumber for gas on the travel reimbursement form under “Other Expenses” and specify this expense in the “Comments” section.

o When traveling in a vehicle through Enterprise

Make sure to encumber for gas on the travel reimbursement form under “Other Expenses” and specify this expense in the “Comments” section.

• No personal reimbursement will be given if funds are not encumbered before travel dates.

• Reimbursement is only given for fuel cost and not mileage.

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July / August 2016

Budget

Board Amendment $2000 or under (Crossing Functions)

Board Amendment over $2000 (Crossing Functions)

Enter the budget transfer in Munis Enter the budget transfer in Munis Period - will default to correspond with current

date of budget transfer Period – change to the month of the Board

Meeting for the period (usually the next month’s period)

Journal number will automatically populate Journal number will automatically populate Short Description - BOARD Short Description - BOARD Effective Date – current date Effective Date – date of the Board Meeting

Enter your lines w/budget code and $ amount Enter your lines w/budget code and $ amount Accept and Release for approval Accept and Release for Approval

Administrator approves Administrator approves Budget will approve; funds will be available once

posted; this process is the same as budget transfers that are within the same function

Budget transfer will be presented for approval at the Board Meeting; if approved, funds usually become available the day after the Board Meeting

• Budget Amendments and Transfers o Please use whole dollars amounts when entering budget amendments and transfers

Special Revenue • Special Revenue

o Currently budgets have not rolled under the 2017 Fiscal Year column. o Budgets will roll over after the hard close in MUNIS that will occur mid August 2016. o In the mean time, please review your budgets by looking at the Life To Date column.

• Teacher Wish List

o The Humble ISD Education Foundation deposits teacher wish list money in campus accounts the first week of each month. The foundation will contact your campus administrator,

bookkeeper/accountant/office professional, and teacher via email regarding the amount each teacher has received.

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July / August 2016

o Each teacher’s money will be combined into one account number: 488-11-6399-00-XXX-11-0000-FWISH The accountant/bookkeeper/office professional is responsible for reconciling

to make sure each teacher spends their money. If a teacher receives $50 and their requested items only cost $40, the

accountant/bookkeeper/office professional must contact Ashley Walker regarding the remainder of the funds.

A spreadsheet for each staff member should be created and reconciled monthly by the accountant/bookkeeper/office professional.

o A printed copy of the report should be given to the FWISH recipient monthly

o Deadline for all funds to be encumbered is by March 30th and to have all items received and paid for by April 30th. Funds that are not spent by this deadline will be returned to the Foundation

o Any wish list money donated after April 30th and prior to June 10th needs to be encumbered the last day required per District’s cut off schedule for the current fiscal year. If funds are not designated to be spent then the funds will roll over to the next

fiscal year, but the funds need to be spent in the next school year or the funds will be sent back to the Education Foundation.

o Please email Amy Parker (Amy.Parker@humble.k12.tx.us) in the budget department if you should need additional accounts set up with a project code FWISH (6649, 6329, etc.)

• Innovative Grants o The Education Foundation issues Innovative Grants around the middle of May. o These grants are intended to support teacher’s needs for their students and campus. o The Special Revenue account number is: 488-XX-XXXX-IG-XXX-XX-XXXX-XXX-F7XXX

The project number is F and then the fiscal year and the last three numbers correspond to the Education Foundation project number.

o Each grant is given 12 months from the time the grant is awarded to expend the funds and follows the same guidelines as the District. If the grant is not expended by the time frame, then the funds are returned to

the Education Foundation. o Please contact Adrianne Holmes (Adrianne.Holmes@humble.k12.tx.us) Competitive

Grants Coordinator if you should have any questions.

