accounting department dept...a, c, k, q, v datia gowdy b, f, n denise martin travel cash advances...
TRANSCRIPT
AACCCCOOUUNNTTIINNGG DDEEPPAARRTTMMEENNTT PPOOLLIICCIIEESS AANNDD PPRROOCCEEDDUURREESS
April 2018
TABLE OF CONTENTS
Mission .................................................................................................................. 1
Organization Chart ................................................................................................ 2
Accounting, Payroll and Accounts Payable Personnel .......................................... 3
Routing Information ............................................................................................... 4
Accounts Payable Information ............................................................................... 5
Creating a Check Request .................................................................................. 14
Account Splits – Charging Multiple Accounts for Items ....................................... 17
Searching for a Request ...................................................................................... 20
Printing a Copy of Your Check Requisition ......................................................... 22
Expediting Information ......................................................................................... 23
Payroll Information .............................................................................................. 24
Fixed Assets Information ..................................................................................... 47
Cash Receipts ..................................................................................................... 50
Account Code Structure ...................................................................................... 51
Reminders for Budget Coding ............................................................................. 52
Capital Expenditures ........................................................................................... 54
Budget Input and Reporting Instructions ............................................................. 55
Control Accounts/Account Inquiry ....................................................................... 67
Budget Amendments ........................................................................................... 69
Creating a Budget Transfer ................................................................................. 70
Budget Manager Report ...................................................................................... 78
Business Plus Account FAQ’s & Tips .................................................................. 80
Out-of-District Travel Policies and Procedures .................................................... 84
ACCOUNTING DEPARTMENT
The Accounting Department is one of the Administrative Services departments of Alief Independent School District. Our mission is to provide useful financial information both internally to Alief ISD personnel and externally to vendors, the Texas Education Agency, and the public.
ADDRESS
4250 Cook Road Houston, Texas 77072
PHONE (281) 498-8110
FAX (281) 983-1693
Hours of Operation Monday – Thursday 7:00am to 4:30pm
Friday 7:00am to 4:00pm
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ORGANIZATION CHART Bookkeeper
Assistant Superintendent
Deanna Wentz
Assistant Superintendent
Deanna Wentz
Controller Grace Chang
Accountant (P/T)
Julee Patterson
Payroll Supervisor
Deborah Guinn
Fixed Assets/ Insurance Specialist
Judith Long
Activity Fund Specialist
Jeanette Berry
Bookkeeper
Kayce Jenkins-Samuel
Payroll Specialist Linda Rubalcaba
Payroll Specialist Cathleen Wilson
Accounts Payable Accounts Payable Lead
Denise Martin
ExpeditorBecky Schuessler
Accounts Payable ClerkDebra Chimelak
Accounts Payable Clerk
Cynthia Shack
Accounts Payable Clerk
Luz Reyes
Accounts Payable Clerk
Laura Murphy
Accounting Supervisor
Shannon Rohlfing
Accounting CoordinatorSamantha Black
of Finance
Accounts Payable ClerkDatia Gowdy
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Accounting Department Extension
Deanna Wentz, Assistant Superintendent for Finance 29178 Grace Chang, Controller 29179 Shannon Rohlfing, Accounting Supervisor 29180 Julee Patterson, Accountant 29181 Deborah Guinn, Payroll Supervisor 29175 Samantha Black, Accounting Coordinator 29182 Jeanette Berry, Activity Accounting Specialist 29184 Becky Schuessler, Expeditor 29186 Judith Long, Fixed Assets / Insurance 29185 Kayce Jenkins-Samuel, Bookkeeper 29183 Payroll Department
Deborah Guinn, Payroll Supervisor 29175 Linda Rubalcaba, Specialist 29176 Cathy Wilson, Specialist 29177 Accounts Payable Department
Denise Martin, Lead (Vendors B,F,N) 29187 Debra Chimelak, Clerk (Vendors E,P,R,T) 29189 Cynthia Shack, Clerk (Vendors H,I,J,W) 29190 Luz Reyes, Clerk (Vendors D,L,M,O) 29191 Laura Murphy, Clerk (Vendors G,S,U,X,Y,Z) 29188 Datia Gowdy, Clerk (Vendors A,C,K,Q,V) 29230 Becky Schuessler, Expeditor 29186 Item Send to
Checks/cash to be deposited Kayce Jenkins-Samuel Budget amendments Kayce Jenkins-Samuel Check requisitions Accounts Payable Dept.
(Preferably to the appropriate person – by vendor)
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ROUTING INFORMATION Submit to Accounts Payable: All Check Requisitions
Partial Payments with spreadsheets for Blanket Purchase Orders
All Invoices with Purchase Order numbers Travel and Expense Vouchers
Address changes for existing vendors
Submit to Purchasing:
Requests for new Vendor & W-9 Form
Submit to Expeditor: Requests to cancel items or entire orders
Information involving damaged products
Shortages or overages
Duplicate shipments
Orders received in error Returns or exchanges
Submit to Payroll: Timesheets, Extra Duty Pay, Stipends, etc. for payments after the appropriate
department has approved Employment verification for Retired TRS Members returned to work (Due in the
payroll office by the 3rd of the following month)
Submit to Bookkeeper: Cash receipts to be deposited into District account Checks payable to the District for expenditures funded by Activity Fund with
appropriate budget code listed for deposit
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ACCOUNTS PAYABLE (Accounting forms mentioned below can be found on the Accounting Department Website: Alief Homepage > Departments > Accounting > Forms and Resources)
Below is the list of A/P staff with their assigned letters and duties:
E, P, R, T Debra Chimelak H, I, J, W Cynthia Shack D, L, M, O Luz Reyes G, S, U, X, Y, Z Laura Murphy A, C, K, Q, V Datia Gowdy B, F, N Denise Martin Travel Cash Advances Samantha Black Travel Reimbursements Samantha Black
Purchase Order & Check Requisition Procedures
District Board policy and State law require the use of Purchase Orders for all purchase commitments. Purchase Orders are used as a contractual form of purchasing that delineate the District’s terms and conditions for payment that protect the District. This is necessary in order to document approval for the purchase prior to expending funds and to comply with bidding laws. The District allows the use of Check Requisitions on a very limited basis for items such as petty cash reimbursement, travel advances, reimbursement of travel expenses, conference fees, and mileage reimbursement.
The following list of examples will illustrate some “direct pay” situations that a Check Requisition is authorized as opposed to a Purchase Order:
1) Payment to judges working athletic events, judges or referees at UIL events, and students working events (lighting and/or sound). District employees must be paid via payroll.
2) Registration for off-site training, conferences, on-line classes, and webinars. Appropriately approved short leave and registration forms must be attached.
3) Reimbursements to Coordinators/Specialists for instructional supplies not available at conference pricing after returning to District. Limits for such supply reimbursements are $100 per conference and must have budget manager’s pre-approval. Reimbursements exceeding the $100 limit will not be paid unless advance approval is obtained from the Purchasing Director by calling during conference.
4) Travel reimbursements (see travel policies for reimbursement amounts). 5) Membership dues and competition fees. 6) Reimbursement for supplies up to $50 per person. No personal items on
receipts. 7) Payment to restaurants for refreshments for staff development. 8) Utilities: any bill for recurring utility company payments, i.e. telephone, electricity.
Any situation not listed above must be cleared first through Accounting and/or Purchasing to ensure correct method of purchasing.
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Vendor Check Requisitions
Check Requisitions RECEIVED in Accounts Payable with the appropriate budget codes and supporting documents by MONDAY will be processed for payment that week. Emergencies after the Monday deadline must be hand carried to Accounting. The check run is processed on Wednesday and checks are mailed on Friday.
Submit one copy of the Purchase Order Status Inquiry for the Check Requisition, one original set of backup (i.e. approved short leave forms, approved Student Travel Request Forms, invoices, registration forms, membership forms, receipts, etc.), one additional copy of backup documentation when the vendor requires that backup be submitted with the payment (for example a registration or a membership renewal). The original backup documentation will be sent with the check to the vendor and the copy will stay in accounting files.
Staple all backup behind the Status Inquiry. NO PAPER CLIPS PLEASE.
Include an addressed envelope with the Check Requisition if the remit to address differs from the vendor record in the system.
If you want to pick up the check you must type “Please hold check for pick up” in the “Print Before” notes section and make sure to manually highlight that information on the printed copy of the Purchase Order Status Inquiry when you send it to Accounts Payable.
Employee Check Requisitions
Check Requisitions RECEIVED in Accounts Payable with the appropriate budget codes and supporting documents by the MANUAL TRADES SUPPLEMENTS & TIMECARD ONLINE INPUT DEADLINE on the Payroll Pay Dates and Cut-off Dates Schedule will be processed for payment on the corresponding PAYROLL.
Submit one copy of the Purchase Order Status Inquiry for the Check Requisition, one original set of backup (i.e. receipts, expense vouchers, mileage charts, approved short leave forms, etc.).
Include an approved Short Leave Form and a signed Cash Advance for Travel Request Form with all cash advances. Such requests must be made by the Timecard Online Input Deadline for the payroll immediately prior to the departure date and related cash advances should not exceed the estimated amount on the approved short leave form. No check requisitions will be processed without the approved forms. Refer to the Out-of-District Travel Policies and Procedures included in this manual.
Staple all backup behind the Status Inquiry. NO PAPER CLIPS PLEASE. Tape all receipts on a sheet of paper. Do not cover writing with tape as writing becomes illegible. Please do not highlight amounts on receipts. A “Request for Reimbursement Form (located on the Accounting website – Alief Homepage > Departments > Accounting > Forms and Resources) with appropriate administrator approval is required for all employee reimbursements other than travel.
When reimbursing a Principal or paying a membership due for a Principal the appropriate Area Superintendent’s approval is required.
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Purchase Orders
Please use current catalogues to insure using the correct price and always include a line for shipping charges (if there is no shipping being charged use a quantity of 1 and an unit cost of $0). Be aware of District discounts.
Blanket POs are to be used for the following: Teacher Pick Up POs, “Not to exceed” POs, an Attached List PO, Walmart PO, Contracts, etc.
Always take a tax-exempt form to the location listed on a Teacher Pick Up PO. The name of the person responsible for the order should be indicated in the Receiving Person box. After the items have been purchased the receiving person must write the PO number, sign and date the receipt and send it to the appropriate Accounts Payable clerk.
For Blanket Purchase Orders to Walmart or Sam’s you will do the following steps. The name of the person responsible for the order should be indicated in the Receiving Person box. 1. After the request is approved and receives a “B” number – print a receiving sign-
off sheet. 2. Bring the receiving sign-off sheet to Purchasing. 3. The Purchasing Department will have you sign an acknowledgement form. 4. The Purchasing Department will hold the receiving report. 5. The Purchasing Department will give you the PO with card. 6. Go to the listed location on the PO and purchase the appropriate items. 7. When you return, the receipt will be matched to the items listed on the PO. 8. All items purchased that are not on the list will require written justification from
the purchaser. 9. Purchaser will sign the receiving report and leave the original receipt with the
Purchasing Department. 10. Purchasing will then forward the receiving report and receipts to the appropriate
Accounts Payable clerk. For Blanket Purchase Orders other than Walmart, Sam’s, or Teacher Pick Up
Purchase Orders have the receiving person write the PO number, sign and date the packing slip, invoice, receipt, partial payment form and/or receiving sign off sheet and send it to the appropriate Accounts Payable clerk.
