aldine isd financial procedures manual 07-08 · 224—stock requisition 224.1—stock catalog...

1 Aldine AISD - Revised: 2008 Finance Department

Producing the Nation’s Best

Aldine ISD Financial Procedures Manual

Aldine AISD - Revised: 2008 Finance Department

Keeping the Main Thing the Main Thing

Getting Everyone in Our Boat Rowing in the Same Direction

Step by Step The Journey Continues

Learning for All . . . Whatever it Takes

212h

the extra degree

Change is Traditional


ALDINE ISD FINANCIAL PROCEDURES MANUAL

TABLE OF CONTENTS—OVERVIEW

100—GENERAL INFORMATION

200—EXPENDITURES/FINANCE POLICIES

300—BOOKKEEPING/BUDGETING

400—PAYROLL/EMPLOYEE BENEFITS/RISKS MANAGEMENT

500—SPECIAL REVENUE FUNDS (FEDERAL, STATE, GRANTS)

600—FORMS

SECTION 100—GENERAL INFORMATION 101 - Organizational Chart

102 - Finance Department—Telephone Directory/Who Handles What

103 - Finance Introduction

SECTION 200 –EXPENDITURES/FINANCE POLICIES

200—Budget Monitoring System 201—Campus Finances Chart 201.1—Principal’s Budget Overview 201.2—Principal’s Fund Overview 201.3—Agency Fund Overview 201.4—State Compensatory Fund Overview 201.5—Special Revenue Fund Overview 202—Expenditure Procedures Overview 203—Finance: Frequently Asked Questions 204—Purchasing: Frequently Asked Questions


200—EXPENDITURES/FINANCIAL POLICIES (cont’d) Requisition Types 220—Requisition Overview 221—Check Requisition 222—Pay Requisition 223—Petty Cash Reimbursement Requisition 224—Stock Requisition 224.1—Stock Catalog 224.2—Stock Orders 224.3—Free Stock Items 224.4—Returning Stock Items 225—Store Purchase Order (PO2) 226—Vendor Requisition 226.1—Contacting Vendors 226.2—Special Shipping Instructions 226.3—Vendor Merchandise return 226.4—Ordering School Supply Packets 226.5—Drop Ship Order Instructions 227—Purchasing Assistance (Buyer List) 228—Payroll: Frequently Asked Questions 228.1—Payment of Salaries 228.2—Principal’s Payroll Report 228.3—Time Card Employee’s Report 228.4—Over-Time Policy & Fair Labor Standard Act 228.5—Procedures for Summer Enrichment Program Pay 228.6—Extended Program Guidelines 228.7—Paying Substitutes 228.8—Payroll Adjustment Schedule 228.9—Extended Pay Guidelines (Extended day, week, year, curriculum writing,

and staff development)


200—EXPENDITURES/FINANCIAL POLICIES (cont’d)

Codes 240—Activity/Program 241—Dept 242—Function 242.1—Function Code Descriptions 243—Fund Code (General Budget Fund Codes) 243.1—Fund Codes (Principal’s Fund) 244—Object 244.1— Object Chart for 6300s 245—Org 245.1—School Org Chart by Fund 246—Commodity Codes Rules and Procedures 260—Bid Process/Laws 260.1 Sole Source Letters 260.2 Bid Pricing 260.3 Frequently Used PO2 Vendors 260.4 Surety Bond 261—Contracted Services 262—Capital Supplies 263—Hospitality (Campus Staff)/Flowers 264—Incentives/Awards (Students and Staff) 265—Internet Purchases—Reimbursement Policy 266—Membership Fees 267—Pepsi Products/Vending Machines 268—Postage Fees 269—Region Education Service Center (ESC) Fees 270—Sales Tax 271—Subscriptions 272—Technology Purchases 272.1 Technology Letters of agreement and sign-out form



Rules and Procedures 273—Telephone Fees/Usage 274—Tips/Gratuities 275—Travel Fees/Reimbursement (Request/ procedures) 275.1 Mileage Chart

276—Vending Machines: Competitive Food Sales

277—Vendor Policy

278— Expenditure approval when principal is out

279— Property transfer process



300 – Frequently Asked Bookkeeping Questions

301—Basic Procedures

301.1—Extra (finance program)

301.2—Extra—Agency Accounts

301.3—Extra—Principal’s Budget

301.4—Extra—Principal’s Fund

302—FileMaker Pro “Bookkeeper Program”

303—Cash Handling

303.1—Campus Cash Handling

303.2—Storing Money in Safe for PTA, PTO, and Booster Clubs

303.3—Tax Office Cash Handling

303.4—Business Office Cash Handling

304—Donations

305—Receipt of Money

305.1 Cash/Coin Deposits

305.2 Check Deposits

306—Reconciliation

307—Retention of Records

308—Transfer of Funds

309—Greenbar Printout Codes & Terms

310—Returned Checks

311—Campus Level Budget Process (Process Map)

311.1—Budget Planning

311.2—Parent/Community Survey (English/Spanish)

311.3—Staff Survey


300—BOOKKEEPING/BUDGETING (cont’d)

Budgets 330—Budget Types

330.1—Agency

330.2—Petty Cash

330.3—Special Revenue Funds

330.4—Principal’s Budget

330.5—Principal’s Budget Codes

330.6—Principal’s Fund

330.7—Principal’s Fund Codes


400—PAYROLL, EMPLOYEE BENEFITS/ RISK MANAGEMENT

400—Frequently Asked Questions

401—Pay Periods and Earned Wages for Permanent Employees

402—Tax Sheltered Accounts, Retirement Plans

403—Personal Leave, Sick Leave and Payment of Unused Leave 404—Insurance

404.1—Aldine ISD Insurance Purchases 404.2—Personal/Renter Vehicles Involved in At Fault Accidents and Accidents Caused by Other Motorists 404.3—AISD Employee AT Fault in an Accident 404.4—AISD Employee NOT At Fault in an Accident 404.5—Adequate Insurance Coverage 404.6—Insurance Coverage Summary

405—Reporting a Work Related Injury 405.1 Reporting a Work Related Injury (Process Map)


500—SPECIAL REVENUE FUNDS (FEDERAL, STATE, GRANTS) 500—Special Revenue Fund Overview 501—Special Programs Director/Bookkeeper Chart 501.1 Determining Evidence of Scientifically Based Research 501.2 Special Programs Fund Guidelines 502—Title I, Part A—Educationally Disadvantaged 502.1 Title I, Part A Frequently asked questions 502.2 Title I, Part A Budget Quick list 502.3 Title I, Part A Budget Guidelines 503—Title I, Part C—Migrant 504—Title II, Part A— Teacher/Principal Training/Recruiting and Class-size 504.1 Title II, Part A Budget guidelines 504.2 Title II, Part A Frequently asked question 504.3 Title II, Part A Allowable Costs 504.4 Title II, Part A Unallowable Costs 505— Title III, Immigrant and LEP 506—Title IV—Safe and Drug Free Schools 506.1 Title IV Frequently asked questions 506.2 Title IV—Allowable Activities 506.3 Title IV—Limitations 507—Title V—Innovative 507.1 Title V— Chart 507.2 Title V— Allowable Activities 508—State Comp Ed 511.1 State Comp. Ed. Definitions 511.2 State Comp Ed. Frequently asked questions 511.3 State Comp. Ed. Guidelines 511.4 State Comp. Ed. Flowchart 509—Improvement Plans


600—FORMS

601—Requisition 601.1—Check Requisition 601.2—Over Counter Requisition 601.3—Pay Requisition 601.4—Petty Cash Reimbursement 601.5—Check for Petty Cash 601.6—Vendor Requisition 602—Merchandise Return Form 602.1—Stock Return 602.2—Vendor Return 603—PO2 Form 604—Advance/Final Travel Expense Report 604.1—Out of District Travel Form (campus-level staff, excluding principals) 604.2—Out of District Travel Form (district-level staff, and principals) 604.3—Mileage Reimbursement Form 605—Tax Exempt Form 606—Hotel Tax Exempt Form 607—Contracted Services Contract 608—Audit 609—Special Revenue Fund Budget Form 610—School Packets 611 –Sales Tax 611.1—City Sales Tax 611.2—County Tax 612—Resource Center


SECTION 100—GENERAL INFORMATION 101 - Organizational Chart

102 - Finance Department—Telephone Directory/Who Handles What

103 - Finance Introduction


GENERAL INFORMATION PURPOSE The Finance Department is responsible for the direction, management and su-pervision of all aspects of the receipt, disbursement, reimbursement, invest-ment, control and reporting of the fiscal resources of the Board of Education of the Aldine Independent School District. The Assistant Superintendent of Fi-nance is also responsible for the development of long term financial plans for the allocation of resources projected for the district. An objective of this de-partment is the implementation of computerized management techniques and services to improve budget preparation and financial control within the system. DEPARTMENTS There are twelve major departments within this department— Accounting and Business Services, Risk-Management, Business Office, Central Receiving, Federal and State Programs, Financial Services, Payroll, Purchasing, Special Programs, Student Services, Tax Office, and Textbooks. Each of these depart-ments performs a designated function in the fiscal and business operations and each function flows directly from one to the other. The organizational flow-chart is located on the following page. FEEDBACK We desire to get feedback and direction from you so we can continue to im-prove and meet your needs. You can contact the Director of Financial Services to suggest additions or changes to the Aldine ISD Financial Procedures Manual. Additionally, departmental specific surveys are distributed annually by each sub-department. Your input is important to us, as we strive to “Produce the Nation’s Best.”


101—ORGANIZATIONAL CHART


102— Finance Department—Telephone Directory Finance Department

Finance—Central Office—14910 Aldine Westfield Road Keith Clark, Assistant Superintendent of Finance………………………………… 985-6224 Jamie Bryson, Director of Financial Services…………………………………….. 985-6469 Lisa Serna, Secretary for Assistant Supt. of Finance……….….……………….... 985-6222 Fax Line ………………………………………………………………………....… 985-7273 Risk Management—Central Office Patricia Guidry, Director Risk Management……………………..……………..…..985-6212 Gloria S. Villanueva, Workers Comp…………………………………………….. . 985-7171 Fax Line …………………………………………………………………………….985-6662 Business Office—Central Office Helle VerHoeven, Manager of Accounting and Payroll…………………………....985-6245 Sharon Stephenson, Supervisor of Accounting……………………………………..985-6246 Ninfa Lucio-Lopez, Bookkeeper for Local Accounts………………………………985-6270 Maria Rodriguez, Bookkeeper for School Accounts/ Cash Processor………… . . . 985-7272 Davindor Murphy, Bookkeeper for Payroll/Payables………….…………….…..... 985-6252 Dian McCormick, General Fund Requisition Finance Clerk……………………... 985-6231 Nancy Gallerson, Journal Voucher/Cash Processor…………..………………........ 985-7265 Micki Molandes, Accounts Payable/Cash Processor…………………….……….. . 985-6248 Judy Jefferies, Construction/ Utility bills/ non-campus cash receipts/ Accounts Payable (A—C)……….………………………………. 985-7336 Joyce Barganier, Accounts Payable (D—L)……………………………………..… 985-6225 Sue Speirer, Accounts Payable (M—Q)………………………………….. ...….… 985-6251 Mary Jordan, Accounts Payable (R—Z)………… . ……………………………… 985-6249 Luz Castorena, Office Depot/ H&H Music/ Region IV/ OCE’ …………………… 985-6247 TBD, General Office/Payroll………………………………….…..…… 985-6211 Lamar Gloria, Fixed Asset/ Vendor set-up……………………………….………… 985-7270 Cheryl Hatfield, Travel………………………………………………………………985-7267 Margie Maloney, Requisitions/verification of correct documentation…………….. 985-6324 Fax Line……………………………………………………….…………………… 985-6300 Central Receiving—14910 Aldine Westfield Rd. Thomas Lucas, Manager of Warehouse Services…………………………….…… .985-6177 Fax Line…………………………………………………………….……..…...281-442-1814


102— Finance Department—Telephone Directory (cont’d.)

Internal Auditing—Central Office Karen Bain, Director of Accounting & Business Services……………………………...... 985-6244 Laginia Jones, Accountant……………………………………………………………….. 985-4787 Linda Rodgers, Bookkeeper…………………………………………………………....… 985-7333 Susan Baker, Bookkeeper Consultant………………………….………………….…….. .985-6490 Pager:.………………………………….……………..281-349-9196 Angela Trevino, Bookkeeper Consultant………………………………………………….985-7275 Mail Room—Central Office Bonnie Nunez, Mail Room Clerk Payroll—Central Office Diana Ward, Payroll Supervisor (Child Support, Unemployment)…...…………………. 985-6230 Ann Garner, Payroll and TRS Clerk…………………...…………………………….…. 985-6228

Theresa Almendarez, Payroll Clerk (Custodians, Police, CO Paras)…….……….…….… 985-6229 Lisa Gonzales, Payroll Clerk (Transportation—Bus Drivers, Mechanics, Employee Verifications) ………………………………………………………... . 985-6232 Dianne Reyes, Payroll Clerk (Substitute Teachers, Extended Day)…………………...….. 985-6142 Brandi Simpson, Payroll Clerk (Sick Leave for Administrators and Professional Staff)…..985-6234 Nakesia Demming, Payroll Clerk (Paras, Child/Nutrition, Maint., Stadium Concessions) ..985-6233 Fax Line ……………………………………………………………………………….… 985-7329 Payroll (Main line) ……………………………………………………………………… 985-6235 Purchasing—Central Office Carlotta Nicholas, Purchasing Manager………………………………………...….……….985-6141 Faye Johnson, Buyer………………………………………………………………………..985-6398 Blanca Macias, Buyer……………………………………………………………….……...985-6658 Victoria Lee, Buyer……………………………………………………………………….. 985-6174 Sylvia Rosenbaum, Buyer…………………………………………………………………..985-6397 Dorothy Smith, Bid Analyst…………………………………………………………….......985-6173 Francis Tucker, Purchasing Assistant ………………………………………………….......985-6396 Fax Line …………………………………………………………………….……….……...985-6182 Fax Line.…………………………………………………………………….……….……...985-6399

Finance Department


102— Finance Department—Telephone Directory (cont’d.)

Department of Federal, State, and Special Programs — Central Office (See Section 500 for the breakdown of who works with which programs.) DIRECTORS Dr. Jamie Bryson, Director of Financial Services ……………………………… 985-6469

Dr. Lona Alexander, Director of Consolidated Federal Programs………………. 985-4772

Perla Davila, Director of Federal and State Programs…………………………… 985-6289

Ralph Norman, Director of Special Programs…………………………………… 985-6147

BOOKKEEPERS Carol Drake, Special Programs Bookkeeper……………….…………………… 985-6250

Sylvia Hamm, Special Programs Bookkeeper ...………………………………… 985-4773

Peggy Hebert, Special Programs Bookkeeper ………………………………….. 985-7335

Merredith Hunt, Special Programs Bookkeeper………………………………… 985-4774

Dora Solis, Special Programs Bookkeeper ……...……………………………… 985-7277

Jo Watson, Special Programs Bookkeeper ……………………………………… 985-7125

Fax Line …………………………………………………………………………. 985-7311

Finance Department


102— Finance Department—Telephone Directory (cont’d)

Student Services—Central Office Candice Moore, Executive Director of Student Services & PEIMS Coordinator………985-6216 Aundrea Schultz, Director of Student Services ………….........…………………..….. 985-7268 Bryan Savant, Director of Student Services ...........………………………………….. 985-6210 Dan Polczynski, Senior Programmer Analyst……………......……………………….. 985-6206 Judy Duke, Director of Student Services ...........……………………………….....… 985– TBD Priscilla Lindeen, Classroom, IGPro, JJAEP CATE, Discipline....………………..…. 985-7269 Loretta Smith, Enrollment, PID, Alternative school enrollment/attendance, Discipline 985-6217 Oralia Muston, Mapping, Addresses, Boundaries, Bookkeeper...……...……….…...….985-6220 Marlene Smith, Transfers, Percent of Attendance, Enrollment/ethnic counts.………. 985-6219 LaShanda Evans, ParentCONNECT………………………..……..…….…...……… 985– TBD Juliet Gonzales, Attendance Issues, Migrants, Homeless, Training coordinator..…… 985-6218 Fax Line…………………………………………………………………………...…….985-7139

Finance Department


102— Finance Department—Telephone Directory (cont’d)

Tax Office --Resource Center--14909 Aldine Westfield Rd. Evelyn Owens, Tax Assessor-Collector……….………………………..…...……985-6465 Jerolyn Cook, Tax Account Assistant/Prorations/Tax Certificates/Bankruptcies... 985-6459 Barbra Hurman, Tax Account Assistant, HCAD Liaison / Direct Deposit Scan …985-6461 Paula Valdez, Tax Account Assistant, HCAD updates/ Cashier.………………… 985-6457 Dora Lopez*, Bookkeeper / Credit Card Payments………...….…….…....……...985-6464 Yolanda Morales*, Tax Account Assistant, Special Payments…..…………...….. 985-6457 Elana Pearl Davis, Tax Account Assistant, Partial Agreements / Refunds.............985-6462 Monica Villa*, Tax Account Assistant, Mortgage Companies………..…...... . . . .985-6460 Fax Line……………………………………………....………..……. . . . . . .281-590-6656 *Bilingual: English/Spanish

Finance Department


103—Finance Introduction

Financial Issues for Public Education The Aldine Independent School District is committed to providing its customers with a quality public education in the most cost-effective manner possible. The figure below illustrates the district’s primary financial focus is ensuring that maxi-mum resources are directed toward the instructional effort, while minimizing ad-ministrative costs. Where does the district’s money come from? The budget is funded primarily by state revenue. State revenue is approximately $211 million (57.8%) of the local budget. Local property taxes and related reve-nues fund approximately $153 million (41.8%), and Federal revenues total $1.3 million (.4%) of the budget. The figure below illustrates the district’s sources of general fund revenue. In addition to the general fund, the district receives other funds to operate special programs, such as, special revenue funds (described in the 500 section of this manual).