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July / August 2016

Purchasing

o Region IV Registration o Bookkeepers/Accountants/Secretaries must attach the registration forms in

MUNIS when submitting the requisition. o Registration Forms can be found on the Region IV website at:

https://www.escweb.net o Use object code 6329

o Home Depot – when adding a person’s name to the “shopper” list at the vendor site, please

follow the directions below. o Send request to Monica Comeaux, Purchasing. o Individual’s date of birth should be included in the request.

o Gratuity, Delivery fee

o Delivery fee and gratuity combined cannot exceed 15% o There is no commodity code for:

o Gratuity o Delivery o Shipping

Accompanist or Clinician

o Must be Approved Vendor o Contract required, entry in Munis o Requisition entered o Commodity Code 92480 o If below $2500, budget manager can sign contract, but must still follow the contract

process

Revtrak o Want to reduce the amount of cash/checks received at

your campus? o Want to have your deposits posted faster? o Want to give parents the option to pay for items online? o Want to accept credit cards for face to face purchases?

o If you answered yes to any of these questions, then you need RevTrak! o District website: https://humbleisd.revtrak.net/tek9.asp o Contact Kathy Fontenot (ext. 8928) or Renee Beck (ext. 8018) for more info

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July / August 2016

Mailboxes

Continue to use the Accounting and Budget email boxes.

o Accounting@humble.k12.tx.us – use the topics below in the “subject” line of emails RevTrak – Attach form from Forms and Training site with information Sales Tax – Attach Account Inquiry with Sales Tax Report Cash Receipt Batches (#) – Attach Bank Confirmation form Change Funds – Include the event and dollar amount needed in email Deposit Slip Orders – Include the last number of deposit slip in email

o Budget@humble.k12.tx.us – use the topics below in the “subject” line of emails New Account Requests New Budget Codes External Budget Amendment Completion Entries

Fundraisers

• All fundraiser request forms and documentation should be sent to Internal Audit by the

campus. • Examples include:

o School Picture o Spirit Nights o T-shirt Sales o Agenda Sales o School-wide Fundraisers o And more!!!

• If a Check Request is sent to Finance for payment, the Fundraiser Permission Request form will be sent to Internal Audit

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July / August 2016

Campus & Department Support

• Campus and Department Support o The Campus and Department Support team is available to assist you with

questions and/or concerns. As a first option please reach out to Becky Beverly via e-mail and/or

phone - (ext. 8015) As a second option please reach out to Renee Beck via e-mail and/or

phone - (ext. 8018)

• Activity Fund Manual o The Activity Fund Manual will be updated and posted in next few weeks. o Humble ISD HomepageDepartmentsFinancial Services DivisionForms &

Training PageCampus & Department SupportActivity FundsCentralized Activity Fund Manual

• Forms o Always use the Forms and Training page for forms that are needed. o Do not save the forms on your desktop as forms are continuously being updated.

• Obtaining Change Funds o Change Funds can be ordered for upcoming campus events such as fundraisers,

camps, book fairs, etc. Orders must be placed before 8:00 am to receive change fund within 3

business days. o Orders are limited to $250 per event. o Send an email to your campus administrator and cc Renee Beck for approval each

time a change fund is being requested. Email should include the event, date, and dollar amount being requested.

o Call Renee Beck to obtain your campus customer ID and confidential user PIN o Complete the Coin and Currency Telephone Ordering Guide (Exhibit 5-C) o Call the automated money manager system and follow the detailed instructions

on how to establish a change fund (Exhibit 5-B) o Change funds should be deposited into your campus/student 30CG account after

the campus event.

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July / August 2016

• NSF Checks o NSF checks for all of the district go directly to PayTek. o When PayTek cannot collect on the NSF check, PayTek sends the NSF check to

Finance. o Finance will send the NSF check to the campus/department with a yellow slip

stating PayTek was not able to collect on the NSF check. o Campus and/or Department should try to collect for the NSF check including an

NSF fee of $5. o If successful collecting funds for the NSF check, the $5 NSF fee should be

deposited in the 30GF account • Negative Budget Account Balances

o Review your budget accounts at least monthly. o You are responsible for covering the negative balances.

• Sales Tax o Sales Tax should be reported in the month it is credited at the bank – this date is

on your e-mail confirmation from Chase (credited date). Example:

Deposit pick up on March 29 with sales tax on Deposit Entry Form Deposit verification e-mail from Chase shows credited date of April 3 Sales Tax reported and entered on April Sales Tax Report

• Budget Code Consistency o Use consistent budget coding in all transactions regardless of purchasing method.

P Card Purchase Order Inventory Requisition Print Shop Orders

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July / August 2016

Question of the Month

How do I register in Eduphoria for Quarterly Finance Meeting?

• Browse the upcoming workshops for August8 • Select the workshop for campus, department, or

administration • Register – see you there!

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