For “Standard” Purchase Orders (does not include Blanket POs) delivered to your location you will need to name a receiver in the Receiving Person box and receive the items in the system (Receiving Information link on home page-see Business Plus Purchasing Users Guide located on Purchasing website for detailed instructions) when they arrive. (Please remember that 99% of all Purchase Orders will go directly to the warehouse.) After you have received all items on the PO in the system, have the receiving person write the PO number, sign and date the packing slip, invoice and/or receipt and send it to the appropriate Accounts Payable clerk.
When e-mailing Accounts Payable regarding a purchase order, include the Purchase Order number as well as the Vendor’s name.
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Check Requisitions with Appropriate Backup All MUST have the Check Requisition Status Inquiry attached.
Conference Registration Fees o Approved Short Leave Forms, Registration Forms (original & copy)
Competition Fees o Approved Student Travel Request Form, Approved Short Leave Form(s),
Paperwork for Competition (original & copy) Membership Dues
o Membership Form – approved by Supervisor (original & copy) Entry Fees for Field Trips
o Approved Student Travel Request Form, Paperwork from Vendor (original & copy)
Travel Reimbursements o Approved Travel and Expense Voucher, Approved Short Leave Form(s),
Itemized Meal Receipts, Itemized Hotel Receipts, MapQuest, etc. Cash Advances for Travel
o Approved Cash Advance for Travel Form, Approved Short Leave Form(s), Hotel Confirmation, MaqQuest, etc.
Refreshments for Staff Development from a Restaurant o Agenda, List of Staff Attending, Supervisor Approval on Paperwork from
Vendor (original & copy) Must be within $7 per person for Breakfast Must be within $11 per person for Lunch
New Vendor Requests for Purchase Orders and Check Requisitions Send all new vendor requests along with W-9 Form to Purchasing.
If a change needs to the made to an existing vendor (e.g. telephone number or address change) please e-mail the appropriate Accounts Payable clerk before you input your Purchase Order or Check Requisition so that they may correct the vendor address first.
No payment can be made before the new vendor submits a W-9 Form.
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Request for Reimbursement Name
_____________________________________ Date: _________________ Description of Expense:
Reimbursable Amount (Excluding Taxes)
_____________________________________
Budget Code #
______________________________________ Employee Signature
______________________________________ Supervisor Approval
______________________________________
**Must be signed by Supervisor before submitted to Secretary.**
*NO PERSONAL ITEMS ON RECEIPTS!!*
Receipts must be itemized. Tape your receipts below:
*Please circle the amounts* Do NOT cover numbers with tape. Do NOT highlight numbers.*
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Partial Payment Instructions **If you have any questions regarding these procedures,
please call the appropriate Accounts Payable clerk**
The instructions to the Partial Payment Authorization Sheet (see sample on the next page) are as follows:
Open the file from the Accounting website – Alief Homepage > Departments > Accounting > Forms and Resources > General Accounting Forms and Resources.
Type the name of your vendor in capital letters and hit enter at cell A1.
Type the PO Number in and hit enter at cell A2.
Type in your Beginning Balance and hit enter at cell E6. The running balance will appear in every space down that column.
Select File and Save As to save the file for future processing.
Enter the date sent to Accounts Payable and the actual date of invoice.
Enter the dollar amount for an invoice as a positive number and a credit memo as a negative number. You will notice that when your invoice amount is entered the running balance automatically changes.
Send 1 set of documents to Accounts Payable each time a partial payment is requested. Please put the documents in the following order:
1. Spreadsheet w/Supervisor’s signature 2. ORIGINAL Invoices 3. Packing slips or receipts if you have them 4. STAPLE THE SETS TOGETHER (NO PAPERCLIPS) 5. If the vendor requires a copy of the invoice to be returned to them with
the check, you will need to make a 2nd copy of the invoice for Accounts Payable.
When it is time for the ***FINAL PAYMENT***,
You will need to write on the spreadsheet “FINAL PAYMENT/CLOSE OUT THE PO”.
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DATE SENT TO Actual DATE INVOICE # INVOICE SUPERVISOR
Accounts Payable of INVOICE NUMBER AMOUNT BALANCE SIGNATURE
BEGINNING BALANCE 1,000.00$ John Doe10/09/11 09/15/11 PFT123 150.00$ 850.00$ John Doe10/09/11 09/18/11 PLK909 200.00$ 650.00$ John Doe10/20/11 09/25/11 CRM123 (150.00)$ 800.00$ John Doe11/15/11 10/18/11 TFG852 166.78$ 633.22$ John Doe
633.22$ 633.22$ 633.22$ 633.22$ 633.22$ 633.22$ 633.22$ 633.22$ 633.22$ 633.22$ 633.22$ 633.22$ 633.22$ 633.22$ 633.22$ 633.22$ 633.22$ 633.22$ 633.22$ 633.22$ 633.22$ 633.22$ 633.22$ 633.22$ 633.22$
PO # B111111Vendor Name Here
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PETTY CASH PROCEDURES Individual campuses or departments that have been allocated petty cash may use it to purchase items or to reimburse employees for expenditures of $50 or less for District approved supplies out of their available funds. The petty cash custodian is responsible for this money. The money should be kept in a safe place such as the school safe or locked departmental cabinet. Limitations Petty cash provided to organizations is to be used to allow administrators to make incidental purchases without having to go through the central office. Some limitations include:
In general, individual purchases made through petty cash should be less than $50.
Controlled assets (unit cost $500 and over) cannot be purchased with petty cash. Purchases should primarily be for inexpensive or last minute unexpected items. Checks cannot be cashed from petty cash. Petty cash must not be used to pay employees for services. Invoices reimbursed through petty cash should be turned in within a reasonable
timeframe (at least annually within the same fiscal year). An annual reconciliation (Petty Cash Balance Sheet) should be submitted to
Shannon Rohlfing at year end. Reimbursing Petty Cash When reimbursement of petty cash is needed, a Petty Cash Balance Sheet should be prepared (see next page). The total amount of petty cash allotted the organization should be entered at item 1. Cash and currency still in the custodian’s possession should be entered under item 2. List all receipts under item 3. Please tape small receipts to a full page. The total for items 2 and 3 should be entered into item 4. The Balance on the bottom line should calculate to zero (item 1 minus item 4). Enter a Check Requisition for reimbursement of petty cash. Code the reimbursement to the appropriate codes for the items purchased on the receipts. Attach the Petty Cash Balance Sheet and all receipts to the back of a Check Requisition and forward to Accounts Payable for payment. The petty cash custodian should be used as the vendor on the Check Requisition. A paper check will be issued to the petty cash custodian for the reimbursement of petty cash.
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Alief Independent School District
Petty Cash Balance Sheet
Instructions: To be completed and copy attached to Check Requisition for replenishing petty cash.
Organization Date
1. Cash Allocated $
2. Cash on Hand
Currency $
Coin $
Total Cash on Hand $ 0
3. Receipts on Hand (List)
(1) $
(2) $
(3) $
(4) $
(5) $
(6) $
(7) $
(8) $
(9) $
(10) $
(11) $
(12) $
(13) $
(14) $
(15) $
Total Receipts on Hand $ 0
4. Total of Cash Drawer (2+3) $ 0
Balance (1-4) (Should equal -0-) $ 0
Petty Cash Custodian:Signature
Supervising Administrator:Signature
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CREATING A CHECK REQUEST Once logged into Business Plus click on the Purchase Requests link from your home page to create a check request.
The above screen is in “Add Mode”. If your screen is not in “Add Mode” you can hit the escape button and then click on the Add Button in the parent section to add a request.
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The following fields can be found in the parent section.
PR number (Step 1) Click on the Look up/ellipsis button and click on Auto[PR.CHCK] to get the system assigned number.
** Note the number assigned for easy future reference. Vendor (Step 2) Enter the vendor ID number or click on the ellipsis button
and select the lookup option or type Ctrl+L to search for a vendor.
To search for an employee you will need to change the Search ID Source to All.
Enter the vendor or employee name (using wildcards if necessary) and click apply or enter.
Click on the correct name.
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The following fields can be found on the “Items” tab in the child section.
Item # The system auto fills the number of lines. Maximum of 22 lines.
Quantity (Step 3) Input the quantity. Units (Step 4) Select the appropriate Unit of Measure from the drop down
list. It will usually be each. Product Code (Step 5) Enter a product code. All lines MUST have a product code
listed. Description (Step 6) Type in a specific description. Unit Price (Step 7) Type in the unit price. Discount (Step 8) Type in any discounts. Extended Amount The system will automatically calculate the extended amount
based on the quantity, unit price, and discounts. Account Number (Step 9) Type in the correct budget code per line item. ** To charge multiple accounts for one line item review the
Accounts Splits section. Press Enter to save and check to make sure you receive the “Record Accepted” message. Repeat the steps 3-9 to add another line item. Once you have completed the input of information and are ready to approve the request, you must go to the workflow tab on the side bar. Click on the green check mark to approve. A comment box will appear. The next approver will see any comments typed in this area. Any comments typed will print on your status report.
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ACCOUNT SPLITS – CHARGING MULTIPLE ACCOUNTS FOR ITEMS Item expenses can be split to multiple accounts by either dollar amounts or percentages. In the Account number field, click on the ellipsis button next to the SPEC field. When the menu pops up, click on ‘Show Account Splits’.
Splitting accounts by percentages
After indicating a line item is to be charged to multiple accounts, a new field appears next to the SPEC field. This field can either be ‘Amount’ or ‘Percent”. If this field is set to ‘Amount’ you can change it to ‘Percent’ by clicking on the down arrow beside the ‘Amount’ field and from the pop-up menu, click once on ‘Split by Percentages’.
**Notice that this changes the display from “Amount” to “Percent’”
1. Enter the account number. 2. Next, enter the percentage of the expense you want to charge to this account. *It
is not necessary to enter a percent sign.
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3. To enter the next account number in the split, click the down arrow next to the percent field. From the pop-up menu, select ‘New Account Split’ by clicking once on ‘New Account Split’. The system will clear the account number and Percent fields to allow the user to enter the next account.
4. For each additional account, repeat these steps. You may have as many accounts in your split as needed.
5. To display the accounts, press the down arrow beside the percent field. A menu will pop up, displaying the accounts and total percentages. Notice that the total percentage [in blue] is 100%. If this does not add up, you will receive an error message when attempting to save the record.
Splitting accounts by amount
*Remember that when splitting an account by a specific amount, the split amount must equal the extended amount.
1) Click on the ellipsis and select Show Account Splits 2) This field can either be ‘Amount’ or ‘Percent”. If this field is set to ‘Percent’ you
can change it to ‘Amount’ by clicking on the down arrow beside the ‘Percent’ field and from the pop-up menu, click once on ‘Split by Percentages’.
3) Enter an account number. 4) Enter the dollar amount to be charged to the account number entered. 5) Now click on the down arrow next to the amount field.
On the pop-up menu, click ‘New Account Split’ and enter the next account number and corresponding dollar amount.
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6) When finished display your results by clicking on the down arrow next to the amount field, and notice the Split Total [in blue].
To delete an account from split:
A. Click the down arrow beside the amount or percent field B. Click the account to be deleted and a check mark will appear next to the account C. Click once on the down arrow beside the amount or percent field [again] D. Then select ‘Delete Current Account’ by clicking on it.
To modify an account in split:
A. Click the down arrow beside the amount or percentage field B. Click the account to be modified C. Modify the displayed account number and/or amount or percentage.