SOURCES OF GENERAL FUND REVENUE

Federal.4%

Local Taxes41.8%

State 57.8%


What are the major expenditures of the district?

Public education is a labor-intensive activity. Nearly 88% of the general fund budget is for payroll costs, with over 90% paid directly for the salaries of instructional, instructional-related, instructional facilities and student service-related personnel. Other significant expenditure categories include contracted services (5%), supplies (4%), other operating costs (1%), and capital outlay and facility improvements (1%). The charts below graphically depict the major ex-penditures of the district.

GENERAL FUND MAJOR EXPENDITURES

Supplies 4%

Payroll89%

Contracted5%

Other1%

Capital1%

Payroll

Contracted

Supplies

Other

Capital

Total Expenditures by Function

Community Services.001%

Bond Debt.004%

PlantyServices14.9%%

Data Processing1.0%

Administration6.6%

Student Services11.1%

Instructional RelatedServices 3.615% Instruction

62.78%


SECTION 200 –EXPENDITURES/FINANCE POLICIES TABLE OF CONTENTS

200—Budget Monitoring System 201—Campus Finances Chart 201.1—Principal’s Budget Overview 201.2—Principal’s Fund Overview 201.3—Agency Fund Overview 201.4—State Compensatory Fund Overview 201.5—Special Revenue Fund Overview 202—Expenditure Procedures Overview 203—Finance: Frequently Asked Questions 204—Purchasing: Frequently Asked Questions 205—Tax Office: Frequently Asked Questions

Requisition Types 220—Requisition Overview 221—Check Requisition 222—Pay Requisition 223—Petty Cash Reimbursement Requisition 224—Stock Requisition 224.1—Stock Catalog 224.2—Stock Orders 224.3—Free Stock Items 224.4—Returning Stock Items 225—General Procurement Summary 225.1—Store Purchase Order (PO2) 226—Vendor Requisition 226.1—Contacting Vendors 226.2—Special Shipping Instructions 226.3—Vendor Merchandise return 226.4—Ordering School Supply Packets 226.5—Drop Ship Order Instructions 227—Purchasing Assistance (Buyer List)



Requisition Types (Cont’d) 228—Payroll: Frequently Asked Questions 228.1—Payment of Salaries 228.2—Principal’s Payroll Report 228.3—Time Card Employee’s Report 228.4—Over-Time Policy & Fair Labor Standard Act 228.5—Procedures for Summer Enrichment Program Pay 228.6—Extended Program Guidelines 228.7—Paying Substitutes 228.8—Payroll Adjustment Schedule 228.9—Extended Pay Guidelines (Extended day, week, year, curriculum writing,

and staff development)

Codes 240—Fund/ Sub Fund Codes (General Budget Fund Codes) 241—School Dept. Chart by Fund 242—Object/ Sub Object Codes 242.1—Chart for Using Objects 6321, 6329, 6399 242.2—Chart for Software 243—Function Codes 243.1—Function Codes Description 244—Program Codes 245—Commodity Codes



Rules and Procedures 260—Bid Process/Laws 260.1 Sole Source Letters 260.2 Bid Pricing 260.3 Frequently Used PO2 Vendors 260.4 Surety Bond 261—Contracted Services 262—Capital Outlay 263—Hospitality (Campus Staff)/Flowers 264—Incentives/Awards 264.1—Student Incentives 264.2—Staff Incentives 265—Internet Purchases—Reimbursement Policy 266—Membership Fees 267—Pepsi Products/Vending Machines 268—Postage Fees 269—Region Education Service Center (ESC) Fees 270—Sales Tax 271—Subscriptions 272—Technology Purchases 273—Telephone Fees/Usage 274—Tips/Gratuities 275—Travel Fees/Reimbursement (Request/ procedures) 275.1—Travel Policies 275.2—Mileage Chart 276—Vending Machines: Competitive Food Sales

277—Vendor Policy

278— Expenditure approval when principal is out

279— Property transfer process


200 – Budget Monitoring System (General Directions) PURPOSE: The purpose of the BUDGET MONITORING SYSTEM is to enable all schools and departments to monitor spending, adjust plans, and make the most ef-fective use of funds. It is our belief that these actions will aid in improving the in-structional programs we provide for our students in Aldine ISD.

• It is recommended that this report be printed and reviewed monthly.

• The report(s) (one to three pages, depending on the number of funds you are responsible for monitoring) are to be submitted along with the Budget Moni-toring Report Cover Page quarterly, based on the schedule printed below.

• See the next few pages to get further step-by-step directions for this process.

If you have any questions about how to access this information, contact Dr. Jamie

Bryson at 281-985-6469.

THE SIGNED REPORTS ARE TO BE SUBMITTED TO YOUR CABINET LEVEL SUPERVISOR AND THE DIRECTOR OF FINANCIAL SERVICES QUARTERLY. Q1 - due September 21

Q2 - due December 14

Q3 - due March 28

Q4 - due May 23

Summer - due August 18 (can be sent in June or July, if this is easier for you)


200 - Budget Monitoring System (Report)

The Budget Monitoring Report will now consist of one cover page, and 1—3 Expense Budget Summary sheets being printed (depending on how many budgets you are responsible for spending/maintaining). To Query The Budget Monitoring Report Data

1. From the Secondary Navigation Panel on the left choose : SEARCH

2. Click : PAGE SEARCH

3. Enter the Page Code : *90*

4. Click Browse or use your Enter key:

5. The budget levels will display under the Page Code

6. Click : Budget Structure 90 Level 2 ESUM 2


200 - Budget Monitoring System (Report) 7. A search window will appear:

8. Enter the elements as detailed below: A. To get a summary of your local budget(s) [e.g., local budget, principals budget, principals fund, student agency Accounts], enter: BFY—2008 Department — SCHOOLS: enter your 3 digit department number (for schools, it is your campus #) DEPTS: Leave blank Appr Unit— SCHOOLS: Leave blank DEPTS: enter your Unit number in this field followed by an * Sub Unit — SCHOOLS: enter your 3 digit sub unit number (it is your campus #) DEPTS: leave blank Go to the window labeled DETAIL and use the drop down to select Fund. Then click Enter on your keyboard. Print the screen. (Right click the screen and choose print screen.) B. To get a summary of your special revenue fund/grant accounts [e.g., Title I, Title II, Title III, CASE grant, etc.], enter: BFY—9999 Unit — enter your 4 digit department number (for schools, it is your campus # with a leading zero) Sub Unit — SCHOOLS: enter your 3 digit sub unit number (it is your campus #) DEPTS: leave blank State Year — SCHOOLS: leave blank DEPTS: enter 8 Go to the window labeled DETAIL and use the drop down to select Sub Fund. Then click Enter on your keyboard. Print the screen. (Right click the screen and choose print screen.) C. To get a summary of your campus State Comp Ed accounts (this is for campuses only), enter: BFY—2008 Fund — 199 Sub-Fund — 004 Unit — enter your 4 digit department number (for schools, it is your campus # with a leading zero) Go to the window labeled DETAIL and use the drop down to select Appr Unit. Then click Enter on your keyboard. Print the screen. (Right click the screen and choose print screen.)


200 - Budget Monitoring System (Summary Report—Cover Page) Department/Campus Quarter __ I have reviewed the attached budget sheets. The following comment is the best description of the condition of my budgets(s). [Check the appropriate box.] ☺ All budgets are being expended on schedule as planned. K Most budgets are looking good. A concern I have is: L I need to go over my budgets with someone. I have several concerns: AUTHORIZED SIGNATURE DATE Send copies of this report with the supporting Expense Budget sheets to:

(a) your Cabinet Level Supervisor, AND (b) Dr. Jamie Bryson at Central Office.


201—CAMPUS FINANCES—Introduction/Organizational Chart The school principal is primarily responsible for all site-based accounting procedures. Assistant principals, secretaries, clerks and teachers often assist the principal. All personnel performing site-based accounting procedures should be familiar with district guidelines. Stakeholders are to be included in the budgeting process. Everyone should strive for the correct, consistent and concise application of site-based accounting procedures.

There are five major fund groups that are the responsibility of the principal. They are Princi-pal’s Budget, Principal’s Fund, Agency Funds, State Compensatory Education Fund (State Comp Ed), and Special Revenue Funds. Each of these funds is intended for different uses and has unique spending guidelines. The campus principal is ultimately responsible for ensuring that all funds are used within the guide-lines of the funding source, and in accordance with all federal, state, and local regulations. A major obstacle for the campus principal is to decide which fund to use for different expendi-tures. The following pages of this manual are intended to assist the principal and his/her staff in operating their campus funds in the most efficient manner possible. Each section will have a short explanation of the fund, acceptable uses of the funds and detail any applicable district guidelines that impact your expenditures of these funds.

CAMPUS PRINCIPAL

Principal’s Budget

Principal’s Fund

State Compensatory Fund

Agency Fund

Special Revenue Funds *Title I, Part A *Accelerated Reading and Math Instruction *Head Start *Optional Extended Year *Grants



• Funds should only be used to support the instructional program. • Unexpended funds do not roll to the next year • Budget year begins July 1st and ends June 30th • This budget needs to be discussed with your budget committee. The

budget committee under the principal’s direction, will decide how the money is spent.

• Communicate with stakeholders the objectives of this money and give pe-riodic reviews of progress toward goals.

• Possible uses of funds [All uses must be instructional] 1. Instructional supplies 2. Furniture (instructional only) 3. Equipment (instructional only) 4. Non-cash instructionally related awards/incentives (for students and

teachers) • No personal type gifts • Only inexpensive, instructional items are allowable • Gift certificates are only allowable for teachers to purchase instruc-

tional materials at a teacher supply store 5. Teacher Training 6. Travel to instructional training


201.2 –Principal’s Fund • Funds used at the principal’s discretion • Unexpended funds roll to the next year. • Possible uses of funds

1. Supplies 2. Furniture 3. Equipment 4. Non-cash instructionally related awards/incentives (for students and

teachers) • No personal type gifts Allowable items include: umbrella, desk accessories (calendars, calculators, desk clocks, mouse pads), lanyards, book bags, teacher supply gift certificates, etc. Unallowable items include: candles, plants (unless as an instructional tool), jewelry, candy, massage/manicure gift certificates, etc. • Only inexpensive, instructional items are allowable • Gift certificates are only allowable for:

• Teachers to purchase instructional materials at a teacher supply store, or

• Students to make purchases at bookstores, clothing stores, thea-ters, restaurants that do not serve alcohol, or for movie rentals

5. Teacher Training 6. Travel to instructional training 7. Food/Hospitality for: (Refer to section 263 of this manual)

• parents (use Obj 6499, Sub Obj 00) • staff (use Obj 6499, Sub Obj 08) • students (use Obj 6499, Sub Obj 14)

8. Flowers • Refer to section 263 of this manual

9. Fees related to providing scholarships for Aldine ISD students (i.e., Founder’s Day Banquet, Scholarship Golf Tournament)


201.3—Agency Fund– Funds of a campus organization or club. • As a matter of general policy, each club or organization will be limited to one

major money making project, and two minor projects each school year. A major project is one that is carried out for several days and usually involves the community. A minor project is one that is carried out on campus usually for one day or less.

• The organization decides how funds will be spent. • The principal must sign-off on all purchases • Unexpended funds roll to the next year • Possible uses of funds

1. Expenditure of funds must be in compliance with applicable Federal, State, or local board policy.

These are funds and can be expended for almost any items that are appropriate for the organization. 201.4 –State Compensatory Fund – Funds for students identified as being in a situation making them at-risk of dropping out of school (based on the state at-risk criteria—see Section 508 of this manual)

• Unexpended funds do not roll to the next year • Budget year begins July 1st and ends June 30th • Possible uses of funds (must be supplemental and instructional)

1. Supplemental instructional supplies, equipment, furniture 2. Extended Day/Week/Year salaries 3. Skills Specialist, Teacher, or Aide (supplemental & instructional only) 4. Non-cash student instructionally related awards (value less than $5 per stu-

dent– e.g., books, rulers, pens) • No gift certificates • Door prizes can not be purchased with Comp Ed funds.

5. Teacher Training (related to improving instruction for at-risk students) 6. Snacks for Extended Day/Week/Year (Students only)


201.5 –Special Revenue Funds – Funds for Special Programs (Title Programs, Grants, etc.—see section 500)

• Look at the Notice of Grant Award (NOGA), the program application, the program regulations, etc., or contact the assigned director (see Section 501 of this manual) to determine: • If the funds roll forward to the next year, • The beginning and ending dates of the program/grant • The possible uses of the grant

• Funds are not to be spent prior to receiving the NOGA for the grant. NOTE: • Call the Director of Consolidated Programs (985-4772), Director of Federal and

State Programs (985-6289) or the Director of Special Programs (985-6147) regarding special revenue funds.

• You must confer with the directors during your grant writing process to verify your budget reflects district, state, and federal regulations. Your district-level supervisor, the Director of Financial Services, and the Super-intendent of Schools must sign-off on all grants/programs before applica-tions are submitted for funding agencies.

• The funds must be set-up by the directors, before the funds can be spent. • You are responsible for knowing and following the guidelines pertaining

to any funding sources you use. • You are responsible for notifying the district director of the program

and the human resources department when staffing changes are needed, before the changes occur. (e-mail)

• Contact the assigned district bookkeeper (see Section 500 of this man-ual) for a PO2 (verbal PO).

• Most special programs and grants have an evaluation component, which requires student counts, performance data, and financial records to be maintained/reported. You are responsible for identifying what records need to be collected throughout the term of the program, and reporting the data accurately.

• Do creative spending, ONLY if you have written approval from the di-rector of the program (seek permission, not forgiveness . . . many of the programs do not allow for expenditures that vary from the program guide-lines and regulations). We trust your professional judgment, but we are responsible for making sure all expenses are legal.

• Be aware of all reporting and spending deadlines (Beat the deadlines, don’t meet the deadlines . . . If everyone waits until the deadline date, the processing of reports and your orders will be delayed.)


202—Expenditure Procedures Overview

1. Each expenditure requires a requisition. It is neces-sary that the requisition have a complete and accurate

description of materials or services. 2. A purchase order is required on all expenditures to

determine the destination of these materials and to avoid duplicate payments.

3. Unless prior approval is obtained from the purchas-ing department, all merchandise purchased through use of a district purchase order is to be shipped to Central Receiving, where receipt of the correct quan-tities ordered and the undamaged state of the mer-chandise is verified.

4. Central Receiving is responsible for timely delivery to the location and to the attention of the contact per-son specified on the requisition.

5. A copy of the original purchase order is signed by the receiving person and then it is kept on file in the Central Receiving office.

6. When schools choose to combine funding sources to pay for services, such as staff development, they are required to submit requisitions with backup explain-ing how the funds are being split. We are not allowed to have one accounting code pay the bill and then transfer funds between the different schools/departments to pay them back.

7. Sales tax may not be paid without the approval of the Assistant Superintendent of Finance.

8. The school principal/district administrator must sign the requisition in blue ink and must verify

the account code. • Rubber stamped signatures are not allowed. • No one can be authorized to sign another person’s name. [If the authorized signer knows they will be out and unable to sign a requisition, they are to e-mail the Director of Financial Services (1) the name of the individual they are authorizing to sign in their absence and (2) the specific dates in which this individual may sign-off on expenditures.]

A person who makes a purchase in the name of the school district without a purchase order will be per-sonally liable for the payment.

All purchases are to be made in the name of Aldine ISD. Rules governing the fund source for your purchase must be followed. Questions concerning items ordered or received can often be answered by calling Central Receiving.


203—Finance: Frequently Asked Questions

1. How often do we process checks? Can we type an in-house check? • Checks are run once a week – Thursday nights.

• An in-house check can be typed but must be authorized by the Assistant Superintendent of Finance or the Manager of Accounting and Payroll.

2. When can I pick up a check or when will it be mailed?

• Thursday night check runs will be transmitted to the bank on Friday with an effective date of Monday. Checks may be picked up Friday afternoon with special approval but may not be cashed until Monday. Normally they will be mailed Friday evening or be available for pickup on Monday.

3. Can I find out if a check has cleared the bank and if it hasn’t, can you issue a stop-pay?

• Let us have the check number and the name of payee. Normally we must wait 10 business days for a stop-pay to be placed on a lost check. Excep-tions may occasionally apply such as if the check was mailed to an incor-rect address.