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SEARCHING FOR A REQUEST Click on the Purchase Requests link from your home page to search for a check request and click on the magnifying glass. Then click on the Find/Search field or Ctrl+F.
To search for check requests for your organization you can enter CR* in the PR field and enter your organization code in the Sec Cd field. Then hit enter or go back to the magnifying glass to “Apply Find Criteria”.
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Notice that this is record 1 of 1085.
To view the other records you simply click on the forward arrow or click on the record in the Entity List.
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PRINTING A COPY OF YOUR CHECK REQUEST/REQUISTION
Click on Purchase Order Status Inquiry link from your home page (or if you are viewing the request in the POUPPR screen you can click on Reports and then Purchase Order Status Inquiry and the report will automatically open) and input your Check Request Number.
Click on Submit or press enter. The following screen opens:
Click on the Options button and print. *You can track all events related to your Purchase Order and/or Check Request by looking at the Purchase Order Status Inquiry.
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EXPEDITING INFORMATION
Becky Schuessler – Expeditor (Ext. 29186) Problems with orders All of the following problems should be handled through the Expeditor: Returns Replacements Shortages or Overages Duplicate shipments Damaged items Orders received in error The following information will help minimize problems: Avoiding Duplicate Shipments
Never call in orders. Purchases over $50.00 must be made with a purchase order that has been approved and printed prior to the purchase being made.
Price Increase Approvals and Substitutions
Requisitioner will be contacted regarding any substitution on an order. Most price increase requests will come directly to the Expeditor and she will
contact you for approval (unless it’s a very small amount). If you are contacted directly by the vendor regarding a price increase or
substitution, you must notify Accounts Payable of any changes on the order. Vendor will put your order on “hold” until they receive approval for changes.
Follow-up and Canceling Orders
Be aware of what orders you have that are outstanding. Always e-mail your follow-up requests to the Expeditor (even if you call first). E-mail the Expeditor if you need to cancel items or entire orders, and she will
notify Accounts Payable and the Warehouse. Checking in Orders
Implement procedures for staff accountability when receiving orders. Orders must be checked when received. Arrange for staff to report problems with orders to Secretary (or designated
person) who will contact the Expeditor.
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PAYROLL DEPARTMENT INFORMATION
Deborah Guinn, Payroll Supervisor (Ext. 29175)
Cathy Wilson, Payroll Specialist (Ext. 29177) Linda Rubalcaba, Payroll Specialist (Ext. 29176)
Payroll payments for extra-duty pay, stipends, or any payments other than the normal payroll, must be sent to the appropriate department for approval prior to being sent to the Payroll Department for processing. A copy of the schedule of the Pay Dates and Cut-Off Dates is attached for your information. This schedule must be adhered to in order to allow time for the information to be processed by Payroll. Please remember that time sheets/forms for payment for work included in the period prior to the cut-off dates (Fridays) must be received in the Payroll Department by the due date on the Pay Dates and Cut-Off Dates schedule. Failure to follow this timeline may result in the employee receiving payment in the following pay period. Employee Online allows you to view or print your check stub, do an address change, reprint W-2s, and make changes to your withholding status. Login to the following link from your work computer using the same user name and password you use to log into your school computer.
http://bplus
View/print your check stub: Under Pay Information, select Check Stub. Select the date for the check stub you would like to view/print.
Make address/phone number change: Under Personal Information, select Home Address. At the bottom right hand side of the screen, select Edit. Make the change to your address or phone number and then select Save.
View/print your W-2: Under Pay Information, select W2 Info. Click the link to view/print the W-2. Make federal income tax withholding changes (IRS Form W-4): Under Pay Information, select Tax Info. Select Edit and make changes then select Save.
What if Calculator: Under this tab you can do estimated calculations if you are considering changing some aspects of your paycheck.
If you have any questions please contact the Payroll Department. Contact Tech Services x 22530 for all password resets.
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Timecards and Timesheets
All district positions are classified as exempt or nonexempt according to federal law. Professional employees are generally classified as exempt and are paid annual salaries. They are not entitled to comp time or overtime compensation. Other employees are generally classified as nonexempt and receive compensatory time or overtime pay for each overtime hour worked beyond 40 hours in a workweek.
The FLSA requires employers to keep records on wages, hours, and other items, as specified in Department of Labor recordkeeping regulations. Therefore, each department supervisor should ensure the following is recorded for all hourly and non-exempt salaried employees:
Pay period covered Total hours worked each day Total hours worked each workweek
For the purpose of calculating overtime for nonexempt employees, a workweek begins at 12:00 a.m. Saturday and ends 11:59 p.m. on Friday. Overtime is legally defined as all hours worked in excess of 40 hours in a workweek and is not measured by the day or by the employee’s regular work schedule. Each workweek stands alone in computing the number of hours worked. Employees will be compensated for overtime at a time-and-a-half rate with compensatory time off (comp time) or overtime pay.
Weekly time records will be maintained on all nonexempt employees for the purpose of wage and salary administration. Each Department Supervisor must ensure that all timesheets and timecards are signed by the employee and reviewed by the supervisor, weekly. Employee Attendance Records (pink cards) should be signed by the employee and reviewed by the supervisor, monthly. They must reflect the total hours worked per day for all non-exempt employees. In the event the time clock/timekeeping system is not working a manual timesheet must be maintained for all nonexempt employees. If an employee is out on leave (ie: sick, personal, vacation, etc) no work hours should be recorded during that time. All comp time earned and overtime paid should be reflected on the Timesheet or Employee Attendance Record.
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Payroll Department Extra Duty Supplements
Para and Professional Employees Only
Payroll Submission Procedures
Refer to the Pay Dates and Cut-Off Dates Schedule for cut-off date, period covered dates, and due dates. This can be downloaded by going to the Payroll website. Alief Homepage > Departments > Payroll > Payday and Cutoff Schedule. The Period Covered column of the Pay Date and Cut-off Schedule lists the dates the employee worked. The Supp/Timesheet Due column is the date the supplement load spreadsheet (electronic and signed hard copy) must be received by Federal Funds and Payroll. The Pay Date is the date the employee will receive supplement payment for hours worked.
Gather all completed timesheets for the pay period you are paying. The
timesheet must be completely filled out (in blue or black ink), with all information before processing. Go to the Payroll website to download and save the blank Timesheet to your computer: Alief Homepage > Departments > Payroll > Important Forms > 2017-18 Employee Timesheet
Employee Time Sheet: Name
Print employee’s first and last name Employee ID #
6 digit unique number assigned to each employee. Do not write employee’s social security number in this field.
School/Department List the school or department where the employee works. For Paras and Professional employees this is the school or department for their primary assignment. Part time temps should list the school or department where they are performing the work related to this timesheet.
Pay Period Refer to the Pay Date and Cut-off schedule under the period covered column.
Pay Date Refer to the Pay Date and Cut-off schedule under the pay date column.
Required- Funding Source Check the box that applies to the funding source for the supplemental work.
Required- Service performed Check the box that applies to the type of extra duty work the employee performed. Note: Next to “other” you must write the job title of the extra duty work the employee performed.
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Signature and Date
Employee/administrative signature and date on all timesheets. Daily Hours
Employee must input all in and out times including any lunch breaks. Hours should be totaled by day and week. For the purpose of calculating overtime for nonexempt employees, a workweek begins at 12:00 a.m. Saturday and ends 11:59 p.m. on Friday. Overtime is legally defined as all hours worked in excess of 40 hours in a workweek and is not measured by the day or by the employee’s regular work schedule.
Submit ORIGINAL timesheets when submitting for payment. You should make a copy of all timesheets for school records.
Sort timesheets into two groups, Federal and Local - and then by “like” budget
codes.
Gather Pink cards for all Paras that you are paying. The pink card must be completely filled out with total hours each day worked in the employee’s main position. A copy of the front and back of the pink card should be attached for all Para’s submissions.
Alphabetize each group by LAST name.
Go to the Payroll website to download and save the Official Extra Duty Pay
Coversheet Template to your computer:
Alief Homepage > Departments > Payroll > Important Forms > 2017-18 Extra Duty Pay Template SAVE FILE AS: Type Funding Source(Fed/Local)/School Name/Pay Date (Ex: Fed_Alexander_10_15_2015) Extra Duty Coversheet: Complete one coversheet file for Local and one coversheet file for
Federal. When inputting employees on each sheet, input alpha within each budget code. Leave a space between each different budget code.
Pay Period Refer to the Pay Date and Cut-off schedule under the period covered column Pay Period
Campus List campus/department name/ position and pay date
Employee ID # 6 digit unique number assigned to each employee. Do not write employee’s social security number in this field.
28
Hour Code Do not key in this field. Prefilled with supplemental pay earning code.
Name Last name, first name; list in alphabetical order by last name, alphabetize within budget code
Hours Worked Input total hours employee worked for the pay period. If the employee had overtime, input the regular rate on one line then input the overtime rate on the following line. Note: Paraprofessionals receive overtime pay when the extra-duty services provided are the same type as regular paid services.
Rate Refer to the 2017-18 Supplemental Pay rate guide on pages 40-41 of the Compensation Handbook.
Total Do not key in this field. This is a locked cell formula rate x hours.
Budget Code Input the budget code where you have the funds for this supplemental work budgeted. Object: 6121: Extra duty pay: Para 6118: Extra duty pay: Teachers and other Professional
Save, print, sign and get approval signatures on the spreadsheet. Note: Make sure you list the name and phone number of the person completing the form.
Send the original signed coversheets, a copy of the front and back of the
pink card for all paras, and original timesheets to: Local Funds send to Payroll Department Federal Funds send to Federal Department; Attn: Rhonda Grate-Heath
Make sure you keep a copy of all documents for future audit purposes.
**Most importantly, in order for employees to receive payment, an electronic copy of the completed Official Extra Duty Pay Coversheet Template must be emailed to Account, Payroll-Reporting (local funds) or Account, Federal Funds Payroll Reporting (federal funds). Include funding source, campus name and pay date in subject (Ex: Fed_Alexander 10-15-15)**
29
HO
UR
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t.
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n.
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.
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.
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BU
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r x1.5
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2
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Date
:
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rs D
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al E
duca
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nly
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d s
ourc
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se a
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ruct
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upport
Oth
er:
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ere
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rtif
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nfo
rma
tio
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n t
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es
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es
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y
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ge
. (
**B
oth
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na
ture
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re R
EQ
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ED
**)
WEEK TWO
__
-_
WE
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LY
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L
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Y P
ER
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rk
Day
WEEK THREE
_
Date
:
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TIM
ES
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ET
PA
Y P
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m
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nsu
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NT
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ign
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rea
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and Indiv
idual A
ssess
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ll an
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--
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__
IN
__
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RE
QU
IRE
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Fu
nd
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pro
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ay
when t
he e
xtra
-duty
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f th
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calc
ula
ted a
t 1.5
tim
es
the p
ara
pro
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hourly
rate
.
Titl
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A (
26
3-L
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)
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To
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Y D
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* Tempo
rary/Part‐time em
ploy
ees MUST sign ou
t/in whe
n taking
the RE
QUIRED
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ty‐free un
paid lunch
break whe
n working
more than
4 hou
rs.
* Tempo
rary/Part‐time em
ploy
ees may not work more than
40 ho
urs/wee
k.