• The Manager of Accounting and Payroll (985-6245), Supervisor of Ac-counting (985-6246), and the Bookkeeper for Local Accounts (985-6270), can validate whether or not a check has been cashed and if issuing a stop-pay is appropriate.

Your check requisition must be in the business office, with required signatures (walk it through if your timeline is tight) by:

To be proc-essed in the check run on the following:

Checks will be sent/mailed out or picked up at the Central Of-fice receptionist desk on the following:

Monday (close of business) Thursday Monday


203—Finance: Frequently Asked Questions (cont’d) 4. Can I get petty cash in the Business Office and how much?

• Yes, you can get petty cash in the Business Office if you have a requisi-tion signed by the appropriate department head or administrator, etc. You must also have receipts to verify your expenditure. In instances such as trips to the post office – petty cash may be advanced and re-ceipts returned afterward.

• It is not customary for more than $50 to be given in Petty Cash unless an administrator gives authorization.

5. When can I expect my deposit or transfer to be posted? • If the deposit has been submitted with appropriate paperwork it should

be posted within a week. If there is a special circumstance or urgent situation where funds are needed to be posted for an immediate expendi-ture you can speak to the Bookkeeper of School Accounts or the Book-keeper of Local Accounts (at Central Office) to post immediately, which can be done providing the money has been posted to the bank.

• Transfers are done as soon as time allows – within ten business days unless there is a specific need for funds to be spent sooner.

6. Who can we speak to about budget information and setting up budget lines?

• The Director of Accounting and Business Service’s (985-6244) office can answer questions about your budget or budget lines.

• If referring to special revenue funds contact the director assigned to the program.

7. Who can help interpret our expenditure or inventory printout?

• Questions about your expenditure printout can be directed to the district Bookkeeper Consultant or the Supervisor of Accounting; and for federal and state, or special programs refer to the bookkeeper list in Section 500 of this manual. If further research is needed, the Manager of Accounting and Payroll (985-6245), Director of Accounting and Business Services (985-6244), Director of Financial Services (985-6469), Director of Spe-cial Programs (985-6147), Director of Consolidated Programs (985-4772), or the Director of Federal and State Programs (985-6289) can as-sist you.

• Questions about your inventory printout should be directed to the Man-ager of Warehouse Services at Central Receiving or the Director of Ac-counting and Business Services.


203—Finance: Frequently Asked Questions (cont’d) 8. How do we handle Region IV Registration?

• When you or someone at your school are going to attend a workshop at Region IV you will need to:

o Contact the purchasing department and get a “dummy pur-chase order,” contact Region IV, register for the workshop and give them your name and campus or department, this will help in the processing of the invoices in a timely manner. (If using special revenue funds contact the assigned director/bookkeeper to get a dummy PO.)

o When the workshop has been completed at Region IV, Aldine ISD will be invoiced.

o The Finance Department will forward the Region IV invoice to the appropriate campus or department.

o Requisition for payment (using a check requisition coded with object 6239 sub-object 02) and return it to the appropriate di-rector/department for approval and payment processing.

o If you have any questions please call General Fund Requisi-tion Clerk (985-6231).

9. Who can help with FileMaker Pro?

• The district Bookkeeper Consultant should be consulted for most FileMaker Pro questions.

• Any of the special revenue fund bookkeepers can assist you. 10. What do I do with equipment I no longer need?

• Obsolete or Unusable Equipment: A property transfer ticket is to be filled out for all unusable furniture and equipment. The description must include the tag number of each item. Central Receiving per-sonnel will pick-up and dispose of all items through an auction firm or will transfer the items to another school or will destroy the items. State law prohibits giving away these items to a student, employee, or to the community.


204— Purchasing: Frequently Asked Questions

1. What is the status of my requisition/order? • The buyer will check to see if the requisition has been received and

the purchase order has been issued to the appropriate vendor. If both of these steps have been completed, the buyer will refer the caller to the Expeditor at Central Receiving, who will contact the vendor to obtain a status and report it back to the inquirer.

2. Who do I call to determine the price and vendor of a specific product?

• Each buyer in Purchasing is assigned a certain area of responsibility. • Call Purchasing and ask to speak to the buyer responsible for the

product you wish to purchase. Upon request, Purchasing will also send via email a list of buyers and their appropriate vendor/commodity responsibilities.

3. Can a buyer call the vendor to obtain pricing, availability and to verify

the vendor will ship overnight? • The buyer will be happy to call the vendor for pricing and availability.

Keep in mind there is a significant extra charge for overnight, 2nd day, and expedited shipments.

4. May I obtain a PO over the phone to order merchandise?

• Verbal purchase orders referred to as “PO2s” may be obtained for a minimum of $20.00 from purchasing to purchase merchandise locally. Receipts and supporting documentation must be provided to Purchas-ing within 10 days for timely invoice processing.

5. Do I have to get three quotes on Printed T-Shirts if the vendor is al-

ready on the bid list, or if the vendor already has my artwork? • T-Shirt purchases may only be made after school personnel have re-

ceived three quotes from vendors on the approved vendor list. These three quotes must be attached to the requisition. If the lowest price is not selected, documentation explaining the reason must be attached.

• If additional amounts of the same T-shirts are needed in the same

school year, the original vendor may be used without obtaining addi-tional quotes. However, a new purchase must be obtained for any supplemental orders.


204—Purchasing: Frequently Asked Questions (cont’d)

6. May I go to a local store with a purchase order number and purchase a fixed asset such as furniture or appliances and pick it up myself? • No, all fixed assets must be obtained by Purchasing. A purchase over

$200 or a purchase that will last more than two years is considered a fixed asset.

7. If an item is on a bid awarded to one particular vendor, may I get this item from another vendor of choice?

• A bid is a commitment both from the vendor and district and needs to be honored. Any questions regarding the use of an alternate vendor should be addressed to the Purchasing Manager.

8. Why can’t I shop using a purchase order/“PO2” at Wal-Mart, Office-

Depot, Hobby Lobby, etc.? • Some merchants have made a corporate decision not to accept

purchase orders. Aldine I.S.D. must honor their decision.

9. May I call the vendor to see if my order has shipped? • To obtain a status on your order, obtain your PO number from your

school secretary/bookkeeper then call the Expeditor at Central Receiv-ing whose sole responsibility is to check the status of orders. The Expeditor will be happy to help you.

10. May I come to the Warehouse and look for my order?

• Because of the large number of truck deliveries and the heavy-duty equipment used at all times, employees are not allowed access to the warehouse to look for an order. Please call the Expeditor who will be happy to assist you.


205—Tax Office: Frequently Asked Questions

1. What are your office hours? Our hours are from 8:00 AM to 4:30 PM Monday through Friday during the school year. Between the months of November through March, we will have extended office hours from 7:45 AM to 4:45 PM. Please call for summer hours.

2. Do you accept Credit Cards?

Only cash, money orders or checks are accepted in the office. However, we have arranged for credit card payments to be made by telephone or via the internet through Official Payments Corporation. There is a fee for their ser-vice.

The telephone # for payments is 1-800-272-9829 and our Jurisdiction Code is 6133. Their web site is: www.officialpayments.com. After authori-zation of your payment, you will be given a confirmation number that you should keep for your records. The payment will be posted the next working day. The customer service number for either option is 1-888-357-8394.

3. What is the correct mailing address for the Tax Office?

Aldine ISD Tax Office 14909 Aldine-Westfield Rd. Houston, Texas 77032 4. Note to other Aldine offices: every year there are a few payments which are

erroneously delivered to other addresses. Please refuse to accept mail which is addressed to the Tax Office. If you receive a check or money order in error and do not know where to send it, please forward it to the Business Office immedi-ately. They will determine if it belongs to them or elsewhere.

5. S.B. 850 prohibits schools districts from contracting with persons/organizations

who are indebted to the school district, or who have delinquent property taxes. 6. Questions should be referred to the Tax Office at 281-985-6455.


220—Requisition Overview • Requisitions are generated using the FileMaker Pro

“Bookkeeper” file. If you do not have a copy of the “Bookkeeper” file and you need to generate a requi-sition, contact your supervisor or the Director of Fi-nancial Services at 281-985-6469.

• All requisitions must be signed by the authorized district administrator/building principal.

A. Funds ending 6-30-08 B. ALL funds, regardless of end date. A. Priority for ordering (2007 vendor requisition dead-line) – Wednesday, December 5, 2007 Vendor requisitions may be submitted again begin-ning January 14, 2008. B. Vendor Requisitions – Wednesday, March 5, 2008

(Goods must be received by Friday, May 30, 2008.) March 5th is the absolute deadline date for ven-dor requisitions to be received (do not put requi-sitions in the mail on March 5th . . . they must be received by March 5th). Any vendor requisitions received after March 5th will only be approved if Dr. Clark approves the request, which must be sub-mitted to him by the individual's Cabinet-Level su-pervisor.

B. Stock Requisitions – Wednesday, April 30, 2008 A. Check Requisitions – Friday, May 30, 2008 A. PO2s – Wednesday, June 4, 2008 (Paperwork must be submitted by June 23, 2008.) A. Pay Requisitions – Tuesday, July 1, 2008

REQUISITION DEADLINE DATES

Additional information pertaining to different types of requisitions (and coding) are available throughout this manual.


221—Check Requisition • Check requisitions are used to pay non-Aldine ISD

individuals and companies for their services, such as staff development, and postage.

• When contracting services you must attach a contract and an invoice. If you need a contract form, refer to section 600. (Printing of campus newsletters is not a contracted service, use Object 6399, Sub Obj. 00.)

• When you are ordering supplies/materials, or complet-ing a subscription you will use a vendor requisition (see section 226).

• Attach receipts/documentation by taping them to sheets, which will be scanned. Be careful with slick paper receipts, if you put tape on the text/numbers on the receipt the information will disappear within a couple of days. It is also recommended that you not use highlighters on slick paper receipts, this also makes the ink disappear.

• Remember, tax can not be refunded. • A sample of this form is included in section 600. • Requisitioned checks are mailed to the individual to

whom the check is written. In the event the check needs to NOT be sent, write in red bold print on the front of the requisition RETURN TO ______________. The check can then be picked up from the Receptionist’s Desk at Central Office. (This does not apply to Petty Cash checks.)

If you are using special revenue funds refer to section 500.

Sam’s Wholesale Club pur-chases may be made using either method below: 1. Obtaining a Sam’s Direct

annual Membership for $15.00 via a check requisi-tion routed to the Purchas-ing Department. These memberships are individual memberships for district purchases only and must be renewed annually.

A PO2 must be obtained prior to making a purchase with a Sam’s Direct Card.

2. Utilizing petty cash for pur-

chases under $250.00. Tax exempt certificates must be presented with petty cash purchases. Taxes paid on items cannot be reimbursed.

Your check requisition must be in the business office, with required signatures (walk it through if your timeline is tight) by:

To be proc-essed in the check run on the following:

Checks will be sent/mailed out or picked up at the Central Of-fice receptionist desk on the following:

Monday (close of business) Thursday Monday


CHECK REQUISITIONS

When filling our a check requisition, please make sure that following items are complete: • APPROVED– authorizing signature is blue ink. • REQUEST DATE– request date • REQUESTED BY– your name • SCHOOL/DEPARTMENT– school name/ department • PAYABLE TO– payee’s name and social security number (if applicable) • ADDRESS– the address you want to appear on the check • PHONE #- Payee’s phone number • FAX #- Payee’s fax number • TAX ID #- 9 digit tax ID # or Social Security # • INVOICE DATE– invoice date if applicable • INVOICE NUMBER– invoice number, if applicable • DESCRIPTION– a description of what the check is for– including date,

location(s), and name(s) when applicable • INVOICE AMOUNT– amount you are requesting • TOTAL– the budget disk will automatically calculate this • EXTENDED DESCRIPTION (PURPOSE)- brief description of the pur-

pose of the expense (e.g., extended day, science staff development, parent meeting)

Make sure that your budget codes are complete and correct, refer to section 240 of the Financial Procedures Manual. Attach documentation to your check requisition (invoice(s) registration form(s), receipt(s), contract(s)/agreement(s), etc.). Once your check requisition is complete, submit 2 copies (1 original and 1 copy of the original on white paper). Make sure that your budget codes are complete and correct, refer to sections 240-246, and/or section 500 for assistance. You will need 2 copies (original and 1 copy of the original on white paper. )


ALDINE INDEPENDENT SCHOOL DISTRICT CHECK REQUISITION

APPROVED: Authorizing Signature in BLUE ink REQUEST DATE: Sept. 2, 2007 REQUESTED BY: Betty Bookkeeper SCH/DEPARTMENT: Best Middle School SCHOOL /DEPT PH # 985-9080

TOTAL

APPROVED FINANCE DEPARTMENT

In-voice Date

Invoice Number

Description Commodity Codes

Invoice Amount

9-1-07 8879 Advanced Decoding Strategies $150.00

October 2, 2007 (8:00 - 3:30)

Fund SUB FUND

DEPT UNIT SUB UNIT

OBJ SUB OBJ

FY FUNC PROG SUB PROG

199 003 xxx ORG

BB00 xxx ORG

6219 01 8 13 99 0000

$150.00

PAYABLE TO: Payee’s Name PH # 281-345-6789 FAX # 281-345-6780 ADDRESS: Payee’s address

TAX ID #

7 2 3 6 1 2 9 8 3

EXTENDED DESCRIPTION (PURPOSE)

Reading Staff Development

(If no tax ID, use SS #) (drop first and last digit of 11-digit #) Not required for AISD employee

Enter a commodity code only when paying or seeking reimbursement for commodity (supplies/ equipment) items.


222—Pay Requisition Time Cards should be submitted with pay requisitions. The times cards should indicate the fund code being used to pay the individual(s). (Once received in payroll, the requisitions and time cards are stored in different locations, so both records must be coded.) Uncoded time cards will be logged as an error on your error report, and could result in a delay in payment. We suggest preparing labels to expedite this task (refer to samples on the following pages). A copy of the regular day time card must be attached to any extra duty pay requisitions you submit for paraprofessionals. The authorized administrator must sign on the line immediately below the last name listed on the requisition. The authorized administrator and the employee must sign the time card. The employee signs to verify the actual time worked and the principal signs to verify and approve the time worked. Paraprofessionals are to be paid for attending in-district staff development sessions, during non-working hours and may receive materials if the materials are related to the paraprofessional’s job.

• A sample of the Pay Requisition form is in-

cluded in section 600.

If using special revenue funds refer to section 500.


222—Pay Requisition PAY REQUISITIONS

When filling out a pay requisition, please make sure the following items are complete: • APPROVED– authorizing signature in blue ink • DATE– request date • REQUESTED BY– your name • SCHOOL DEPARTMENT– campus/department name • EMPLOYEE ID#- employee’s social security number • EMPLOYEE NAME– employee’s name • DESCRIPTION– total number of hours worked & whether the employee is a

teacher or a paraprofessional • BEGINNING DATE– the date work began • ENDING DATE– the date work ended • AMOUNT TO BE PAID– amount you are requesting • TOTAL– the budget disk will automatically calculate this Make sure that your budget codes are complete and correct, refer to the section 240 of the Financial Procedures Manual. The pay requisition should only cover 1 week at a time. Submit all professional staff pay together on one pay requisition and all paraprofessionals on a separate pay requisition. The time cards need to be attached to the requisition in the same order as the names appear on the pay requisition. Please note: Principal’s signa-ture is required on the line immediately following the last name submitted on the pay requisition. This must also be in blue ink. Attach completed time cards to your pay requisition, in the order the names are listed on the pay requisition. Include a copy of each paraprofessional’s time card for the regular work week as well. This will help payroll to process the pay requi-sition in an expedient manner. Send original pay requisition (white paper) in every Monday. Make sure that your budget codes are complete and correct, refer to sections 240-246, and/or section 500 for assistance. You will need 1 copy (original only on white paper. )


222—Pay Requisition ALDINE INDEPENDENT SCHOOL DISTRICT

PAY REQUISITION APPROVED: Authorizing Signature in BLUE ink DATE: October 19, 2007 REQUESTED BY: Betty Bookkeeper SCHOOL/DEPARTMENT: Best Middle School Note: Principal’s signature is required on the line immediately following the last name submitted for payroll processing.

TOTAL

EMPLOEE ID#

EMPLOYEE NAME DESCRIPTION BEGINNING DATE

ENDING DATE

AMOUNT TO BE PAID

123-45-6789 Mary Jones 5 hrs, teacher, extended day 10/15/07 10/19/07 $100.00

987-65-4321 John Doe 5 hrs, teacher, extended day 10/15/07 10/19/07 $100.00

*987-65-4321 Susie Que 5 hrs, aide, extended day 10/15/07 10/19/07 $ 76.25 *

Authorizing Signature In Blue Ink

$ 276.25


Extended day

FUND AGENCY (AREA)

ORG ACTIVITY (PROGRAM)

FUNCTION REVENUE RSRC

OBJECT BALANCE SHEET

103 235 XXXX ORG

0001 0011 6119 *6128


222—Pay Requisition TIME CARDS

When filling out a time card for extra duty pay, extended day, extended week, or extended year: • Professional staff (teachers/administration) you use an orange time card. • Temporary employees use white time cards (AVID and retired teachers working part-time) • Paraprofessional, staff instructional aides, bookkeepers) use yellow time cards. Employees must enter the actual hours worked. If an error is made, the employee may cross out the error, fix and initial it. The supervisor may also adjust time-cards as they approve extra duty pay. Bookkeepers may not change time-cards, if an error is found, the bookkeeper will need to discuss the error with the employee. The employee must fix the error, and the employee and their supervisor must sign off the correction. (DO NOT USE WHITE-OUT ON TIME CARDS) Please make sure the following items are complete on all time cards. FRONT SIDE • SS#- employee’s social security number • AREA– use the (Agency/Area) code for the budget you are using • WK LOCATION– location of work # (XXXX) • NAME- Name of employee • WEEK OF- dates of week worked • REG HR WK– this is the total hours worked as reflected on this time card • ACCT#- fund-agency-org-activity-function-object • IN– time in • OUT– time out • REG HR WK– number of hours worked for the day • EMPLOYEE’S SIGNATURE- employee’s signature in blue ink. • SUPERVISOR’S SIGNATURE– authorizing signature in blue ink. If you have staff who work extra duty regularly, you may want to make labels to affix to their time cards. This will save you time as you will not have to write the same thing over and over. Be sure to include the following: BACK SIDE There is not need to fill out the back of the time card for extra duty work. This side should re-main blank. Make sure that your budget codes are complete and correct, refer to section 240 of the Financial Procedures Manual. Attach completed time cards to your pay requisition (use a paper clip or rubber band). Include a copy of each paraprofessional’s time card for the regular work week. This will help process the pay requisition in an expedient manner.

SS# 987-65-4321 235-XXXX John Doe 103-235-XXXX-0001-0023-6119 Week of: 10/15/07 - 10/19/07


235

Work Location:

Campus/Dept. # (XXXX) 10/15/07-10/19/07

You can make labels to use for the top section of the card, that way you will not have to write the same codes over and over. Time cards must be signed by the au-thorized administrator using blue ink.

SS # 987-65-4321 Area Wk Name: John Doe Week of: Reg Hr Wk: Acct# 5 103-235-0XXX-0001-0023-6119

____________________________ _______________ Employee Signature Date BLUE INK ____________________________ _______________ Supervisor Signature Date BLUE INK

In Out In Out Reg Hrs

OT In

OT Out

Total OT Hrs

Sun

Mon

Tues 1:30 4:30 3

Wed 2:30 4:30 2

Thurs

Fri

Sat

222—Pay Requisition


223—Petty Cash Reimbursement This requisition is used to reimburse your petty cash. You will need to submit your receipts/documentation to the requisition and submit both petty cash forms. (Samples are available on the following pages.) • A sample of this form is included in section 600. Sam’s Wholesale Club purchases may be made using either method below: 1. Obtain a Sam’s Direct Annual Membership for

$15.00 via a check requisition routed to the Purchas-ing Department. These memberships are individual memberships for district purchases only and must be renewed annually.

A PO2 must be obtained prior to making a pur-chase with a Sam’s Direct Card.

2. Utilize petty cash for purchases under $250.00. Tax exempt certificates must be presented with petty cash purchases. Taxes paid on items cannot be reimbursed.

If using special revenue funds refer to section 500.


223—Petty Cash Reimbursement

Process to Expedite the Processing of Petty Cash Requests

SEPARATE YOUR PETTY CASH REQUESTS FOR REIMBURSEMENT CHECK REQUISITIONS BY FUNDING CODES.

1. You may combine reimbursements coded to your principal's fund, your principal's budget, and your agency on one petty cash request for reimbursement check requisition. Send it straight to Susan Baker who will review your coding before she sends it to the business office for immediate processing.

2. Send your petty cash request for reimbursement check requisitions which are for reimbursement from special revenue funds to the special revenue department for reimbursement approval. Once that depart-ment has approved your request, it will be sent to the business office for immediate processing.

3. Send your petty cash request for reimbursement check requisitions which are for reimbursement from other general fund operating budgets to the appropriate departments for reimbursement approval. Once those departments have approved your request, the form will be sent to the business office for immediate processing. (The vocational depart-ment and the magnet program department are examples of other gen-eral fund operating budgets.)

In this way, we are hopeful that the inevitable delays caused by the need to obtain reimbursement approvals (see steps 2 and 3 above) will not delay the processing of petty cash requests for reimbursement check requisi-tions from your principals' funds, your principals' budgets, and your agency funds.


223—Petty Cash Reimbursement PETTY CASH REQUISITIONS

There are two forms to fill out for petty cash: a Request for Expenditure from Petty Cash and the Petty Cash Request for Reimbursement Check Requisition. When filling out a petty cash request, please make sure the following items are complete: • APPROVED– authorizing signature in blue ink • REQUEST DATE– request date • REQUESTED BY– your name • SCHOOL/DEPARTMENT– campus name/department • PAYABLE TO– campus name • DESCRIPTION– a description of what the request is for– including dates, locations, and

names when applicable (make sure description helps you identify the requisition) • INVOICE AMOUNT– amount you are requesting • TOTAL– the budget disk will automatically calculate this If you advance cash prior to purchase, be sure to type in that amount in the space provided for the “amount received from petty cash.” The bookkeeper disk will automatically calculate the “amount due to/from employee.” Be sure to get the appropriate signatures in this section. Make sure that your budget codes are complete and correct, refer to the “Budget Guidelines.” Attach documentation to your request for expenditure (invoices, registration forms, receipts, etc.). The bookkeeper program will automatically fill in the information on the petty cash request for reimbursement check requisition from the information you filled in on the request for expendi-ture. Be sure to select all requests for expenditure that you want to print on the petty cash request for reimbursement check requisition. Once your petty cash reimbursement check requisition is complete, you will need 2 copies (1 original and 1 copy on white paper) and with your request for petty cash (1 original on white paper) and all receipts taped to white paper, be careful not to cover important information with the tape. Employees should not pay for items and then be reimbursed for them later using a check requi-sition. Instead, the employees should get money from petty cash and bookkeepers should then submit a petty cash reimbursement requisition to reimburse the school’s petty cash. To reduce the burden on your petty cash, use PO2s, stock requisitions, and vendor requisitions when pos-sible. Make sure that your budget codes are complete and correct, refer to sections 240-246, and/or section 500 for assistance. You will need 2 copies (original and 1 copy of the original on white paper. )


Aldine Independent School District Request For Expenditure from Petty Cash

APPROVED Authorizing Signature in Blue ink REQUEST DATE September 12, 2007 REQUESTED BY Betty Bookkeeper VENDOR NAME Southwest Teacher Supply PAYABLE TO Best Intermediate School AMOUNT RECEIVED FROM PETTY CASH _____________________________ ________________ EMPLOYEE SIGNATURE DATE TOTAL OF INVOICES FOR MERCHANDISE PURCHASED WITH PETTY CASH $18.32 AMOUNT DUE TO/FROM EMPLOYEE ______________________________ $18.32 EMPLOYEE SIGNATURE/DATE PETTY CASH CUSTODIAN SIGNATURE ________________________________________________

DESCRIPTION INVOICE AMOUNT

Supplies for Family Math Night $18.32

COMMODITY CODE

TOTAL $18.32

FUND SUB FUND

DEPT UNIT SUB UNIT

OBJ SUB OBJ


199 003 xxx ORG

BB00 xxx ORG

6399 00 8 61 99 0000



Math strategies training for parents

Enter a commodity code only when paying or seeking reimbursement for commodity (supplies/ equipment) items.


ALDINE INDEPENDENT SCHOOL DISTRICT PETTY CASH REQUEST FOR REIMBURSEMENT CHECK REQUISITION

APPROVED Authorizing signature in BLUE ink REQUEST DATE September 12, 2007 REQUESTED BY Betty Bookkeeper SCHOOL/DEPARMENT Best Elementary School PAYABLE TO Best Elementary School

FUND SUB FUND

DEPT UNIT SUB UNIT

OBJ SUB OBJ


AMOUNT SUB TOTAL

TOTAL


199 003 XXX ORG

BB00 XXX ORG

6399 00 8 23 99 0000 $18.32

$18.32 SUPPLIES FOR FAMILY MATH NIGHT

$18.32


224—Stock/ Over the Counter Requisition

224.1—Stock Catalogs Stock catalogs are available on the Aldine web-site

224.2—Stock Orders Orders should be placed on a stock requisition form. The authorizing administrator must sign the requisition in blue ink. Faxed orders cannot be accepted.

You may hand carry a requisition to Central Receiving (with proper signature(s) and codes), and wait for your or-der to be filled.

Requisitions sent through the school mail are usually filled within 2-3 working days.

You may send your signed and coded requisition to the warehouse. The order is entered into the computer as a "stock requisition". Overnight the order is processed and a delivery ticket is printed. The following day the order is pulled and packaged for delivery. The charge for this order will appear on your print-out as an "SRQ" (Stock Requisi-tion). Refer to section 309 for further description.

224.3 –The following items are provided at no charge to schools from stock:

• Library Supplies • Custodial Supplies

224.4—Returning Stock Items Any merchandise in good condition may be returned to stock regardless of the reason. Merchandise returned to stock is coded SR (Stock Return) on your printout. Fill out a Stock Merchandise Return Form located in section 600 and follow the instructions on the form. If special revenue funds are involved, submit the Stock Merchandise Return Form to the appropriate director for approval (see section 500). 224.5—Over the Counter Stock Requisition You may bring your signed and coded stock requisition to the warehouse and wait while the order is filled. This is called an "over the counter" order. The TOTAL for this order will appear on your budget print-out as an "OC".

An "SRQ" ( Stock Requisition) is for a STOCK ORDER SHIPPED TO THE CAMPUS/OFFICE LOCATION. If using special revenue funds refer to section 500. A copy of the Stock Requisition/ Over the Counter Form is included in section 600. An "OC" (Over the Counter Requisition) is for a PICK-UP ORDER FROM STOCK.


224.5—Stock Requisition Form (directions)

STOCK REQUISITIONS

When filling out a stock requisition, please make sure the following items are complete: • APPROVED– authorizing administrator’s signature in blue ink • REQUEST DATE– request date • REQUEST BY- your name • PHONE NUMBER– your campus phone number • SCHOOL LOCATION OR OFFICE LOCATION– campus/office name • BUILDING ROOM– teacher name Make sure that each item that is ordered has: • LINE # - these should always be numbered 1-14, if you order more than 14

different items, you will need to do a new stock requisition • STOCK NUMBER– refer to your stock catalog • ITEM DESCRIPTION– a description of the item you are ordering • QUANTITY– how many items you wish to purchase • UNIT– how the item is packaged– ea., set, kit, pkg., dz., etc. • PRICE– how much the unit costs • TOTAL– this is the line total (quantity X price) - the budget disk will auto-

matically calculate this Make sure that your budget codes are complete and correct, refer to sec-tions 240-246, and/or section 500 for assistance. You will need 1 copy (original only on white paper. )


ALDINE INDEPENDENT SCHOOL DISTRICT

STOCK REQUISITION/OVER THE COUNTER FORM

APPROVED Authorizing Signature in Blue ink REQUEST DATE October 16, 2007 REQUESTED BY Betty Bookkeeper SCH/DEPT PH # 985-9080

Line # Stock Number Item Description Quantity Price Total

1 785760001461 Sentence Strip, Ruled, 3X 24, 100/pkg. 5 $1.32 $6.60

2 785300001230 Pen, Magic Marker, Black 25 $0.15 $3.75

TOTAL $10.35

FUND SUB FUND

DEPT UNIT SUB UNIT

OBJ SUB OBJ


199 004 000 0xxx ORG

Xxx ORG

6399 00 8 11 30 0000

*13

224.5—Stock Requisition Form

SHIPPING INFO

TO:____Best Elementary________________________________________________________________

LOCATION (ROOM):____Front Office_______________

LOC #___XXX_______ LOC PH # 985-9080

FOR WAREHOUSE USE ONLY

DATA ENTRY INT._________ DATE _____________________ OC/SR # ___________________

OC FILLED BY __________________________ OC RECEIVED BY ________________________

EXTENDED DESCRIPTION (PRUPOSE)

Approved _______________________________ Finance Department

*


225—General Procurement Summary

PURPOSE/USES

EXPLANATION

PROCEDURE

PO2 Point of sale purchase [e.g., Sam's, Kinkos, Kroger, repairs]

One-time pur-chases/services Can be a fixed as-set.

INITIAL: Submit request for a PO2 (e-mail request) FOLLOW-UP: Submit a vendor requisition (with the PO2#) for the actual amount spent, and attach the invoice (within 10 business days).

CT

Estimated encumbered funds for ongoing purchases [e.g., Star Office Products (paper), Newspaper subscription] Paid as used

Commodities, services or goods where quantities need to be tracked over time. Price based on quantity bought.

INITIAL: Submit a vendor requisition FOLLOW-UP: Notify Accounts Payable of receipt of goods.

SC

Service Contract with a fixed dollar amount [e.g., Equipment re-pairs/ maintenance agreement] Allows you to encum-ber the total fee, and pay (a) in installments, or (b) in full upfront.

Services only, where commodities do not need to be tracked. Annual contract/set price: it doesn't mat-ter how many times the service is provided/set fee.

INITIAL: Submit a vendor requisition FOLLOW-UP: Notify Accounts Payable of receipt of services.

PO

Commodities ordered to be shipped to Cen-tral Receiving or drop shipped to your loca-tion.

Supplies/materials, fixed assets, etc.

INITIAL: Prepare a vendor requisition and submit it with the appropriate authorizing signatures . . . then forwarded to the Purchasing Dept. FOLLOW-UP: Receive purchase order number from Purchasing (e-mail), query and print the pur-chase order, monitor receipt of your order, and (a) receive your order from Central Receiving, or (b) receive your drop shipment and submit the signed packing slip to Central Receiving.


225.1—Store Purchase Order (PO2)

1. With your supervisor’s approval, e-mail purchas-ing* to get a “PO2” number. All PO2’s must be $20.00 or more. Use petty cash to purchase items less than $20.00. Request for same day PO2s should be e-mailed in by noon in order to allow sufficient time for processing.

*When using special revenue funds call or email the director’s bookkeeper responsible for the fund to get the PO2 number.

• Be prepared to provide the following information: • Name school • Vendor • Commodity code • Budget Code • Responsible person • Amount of money needed • Merchandise to be purchased/description

2. Take a completed “PO2” form to the store.

3. The employee (or secretary) has 10 working days to shop, prepare a signed/coded vendor requisition with the receipt attached, get the needed signatures, and return it to purchasing.

• The dollar amount on the receipt and requisition must match.

• Include the PO2 (purchase order #) in the space provided on the requisition.

“PO2s” can be used to purchase non-capital supply items at local stores (6399).

1. E-mail to get your “PO2” number.

2. Take the signed “PO2” form to the store.

3. Return all required paperwork within 10 working days.

4. Backordered items may not be purchased with a PO2 and then be picked up or delivered at a later date.

The vendor requisition you complete to pay the store for the merchandise you received (using the PO2) should match the cost of your merchandise. [A mis-take we sometimes see is when a school gets a PO2 for $50, and then spends $43, then the school sub-mits a requisition for $50 —THIS IS INCORRECT. Your requisition in this case should be for $43.] A sample of a PO2 form is included in section 600.

Buyer 281-985-

Office Supplies, Office Depot Gloria Harris 6396

Technology, Special Ed. Faye Johnson 6398

Instructional, CATE, Printing Victoria Lee 6174

Athletics, Custodial, Paper, Furniture Blanca Macias 6658

Appliances, Audio Visual, Library, Books/Subscriptions

Sylvia Rosenbaum 6397

PO2 Tracking, SAMS Club Member-ships, Administrative

Frances Tucker 6396

Bid Analyst—Bids, Co-Op Dorothy Smith 6173

Purchasing Manager Carlotta Nicholas 6141


225.1—Store Purchase Order (PO2) If this documentation is not received in purchasing within the allotted 10 days, no one at the employee’s school will be able to get another PO2 purchase order until the documenta-tion is received. Exception: When a PO2 purchase order is requested for a repair, it is understood that some repairs may take considera-bly longer than 10 days.

• PO2s are to be used on store purchases for items which are in-stock only. If items are not available when you go to the store you cannot order the merchandise (paying with the PO2) and have it shipped to your campus. This results in shipping charges which cannot be paid with a PO2. If you want to order merchandise from a company, you will need to submit a vendor requisition. If you have any questions contact the purchasing department.

• Revised PO2 forms are now available, which have a space to indicate the approved amount of the PO2.

• If you find you need to spend more money than you were approved to spend, you will need to contact the purchasing department to have the amount of your PO2 increased. (If using special revenue funds, contact the person assigned to oversee the fund—refer to section 500.) Do not exceed the approved amount of your PO2.

• The vendor requisition you complete to pay the store for the merchandise you received (using the PO2) should match the cost of your merchandise. [A mistake we sometimes see is when a school gets a PO2 for $50, and then spends $43, then the school submits a requisition for $50—THIS IS INCORRECT. Your requisition in this case should be for $43.]

School personnel can buy food items from Sam’s if you follow these guidelines.