* Tempo
rary/Part‐time em
ploy
ees MUST sign ou
t/in whe
n taking
the RE
QUIRED
30‐minute du
ty‐free un
paid lunch
break whe
n working
more than
4 hou
rs.
* Tempo
rary/Part‐time em
ploy
ees may not work more than
40 ho
urs/wee
k.
* Tempo
rary/Part‐time em
ploy
ees MUST sign ou
t/in whe
n taking
the RE
QUIRED
30‐minute du
ty‐free un
paid lunch
break whe
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* Tempo
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k.
30
Pa
y P
eri
od
:
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us:
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dge
t C
od
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OT
US
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YP
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NS
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: 1
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(in
alp
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la
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e f
irst)
EX
: 9
9999
999
99
999
999
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9
13
15
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15
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33
15
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.00
43
15
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15
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63
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73
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83
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10
31
50
0.0
0
11
31
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31
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natu
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ms M
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natu
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m C
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co
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31
Payroll Department Temporary/Part-time Payroll Submission Procedures
**Note: These procedures are only used for those Secretaries that do not have access to Timecard online. If you do not have access to Timecard online, please contact your Payroll Representative for training. All others use Timecard online procedures to submit time for Part-time temp employees.
Refer to the Pay Dates and Cut-Off Dates Schedule for cut-off date, period covered dates, and due dates. This can be downloaded by going to the Payroll website. Alief Homepage > Departments > Payroll > Payday and Cutoff Schedule. The Period Covered column of the Pay Date and Cutoff Date Schedule lists the dates the employee worked. The Supp/Timesheet Due column is the date the payroll coversheets (electronic and signed hard copy) with attached timesheets is submitted to Payroll. The Pay Date is the date the employee will receive supplement payment for hours worked.
Gather all completed timesheets for the pay period you are paying (both local
and federal). The timesheet must be completely filled out with all information before processing. Go to the Payroll website to download and save the blank Employee Timesheet to your computer: Alief Homepage > Departments > Payroll > Important Forms > 2017-18 Employee Timesheet
**Most importantly, in order for employees to receive payment, an electronic copy of the completed Official Extra Duty Pay Coversheet Template must be emailed to Account, Payroll-Reporting (local funds) or Account, Federal Funds Payroll Reporting (federal funds). Include funding source, campus name and pay date in subject (Ex: Fed_Alexander_PT Temp_ 10-15-15)**
Employee Time Sheet
Name Print employee’s first and last name
Employee ID # 6 digit unique number assigned to each employee. Do not write employee’s social security number in this field.
School/Department Enter the school or department where the employee works. Part time temps should list the school or department where they are performing the work related to this timesheet.
Extra Duty Position Enter what the employee is doing for extra duty pay
Pay Period
32
Refer to the Pay Date and Cut-off Date Schedule under the period covered column.
Pay Date Refer to the Pay Date and Cut-off Date Schedule under the pay date column.
Required- Funding Source Select the appropriate required funding source box
Required- Service performed Check the box that applies to the type of extra duty work the employee performed. Note: Next to “other” you must write the job title of the extra duty work the employee performed.
Signature and Date Employee and designated administrative signature and date on all timesheets.
Daily Hours Employee must input all in and out times including any lunch breaks. Hours should be totaled by day and week (use quarter of an hour when reporting). For the purpose of calculating overtime for nonexempt employees, a workweek begins at 12:00 a.m. Saturday and ends 11:59 p.m. on Friday. Overtime is legally defined as all hours worked in excess of 40 hours in a workweek and is not measured by the day or by the employee’s regular work schedule.
1. Sort timesheets into groups by budget code. 2. Alphabetize each Group by Last name.
Pay Template for Temporary/Part Time
Go to the Payroll website to download and save the 2017-18 Extra Duty
Pay Template PT temp only. Alief Homepage > Departments > Payroll > Important Forms > 2017-18
Extra Duty Pay Template-PT temps only SAVE FILE AS: Type, School Name, PT Temps and Pay Date (Ex: Fed_Alexander_PT Temps_10_15_2015)
Pay Period Refer to the Pay Date and Cut-off Date Schedule under the period covered column Pay Period
Campus List campus
Paydate List the date these hours are to be paid
Name Last name, first name; list in alphabetical order by last name
Employee ID #
33
6 digit unique number assigned to each employee. Do not write employee’s social security number in this field.
Day Worked Format: YYYYMMDD Refer to the Employee’s timesheet. You must list hours worked for each day on a separate line.
Hour Code Use 3100 –Regular hours Use 3101-Overtime Use a separate line for each type of hours
Hours Worked Input total hours employee worked by day. Use separate line for regular hours and overtime hours.
For the purpose of calculating overtime for nonexempt employees, a workweek begins at 12:00 a.m. Saturday and ends 11:59 p.m. on Friday. Overtime is legally defined as all hours worked in excess of 40 hours in a workweek and is not measured by the day or by the employee’s regular work schedule. Each workweek stands alone in computing the number of hours worked.
Rate Input the employee’s hourly rate. If overtime, multiply the hourly
rate times 1.5. RT-OVR
DO NOT KEY IN THIS COLUMN Total
Do not key in this field. This is a locked cell formula rate x hours. Budget Code
Input the budget code where you have the funds for this supplemental work budgeted. Object: 6129: Extra duty pay: PT Temps
Send the original signed coversheets, a copy of the front and back of the pink card for all paras, and original timesheets to: Local Funds send to Payroll Department Federal Funds send to Federal Department; Attn: Rhonda Grate-Heath
Make sure you keep a copy of all documents for future audit purposes.
34
Pa
y P
erio
d:
C
am
pu
s:
P
ayd
ate
:P
art
Tim
e T
em
ps:
61
29
Da
y W
ork
ed
RT
-OV
RB
udg
et C
ode
Pa
yro
ll U
se
DO
NO
T U
SE
HY
PH
EN
S
(in
alp
ha o
rder,
las
t n
am
e f
irs
t)E
X:
12
345
6Y
YY
YM
MD
DO
nly
EX
: 9
999
999
999
999
99
999
99
*payro
ll u
se o
nly
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w 1
2E
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RT
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Nam
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f p
ers
on
pre
pa
rin
g te
mp
late
Con
tact
Ph
on
e N
um
be
r
Da
te:
Da
te:
Da
te:
PA
Y T
EM
PL
AT
E F
OR
TE
MP
OR
AR
Y/P
AR
T-T
IME
TO
TA
L
Tota
lH
ourl
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ate
Ho
urs
W
ork
ed
Em
plo
yee I
D N
um
be
rN
am
e o
f E
mplo
yee
R
eg
ula
r P
ay
=
3100
O
vert
ime
P
ay
310
1
Em
ail
(a
s a
n a
tta
ch
ed
Ex
ce
l fi
le)
to A
cc
ou
nt,
Payro
ll R
ep
ort
ing
. S
en
d h
ard
co
py o
f fo
rm w
ith
ori
gin
al
sig
na
ture
s t
o t
he
pa
yro
ll d
ep
art
me
nt.
Sig
natu
re o
f P
rin
cip
al
Sig
natu
re o
f P
rog
ram
Co
ord
inato
r
Sig
natu
re o
f F
ed
era
l Pro
gra
ms
Man
ag
er
(if
app
lica
ble
)
35
Procedures for inputting
PT temp employees hours to Timecard Online – Bplus
Login to Bplus From the Home screen, select Timecard Online
36
You have the options to search by ID # or by last name
37
Once the screen brings up the employee you should verify the following information: Employee Name Employee ID # Employee Pay rate Employee budget code
Verify the Selected Period as compared to the Pay Date and Cut off schedule and the Period covered dates
After reviewing the timesheet for errors, begin keying the hours by day on the screen. Special Note: There are two types of pay you can give the employee, regular hours and overtime hours. Make sure you key the hours in the correct box.
Once you key the hours for the week, make sure you tie out the total hours on the timesheet to the hours shown in the This Week Job Total column.
38
Hit the Next button, located above the All Jobs column to move to the days for
the next week.
Once you have keyed the hours for all weeks in that payroll, tie out the total of the employee timesheet to the total in the All Jobs column.
39
Once all the hours have been keyed, use the previous button to go back to the first screen of hours. You will click the grey button with 3 dots at the right of each entry to key details for the day.
40
Once the details screen comes up you will first key the budget code. If you need
to allocate the hours between two budget codes you can do that on this screen.
41
Next, you need to input your school location in the location field. Make sure you input the budget code and location for each entry if you allocated between budget codes
42
The notes column should be used if the employee is working at more than one
location. If that is the case, you will need to input the hours from the timesheet that the employee worked at your location. This prevents overpayments due to incorrect times on timesheets.
43
Once you have input and tied out all entries, including detail entries for each day
you will need to run your Timecard online proof report. Go back to the Home screen in Bplus. Run PY0021p: Payroll Part-time Timecard Proof – From TO
44
Input the report criteria. Payroll Period is the payroll cycle you are paying for this
payroll. Refer to the Paydate and Cutoff schedule. Organization is the school number you input in location field. Submit to run the report.
45
Tie out the total on the Proof list to the hours on the Timesheet for each employee. If any are incorrect, log back in to Timecard online and correct. You will need to print two copies of the report if you have any Federal submissions. Write the school name and payday on the top right hand corner of the report. Write your name and contact phone on the bottom of the report. Sign and date, two approval signatures. Send original timesheets and approved Timecard Proof list to payroll for processing. Make sure you keep a copy of Proof list and Timesheets for your file in the event of an audit.
46
FIXED ASSETS INFORMATION
Judith Long - Fixed Asset Specialist (Ext. 29185)
Fixed assets include land, buildings, furniture and equipment. The District has two categories of fixed assets: Capital Assets -Cost $5000 or more per unit (District’s capitalization level) -Useful life of more than one year -Budget object codes 6614 through 6639
Controlled Assets -Cost between $500 and $4999.99 per unit -Useful life of more than one year -Budget object codes 6395 and 6398
See budget preparation manual for explanation of appropriate account codes. TAGS – A bar code label is assigned to items when a purchase order is paid. (Tags are generally sent to the ordering organization). Items funded by federal grants are assigned an alpha/numeric bar code label with the letter “F” at the beginning and features a yellow border. Items that meet the fixed asset criteria and that are acquired by donation are required to be tagged. NOTIFICATION FORM – This form is sent with the purchase order copy and tags. It should be completed, including the serial number and sub-location (the department or class that will be responsible for the item), and returned to the Fixed Assets office. TRANSFER AND DISPOSITION FORM – The revised four part NCR paper form is stocked in the warehouse. Use the form for the transfer/pickup of all fixed assets or to report lost and stolen items. Any items acquired with federal grants (tags begin with the letter F and have a yellow border) require a separate NCR paper form. Send the form directly to the Federal Grants Accountant for approval of the request. The form will then be forwarded to the department handling the move. Tech Services is responsible for transfers of computer related equipment. Send the NCR paper form to Tech Services – ASF. For items not computer related send the NCR paper form to Central Distribution for transfer/pickup.
47
If stolen, the theft must be reported to the Alief ISD Police Department within 24 hours of discovery. As part of its investigation, the police department will complete a report and provide a case number. Documentation of the case number must be maintained for five years. An NCR paper form should be completed and sent to Fixed Assets for lost and stolen items. INVENTORIES – An inventory is to be performed each year for insurance purposes and to comply with TEA directives. The inventory usually takes place in April and May. Principals and department heads are responsible for keeping records up-to-date by notifying the Fixed Assets Specialist of changes as they occur. They are also responsible for tagging newly acquired fixed assets. The contact person for fixed assets is the organization secretary.