• You must have a current Sam’s Direct card. • Get PO2 number before going to Sam's • Tell clerk it is a tax exempt purchase. • Send receipt and requisition to purchasing within 10

days.

PO2s are used to purchase in-stock supplies (excluding fixed assets) at stores in the Houston area. Contact the purchasing department if you are not sure if a company accepts PO2 purchase or-ders.

The PO2 form includes the Tax Exempt ID number. A sample of an PO2 form is in-cluded in section 600.


226—Vendor Requisition A buyer in purchasing will verify the pricing and enter your order into the computer. The purchasing department will order exactly what you requested using existing bid pricing, or using a vendor which has given us outstanding service in the past. The main task of the purchasing department is to find what you want at the best price possible. Be advised that the vendor you indicate on your req-uisition may not be the vendor who gets your order; however, the merchandise will be exactly the same. The next working day, purchasing will produce a Purchase Order called a “PO”, which will be mailed or faxed to the vendor. The merchandise will be shipped to Central Receiving where the order will be checked in, entered on-line in the district’s main frame computer and prepared for shipment to the school the next working day. Some items may be drop shipped to your campus/ dept. by the vendor (see section 226.5). When the invoice is received at Accounts Payable at Central Office, the amount is entered into the com-puter and a check is produced to pay this invoice.

“PO”s are used to order merchan-dise from a ven-dor to be shipped to our warehouse. A vendor requisi-tion must be filled out and sent via school mail or hand delivered to purchasing (or to the required supervisor for signatures). For special revenue funds refer to section 500. Commodity codes must be used. (See section 246)


226—Vendor Requisition

226.1 Contacting Vendors You may contact vendors to obtain pricing and product information.

• See the Vendor Policy in Section 276 If you do call the vendor, please note the following on your requisition:

• name of person • date of call • phone number • shipping costs and • how long the prices will hold firm

All arrangements for the purchase and delivery MUST be made by the purchasing department. Please observe the following:

• Do not make any written or verbal purchasing commitments to vendor representatives.

• Do not ask vendor representatives for special favors or free merchandise in exchange for an order.

• Do not make alternate shipping arrangements with a vendor.

• All merchandise must be shipped to Central Re-ceiving to be received "on-line" in our com-puter system, unless arranged to be a drop ship-ment through the Purchasing Department. (see section 226.5)

• Generally, merchandise cannot be shipped to a school, your office, your home, etc. without ex-press prior approval of the Assistant Superinten-dent of Finance and the purchasing department.

If you and your supervisor are willing to pay "overnight" or "next-day delivery" charges - please indicate this on your requisition.

“PO”s are used to order merchandise from vendors .

If you do not re-ceive your order within a reasonable amount of time, or if your funding dead-line is nearing, call purchasing to fol-low-up on your or-der. [If you have an approaching dead-line, note the dead-line date on your requisition.] Generally, orders re-ceived after the funding deadline oc-curs are returned to the vendor.


226—Vendor requisitions (cont’d.) 226.2—Special Shipping Instructions If you need the order faxed or want to spend the money for fasting shipping costs, please indicate this on the top of the requisition. 226.3—Vendor Return Typically, a vendor will allow a return within 15 days. It is critical that merchandise be examined immediately. Please keep the original box in which the merchandise was shipped. Please do not call the vendor. Fill out the Vendor Mer-chandise Return Form following the directions on this form located in section 600. Our returns clerk can be reached at (281) 985-6172. The returns clerk will contact the vendor and the Accounts Payable Dept. and will ship the merchandise back to the vendor. Please provide as much information as possible on the form:

• Do you want a credit? • Do you want an exchange - if so, for what item? • What is wrong with the item? • What account code was used to make the original

purchase? • Copies of vendor forms are available in section 600.

If special revenue funds are involved, submit the Vendor Merchandise Return Form to the appropriate director for approval (see section 500). 226.4 Ordering School Supply packets 1. Complete the Educational Products Order Form 2. Complete Vendor Requisition signed by your principal

(Leave the budget code blank. A “PG” purchase order will be issued from a District Administrative account.)

3. Tracy Childress Educational Products representative, will visit you, obtain your Educational Products Order form, and collect your vendor requisition

4. Educational Products will deliver all orders to Purchas-ing at one time for processing.

5. Purchasing will code and process orders.

You are encouraged to review samples of materials before purchasing them.

If shipping costs are charged for the return of merchandise, the costs will be charged to the principal’s budget, or to the fund used to origi-nally purchase the items. Purchasing will no longer pay the shipping fees for the return of your materials.


226.5— DROP SHIP PROCESS Drop shipping directly to your campus allows products to be received faster with less handling. The following process will assist in expediting payment processing. Drop shipping is used on a limited basis (e.g., paper orders). In an effort to improve the overall drop ship process: 1. Please post drop ship signs in an area visible to faculty and staff members. Two color poster/signs titled "Have You Received Your Order?" have been

mailed to your campus. 2. Maintain a Drop Ship Log at each campus/ building. Document the following on the Drop Ship Log: Rec'd By- Person signing for the order Delivered To- Recipient/requestor of the order Number of Boxes– Qty of boxes received from carrier Condition of box/pkg- Good, Bad, Wet, Damaged Carrier- UPS, FED-X, Airborne, Vendor Tracking number- Carrier's reference number The person signing for the delivery is also responsible for completing the log and notifying the requestor/recipient. A copy of the drop ship sign and drop ship log have been sent to each campus/

building. If you need a new sign or log sheet, contact the Purchasing Depart-ment.

3. The requestor/recipient is responsible for immediately opening the order,

counting the contents, signing the packing list and providing the packing list to the secretary/bookkeeper or other designee.

4. Secretary/Bookkeeper or designee Place packing list inside of plastic "Drop Ship" envelope sleeve (3 envelopes

have been provided to each campus/ building). Send the plastic envelope, con-taining signed packing lists, to Central Receiving each day, via the inter-office mail bag.


VENDOR REQUISITIONS

When filling out a vendor requisition, please make sure the following items are complete:

• APPROVED– authorized administrator’s signature in blue ink • REQUEST DATE– request date • REQUESTED BY -your name • SCHOOL/DEPT –your school/dept. • SCHOOL/DEPT PHONE # - list your phone number • SHIP TO– campus name • LOCATION –Room/location (e.g., front office, cafeteria) • LOC # -campus # for delivery • LOC PH # -campus phone # • VENDOR NAME– vendor name (no address necessary) • PH #– vendor phone number • FAX #– vendor fax number (if applicable) • VENDOR CODE –input vendor code (see section 226.1) Make sure that each item that is ordered has:

• LINE # - these should always be numbered 1-9, with line 9 reserved for freight charges. If you order more than 8 different items, you will need to do a new vendor requisition.

• QUANTITY– how many items you wish to purchase • UNIT– how the item is packaged—ea., set, kit, pkg., dz., etc. • UNIT COST - how much each unit will cost • TOTAL COST– this is the line total (quantity X unit cost) - The budget disk

will automatically calculate this for you. • DESCRIPTION– a description of the item you are ordering including an item

or product number and page number • COMMODITY CODE– commodity code (Do not leave this field blank.) • TXT– mark an “X” here only if you have additional information attached to

the vendor requisition • PURCHASE ORDER # - complete this only if you are turning in paperwork

for an In-Store Purchase Order “PO2” Make sure that your budget codes are complete and correct, refer to sections 240-246, and/or section 500 for assistance. You will need 2 copies (original and 1 copy of the original on white paper. )

226—Vendor requisitions (cont’d.)


TOTAL $59.99

226—Vendor requisitions (cont’d.)

SHIPPING INFO VENDOR INFO

TO: Best Middle School LOCATION: Front Office LOC # xxx LOC PH # 985-9080

VENDOR NAME Math Prep Elite PH # 123-456-7890 FAX # 987-654-3210 VENDOR CODE: VC0072367

FUND SUB FUND

DEPT UNIT SUB UNIT

OBJ SUB OBJ


199 004 000 0xxx ORG

xxx ORG

6399 04 8 11 30 0000

Line # Quantity Unit Unit Cost Total Cost Description Commodity Code Txt

001 1 Lab pack $59.99 $59.99 Making Math Meaningful Software 20843 002 003 004 005 006 007 Freight Charges 96286

APPROVED Authorized Signature in Blue Ink REQUEST DATE_Sept 2, 2007_ REQUESTED BY _Betty Bookkeeper SCHOOL/DEPT _Best Middle School______ SCHOOL/DEPT PH # _985-9080__________

ALDINE INDEPENDENT SCHOOL DESTRICT VENDOR REQUISITION


Supplemental student software

Purchase Order # Approved ________________________


227—Purchasing Assistance

FAYE JOHNSON 6398

BLANCA MACIA

6658

VICTORIA LEE

6174

SYLVIA ROSENBAUM 6397

GLORIA HARRIS

6396

Computers

Supplies Hardware Software Cabling

Office Supplies/

Equipment Photography

(Cameras & Film)

Printers

Security

Special Educa-

tion

Art Supplies

Athletics/Athletic First Aid (D. Samuel’s area)

Awards, Incentives and Medals

Calculators (Hand-held for classrooms)

Carpet

Clinic

Custodial

Furniture

P.E. Equipment (S. Sterchy)

Paper

Testing

Clothing P.E. Uniforms Award Jackets Electrical

Instructional

Printed Forms

Print Shop

Science

Industrial Tech.

LOTC

Appliances

Audio Visual Books (Library,

Instructional Hard- Backs, Paperbacks)

Laminating Film & Equipment

Library Supplies & Equipment

Periodicals (Magazines, Newspapers)

Projection Bulb

Music/Performing Art

Radios

Transparencies

Vehicles

Office Depot


228—Payroll: Frequently Asked Questions

1. When will we change the coding structure for payroll expenses to the new coding structure

January 2009

2. Why do the hours on my paycheck continue to change?

The hours on the paycheck continue to change because the number of work days in the pay periods change. As an Aldine employee we are paid for longevity for our lo-cal experience at a rate of $.04 per hour. The system calculates the number of hours in the pay period for the regular pay of an employee and also for the longevity pay, adding the two together. This calculation becomes double the actual number of hours in the pay period.

3. When do I receive payment for my OT (overtime), or additional time worked?

The payroll department has an adjustment schedule, which will inform you of the dates in which you are being paid for on a particular payday. (See section 228.8 for the adjustment schedule.)

4. How much is my Insurance payment?

The amount that is being deducted for any insurance payment is listed on the deduc-tion side of the check stub. It will give the current amount being deducted and the year to date amount as well.

5. How do I sign up for direct deposit, and when can I expect it to be in my ac-count?

We have a direct deposit form for you to fill out and attach a voided check to the form. After the form has been processed it will go through a prenote cycle for the ac-curacy of all banking information. You will receive an original check and a prenote (non-negotiable stub) the following payday. On the payday after that your funds will be in your account at approximately 7:00 a.m. the day of payday.

6. Substitutes and temporaries ask how long they have to wait for their first pay-check.

All temporaries and substitutes are paid according to the adjustment schedule. The schedule will inform you of what time period you are being paid for on each payday, and will inform you of when your first check will be. (See section 228.6 for the ad-justment schedule.)


228—Payroll: Frequently Asked Questions

7. Will I receive a check if I am absent due to a work related injury?

Temporary Income Benefits are paid by the district's workers' compensation insur-ance company. According to the Division of Workers’ Compensation of the Texas Department of Insurance guidelines, temporary income benefits are not paid for the 1st week of disability unless you are disabled for 2 weeks or longer. Temporary in-come benefits begin on the eighth calendar day of absence. Temporary income benefits checks are not issued by Aldine ISD.

You may elect to use district sick leave benefits for the first week of absence. If your absence will exceed one week, you may elect to have district sick leave benefits paid in lieu of temporary income benefits. Elections to use sick leave are made on the Paid Leave Election Form which can be obtained from the district's website and/or from the Injured Employee Packet. Sick leave elections are paid by Aldine ISD.

8. How much will my check be when I go on leave?

If you have met all the necessary qualifications for leave and have the adequate amount of days to cover you during this time period your checks will not change. If you do not have the adequate amount of days needed your check will stop, or you will be docked if you are a couple of days short. The system will spread the docks over the remaining amount of paychecks you have left in the school year. If your checks are stopped it will depend on when you return and when the checks stopped as to what your checks will be.

9. How do I earn sick leave?

If you are a 9, 10, or 11-month employee you will earn 1 day every 18 days you work. If you are a 256 or 257-day employee you will earn 1 day every 21 days you work. That means 9, 10, 11 or a max of 12 sick days per year.

10. Please explain the process of TRS refund?

Once the employee fills out the TRS 6 form, the payroll department verifies the em-ployee status and the amount of their final check in the system. We fill out the dis-trict portion of the form and submit it around the 10th of the month with other TRS reports to Austin, TX. through certified mail.

11. How do I buy back my withdrawn service from TRS?

You must contact TRS in reference to the buy back years. They will send you a con-firmation of the amount you owe and the amount to be paid per payday. When you receive your confirmation and coupon book submit it to the payroll department and we will start the process for your payroll deduction. TRS toll free number 1-800-223-8778

12. Is it safe to e-mail social security numbers?

No, when e-mailing information about employees use their first and last name and the last four numbers in their social security number. This will help to ensure we have the correct employee without putting anyone at risk.


228.1—Payroll—Payment of Salaries 1. All personnel are paid semi-monthly on the 5th and 20th of the month.

• If the 5th or 20th of any calendar month is on a weekend or holiday, payment will be made on the workday prior to the weekend or holiday. 2. Contract Personnel are paid over a period of 12 months.

• Teachers contracted on a 10 month basis may receive pay on 10 month basis if a written request is in the Department of Human Resources not later than Aug. 1. • Request for payment on a 10-month basis will remain on a 10-month basis until changed by the employee.

228.2— Principal’s Payroll Reports

The Principal's report is a weekly report due in the payroll office each Monday through the school mail or hand delivered. (Except: high school on Tuesday). The principal must sign this report.

• Absent From Duty Forms are to be submitted with the

Principal's Report.

• Absent From Duty Forms are approved or disapproved for pay by the principal. DO NOT USE A SIGNATURE STAMP, or have someone else sign your name. Sample time cards are available for review in section 222.

1. Professional em-ployees must have prior authorization from campus principal before they can come to work late, leave campus for a short time period or leave campus early. 2. Records must be maintained by the principal that reflect the amount of time individual employees have missed work. 3. Principals must have a system for dealing with these absences from the campus.


228.3—Payroll—Time Card Employees' Report

1. Time card employees are paid on a twelve month basis (24 checks), unless written requests for pay reflecting a reduced monthly work schedule is in the payroll office no later than August 1.

2. Cafeteria time cards are to be in the Administration cafeteria office each Friday by 4:00 p.m., and are to be in the Payroll Office each Monday by 4:00 p.m.

3. Custodial time cards are to be in the Payroll Office each Monday by 4:00 p.m.

4. Maintenance cards are to be in the Payroll Office each Monday by 4:00 p.m.

5. Secretarial and Clerical cards are to be in the Payroll Office each Monday via the school mail.

6. Employees are responsible for signing in and out daily on each time card.

7. Reason for overtime is to be written on the back of the time card. Each time card is to be signed by both the employee and the employee's supervisor.

Paraprofessionals may not work more than 40 hours in a week without the prior approval of their administrative supervisor. Administrative supervisors shall maintain auditable records of each employee’s authorized overtime. Compensation is at the rate of one and one-half hours for each hour worked in excess of 40 hours per week. DO NOT USE A SIGNATURE STAMP, or have someone else sign your name. Time cards are to be signed by both the employee and his/her supervisor before being submit-ted for processing. This ensures that both parties agree that the work hours listed are accurate. Sample time cards are available for review in section 222.

Symbols on the Principal’s Payroll Report are:

PD Personal Day ILL Illness FILL Family illness FDTH Family death JD Jury duty ML Maternity leave RSUB Responding to subpoena WC Workman compensation F L Family leave WKS Workshop SB School business MIL Military leave NS No show MED Medical leave


228.4 Overtime/Comp Time Compensation – Administrative Policy Overtime/Comp Time Compensation • Non-exempt (hourly) employees who work longer than 40 hours per week will be

compensated at a rate of 1½ times the regular rate of pay/time. • Extra pay is not paid for time worked on holidays or weekends, unless the time

worked exceeds a 40-hour workweek. • Overtime is calculated on a per week basis and cannot be averaged over a two week

pay period (e.g., 30 hrs one week and 50 hours the next = average of 40 hours). • ALL time worked counts toward the 40-hour workweek. • Travel time – must be paid if it is outside the regular work hours. If the employee is

traveling for the district (e.g., taking the department’s mail to the post office at the end of the day). Travel time to or from work, even in a school vehicle, is not consid-ered time worked.

• Training Time – must be paid for authorized training attended outside the regular work hrs.