Alief Independent School District FIXED ASSET NOTIFICATION FORM
Fixed asset labeled with I.D. tag number Purchase Order No. Location Date Quantity Item Description
Serial
Number I.D. Tag Number
Sub-Location
Write down serial number (if applicable) Write down sub-location (ex. ADM – SCI) Sign form and send to Fixed Assets Signature ______________________________________________________________
48
ALIEF IN
DEP
ENDEN
T SC
HOOL DISTR
ICT
FIXE
D ASSET
TRA
NSFER
AND DISPO
SITION FORM
TR
ANSFER
FROM:
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District Ta
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Instructions:
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retains originator cop
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Date
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roval
Date
Fixed Assets‐White Delivery‐Ye
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tor‐Gold
Rev. Aug
ust 2
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49
CASH RECEIPTS Send all cash and checks to be deposited (other than activity funds) to Kayce Jenkins-Samuel. Indicate amount enclosed and the account to be credited. Notify the Community and Schools Relations Department of donations received. Please do not hold checks. Forward checks for deposit as soon as possible, at a minimum weekly. Donated funds will be deposited into a revenue account for each campus/department. A budget amendment will then be prepared to increase this revenue account and the expenditure account(s) supplied by the campus. The expenditure account will be denoted by an account code with a span (last three digits of the account code) of DNT. Remaining balances in DNT will be rolled from current year to the following year.
50
ACCOUNT CODE STRUCTURE
This is the account code structure for all Alief budget codes. All accounts must have 20 digits as illustrated above for state reporting purpose.
Fund Code – A mandatory 3-digit code is to be used for all financial transactions to identify the fund group and specific fund. Campuses are only responsible for entering budgets for Fund 199.
Function Code – A mandatory 2-digit code that identifies the purpose of the
transaction that is applied to expenditures. Object Code – A mandatory 4-digit code identifying the nature and object of an
account, a transaction, or a source. Sub-Object Code – A 2 digit code for optional use to provide special accountability at
the local level. Organization Code – A mandatory 3 digit code identifying the organization, i.e., high
school, middle school, elementary school, superintendent’s office, etc. Fiscal Year Code – A mandatory single digit code that identifies the project year of
inception of a grant project. In Business Plus the number “9” will always be used for the following funds: 199, 240, 272, 410, 599, 6XX, 753, and 755.
Program Intent Code - A 2-digit code used to designate services provided to
students. Optional Code – An optional 3-digit code that may be used by the school district to
further describe the transaction. Please refer to the Alief ISD Account Code Flipchart for detailed information.
XXX - XX - XXXX - XX - XXX - X - XX - XXX199 11 6399 01 101 9 11 000
Fund Function Object Sub-Object Organization Fiscal Year Program Local
Codes Codes Codes Codes Codes Code Intent Option
Codes Codes
51
REMINDERS FOR BUDGET CODING
Object Codes 6395, 6396, 6635, and 6636 Technology Related Equipment and Software
6395 Controlled Assets - Technology Related Equipment Expenditures for computing equipment, audio-visual, and other technology-related equipment with a unit cost of $500 and over but less than $5,000 (e.g. Each computer counts as one unit in a classroom or lab setting where multiple computers exist.)
6396 Software and Computer Supplies Expenditures for computer software with a license cost or a site license cost less than $5,000 (excluding training 6299 and routine maintenance 6249) or a useful life of one year or less, and data processing equipment and supplies costing less than $500 per unit.
6635 Technology-Related Equipment Expenditures for computing equipment, audio-visual, and other technology-related equipment, with a unit cost of $5,000 and greater and an estimated useful life of more than one year.
6636 Software Expenditures for computer software with a license cost or a site license cost of $5,000 and greater (excluding training 6299, routine maintenance 6249, and annual web access charges 6299) and an estimated useful life of more than one year.
The cost should include ancillary charges necessary to place the asset into its intended location and condition for use. Ancillary costs include costs that are directly attributable to asset acquisition – such as freight charges, site preparation costs, and installation costs (excluding training and routine maintenance).
I s th e s o f tw a re
w eb -b a se d?
Is the s u bs c rip t ion fo r
o ne y e ar o r le s s ?
C od e to
63 96
Y e s
N o
Y es
N o C o d e to
6 63 6
Is th e pr ic e le ss th an $5 ,00 0 pe r
lic en s e?
Y e s
N o
C o d e to
6 3 96
C od e to
66 36
Is the to ta l s ub s cr ip t io n
p ric e le s s th an $ 5 ,0 00 ?
Y es
N o
* Software that is web-based is considered one unit regardless of the number of licensees who may use the software.
52
Object code 6219 for professional services
These professionals are required to be licensed or registered with the State: accounting, architecture, landscape architecture, land surveying, medicine, optometry, professional engineering, professional nursing, real estate appraising. Object code 6291 for consulting services
Consulting services refer to the practice of helping districts to improve performance through analysis of existing problems and development of future plans. Consulting may involve the identification and cross-fertilization of best practices, analytical techniques, change management and coaching skills, technology implementations, strategy development, or operational improvement. Consulting does not include a routine service/activity that is necessary to the functioning of a school district’s programs, such as hiring additional people on contract to supplement present staff. It also does not apply to services provided to conduct organized activities, such as ‘motivational based’ training or other similar educational activities (TEA Resource Guide, Update 14). The related object codes are listed below for reference:
Student Assembly and Other Services (game officials, speakers at student assemblies, etc.)
6218
Professional Services (professionals licensed/registered with the State) 6219 Education Service Center Services – Media 6234 Education Service Center Services – Other 6239 Contracted Maintenance and Repair Services 624XConsulting Services/’Content Based’ Staff Development 6291 Other Miscellaneous Services 6299 (speakers for ‘motivational based’ staff development, access to database, courier services, uniform services, out of district printing, etc.) Object code 6495 Dues
This code is used to identify expenditures for dues paid to clubs, committees, or other organizations. Examples of organizations are TASA, TASP, TASB, Lions Club, Rotary Club, local chambers of commerce and other associations.
Membership dues are coded to 6495 (Dues). Entrance fees for field trips are coded to 6412 (Student Travel). Competition fees are coded to 6497 (Fees). Program intent codes 32, 33, 34, and 35
Please refer to the program intent codes below to properly code for Pre-K program:
Program Intent Description
32 Pre-K, regular education 33 Pre-K, special education 34 35
Pre-K, compensatory education (at risk) Pre-K, bilingual education
53
CAPITAL EXPENDITURES There are three different types of capital expenditures at the campus level. The funding source/budget procedure is slightly different for each type. Controlled Assets Capital Assets Minor Modifications or Alterations (CAP) Controlled Assets and Capital Assets Controlled assets include furniture, equipment & technology expenditures for items costing between $500 and $5,000. Capital assets include furniture, equipment & technology expenditures for items costing $5,000 and over. These purchases are further divided into technology and non-technology expenditures. The CAP designation should not be used for these expenditures. Technology-Related Equipment - A portion of the per-pupil allocation in the general
fund may be used to purchase technology related equipment. The object code for these expenditures is either 6635 (capital assets of $5,000 and over) or 6395 (controlled assets between $500-$5,000). The function code is dependent upon where the equipment/furniture will be used at the campus. The budget for these funds is input by campus personnel.
Sample code: 199-11-6395-01-101-9-11-000
Furniture and Other Equipment – funded locally using the per-pupil allotment. The object code for these expenditures is either 6639 (capital assets of $5,000 and over) or 6398 (controlled assets between $500-$5,000). The function code is dependent upon where the equipment/furniture will be used at the campus. The budget for these funds is input by campus personnel.
Sample code: 199-31-6398-01-101-9-99-000 Minor Modifications or Alterations – (CAP) Minor modifications or alterations to the building are also funded using the per-pupil
allotment. Examples of minor modifications include carpeting/painting an office or classroom or other small renovations. The function code for these expenditures is 51, the object code is 6399, & the last three digits of the account code must be CAP. The budget for these expenditures is input by campus personnel.
Sample code: 199-51-6399-00-101-9-99-CAP
***The total budget for these 2 categories (controlled & capital assets & minor modifications) is limited to 10% of your per-pupil allocation. Add the total amount that you have input into object codes 6395, 6398, 6399 with CAP designation, 6625, 6635, 6636, and 6639 to check to see if you are within this limit. ***
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BUDGET INPUT AND REPORTING INSTRUCTIONS
Entering the system Go to internet explorer at an Alief ISD computer. Type bplus in the address field and press enter. The following screen will open. Type in the same login and password that you use to login to your computer each day.
55
Setting up your home page Click on Change Content.
Click by the words Budget Prep (Narrow) a check mark will appear. Click on Save. (Only have to do this the first time)
56
Setting up your home page (continued)
Click on the word Home to go back to your home page.
57
Inputting a budget request Once logged into Business Plus click on the Budget Request Entry link from your home page to input a budget request.
Click on Settings and then the Preferences tab to check the Enable AutoTab is Enabled, Shut down Method is Warn on Changes, and Automatic Save Method is Warn on Changes. Then click on Apply Changes. (Only have to do this the first time)
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Inputting a budget request (continued)
Click on the Add Button on the toolbar. (If the plus sign is grayed out hit the escape button.)
** Tab between fields or insert cursor in fields – Do not hit enter until all fields contain the correct information **
Account Number Input the 20 digit budget code. Fiscal Year 2019 (default) Month Leave blank (default) Version R1 (default) Reference Input your request number.
There are a couple of options of how to assign request numbers. One option is to use your organization number (e.g. 715) for just one reference number to input your entire budget (recommended). Another option is to use a new request number for each subobject if you wish to input by department. (e.g. 101-06, 101-08). The choice is entirely up to you.
Description Input your general description. Priority Leave blank (default) Package Leave blank (default) Budget Amount Input the amount. Justification Input special notes as needed about the proposed budget. Click anywhere in the “parent” section and press Enter to save and check to make sure you receive the “Record Accepted” message. (Note: if you do not add anything in the justification field you can hit Enter after inputting the amount.)
Repeat all of the above for each budget code.
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Searching for a request Click on the Budget Request Entry link from your home page to search for a budget request.
To search for budget requests for your organization, enter fiscal year 2019 (the system will default to the current year so you must change this to the year you are budgeting) and your organization number followed by an asterisk (e.g. 715*) in the reference field. Then hit Enter or go back to the magnifying glass to “Apply Find Criteria”. (If you are in Add Mode you will need to click on the magnifying glass and click on “Find/Search” or Ctrl+F.)
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Searching for a request (continued) Notice that this is record 1 of 10.
To view the other records you simply click on the forward arrow or click on the record in the Entity List. To search for budget requests by creator, click on the comments tab and enter the username (e.g. smrohlfi) in the comments field. Then click out of the comments field and hit Enter or go back to the magnifying glass to “Apply Find Criteria”.
Click on the forward arrow or click on the records in the Entity List to view the records returned by the search.
61
Printing your budget request Click on the Print Budget Requests link from your home page.
Input the budget year and your budget request number(s) (budget reference) and click on Submit or press Enter.
62
Printing your budget request (continued)
The following report will open - notice that this is page 1 of 6.
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Printing your budget request (continued) This report shows a Grand Total by reference # only. Click on the Options button and print.
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Printing budget preparation report To view your budget sorted by object, sub-object or function just click on the appropriate Budget Preparation Report link from your home page and enter the budget year and your organization number and click Submit or hit Enter.
65
Printing budget preparation report (continued) These reports will show a Grand Total for all references within your organization. Click on the Options button and print.
Please check the following information after you have completed your budget input:
Total budget should tie to your per-pupil allocation. Total capital expenditures (6395, 6398, 6399 with CAP designation, 6625,
6635, 6636, and 6639) are less than or equal to 10% of your per-pupil allocation.
When you have completed & checked your budget input, please send an e-mail to Grace Chang.
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CONTROL ACCOUNTS / ACCOUNT INQUIRY Control accounts were established in January 1997 in order to cut down on the time spent by both campus and accounting personnel preparing and processing budget amendments. Control accounts group together detail accounts that have the same fund, function, MAJOR object, and sub-object. You can spend money available in the control account from any detail account, without having to do a budget amendment. For example: Detail code: 199-11-6399-01-101-9-11-000 Control code: 199-11-6300-01-101-9-00-000 Detail code, same control account: 199-11-6397-01-101-9-11-000 No change in major object Detail code, different control account: 199-12-6399-02-101-9-11-000 Function & sub-object changed To check the balance in control accounts you will need to log into Business Plus and click on the Account Inquiry link from your home page to run an account inquiry. The following screen opens:
67
Type in the values for your fund, function, object, sub object, organization, year (will always be 9 for fund 199), program intent code, and special (the last 3 digits of your budget code) and then click on submit. You do not have to enter a value for the ‘RespArea’.
The following report will open:
You will be able to “drill” down on the Account for the control account balance.
Control accounts group together detail accounts that have the same fund, function, MAJOR object, and sub-object. You can spend money available in the control account from any detail accounts, without having to do a budget amendment.
Note that the detail account (199-11-6397-13-101-9-11-000) has a balance of negative 49.14. That is not a problem because the control account has a balance of positive 33.52.
We frequently receive calls in the Accounting Department from employees trying to enter requisitions in amounts greater than the available control account balance. The system will not let them enter the requisition due to lack of funds. They have just looked up their detail account balance and it looks like they have plenty of money. The problem is usually due to the fact that there is another detail account with a negative balance linked to the control account they are trying to use.
Not all accounts are linked to control codes. For example, DNT and CAP accounts do not have control codes.
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BUDGET AMENDMENTS
Budget amendment requests will be input in Business Plus (Create/Update Budget Transfer link from the home page) and will be routed through workflow to the Bookkeeper, Kayce Jenkins-Samuel. Each amendment should include the full account codes (not control accounts), the dollar amount to be transferred, and a meaningful purpose (reason) for the transfer. Budget cannot be transferred between funds. If you need to reclassify a transaction from one fund to another, please contact one of the accountants. Capital outlay (defined as all object code 66xx accounts, 6395, 6398, and 6399 with CAP) is limited to 10% of the basic allotment for each campus. The transfers increasing capital outlay accounts will be verified by Accounting to make sure that this limitation has not been exceeded. The basic allotment for each campus was distributed at the Spring District Budget Workshop.
Amendments affecting federal funds will be routed to the Federal Funds Department for approval. The Federal Funds Department will forward to Accounting for approval.
Forward requests for Budget Amendments between campuses/departments via email to Kayce Jenkins-Samuel. Accounting will process the requests. The dollar amount will not be transferred until the request has the appropriate approvals and is processed by Accounting.
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CREATING A BUDGET TRANSFER (WITHIN SPECIFIC CAMPUS/DEPARTMENT)
Once logged into Business Plus click on the Create/Update Budget Transfer link from your home page to input a budget transfer.
70
Click on the Add Button on the toolbar. Set ID Click on the Look up/ellipsis button and click on Auto or Ctrl+T to get the
system assigned number.
Press Enter to go to the Budget Adjustment tab.
71
Press the Tab key (not the Enter key) to navigate between the following fields. Reference (Step 1) Click on the Look up/ellipsis button and click on Auto or Ctrl+T
to get the system assigned number. Description (Step 2) Input a meaningful reason for budget transfer. (e.g. books for
LA, travel for administrator, supplies for clinic) Amount (Step 3) Input the transfer amount. To/From (Step 4) Input the 20 digit budget codes. The budget codes have to be
within the same fund and within your organization. It is not an option to leave the transfer from account blank.
Reason BCHG Budget Change to Adopted (default) Budget Version BA Budget Amendment (default) Transaction Type T Transfer (generated by system after saved) Notes Tab (Step 5) Input special notes about the transfer as needed. Press Enter to save and check to make sure you receive the “Record Accepted” message. If you want to enter multiple transfers within the same fund you will need to click on the on the bottom toolbar to create a new child record and then repeat Steps 2-5 above. You will need to enter separate sets by fund. (e.g. a set for 211 and another one for 199)
72
PRINTING BATCH PROOF LISTING Click on Links (from the side bar) and click on Print Batch Proof. The following screen opens:
The name of your batch file will automatically be listed. You can leave the posting date blank, the system will use the date under the Budget Adjustment tab as the posting date. Click on Submit. The following screen opens:
Click on OK to close the screens. * You can also click on the “Budget Batch Proof” link from your Home page. You will need to know the name of your budget batch file (the set id #).
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Return to Home page and click the Job Monitor link.
74
The following screen opens:
Check the Show Completed box, click on the Refresh sign.
75
When the status shows completed, click on the + sign and click on GLBUBABP to view the “Budget Change Batch Proof” report.
The system will check to make sure that there are sufficient funds in the budget code that you are transferring money from. Verify that there are no budget errors and then print the document for your record.
76
Once you verify everything is correct you will need to return to the Budget Adjustments and Transfers screen and click on Workflow on the side bar.
Click on the green checkmark. Add comments, if necessary. Click on Submit. Workflow will automatically route the budget transfer to Accounting for approval and distribution. Federal fund transfer requests will route to the Federal Funds Department and then on to the Accounting Department for approval and distribution. The budget will not change until all approvals are granted and the transfer is distributed by the Accounting Department.
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BUDGET MANAGER REPORT
Click on the Budget Manager Report link from your home page to run the report. The following screen opens:
Type in the values for your fund and responsibility area and then click on submit. You can also change the value for the fiscal year, and first and last period to print. If you want to export the data to an excel spreadsheet you will need to change the “N” to a “Y” (must be a capital letter) in the Export Data criteria field.
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The following report will open:
The Budget Manager Report lists each detail account and provides subtotals by Fund, Function, Major Object, and Sub Object. Keep in mind that DNT accounts (donated funds) do not have control accounts. Subtract any remaining balance in the DNT account to arrive at the control account total. It is OK to have negative balances in the detail accounts!!!! As long as all of the subtotals are positive, a budget amendment is not necessary.
79
BUSINESS PLUS ACCOUNTING FAQ’S & TIPS
ENTERING THE SYSTEM
* Go to internet explorer at an Alief ISD computer. Type “bplus” in the address f ield and press enter. Do NOT save as a favorite! ! !
BUDGET AMENDMENTS
*
You do not have to do a budget amendment if the budget codes are in the same control account. Control accounts group together detail accounts that have the same fund, funct ion, Major object , and sub-object. 199-11-6300-01-101-9-00-000 is the control account for 199-11-6397-01-101-9-11-000 and 199-11-6399-01-101-9-11-000
* Tab between fields – only hit enter after you f inish inputting the “from” budget code.
* Check that you get “Record Accepted” after each transfer – you can verify by checking the “Reference Totals” area.
* Enter mult iple chi ld records on one set when you have more than one budget transfer to input.
* Use the arrows on the toolbar on the chi ld portion to move between mult iple chi ld records.
* Use “Links” on the sidebar to run your batch proof. Print a copy for your records. For more info on runn ing a batch proof see pages 73-77 in the Account ing Department Pol i c ies and Procedures .
* Don’t forget to approve in workflow after reviewing the batch proof.
*
You can check to see if a budget transfer has been distr ibuted by running a search in the “Budget Adjustments and Transfers” screen using “DS” in the “Status” f ield or search by the Set ID#.
ACCOUNTING POLICIES & PROCEDURES
*
When i t is t ime for a f inal payment on a partial payment - You need to write “Final payment – Close out the PO” on the partial payment spreadsheet. When AP closes out the PO the unused funds wil l be unencumbered. For more info on part ial payments see pages 10-11 in the Account ing Department Pol i c ies and Procedures .
80
BUSINESS PLUS ACCOUNTING FAQ’S & TIPS
ACCOUNT INQUIRY & BUDGET MANAGER REPORTS
*
You can no longer see budget codes that have no budget. If the system gives you an “inval id account” or “inval id account association” error you can contact accounting to have the budget code created. Once the budget code has some kind of act ivity i t wil l show up on the budget manager report and you wil l be able to run an account inquiry on the budget code.
*
Running an Account Inquiry. For more info on runn ing an account inqui ry see pages 67-68 in the Account ing Department Pol i c ies and Procedures .
On your “Home” tab – c l i c k on “Accoun t I nqu i ry” Type in t he va lues fo r a l l f ie lds o r fo r t he c r i te r ia you want to search Cl i ck on Submi t View and/or pr in t t he i nqu i ry
*
You do NOT have to enter an entire budget code to do an account inquiry.
Ex : I f you wan t to search fo r your loca l budget codes fo r paren t i nvo lvemen t budget codes you can type 199 in t he Fund f ie ld and 61 in t he Func t ion f ie ld and c l i c k on submi t .
Ex : I f you wan t to search fo r a l l of your 6411 budget codes ( loca l and federa l ) you can type 6411 in the Objec t f ie ld and c l i c k on submi t .
* You can dri l l down on the actual budget code from an account inquiry to see the balance of the control account.
* You can dri l l down on the Beginning Balance, Amendments , Encumbrances, Debits , and Credits .
*
Running a Budget Manager Report. For more info on running a budget manager report see pages 78-79 in the Account ing Department Pol i c ies and Procedures .
On your “Home” tab – c l i c k on “Budget Manager Repor t ” Type in t he va lues fo r your Fund and/or Respons ib i l i t y Area and/or Sub
Objec t To pr in t t he “Deta i l s ” i npu t a cap i ta l “Y” To “Export Data” ( to Excel ) input a capi tal “Y” Cl i ck on Submi t Cl i ck on t he paper c l ip on t he too lbar to expor t t he data to an Exce l
spreadshee t
*
The Budget Manager Report does include DNT budget codes amounts – make sure to subtract any of the DNT balances from the total for the control account total.
*
The Budget Manager Report does include more than one year for federal funds – make sure to subtract any of the previous grant year balances from the total for the current year total .
81
BUSINESS PLUS ACCOUNTING FAQ’S & TIPS
CHECK REQUISITIONS / PURCHASE ORDERS
*
I f a request has been rejected – enter a 0 on al l l ines in the quanti ty f ield and close out of the “Purchase Request” screen to disencumber funds. Reopen and search for your request then make changes and close out of the screen. Reopen and search for your request and approve in workflow! This makes sure the request is encumbered correctly! ! !
*
Always make sure workflow is pending the next person before closing out of the screen. Sometimes i t takes 3 approvals or the request gets stuck in workflow due to encumbrance problems.
* Notes for Al ief staff on a request should go in PR notes – not in workflow comments.
Ex : Ho ld check for p i ckup .
*
I f a request (PR, BR or CR) has been rejected and you don’t want to f ix the request then you must delete the request. You can delete a request by cl icking on the “Options” button and choosing “Delete Record”. The money wil l be held in encumbrances unti l they are deleted.