• Waiting Time – (e.g., waiting for a fax to come through after regular work hours). Generally, the FLSA requires compensation for all time during which employees are required to wait while on duty or performing their principal activity unless:

• The employee is completely relieved from all duty and allowed to leave the job, or • The employee is relieved until a definite specified time and the period is long

enough for the employee to use as he or she sees fit. • For guidelines on bus driver waiting time contact the transportation department. • On-call Time – if called back to work, the employee must be paid from “the time of

the call” until the employee “arrives back home”. De Minimus (minor/trivial amount of time) • Aldine’s De Minimus policy is based on 7 minutes. *7 minutes before start time and 7 minutes after finish time do not count toward overtime. *If a non-exempt employee were to clock out 8 minutes late, this would be counted as 15 minutes of time worked (i.e., if an employee worked 40 hrs/wk + these 8 minutes, the employee would be paid for 15 minutes x 1.5 = 22.5 minutes . . . for the 8 minutes worked).


We have asked that time cards reflect the actual time worked by staff, while the payment of time is based on the nearest quarter hour to when the person began and ended work. Staff members should begin and end work at their assigned times, but when they begin or end work early or late, the actual time worked should be recorded on their time card. I developed this chart to help you determine how to calculate the time for payment.

Scenarios: • If an individual began working extended day at 3:34 and ended their work at 4:38, their

time would be calculated based on beginning work at 3:30 and ending work at 4:45. (The individual would be paid for working 1 hour and 15 minutes)

• If an individual began work at 8:04, had lunch from 12:05 until 12:30, and ended work

at 4:36, their time would be calculated based on beginning work at 8:00, having lunch from 12:00 until 12:30, and ending work at 4:30. (The individual would be paid for working 8 hours.)

If you have any questions, or could benefit from additional training or helpful tools, please let me know.

Time Range (Began/Ended

Working Between)

Calculate Beginning/Ending

Time Based On This Nearest ¼ Hour

Example

__:53 – __:07

__:00

If someone began working between the time of 6:53 and 7:07, their pay would be

calculated based on beginning work at 7:00.

__:08– __:22

__:15

If someone began working between the time of 3:08 and 3:22, their pay would be

calculated based on beginning work at 3:15.

__:23 – __:37

__:30

If someone ended work between the time of 4:23 and 4:37, their pay would be calculated

based on ending work at 4:30.

__:38 – __:52

__:45

If someone ended work between the time of 4:38 and 4:52, their pay would be calculated

based on ending work at 4:45.

Calculating Time Worked for Payment


Allowing Staff Members to Use Accrued Comp Time • Employers must allow an employee to use comp time within a reasonable time after the employee requests time off, if the employee’s absence will not “unduly disrupt” the operations of the employer. • “Unduly disrupt” is more than an inconvenience to the employer. The disruption must create an unreasonable burden on the agency’s ability to provide services of acceptable quality and quantity. • The fact that the employer would have to pay another employee overtime to replace the employee using comp time would not constitute an undue disruption. Record Keeping • Time sheets should reflect time actually worked, not just hours scheduled. • Employees may not work overtime or earn comp time without express written permission using the Comp Time / Overtime Request form. Keep accurate records. • Supervisors are responsible for enforcing the established policies and being aware of what their staff members are doing. • Policies should be posted in areas that hourly employees can see them (not only in the teachers lounge).

228.4 Overtime/Comp Time Compensation – Administrative


228.4 Overtime/Comp Time Compensation – Administrative Policy Comp Time Restrictions/Rules • Supervisors cannot allow employees to work overtime and do nothing to prevent it. (i.e., tell the individual to go home; tell the individual they will need to work fewer hours the following day, to keep from going over 40 hrs. in the week, etc.) • Unauthorized work by hourly employees will be addressed by their administrative supervisor. (i.e., be written up, be required to work fewer hours the remainder of the week, etc.) • The district can set restrictions, (e.g., employees cannot use comp time one day before or after a holiday). • Comp time accruals should have limits, based on the nature of the job. (All departments do not have to share the same limits.) • Comp time can be cashed out if the employee and employer agree. • The employer can insist that an employee use their comp time and schedule time off for the employee. • The employee can not lose the accrued comp time (i.e., there can be no “use it or lose it” policies). • If overtime is worked with the supervisor’s approval – pay overtime/give comp time. • If overtime is worked with the supervisor’s knowledge, but without prior approval – pay overtime/give comp time & counsel or discipline the employee (i.e., written up or asked to leave early on another day that week). • If overtime is worked with no knowledge by the supervisor – pay overtime/give comp time & counsel or discipline the employee (i.e., written up or asked to leave early on another day that week). • If an employee volunteers to work after regular hours and perform service that is directly related to the job they perform during regular working hours, over time/comp time should be given (unless they are volunteering because they have a child at that school) – advise employees against doing this and advise them that no pay will be considered Ex. Cafeteria worker serving at a PTO Spaghetti Dinner after hours Lunch – Duty Free • Employees must be relieved of all duties during mealtime. • Employees must be free to leave their posts. • Employees must not eat at their desks. (If someone approaches the employee and asks them a question, or if they answer the phone, then they are working and they must be compensated.) • If something is pressing and the employee must work during their lunchtime then they must be paid overtime.


228.4 ALDINE OVERTIME/COMP TIME COMPENSATION POLICY

Every effort must be made to complete all work during regular working hours. Earning and accumulating comp time / overtime for routine work is not author-ized. Comp time / overtime will be authorized only for: a. unplanned, work-related emergencies. b. significant / necessary work projects that cannot be completed during regularly scheduled work hours, as determined by your supervisor. c. projects which, if left undone, could adversely affect the health and safety of students and/or staff. Employees who are absent from duty for reasons covered by AISD sick leave pol-icy shall be paid for the absence only if sick leave is used. Comp time may not be accumulated or used for an absence that qualifies for sick leave. Hourly employees may not work more than 40 hours in any workweek or use ac-cumulated comp time without prior written authorization of their administrative supervisor using the form below. Compensation for authorized overtime will be at a rate of 1½ times the regular rate. Unauthorized work by hourly employees will be addressed by their administrative supervisor. If you are an hourly employee and are being required to work more than 40 hours a week and you are not being compensated contact the Assistant Superintendent of Finance at 281-985-6244.


228.4 Overtime/Comp Time Compensation – Administrative Policy Fair Labor Standards Act (overtime / comp time compensation pol-icy) Hourly employees are to be compensated at 1-1/2 times their hourly rate for time worked (sick days, vacation days, and comp time used do not count as “time worked”) beyond 40 hours in a given week. Hourly employees must be compensated based on their actual hours worked and cannot volunteer their time to perform their duties.

All schools and departments should use the adopted Overtime / Comp Time Compen-sation Policy and reporting form (e-mailed to the leadership group on 2-18-04). Each hourly employee will be surveyed to determine if he/she has been appropriately compensated for all time worked beyond 40 hours weekly. This survey will be con-ducted annually. (Example) If you had an hourly employee stay late when it flooded, you would: • Compensate them for their time if they were working (e.g., watching students, copying papers) • Not compensate them if they were not working (e. g, reading a magazine)

Included are samples of how to indicate an employees overtime and/or comp time (earned and used) on a time card. Please contact the payroll department if you need additional assistance with how to complete a time card.


228.4 Overtime/Comp Time Compensation – Administrative Policy

FAIR LABOR STANDARDS ACT (OVERTIME/ COMP TIME)

Campus-based overtime will be charged to the Principal’s Budget; if funds are not avail-able, the Principal’s Fund will be charged. District-based overtime will be charged to your department’s local budget. Indicate on the weekly timecard if the time is to be paid as over-time, or if the time will be counted as comp time. Indicate on the timecard CTE (Comp Time Earned) when time is earned and CTU (Comp Time Used) when it is used.

KEEP THIS RECORD ON FILE WITHIN YOUR SCHOOL/DEPARTMENT FOR 5 YEARS.

TODAY'S DATE EMPLOYEE'S NAME SSN

ENTER TIME REQUESTED

AS STRAIGHT TIME FOR WHAT DATE(S)

REQUEST TO: ACCUMULATE COMP TIME HRS / /

ACCUMULATE OVERTIME HRS / /

USE ACCUMULATED COMP TIME HRS / /

REASON:

SUPERVISOR’S SIGNATURE DATE EMPLOYEE'S SIGNATURE ACCUMULATED / USED TIME ( THIS SECTION TO BE COMPLETED BY SUPERVISOR )

TIME WORKED =

HRS X 1.5 = HRS ACCUMULATED

TIME USED =

HRS

STRAIGHT TIME SUPERVISOR'S SIGNATURE


228.5—Procedures for Summer Enrichment Program Pay The following procedure applies only to those summer enrichment programs, which are sponsored by a campus and funded though student tuition. These procedures do not cover summer enrichment programs that are sponsored by the district’s instructional education departments (example: gifted and talented, multi-lingual, special education). These procedures do not cover any summer programs funded from state, federal or private grants.

1. Contact Director of Accounting & Business Services to establish an individ-

ual organization code within your Principal’s Fund for each summer enrich-ment program offered to your students.

2. Deposit tuition collected from your students into your Principal’s Fund using

the program’s organization code and revenue source code 5739.

3. Pay Aldine employees who provide services for the program by submitting a pay request coded to your Principal’s Fund using the program’s organization code and the object code 6119, sub object 07 for professionals and object 6121, sub object 00 for non-professional with the appropriate program and function codes. This pay request must state the employee’s name, social se-curity number, the time period covered, hours worked, and the total amount of gross pay due the employee.

4. Pay other expenditures such as contract services or supplies for the program

by submitting a check requisition coded to your Principal’s Fund using the program’s organization code and the appropriate object, sub object, program, sub program, and function codes.

Please call the Director of Accounting & Business Services at x6244 if you have any questions.


228.6—Extended Program Guidelines

Funds that are generated based on your student population can only be used for your student population. Funds allocated to or generated for students who at-tend your campus cannot be used for students who attend another campus. For example:

Title I allocations are based on the number of free/reduced students who reside in your attendance zone, and as a school wide campus, your Title I allocation can only benefit students enrolled at your campus. (Exception: In the summer, you can use your Title I funds to serve the students who will be attending your school in the fall.) State Comp Ed allocations are based on the number of at-risk students who are enrolled at your campus, and as a school wide campus, your State Comp Ed funds can only benefit students enrolled at your campus. (Exception: In the summer, you can use your State Comp Ed funds to serve the students who will be attending your school in the fall.) Principal’s Budget allocations are based on the number of students who are en-rolled at your campus so your Principal’s Budget allocation can only benefit students enrolled at your campus. (Exception: In the summer, you can use your Principal’s Budget allocation to serve the students who will be attending your school in the fall.) Principal’s Funds are based on funds generated by your students, parents and staff through fundraisers, Pepsi machine sales, etc. and can only benefit stu-dents enrolled at your campus. (Exception: In the summer, you can use your Principal’s Fund to serve the students who will be attending your school in the fall.) SUMMARY/EXAMPLE: Funds allocated for students who attend Promise High School cannot be used to serve students who attend Genius Elementary, Destiny Middle School, or Completion High School. (because funds generated by/allocated to Promise HS students are intended to benefit Promise HS stu-dents)

USE OF FUNDS ASSIGNED TO YOUR CAMPUS


228.7—Paying Substitutes When paying for substitutes there are several accounts that can be used: District: • Classroom teachers (ill or approved personal day, etc.) • Paraprofessionals- (GAP, ASSET, Child-Specific, HRD/Vocational Adjustment Class, Head Start, Early Childhood, Autistic, Preschool Program for Children with Disabilities, Pervasive Development Disability, SAC, or Physical Education) • Workshops (required by district) (WKD)* Campus: • Extra Substitutes (principals’ fund or budget) • Workshops (required by campus) (WKC)* Special Revenue Funds: • Teachers (ex: ill- Title I pays for substitute when a Title I teacher is ill, [check with appropriate director]) Your principal has a list of staff members being paid with special funds. • Workshops (ex: Title I funds may be used to pay for a substitute when a teacher attends a core subject area workshop) (WKP)* • Extra Substitutes (check with appropriate director) All substitutes must be listed on the principals’ report. If using an account other than the district account you must attach a check requisition, identifying the fund you are using to pay the substitutes. If you are using campus accounts you will attach the original requisition to the principal’s report. When using special revenue fund accounts you will attach a copy of the requisition to the principal’s report and send the original requisition to the appropriate director for approval. On the principal’s report you will now be able to designate the substitute for workshops as WKD (workshop paid by district), WKC (workshop paid by campus), or WKP (workshop paid by special revenue funds). SPECIAL FUNDS The requisition used to transfer funds to pay for substitutes is a “Check Requisi-tion” payable to Aldine ISD (using the Advantage 3 coding structure). You will list the social security number of the substitute, name of the substitute, name of the absent teacher, and reason the teacher was out. (ex: 123-45-6789 Jill Smith [Julie Dekovic- Title I workshop]) Coding: The code for substitute teachers is Obj 6112. If the substitute is working for a teacher that is ill the Function is 11, when a substitute is working for a teacher attending a workshop the Function is 25.


228.8—Pay Schedule for 2007-2008

PAY DATES TIME CONSIDERED AUGUST 2 ---- JULY 1 thru JULY 14 AUGUST 20 —- JULY 15 thru JULY 28 SEPTEMBER 5 ---- JULY 29 thru AUGUST 11 SEPTEMBER 20---- AUGUST 12 thru SEPT. 1 *** OCTOBER 5 ---- SEPTEMBER 2 thru SEPTEMBER 15 OCTOBER 19 ---- SEPTEMBER 16 thru SEPTEMBER 29 NOVEMBER 5 ---- SEPTEMBER 30 thru OCTOBER 13 NOVEMBER 20 ---- OCTOBER 14 thru OCTOBER 27 DECEMBER 5 ---- OCTOBER 28 thru NOVEMBER 10 DECEMBER 19 ---- NOVEMBER 11 thru NOVEMBER 24 JANUARY 4, 2008 -NOVEMBER 25 thru DECEMBER 8 JANUARY 18 ---- DECEMBER 9 thru DEC. 29 *** FEBRUARY 5 ---- DECEMBER 30 thru JANUARY 12 FEBRUARY 20 ---- JANUARY 13 thru JANUARY 26 MARCH 5 ---- JANUARY 27 thru FEBRUARY 9 MARCH 14 ---- FEBRUARY 10 thru FEBRUARY 23 APRIL 4 ---- FEBRUARY 24 thru MARCH 8 *** APRIL 18 ---- MARCH 9 thru MARCH 29 MAY 5 ---- MARCH 30 thru APRIL 12 MAY 20 ---- APRIL 13 thru APRIL 26 JUNE 5 ---- APRIL 27 thru MAY 17 *** JUNE 20 ---- MAY 18 thru MAY 31 JULY 3 ---- JUNE 1 thru JUNE 14 JULY 18 ---- JUNE 15 thru JUNE 28 AUGUST 5 ---- JUNE 29 thru JULY 12

*** 3 Weeks

The requisitions and time cards need to be received in the payroll department with all authorizing signatures at least two Tues-days before the pay date. - - - - - - - - - - - - -


The following charts should help you with planning your budgets, and your programs. If you have any questions contact the Director of Financial Services, or your Area Superinten-dent. When paying staff members to serve as administrators, you may use local, State Comp Ed or Title I funds. Paraprofessionals are paid at their daily rate (or time and a half if they have worked 40+ hrs. in the week.

Extended Day Working with DUTY STUDENTS PARENTS A.P. serving as an Admin. $0/hr. $0/hr. A.P. serving as a Teacher $0/hr. $25/hr. Teacher serving as an Admin. $30/hr. $30/hr. Teacher serving as a Teacher $25/hr. $25/hr. Student teacher serving as a Teacher $10/hr Extended Week DUTY STUDENTS PARENTS A.P. serving as an Admin. $0/hr. $30/hr. A.P. serving as a Teacher $25/hr. $25/hr. Teacher serving as an Admin. $30/hr. $30/hr. Teacher serving as a Teacher $25/hr. $25/hr. Student teacher serving as a Teacher $10/hr Extended Year (non-contract days) DUTY STUDENTS PARENTS A.P. serving as an Admin. $30/hr. $30/hr. A.P. serving as a Teacher $25/hr. $25/hr. Teacher serving as an Admin. $30/hr. $30/hr. Teacher serving as a Teacher $25/hr. $25/hr. Student teacher serving as a Teacher $10/hr CURRICULUM WRITING TEACHER A.P. Contract time $0/hr. $0/hr. Non-Contract time (before & after school) $25/hr. $0/hr. Non-Contact day $25/hr. $25/hr. ATTENDING STAFF DEVELOPMENT TEACHER A.P. PARA General Rule $0/hr. $0/hr. $0/hr. Written as part of a grant $25/hr. $25/hr. Hourly

228.9—Extended Pay Guidelines

If you are using funds that run July 1st to June 30th and the funds do not roll forward (e.g., Title I, principals budget, State Comp Ed) PAYROLL will run through the end of June. Requisitions are due July 1, 2008.