*
Al l contracts should be set up on blanket purchase orders and it is essential that an invoice be sent to Accounts Payable for the contract to be paid. Please write the PO number on the invoice along with a signature and date and then send to the appropriate Accounts Payable clerk when ready for payment.
* When inputt ing a blanket PO make sure to input the PO amount in the Amt: Field on the Blanket tab in the parent sect ion.
* When reimbursing employees, use the employee ID# as the vendor ID#.
*
Shipping needs to be included on al l purchase orders (please do not enter shipping l ines on check requis i t ions!) . Make sure you use the word shipping in the description on the l ine i tem and use PG01 as the product code. Example : I f sh ipp ing i s go ing to be $19 .99 pu t 19 .99 as t he quant i ty and 1 as t he un i t cos t . Example : I f t he re i s no t go ing to be any sh ipp ing pu t 1 as t he quant i ty and 0 as t he un i t co s t .
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BUSINESS PLUS ACCOUNTING FAQ’S & TIPS
CHECK REQUISITIONS VS. PURCHASE ORDERS
Description Check or
PO Product Code
Budget Code Examples
Administrator Membership Dues Check PG24 199-23-6495-XX-001-9-99-000 Teacher Membership Dues Check PG24 199-11-6495-XX-001-9-XX-000 Counselor Conference Registration Fee Check PG23 199-31-6411-XX-001-9-XX-000 Teacher Conference Registration Fee Check PG23 199-13-6411-XX-001-9-XX-000 Rental Agreements Blanket PO PG24 199-XX-6269/6412-XX-001-9-XX-000 Site Licenses Blanket PO PG20 199-XX-6396/6636-XX-001-9-XX-000 Student Presenter Fees Blanket PO PS04 199-XX-6218-XX-001-9-XX-000 Staff Presenter Fees Blanket PO PS04 199-13-6299-XX-001-9-99-000 Competition Fees – Athletic Check PG24 199-36-6497-XX-001-9-91-000 Competition Fees – Non-Athletic Check PG24 199-36-6497-XX-001-9-99-000 Competition Fees – Instructional Check PG24 199-11-6497-XX-001-9-XX-000 Entry Fees for Field Trips Check PG18 199-11-6412-XX-001-9-XX-000 Students Working At School Sponsored Events Check PS12 199-36-6218-XX-001-9-99-000 Video Conference for Students Check PG24 199-11-6497-XX-001-9-XX-000 Webinar or On-Line Classes for Teachers Check PG23 199-13-6411-XX-001-9-XX-000 Awards for Students PO PG08 199-11-6498-XX-001-9-XX-000 Refreshments for Staff In-Services Various PG22 199-13-6499-XX-001-9-XX-000
*
Creating a Check Request. For more info on creat ing a check reques t see pages 14-16 in the Account ing Department Pol ic ies and Procedures .
On your “Home” tab – c l i c k on “En te r Purchase/Check Reques t s” Cl i ck on t he ye l low p lu s s ign Cl i ck on e l l ips i s bu t ton i n the PR f ie ld and c l i ck on “Auto [PR .CHCK] En ter t he Vendor ID number on the vendor tab and h i t “En te r” I npu t Quan t i ty , Un i t s , P roduc t Code , Desc r ip t ion , Un i t P r i ce , D i s coun t s ,
Accoun t Number and press “En ter ” – check to make su re you get “Record Accepted”
Once al l l i ne i tems have been entered c lose out of the screen and reopen to approve in workf low
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Searching for a Check Request – for more info on search ing for a check request see pages 20-21 in the Account ing Department Po l i c ies and Procedures .
On your “Home” tab – c l i c k on “En te r Purchase/Check Reques t s” Cl i ck on the b inocu lar s Cl i ck on F ind Search En ter t he i n format ion you have to search on in t he appropr ia te f ie lds and
h i t “En te r” Ex : I f you wan t to see a l l your Check Reques t s search by typ ing CR* in t he
PR f ie ld Ex : I f you know the vendor search by typ ing the vendor ID number in t he
Vendor f ie ld
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Searching for Open Purchase Orders for your campus/department.
On your “Home” tab – c l i c k on “En te r Purchase/Check Reques t s” Cl i ck on the b inocu lar s Cl i ck on F ind Search I npu t PO in the S ta tu s F ie ld I npu t your organ izat ion number i n t he Sec Cd F ie ld Hi t En ter
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Travel-1
Out-of-District Travel Policies and Procedures
Every employee given authorization to travel assumes a responsibility to the taxpayers of the district to keep the cost of travel to a minimum. Falsification of expenses on the Travel and Expense Voucher may lead to disciplinary action. Employees shall be reimbursed for reasonable travel expenditures according to Board policy and the policies and procedures outlined in this document. This document outlines the maximum amounts that may be reimbursed. Individual campuses/departments may impose additional limitations on expenditures due to budgetary constraints. Prior approval for all out-of-district travel shall be obtained before any expenses, including prepaid expenses, are incurred. A Short Leave Form is used to indicate approval from the appropriate supervising administrator and supervising superintendent and to provide an estimate of expenses. No travel reservations will be made until an approved Short Leave Form has been submitted. Limitations on Travel
The funding of out-of-state travel has been suspended for the 2017-18 fiscal year regardless of the funding source. The travel limitations for out-of-state travel below are for informational purposes and apply only to exceptions made by the superintendent or appropriate deputy superintendent. Attendance records for the year must be submitted along with the Short Leave Form to facilitate review and approval for travel. Superintendents/Directors/Coordinators • One out-of-state conference per year Campus Administrators
• Principals and associate principals—one out-of-state conference per year
• Assistant principals—out-of-state conference every other
year (assigned rotation)
Additional requests for out-of-state travel for both categories above must be approved prior to registration.
Index
Page Topic
1 Limitations on Travel
2 Pre-Trip Procedures
3 Cash Advance
3 Car Rental
4 Meal Expense
4 Personal Vehicle
5 Hotel/Motel Expenses
6 Air Travel
7 Student Travel
7 Consultants
7 Summary of Local/ Federal Reimbursement Amounts
8 Post-Trip Procedures
Deviations from the stated procedures can result in non-reimbursed expenses. If you have questions or need any assistance regarding travel procedures, please contact the Accounting Department at extension 29182 or 29187. For questions or assistance regarding travel with federal funds, contact Patty Dillard in the Federal Programs/Grants Department (ext. 29167).
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Travel Policy Travel-2 Updated: February 2018
Specialists • Each campus may send a maximum of two specialists per year to an out-of-state
conference. • Requests for school business (out-of-district conferences/in-services) will not be approved if the total number of absences exceeds 15 days.
Classroom Professionals (including speech therapists) • In-state travel only during school year • Requests for school business (out-of-district conferences/in-services) will not be approved if the total number of absences exceeds ten days. • The number of multiple or consecutive days should be limited, particularly close to
testing days. • Supervising student activities such as UIL events and chaperoning field trips are not included in the ten-day count.
Non-classroom Professionals (including counselors, nurses, librarians) • Each campus may send one non-classroom professional per year to an out-of-state conference. • Requests for school business (out-of-district conferences/in-services) will not be approved if the total number of absences exceeds ten days.
Paraprofessionals • Supervisors will approve in-state travel as appropriate. Pre-Trip Procedures
• Complete a Short Leave Form at least three to four weeks prior to travel and receive necessary approvals. Short Leave Forms should include estimates of all categories that may need to be reimbursed. The dates on the Short Leave Form should match the dates for which charges will be remitted. Your signature on a Short Leave Form reflects your understanding of the Travel Policy and adherence to the terms of the policy.
• All travel that requires expenditure of federal funds will require prior approval from the Federal Programs/Grants Department. After the appropriate supervising administrator and supervising superintendent have approved a Short Leave Form, it must be sent to the Federal Programs/Grants Department for approval.
• If airline tickets/rental car are needed, ask the campus/department secretary to complete a Travel Reservation Request at least three to four weeks prior to the date of travel. Send the Travel Reservation Request and a copy of the approved short leave form to your designated contact person (see Air Travel section of this document). There is usually a significant discount for tickets purchased 60 or more days in advance, so please send the Travel Reservation Request as early as possible. If you anticipate ground travel instead of air, in no case should this expense exceed the cost of air coach travel, contact your designated contact person prior to completing the Short Leave Form for the maximum mileage allowance approval.
• Registration, hotel reservations, and cash advance requests must be arranged at the campus/department level. • If a cash advance is needed, initiate a check requisition, attach a copy of the approved
Short Leave Form, and the approved Cash Advance for Travel Request Form and submit to the Accounts Payable Department, at least 15 working days prior to departure date. Cash advance requests should not exceed the estimate on the Short Leave Form.
• Prior to leaving on a trip, complete a Texas Hotel Occupancy Tax Exemption Certificate for presentation at the time of check in at the hotel. The district will not reimburse state sales tax for travel within Texas. You may need to have your Alief identification badge with you at check-in. Some hotels require proof of employment such as a pay stub or an identification badge.
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Travel Policy Travel-3 Updated: February 2018
Cash Advance
An employee may request a cash advance, when necessary, for out-of-town travel expenses; i.e. hotel, mileage, meals, parking and tolls. Please note that under normal circumstances we will not issue checks directly to a hotel. Processing cash advances is very time consuming. If the Travel and Expense Voucher is completed in a timely manner, employees will almost always receive reimbursement prior to receiving a bill for travel expenses charged to their personal credit card company. Cash advances are not issued for mileage alone. A check requisition with a copy of the approved Short Leave Form and Cash Advance for Travel Request Form should be sent to the Accounts Payable Department to request a cash advance. Such requests must be made at least 15 working days prior to departure date. The Short Leave Form should include all categories that may need to be reimbursed and the cash advance should not exceed the estimate on the short leave form. Upon return, this advance should be reported on the Travel and Expense Voucher form and deducted from the amount of reimbursement requested. If reimbursement is due to traveler, initiate a check requisition, receive necessary approvals, attach an approved Travel and Expense Voucher form and send to the Accounting Coordinator in the Accounting Department. If money is owed to the district, submit an approved Travel and Expense Voucher and a check/money order made payable to Alief ISD for the amount owed to the Accounting Coordinator in the Accounting Department. Your signature on the Cash Advance Request Form reflects your understanding of the Travel Policy and adherence to the terms of the policy. If accounting for the cash advance is not made within 10 days you authorize the District to withhold the amount of the cash advance from your next paycheck. Car Rental
Since car rentals are very costly, travelers should not request car rentals unless necessary for business purposes due to limitations on availability of local transportation. It is usually more cost effective to utilize taxi service. Car rental will only be allowed with prior Area/Assistant Superintendent approval and the traveler must provide a cost analysis to justify the expense (ex. Taxi vs. Car Rental). In order to obtain the lowest rental rates, employees must use car rental agencies arranged by your contact person.
Employees must have a current driver’s license and a personal credit card in order to rent a car. Car rentals will be charged to the employee’s personal credit card and will be reimbursed by the district upon return from the trip. It will be necessary to purchase Collision Damage Waiver (CDW) and Limited Damage Waiver (LDW) insurance, unless under the State rental car contract. If insurance is not arranged, employees will not be covered by the district’s insurance should an accident occur. To avoid higher gas rates charged by the rental companies, fill the gas tank before returning the rental car. Also, be sure to examine the invoice for accuracy before leaving the rental office. Reimbursement for rental car expenses will occur when expenses are listed on the Travel and Expense Voucher and an itemized receipt is provided.
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Travel Policy Travel-4 Updated: February 2018
Meal Expenses
Meals are reimbursable at the actual costs for meals not to exceed $41.00 per day in state (effective 9/1/2014) or the published GSA Rate per day out of state for travel. Refer to the following Web site for meal rates in other states: http://www.gsa.gov/portal/category/21287 Original itemized receipts must be submitted to be reimbursed for meal costs incurred while traveling on school business. The district will not provide reimbursement for alcoholic beverages. Tips can be reimbursed from Local Funds only. A reasonable tip is considered to be 15% - 18%. Any built in gratuity is to be considered the tip. Federal Funds will not provide reimbursement for tips or gratuities of any kind. Travel reimbursement for meal expenses when overnight lodging is not required is considered taxable income according to the Internal Revenue Service (IRS); therefore, meals will not be reimbursed unless overnight lodging is required. Reimbursements for meal expenses incurred within the Houston metropolitan area (50 mile radius using the Administration Building as the starting point) are not allowed; however, if meals are included in the registration fee, the full registration fee will still be paid. Meals purchased at Intercontinental and/or Hobby airports are allowed only if an overnight stay is required. Meals for meetings within the district will not be reimbursed.
In State Out of State Depart Before Return After
Breakfast $ 7 or 17% 7:00 a.m. Lunch $ 11 or 27% 11:00 a.m. 1:00 p.m. Dinner $ 23 or 56% 5:00 p.m. 6:00 p.m. $ 41 100%
For example, if travel commences at 8:00 a.m., the maximum reimbursement will be the actual costs up to the meal allowance for lunch and dinner. If travel commences after 1:00 p.m., the maximum reimbursement will be the actual costs up to the meal allowance for dinner. If the traveler arrives home by 6:00 p.m., the maximum reimbursement will be the actual costs up to the maximum allowance for breakfast and lunch. The district will not reimburse meal expenses in excess of the maximum allowances. Itemized receipts are required. A credit card charge slip is not sufficient documentation. Personal Vehicle
Travelers will be reimbursed at the approved district mileage rate (54.5 cents per mile effective 02-01-18) for business use of their personal vehicle. In no case should this expense exceed the cost of air coach travel. If more than one person is attending the same meeting, they should carpool in one vehicle. As required by HB 1924, when computing distance for reimbursement, mileage must be based upon the shortest route between points (round-trip from home/worksite to hotel). Your signature on the Travel and Expense Voucher indicates that you have complied with this law. Please use mapquest.com to calculate mileage allowed. The district reimburses mileage to travel from your home/worksite to the hotel and back to your home/worksite. Please provide an explanation of the business purpose on the Travel and Expense Voucher or mapquest printout for any mileage charges above those from your home/worksite to the hotel and back to your home/worksite.
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Travel Policy Travel-5 Updated: February 2018
Hotel/Motel Expenses
Each campus or department will arrange hotel accommodations when overnight lodging is required. Hotel rates vary, and every effort should be made to obtain the lowest rate available. The government rate may be available and will require school district identification. Always check to make sure that the government rate is actually lower than other special or discount rates that are being offered. Reimbursements for lodging expenses within the Houston metropolitan area (50 mile radius using the Administration Building as the starting point) are not allowed. The district will not reimburse for overnight lodging within this area unless there are extenuating circumstances. Prior approval must be received from the supervising superintendent. In Texas, a Hotel Tax Exemption Certificate must accompany payment to the hotel to avoid paying state taxes. (located in Outlook/Public Folders/All Public Folders/Forms/Accounting). When checking into the hotel, provide the desk clerk with the Hotel Tax Exemption Certificate. Some hotels require proof of employment such as a pay stub or an identification badge. Upon check out, review the billing to ensure that state tax was not charged. The district will not provide reimbursement for Texas state tax. County and municipal hotel occupancy taxes may be reimbursed. Original itemized receipts must be submitted to be reimbursed for hotel expenses. Accommodations can be guaranteed for late arrival by utilizing a personal credit card. To avoid cancellation fees, the traveler is responsible for notifying the hotel prior to the cancellation deadline. If the hotel is not notified by the required deadline, the traveler may be required to pay the cancellation fee or a night’s accommodation. In cases in which the spouse (who is not an AISD employee on official school business) and/or children accompany the school employee, no expenses for the family members shall be included. Only single standard rates are to be included in the request for reimbursement, and that amount should be validated on the receipt at the time of checkout. For example, if double room occupancy costs $75 and single $60, the employee will be reimbursed at the $60 rate if the room is shared with the spouse. The district will reimburse hotel charges for business telephone calls. The district will not reimburse hotel charges for Internet connection fees unless the traveler receives prior written approval from the supervising superintendent. Charges for movies and other personal charges will not be reimbursed. Overnight lodging will be reimbursed in accordance with maximums set by the GSA published rates. This information can be obtained at the following Web Address: http://www.gsa.gov/portal/category/21287 If there is not a published rate for a particular city or location in Texas, the reimbursable rate will be $85.00. If out of state lodging is required, refer to the GSA website for the city (or county if the city is not listed) where the lodging is needed to determine reimbursable rates. Hotel rates exceeding these rates per person per day must have prior approval of the appropriate Assistant Superintendent on the Short Leave Form.
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Travel Policy Travel-6 Updated: February 2018
Air Travel
Advance planning is crucial when requisitioning air travel. Because of time restrictions in the ticketing process, tickets are purchased Monday through Thursday only. An approved Short Leave Form is required before air travel requests will be processed. The following personnel will act as contacts for the designated campus/departments for all air travel: Human Resources Dr. Elizabeth Veloz-Powell, ext. 29139 All Others Edith Williams, ext. 29172 All tickets for air travel must be requisitioned from your designated contact person by the campus/department contact and must be submitted on a Travel Reservation Request. The Travel Reservation Request Form is now located in the Outlook program in the following location: Outlook/Public Folders/All Public Folders/Forms/Accounting/Travel Reservation Request. This form can be sent directly to your designated contact person via e-mail. Upon receipt, your contact person will contact the district travel agency and obtain a tentative itinerary. If you find a better rate than the one quoted by the district travel agent, forward flight numbers, times, and prices to your contact person. She will in turn contact the district agent and attempt to purchase tickets at the lower rate. Do not call your own agent or book flights over the Internet. All travelers must have valid photo identification when traveling. Tickets are electronic and non-transferable, so please notify your contact person prior to the date of travel if you are canceling a trip. Any changes to airline tickets/reservations must be made through your contact person. An increase in a fare, due to an employee changing travel plans without supervisor approval, could result in the employee absorbing any additional fees charged to the district account. All travelers must use the lowest fare available. Whenever possible, business travel should be planned to take advantage of advance purchase discounts and group fares. The lowest fare routing must be used when available—not more than one stop each way and layover time not to exceed two hours. The district will reimburse baggage fees for the first checked bag. You must submit your receipt from the airline to be reimbursed. No excess/overweight baggage fees will be reimbursed. Each month, airline travel expenses will be charged to appropriate organization budgets by the Accounts Payable Department. Please make sure the appropriate travel account (6411 or 6412) to be charged has sufficient funds at the time tickets are requested. Tickets are charged to a district credit card; so depending on the billing cycle, budget accounts will be charged within one to five weeks from the date of purchase. Tickets will not be purchased until the traveler has approved a tentative itinerary. Once the flight is actually ticketed, any changes to the travel itinerary will require additional funds. This expense will be charged to the traveler unless approved by a supervisor.
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Travel Policy Travel-7 Updated: February 2018
Student Travel
All air travel for students should be arranged through your contact person. Procedures for travel arrangements for student travel are the same as for district employees, with the exception that a Medical Release Form is required instead of a Short Leave Form. To make travel arrangements the following information is required: 1) student name/s (as it appears on student ID, driver’s license, or passport), 2) chaperone/sponsor name/s, 3) budget code to be used for expenses, 4) Medical Release Form, and 5) approved Travel Reservation Request for each person traveling (if trip requires air travel). The reimbursement rate for student meals is:
In-State travel is $25/day - breakfast ($5), lunch ($8) and dinner ($12). Out-of-State travel is 60% of GSA rate. Please list the number of students on the Travel and Expense Voucher (where it says (1)
List name(s) . . .) Please list the breakdown of student expenses separate from the sponsor’s.
Consultants
Consultants who contract with the district are required to follow the district’s policies and procedures. After receiving a Travel Reservation Request, the department contact person will coordinate travel arrangements. Federal Funds: If consultant travel is to be charged to federal funds, a copy of the approved district’s Consultant (Independent Contractor) Agreement form should accompany the Travel Reservation Request and should be submitted to the Federal Programs/Grants Department. Summary of Local/Federal Reimbursement Amounts
The rates in effect for travel with both local and federal funds are summarized below.
These rates are subject to change in future years. Out-of-state rates can be obtained by accessing the following Web site: http://www.gsa.gov/portal/category/21287
Local/Federal Mileage 54.5 cents per mile (effective 02-01-18) Airfare Coach fare Meals
In-State Lesser of actual cost or $41 per day (effective 09-01-14) Out-of-State Lesser of actual cost or published GSA rate
Lodging
In-State Lowest available published GSA rate or $85 if not published Out-of-State Lowest available rate limited to published GSA rate
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Travel Policy Travel-8 Updated: February 2018
All travel that requires expenditure of federal funds will require prior approval from the Federal Programs/Grants Department. After the appropriate supervising administrator and supervising superintendent have approved a Short Leave Form, it must be sent to the Federal Programs/Grants Department for approval of expenditure of federal funds. Post-Trip Procedures Within ten working days after returning from a trip, prepare a Travel and Expense Voucher
listing dates and times of trip and reimbursable expenses for each day. Include original itemized receipts for all expenses (meals, airline tickets, hotel, car rental, etc.). Your signature on the Short Leave Form reflects your understanding of the Travel Policy and adherence to the terms of the policy. If accounting for the cash advance is not made within 10 days you authorize the District to withhold the amount of the cash advance from your next paycheck.
Meals are reimbursable at the actual costs for meals not to exceed $41.00 per day (effective 9/1/14) or the published GSA Rate per day out of state for travel.
o These receipts are to be taped to letter size paper in date order so that the auditors may easily review them.
o Do not tape or highlight any writing on the receipts. The adhesive and highlighter fluid dissolves the information.
o Please submit your original Travel and Expense Voucher with original receipts.
Student and Sponsor expenses should be separated. o This can be done by using separate vouchers submitted together or indicating
on the receipt which charge applies to the student or sponsor.
Receipts which are to be split between travelers: o These must show each traveler’s name or initials by the item that was for each
traveler. o If the travelers were from different campuses please indicate that.
If reimbursement is due to traveler, initiate a Check Requisition, receive necessary
approvals, attach a copy of the approved Short Leave Form, and the approved Travel and Expense Voucher, and send to the Accounting Coordinator in the Accounting Department.
If money is owed to the district (e.g., cash advance received), submit an approved Travel and Expense Voucher and a check/money order made payable to Alief ISD for the amount owed to the Accounting Coordinator in the Accounting Department. Please do not send cash via interoffice mail. Change is not available for cash payments.
The Travel and Expense Voucher must be signed by the employee and the supervising administrator. If the voucher is for a Principal it must be signed by their Area Superintendent.
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