PRESENTING STAFF DEVELOPMENT Presented on Contract Day (Regular Work Hours) [Prep Fee] TEACHER A.P. Training planned during regular hours. * $0/hr. $0/hr. Training planned on non-contract time. * Hourly rate 1 presenter = $16.66/hr. $0/hr. 2 presenters= $8.33/hr. $0/hr. Half-day rate 1 presenter = $50 $0 (3 hour presentation) 2 presenters= $25 $0 Full-day rate 1 presenter = $100 $0 (6 hour presentation) 2 presenters= $50 $0 Presented on Contract Day (Before or After School) [Prep & Presentation Fee] TEACHER A.P. Training planned during regular hours. * 1 Presenter =$25/hr. $0/hr. 2 Presenters=$12.50/hr. $0/hr. Training planned on non-contract time. * Hourly rate presenter = $41.66/hr. $0/hr. 2 presenters= $20.83/hr. $0/hr. Half-day rate 1 presenter = $125 $0 (3 hour presentation) 2 presenters= $62.50 $0 Presented on Non-Contract Day [Prep Fee & Presentation Fee] TEACHER A.P. Training planned during regular hours. * 1 Presenter =$25/hr. 1 Presenter =$25/hr. 2 Presenters=$12.50/hr. 2 Presenters=$12.50/hr. Training planned on non-contract time.* Hourly rate 1 presenter = $41.66/hr. 1 presenter = $41.66/hr. 2 presenters= $20.83/hr. 2 presenters= $20.83/hr. Half-day rate 1 presenter = $125 1 presenter = $125 (3 hour presentation) 2 presenters= $62.50 2 presenters= $62.50 Full-day rate 1 presenter = $250 1 presenter = $250 (6 hour presentation) 2 presenters= $125 2 presenters= $125 *(Pay is based on length of presentation, not on # of hours spent planning)

228.9—Extended Pay Guidelines con.


240—Fund, Sub Fund Codes (General Budget Fund Codes)

GENERAL BUDGET FUND CODES

** Contact Susan Baker/Angela Trevino for assistance. Each campus/ agency has a separate sub-fund.

(Special Revenue Funds—see section 500)

FUND SUB FUND

DESCRIPTION

199 001 GENERAL FUND

199 003 PRINCIPALS' BUDGET FUND

199 004 STATE COMP ED FUND

701 001 CHILD NUTRITION FUND

865 ** STUDENT ACTIVITY AGENCY FUND

899 ** GENERAL AGENCY FUND


241—School Coding Chart by Fund

SCHOOL FUND SUB FUND

DEPT UNIT SUB UNIT

Aldine Senior High Principal’s Budget 199 003 001 BBXX 001

Principal’s Fund 461 001 001 FFXX 001

State Comp Ed 199 004 000 0001 001

Special Revenue ** ** 000 0001 001

Carver High School Principal’s Budget 199 003 002 BBXX 002


State Comp Ed 199 004 000 0002 002


MacArthur Senior High Principal’s Budget 199 003 003 BBXX 003


State Comp Ed 199 004 000 0003 003


Eisenhower Senior High Principal’s Budget 199 003 004 BBXX 004


State Comp Ed 199 004 000 0004 004


Nimitz Senior High Principal’s Budget 199 003 005 BBXX 005


State Comp Ed 199 004 000 0005 005


Hall Night School Principal’s Budget 199 003 006 BBXX 006


State Comp Ed 199 004 000 0006 006


Hall Day School Principal’s Budget 199 003 007 BBXX 007


State Comp Ed 199 004 000 0007 007


**Special Revenue Funds include programs such as Title I, State Comp Ed, and OEYP. See Special Revenue Fund Chart in Section 500 for the applicable Fund and Sub Fund codes.

*Within the principals' fund/budget all unit codes are configured with four digits- the first two digits represent Principal’s Fund (FFXX) and Principal’s Budget (BBXX) - the last two digits represent a department within that school (i.e. BBA1, FFB9).

Victory Early College Principal’s Budget 199 003 008 BBXX 008


State Comp Ed 199 004 000 0008 008




DEPT UNIT SUB UNIT

COMPASS Principal’s Budget 199 003 090 BBXX 090


State Comp Ed 199 004 000 0090 090


Aldine Middle School Principal’s Budget 199 003 041 BBXX 041


State Comp Ed 199 004 000 0041 041


Drew Academy Principal’s Budget 199 003 042 BBXX 042


State Comp Ed 199 004 000 0042 042


Hambrick Middle School Principal’s Budget 199 003 043 BBXX 043


State Comp Ed 199 004 000 0043 043


Stovall Middle School Principal’s Budget 199 003 044 BBXX 044


State Comp Ed 199 004 000 0044 044


Teague Middle School Principal’s Budget 199 003 045 BBXX 045


State Comp Ed 199 004 000 0045 045


Hoffman Middle School Principal’s Budget 199 003 046 BBXX 046


State Comp Ed 199 004 000 0046 046


241—School Coding. Chart by Fund (Cont.)

**Special Revenue Funds include programs such as Title I, State Comp Ed, and OEYP. See Special Revenue Fund Chart in Section 500 for the applicable Fund and Sub Fund codes. *Within the principals' fund/budget all unit codes are configured with four digits- the first two digits represent Principal’s Fund (FFXX) and Principal’s Budget (BBXX) - the last two digits represent a department within that school (i.e. BBA1, FFB9).


241—School Coding Chart by Fund (Cont.)


DEPT UNIT SUB UNIT

Shotwell Middle School Principal’s Budget 199 003 047 BBXX 047


State Comp Ed 199 004 000 0047 047


Grantham Middle School

Principal’s Budget 199 003 048 BBXX 048


State Comp Ed 199 004 000 0048 048


Plummer Middle School



State Comp Ed 199 004 000 0051 051


GAP Principal’s Budget 199 003 050 BBXX 050


State Comp Ed 199 004 000 0050 050


Eckert Intermediate School



State Comp Ed 199 004 000 0061 061


Houston Academy Principal’s Budget 199 003 062 BBXX 062


State Comp Ed 199 004 000 0062 062


Escamilla Intermediate School



State Comp Ed 199 004 000 0063 063






DEPT UNIT SUB UNIT

Stehlik Intermediate School Principal’s Budget 199 003 064 BBXX 064


State Comp Ed 199 004 000 0064 064


Parker Intermediate School Principal’s Budget 199 003 065 BBXX 065


State Comp Ed 199 004 000 0065 065


Caraway Intermediate School



State Comp Ed 199 004 000 0066 066


Wilson Intermediate School Principal’s Budget 199 003 067 BBXX 067


State Comp Ed 199 004 000 0067 067


Reed Academy Principal’s Budget 199 003 068 BBXX 068


State Comp Ed 199 004 000 0068 068


Hill Intermediate School Principal’s Budget 199 003 069 BBXX 069


State Comp Ed 199 004 000 0069 0069


Aldine Ninth Grade Principal’s Budget 199 003 081 BBXX 081


State Comp Ed 199 004 000 0081 081



Marcella Intermediate Principal’s Budget 199 003 070 BBXX 070


State Comp Ed 199 004 000 0070 070





DEPT UNIT SUB UNIT

MacArthur Ninth Grade Principal’s Budget 199 003 083 BBXX 083


State Comp Ed 199 004 000 0083 083


Eisenhower Ninth Grade Principal’s Budget 199 003 084 BBXX 084


State Comp Ed 199 004 000 0084 084


Nimitz Ninth Grade Principal’s Budget 199 003 085 BBXX 085


State Comp Ed 199 004 000 0085 085


Anderson Academy Principal’s Budget 199 003 101 BBXX 101


State Comp Ed 199 004 000 0101 101


Bethune Academy Principal’s Budget 199 003 102 BBXX 102


State Comp Ed 199 004 000 0102 102


Carroll Academy Principal’s Budget 199 003 103 BBXX 103


State Comp Ed 199 004 000 0103 103


Reece Academy Principal’s Budget 199 003 104 BBXX 104


State Comp Ed 199 004 000 0104 104






DEPT UNIT SUB UNIT

Francis Elementary Principal’s Budget 199 003 105 BBXX 105


State Comp Ed 199 004 000 0105 105


Goodman Elementary Principal’s Budget 199 003 106 BBXX 106


State Comp Ed 199 004 000 0106 106


Carter Academy Principal’s Budget 199 003 107 BBXX 107


State Comp Ed 199 004 000 0107 107


Mendel Elementary Principal’s Budget 199 003 109 BBXX 109


State Comp Ed 199 004 000 0109 109


Worsham Elementary Principal’s Budget 199 003 110 BBXX 110


State Comp Ed 199 004 000 0110 110


Oleson Elementary Principal’s Budget 199 003 111 BBXX 111


State Comp Ed 199 004 000 0111 111


Orange Grove Elementary Principal’s Budget 199 003 112 BBXX 112


State Comp Ed 199 004 000 0112 112






DEPT UNIT SUB UNIT

Raymond Academy Principal’s Budget 199 003 113 BBXX 113


State Comp Ed 199 004 000 0113 113


Smith Academy Principal’s Budget 199 003 114 BBXX 114


State Comp Ed 199 004 000 0114 114


Odom Elementary Principal’s Budget 199 003 115 BBXX 115


State Comp Ed 199 004 000 0115 115


Johnson Elementary Principal’s Budget 199 003 116 BBXX 116


State Comp Ed 199 004 000 0116 116


Thompson Elementary Principal’s Budget 199 003 117 BBXX 117


State Comp Ed 199 004 000 0117 117


Sammons Elementary Principal’s Budget 199 003 118 BBXX 118


State Comp Ed 199 004 000 0118 118


Stephens Elementary Principal’s Budget 199 003 119 BBXX 119


State Comp Ed 199 004 000 0119 119






DEPT UNIT SUB UNIT

Magrill Elementary Principal’s Budget 199 003 120 BBXX 120


State Comp Ed 199 004 000 0120 120


Ermel Elementary Principal’s Budget 199 003 121 BBXX 121


State Comp Ed 199 004 000 0121 121


Carmichael Elementary Principal’s Budget 199 003 122 BBXX 122


State Comp Ed 199 004 000 0122 122


Conley Elementary Principal’s Budget 199 003 123 BBXX 123


State Comp Ed 199 004 000 0123 123


Dunn Elementary Principal’s Budget 199 003 124 BBXX 124


State Comp Ed 199 004 000 0124 124


Gray Elementary Principal’s Budget 199 003 125 BBXX 125


State Comp Ed 199 004 000 0125 125






DEPT UNIT SUB UNIT

Black Elementary Principal’s Budget 199 003 126 BBXX 126


State Comp Ed 199 004 000 0126 26


Stovall Academy Principal’s Budget 199 003 127 BBXX 127


State Comp Ed 199 004 000 0127 127


Calvert Elementary Principal’s Budget 199 003 128 BBXX 128


State Comp Ed 199 004 000 0128 128


Harris Elementary Principal’s Budget 199 003 129 BBXX 129


State Comp Ed 199 004 000 0129 129


Aldine Elementary Principal’s Budget 199 003 130 BBXX 130


State Comp Ed 199 004 000 0130 130


Bussey Elementary Principal’s Budget 199 003 131 BBXX 131


State Comp Ed 199 004 000 0131 131






DEPT UNIT SUB UNIT

Spence Elementary Principal’s Budget 199 003 132 BBXX 132


State Comp Ed 199 004 000 0132 132


Keeble EC/PK Principal’s Budget 199 003 151 BBXX 151



Hinojosa EC/ PK Principal’s Budget 199 003 153 BBXX 153



Vines EC/PK Principal’s Budget 199 003 154 BBXX 154



De Santiago EC/PK Principal’s Budget 199 003 155 BBXX 155





242—Object, Sub Object Codes

Object codes describe what you’re paying for or buying.

6100’s District Payroll Costs 6200’s Contracted Services 6300’s Supplies & Materials 6400’s Other Operating Expenses 6500’s Lease/Purchase 6600’s Capital Outlay

Use the Advantage 2 object codes for all pay-roll (Object 61XX) ex-penditures through January 2008. Use the Advantage 3 object codes for all ex-penditures (Object 62XX, 63XX, 64XX, 65XX, and 66XX), ex-cluding payroll ex-penses.

Advantage 3 PAYROLL COSTS

object sub obj 6100 object program

Teachers and Other Professional Personnel

6112 00 Salaries and Wages for Substitute Teachers 6112

6119 00 Salaries and Wages for Teachers and Other Professional Personnel

6111

6119 01 Allotment Supplement (Career Ladder) Sup-plement

6115

6119 02 Reteach Program Supplement 6113

6119 03 Extended Year 6117

6119 04 Extended Day 6119

6119 05 Block Pay 6158

6119 06 Extended Week 6114

6119 07 Extra Duty Wages 6118

6119 08 TEKs Incentive Supplement 6120

6119 09 Critical Needs Incentive 6152

6119 10 Administrative Incentive 6153

6119 11 Tutoring 6116

Support Personnel

6121 00 Extra Duty Pay/Overtime for Support Per-

sonnel 6128

6129 00 Salaries or Wages for Support Personnel 6121

6129 01 Substitutes for Support Personnel 6122

6129 02 Temporary / Part-time Support Personnel 6125

6129 03 Attendance Incentive for Support Personnel 6154

Employee Allowances

6139 00 Employee Allowances

6139 01 Uniform Allowances 6138

6139 02 Travel Allowances 6139

6139 03 Sick Leave Bonus Payments 6149

6139 04 Relocation Incentive 6155

6139 05 Recruitment Incentive 6156

6139 06 Health Survey Supplement 6157

Advantage 2


242—Object Codes (cont’d.)


6100’s District Payroll 6200’s Contracted Services 6300’s Supplies & Materials 6400’s Other Operating Expenses 6500’s Lease/Purchase 6600’s Capital Outlay Use the Advantage 2 object codes for all payroll (Object 61XX) expenditures through January 2008. Use the Advantage 3 object codes for all ex-penditures (Object 62XX, 63XX, 64XX, 65XX, and 66XX), ex-cluding payroll ex-penses.

Advantage 3 PAYROLL COSTS Advantage 2 object sub obj 6100 object program

Employee Benefits

6141 00 Social Security / Medicare 6141 6142 00 Group Health and Life Insurance 6142 6143 00 Workers' Compensation 6143 6145 00 Unemployment Compensation 6145 6146 00 Teacher Retirement / TRS Care 6146 6149 00 Other Employee Benefits 6144 6149 01 Retention Incentives 401B 6151

Advantage 3 PROFESSIONAL AND CONTRACTED

SERVICES Advantage 2 object sub obj 6200 object program

Professional and Contracted Services

6211 00 Legal Services 6211 6212 00 Audit Services 6212 6213 00 Tax Appraisal and Collection 6214 6219 00 Professional Services 6219 6219 01 Consulting Services 6213

Tuition and Transfer Payments

6221 00 Staff Tuition and Related Fees - Higher Education 6221

6222 00 Student Tuition - Public Schools 6226

6223 00 Student Tuition - Other than Public Schools 6225

6224 00 Student Attendance Credits 6229 00 Tuition and Transfer Payments 6229

Region Education Service Center (ESC) Services

6239 00 ESC Services 6259 6239 01 PDAS / ILT Training 6259 PAIL 6239 02 ESC In-service Training 6259

Contracted Maintenance and Repair Services

6249 00 Contracted Maintenance and Repair 6269

6249 01 Contracted Maintenance and Repair - Furniture and Equipment 6261

6249 02 Contracted Maintenance and Repair - Vehicles 6263

6249 03 Contracted Maintenance and Repair - Buildings and Grounds (electrical wiring) 6266

6249 04 Software Maintenance Agreements and Upgrades 6289

6249 05 Computer Drop Installations 6272




6100’s District Payroll 6200’s Contracted Services 6300’s Supplies & Materials 6400’s Other Operating Expenses 6500’s Lease/Purchase 6600’s Capital Outlay Use the Advantage 2 object codes for all payroll (Object 61XX) expenditures through January 2008. Use the Advantage 3 object codes for all expenditures (Object 62XX, 63XX, 64XX, 65XX, and 66XX), excluding payroll ex-penses.

Utilities

6259 00 Other Utilities 6279 6259 01 Waste Water Treatment and Sanitation 6271 6259 02 Electricity 6273 6259 03 Gas 6274

6259 04 Telephone and Telecommunication Charges 6272

Rentals - Operating Leases

6269 00 Rentals - Operating Leases 6289 6269 01 Rentals - Furniture and Equipment 6281 6269 02 Rentals - Vehicles 6283 6269 03 Rentals - Land, Buildings and Grounds 6284 6269 04 Rentals - Copiers 6281

Miscellaneous Contracted Services

6299 00 Miscellaneous Contracted Services 6299 6299 01 Drug Testing 6219 DRUG

Advantage 3 PROFESSIONAL AND CONTRACTED

SERVICES Advantage 2 object sub obj 6200 object program

Advantage 3 SUPPLIES AND MATERIALS Advantage 2 object sub obj 6300 object program

Supplies and Materials for Maintenance and/or Operations

6311 00 Gasoline and Other Fuels for Vehicles (Including Buses) 6313

6319 00 Supplies for Maintenance and /or Opera-tions 6319

Textbooks and Other Reading Materials

6321 00 State Adopted Textbooks 6332

6329 00

Reading Materials (Books, Periodicals, reference books, dictionaries, pamphlets, etc.) - see 6399 6339

Testing Materials

6339 00 Testing Materials 6349

Items Purchased for Sale

6343 01 Items for Sale not Related to Child Nutri-tion Program 6399 BUY1

(use function 36 only)


Supplies and Materials - General

6399 00

General Supplies (Answer key, consum-able workbook, blackline master, pen, com-puter, etc.) - see 6329 6399/93

6399 02 Postage 6399 9801

6399 9810

6399 04 Software with Disk 6399

6399 05 Incentive (Earned Supply - pens, mugs, trophies, etc.) - see 6499 6492

6399 50 Performing Arts - Accessories (for use by P.A. Dept. only) 639A

6399 51 Performing Arts - Music (for use by P.A. Dept. only) 639M

6399 52 Performing Arts - Supplies (for use by P.A. Dept. only) 639S

6399 53 Performing Arts - Uniforms (for use by P.A. Dept. only) 639U

Advantage 3 OTHER OPERATING COSTS Advantage 2

object sub obj 6400 object program

Travel, Subsistence and Stipends

6411 00 Travel and Subsistence - Employee Only (includes van rental) 6411

6412 00 Travel and Subsistence - Students 6414

6413 00 Stipends - Non-Employees 6415

6419 00 Travel and Subsistence - Non-Employees 6412

6419 01 Travel and Subsistence - Board Members 6413

Insurance and Bonding Costs

6429 00 Insurance and Bonding Costs 6439

6429 01 Fleet Insurance 6439

6429 02 Casualty Insurance 6439

Election Costs

6439 00 Election Costs 6449

Advantage 3 SUPPLIES AND MATERIALS Advantage 2 object sub obj 6300 object program








Miscellaneous Operating Costs

6492 00 Payments to Fiscal Agents of Shared Services Arrangements 6497

6493 00 Payments to Member Districts of Shared Services Arrangements 6498

6494 00 Reclassified Transportation Expenditures/Expense

6494 01

Aldine Bus Charge from Transportation Department (Field Trip, Ext Day, Extra Cur-ricular 6494

6499 00 Miscellaneous Operating Costs (includes Parent Hospitality) 6499

6499 01 Fees and Dues (not associated with travel) 6491

6499 02 Incentives (Participatory Activity - popcorn party, movie) 6492

6499 03 Banquets 6493 6499 04 Software License - web access 6499 05 Banking Fees 6499 BF01 6499 07 Food - In-service 6499 6499 08 Food - Hospitality 6499 HOSP 6499 08 Food - Hospitality HO31 6499 08 Food - Hospitality HO41 6499 08 Food - Hospitality HO42 6499 09 Food - Working Lunches 6499 WKFD 6499 10 Food - Vertical Meetings 6499 VMFD 6499 11 Graduation Expenses 9701 6499 12 Advertisements 6499 13 Bid Notices 6499 14 Food-Students (extended day snacks) 6499 6499 88 Payments to Tax Increment Fund 8999 GRZ1 6499 89 Inventory Adjustment 6495

Advantage 3 CAPITAL OUTLAY - LAND, BUILDINGS

AND EQUIPMENT Advantage 2 object sub obj 6600 object program

6619 00 Land Purchase and Improvement 6619 Building Purchase, Construction or Improvements

6629 00 Building Purchase, Construction or Improvements 6629

Furniture and Equipment with Unit Cost of $5,000 or More

6631 00 Vehicles 6633 6639 00 Furniture and Equipment 6631 6639 01 Technology Related Equipment 6632 6639 02 Software and Site License 6634 6639 03 Other Equipment 6639 6635

Land Purchase and Improvement

Advantage 3 OTHER OPERATING COSTS Advantage 2 object sub obj 6400 object program


242.1—CHART FOR SUPPLIES (OBJECTS 6321, 6329, 6399)

OBJECT SUB OBJECT DESCRIPTION 6321 00 State Adopted Textbooks

6329 00

Books Novels Books on Tape/ Disk (CD) Pamphlets Books with CD or Tape Periodicals Dictionaries Resource Books Encyclopedias Sets of books Kits containing books Story/ Trade Books Magazines Thesauruses

6399 00

Answer Keys Blackline Masters Consumable Workbooks Teachers Guides - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Chair Folders Computer Paper Lamp Pencil Projector Staples Table Toner

OBJECT SUB OBJECT DESCRIPTION

6249 04 Software Maintenance Agreement/ Upgrade

6399 04 Software (w/ disk)

6499 04 Web-based Software

6639 02 Software and Site License Costing $5000 or more

6329 00 Books on CDs

242.2—CHART FOR SOFTWARE


243—Function Codes

Function codes represent a general operational area, and groups together related activities. Function codes tell who/what the funds will benefit, serve, or support. Use the Advantage 2 function codes for all payroll (Object 61XX) expendi-tures through Janu-ary 2008. Use the Advantage 3 function codes for all expenditures (Object 62XX, 63XX, 64XX, 65XX, and 66XX), excluding payroll expenses.

Advantage 3 FUNCTIONS Advantage 2 function function

00 Generic / No Function

00 Generic / No Function (Child Nutrition use only) XX00

10 Instruction and Instructional-Related

Services

11 Instruction XX11

12 Instructional Resources and Media Services (library) XX22

13 Curriculum Development and Instructional Staff Development XX25

20 Instructional and School Leadership

21 Instructional Leadership (District-level Curriculum Director/ Program Director) XX21

23 School Leadership (Campus-level administrative costs) XX23

30 Student Support Services

31 Guidance, Counseling and Evaluation Services XX31 32 Social Work Services (incentives) XX32 33 Health Services XX33 34 Transportation XX34

36 Extracurricular Activities XX36

40 Administrative Support Services

41 General Administration (District-level administrative expenses) XX41

50 Non-Student Support Services

51 Facilities Maintenance and Operations XX51 52 Security and Monitoring Services XX53 53 Data Processing Services XX75 60 Ancillary Services

61 Community Services (Parent Involvement) XX81 70 Debt Service

71 Debt Service XX42

80 Capital Outlay

81 Facilities Acquisition and Construction XX52 90 Intergovernmental Charges

93 Payments to Fiscal Agent / Member Districts of Shared Services Arrangements

XX93

95 Payments to Juvenile Justice Alternative Education Programs

XX95

97 Payments to Tax Increment Fund XX97


243.1—Function Code Descriptions Listed below are the descriptions of the function numbers in the budget and the budget amendment. Function 11, Instruction - all expenses associated with direct classroom instruc-tion, including teacher's salaries, and transportation for instructional field trips. Function 12, Instructional Resources and Media Services - expenditures are directly and exclusively for establishing and maintaining libraries and other major facilities dealing with instructional materials and media. Librarian salaries, li-brary expenses, and the Media Center are included in this function. Function 13, Curriculum and Instructional Staff Development - in-service training and other staff development, including transportation for staff develop-ment. Function 21, Instructional Administration/ Leadership - expenditures which have as their purpose managing, directing and supervising general and specific instructional programs. Curriculum Directors and Program Directors control these expenses. Their salaries are also included. Function 23, School Administration/ Leadership - all expenses and salaries of the campus administration. Function 31, Guidance and Counseling Services - all expenses, including coun-selor's salaries, associated with counseling services, includes diagnosticians. (testing) Function 32, Attendance and Social Work - expenditures for improving atten-dance, including salaries of attendance counselors. Promoting modification of the circumstances surrounding the individual student which are relate to social needs. (incentives) Function 33, Health Services - nurses salaries and supplies for clinics. Function 34, Pupil Transportation - all expenses associated with transporting students to/from school, including extended week (excluding transportation for field trips or staff development) Function 36, Cocurricular/Extracurricular Activities - all expenses for extra-curricular purposes.


243.1—Function Code Descriptions (cont’d.) Function 41, General Administration - expenses for managing or governing the school district as an overall entity. Function 51, Plant Maintenance and Operations - all expenses associated with the Maintenance Department, Custodial Department, and Warehouse Services are included in this function. Function 52, Security - this is a new function including all expenses involving security. Function 53, Data Processing Services - all expenses involving data processing services. Function 61, Community Services - all expenses for community activities other than regular public education. (parent involvement) Function 71, Debt Services - debt services for payment of contractual obligations or lease purchases. Function 81, Facilities Acquisition and Construction - all expenses for acquir-ing and equipping real property, or any improvements to real property.


244—Program Codes

Program Codes describe the pro-gram associated with the funds. Use the Advantage 2 program codes for all payroll (Object 61XX) expenditures through January 2008. Use the Advantage 3 program codes for all expenditures (Object 62XX, 63XX, 64XX, 65XX, and 66XX), excluding payroll ex-penses.

Advantage 3 PROGRAM CODE

Advantage 2

program code

program code

1X Basic Services

11 Basic Educational Services XX10

2X Enhanced Services

21 Gifted and Talented XX50

22 Career and Technology XX70

23 Services to Students with Disabilities (Special Education) XX80

24

Accelerated Education (Title I district-level expenditures, Title II, Title IV, Title V, Head Start, Optional Extended Year, Accelerated Reading/ Math, etc.) XX41 XX42

25 Bilingual Education and Special Language Programs (Title III) XX31 XX32

26 Nondisciplinary Alternative Education Programs - AEP Basic Services XX43

27

Nondisciplinary Alternative Education Programs - AEP Supplemental Services XX44

28

Disciplinary Alternative Education Program - DAEP Basic Services

XX45

(COMPASS in Fund 199, Sub-Funds 001 and 003 )

29

Disciplinary Alternative Education Program - DAEP Supplemental Services (State Comp Ed) (COMPASS in Fund 199, Sub-Fund 004 ) XX46

30

• State Comp Ed (Fund 199, Sub Fund 004) for ALL schools except COMPASS).

• Title I, Part A (Campus Expenditures for ALL school wide campuses). XX47

9X Other

91 Athletics and Related Activities XX91

99 Undistributed XX01


Class Item Description

015 00 ADDRESSING, COPYING, MIMEOGRAPH, AND SPIRIT DUPLICATING MACHINE SUPPLIES: CHEMICALS, INKS, PAPER, ETC.

025 00 AIR COMPRESSORS AND ACCESSORIES

037 00 AMUSEMENT, DECORATIONS, ENTERTAINMENT, GIFTS, TOYS, ETC.

040 00 ANIMALS, BIRDS, MARINE LIFE, AND POULTRY, LIVE (INCLUDING ACCESSORY ITEMS)

045 00 APPLIANCES AND EQUIPMENT, HOUSEHOLD TYPE

052 00 ART OBJECTS

055 00 AUTOMOTIVE ACCESSORIES FOR AUTOMOBILES, BUSES, TRAILERS, TRUCKS, ETC.

060 00 AUTOMOTIVE AND TRAILER EQUIPMENT AND PARTS

065 00 AUTOMOTIVE AND TRAILER BODIES, BODY ACCESSORIES, AND PARTS

070 00 AUTOMOTIVE VEHICLES AND RELATED TRANSPORTATION EQUIPMENT (INCLUDING TRAILERS)

071 00 AUTOMOBILES, SCHOOL BUSES, SUVS, AND VANS (Incl. Diesel, Gasoline, Electric, Hybrid, and all other Fuel Types)

072 00 TRUCKS (Incl. Diesel, Gasoline, Electric, Hybrid, and Alternative Fuel Units)

073 00 TRAILERS

075 00 AUTOMOTIVE SHOP AND RELATED EQUIPMENT AND SUPPLIES

080 00 BADGES, AWARDS, EMBLEMS, NAME TAGS AND PLATES, JEWELRY, ETC.

085 00 BAGS, BAGGING, TIES, AND EROSION SHEETING, ETC.

095 00 BARBER AND BEAUTY SHOP EQUIPMENT AND SUPPLIES

125 00 BOOKBINDING SUPPLIES

150 00 BUILDER'S SUPPLIES

155 00 BUILDINGS AND STRUCTURES: FABRICATED AND PREFABRICATED

165 00 CAFETERIA AND KITCHEN EQUIPMENT, COMMERCIAL

175 00 CHEMICAL LABORATORY EQUIPMENT AND SUPPLIES

192 00 CLEANING COMPOSITIONS, DETERGENTS, SOLVENTS, AND STRIPPERS - PREPACKAGED

195 00 CLOCKS, WATCHES, TIMEPIECES, JEWELRY AND PRECIOUS STONES

200 00 CLOTHING: ATHLETIC, CASUAL, DRESS, UNIFORM, WEATHER AND WORK RELATED

201 00 CLOTHING & UNIFORM ACCESSORIES (SEE CLASS 800 FOR SHOES AND BOOTS)

204 00 COMPUTER HARDWARE AND PERIPHERALS FOR MICROCOMPUTERS

206 00 COMPUTER HARDWARE AND PERIPHERALS FOR MINI AND MAIN FRAME COMPUTERS

207 00 COMPUTER ACCESSORIES AND SUPPLIES

208 00 COMPUTER SOFTWARE FOR MICROCOMPUTERS (PREPROGRAMMED)

209 00 COMPUTER SOFTWARE FOR MINI AND MAINFRAME COMPUTERS (PREPROGRAMMED)

210 00 CONCRETE AND METAL PRODUCTS, CULVERTS, PILINGS, SEPTIC TANKS, ACCESSORIES AND SUPPLIES

232 00 CRAFTS, GENERAL

233 00 CRAFTS, SPECIALIZED

240 00 CUTLERY, COOKWARE, DISHES, GLASSWARE, SILVERWARE, UTENSILS, AND SUPPLIES

250 00 DATA PROCESSING CARDS AND PAPER

260 00 DENTAL EQUIPMENT AND SUPPLIES 269 00 DRUGS AND PHARMACEUTICALS

245—Commodity Codes—General Directory This directory is intended to assist you in locating which section of the Complete Commodity Code you should refer to. A quick reference guide is available in section 245.1 For the Complete listing go to the Financial department section of the Aldine ISD website.



285 00 ELECTRICAL EQUIPMENT AND SUPPLIES (EXCEPT CABLE AND WIRE)

287 00 ELECTRONIC EQUIPMENT, COMPONENTS, PARTS, AND ACCESSORIES (SEE CLASS 730 FOR TESTING OR ANALYZING TYPE)

305 00 ENGINEERING AND ARCHITECTURAL EQUIPMENT, SURVEYING EQUIPMENT, DRAWING INSTRUMENTS, AND SUPPLIES

310 00 ENVELOPES, PLAIN (SEE CLASSES 525, 615, 640, 655, 665, AND 966 FOR OTHER TYPES)

318 00 FARE COLLECTION EQUIPMENT AND SUPPLIES

320 00 FASTENERS: BOLTS, NUTS, PINS, RIVETS, SCREWS, ETC. (INCL. PACKAGING, STRAPPING AND TYING EQUIPMENT AND SUPPLIES)

325 00 FEED, BEDDING, VITAMINS AND SUPPLEMENTS FOR ANIMALS (SEE CLASS 875 FOR DRUGS AND PHARMACEUTICALS FOR ANIMALS)

330 00 FENCING

335 00 FERTILIZERS AND SOIL CONDITIONERS

340 00 FIRE PROTECTION EQUIPMENT AND SUPPLIES

345 00 FIRST AID AND SAFETY EQUIPMENT AND SUPPLIES (EXCEPT NUCLEAR AND WELDING)

350 00 FLAGS, FLAG POLES, BANNERS, AND ACCESSORIES

360 00 FLOOR COVERING, FLOOR COVERING INSTALLATION AND REMOVAL EQUIPMENT, AND SUPPLIES

365 00 FLOOR MAINTENANCE MACHINES, PARTS, AND ACCESSORIES

375 00 FOODS: BAKERY PRODUCTS (FRESH)

380 00 FOODS: DAIRY PRODUCTS (FRESH)

385 00 FOODS, FROZEN

390 00 FOODS: PERISHABLE

393 00 FOODS: STAPLE GROCERY AND GROCER'S MISCELLANEOUS ITEMS

395 00 FORMS, CONTINUOUS: COMPUTER PAPER, FORM LABELS, SNAP-OUT FORMS, AND FOLD-ERS FOR FORMS

405 00 FUEL, OIL, GREASE AND LUBRICANTS

410 00 FURNITURE: HEALTH CARE, HOSPITAL AND/OR DOCTOR'S OFFICE

415 00 FURNITURE: LABORATORY

420 00 FURNITURE: CAFETERIA, CHAPEL, DORMITORY, HOUSEHOLD, LIBRARY, LOUNGE, SCHOOL

425 00 FURNITURE: OFFICE

430 00 GASES, CONTAINERS, EQUIPMENT: LABORATORY, MEDICAL, AND WELDING

435 00 GERMICIDES, CLEANERS, AND RELATED SANITATION PRODUCTS FOR HEALTH CARE PERSONNEL

245—Commodity Codes—General Directory (Cont’d.)



445 00 HAND TOOLS (POWERED AND NON-POWERED), ACCESSORIES AND SUPPLIES

450 00 HARDWARE AND RELATED ITEMS

460 00 HOSE, ACCESSORIES, AND SUPPLIES: INDUSTRIAL, COMMERCIAL, AND GARDEN

465 00 HOSPITAL AND SURGICAL EQUIPMENT, INSTRUMENTS, AND SUPPLIES

470 00 HOSPITAL, NURSING HOME OR RESIDENTIAL SPECIALIZED EQUIPMENT FOR THE HANDI-CAPPED AND DISABLED

475 00 HOSPITAL, SURGICAL, AND MEDICAL RELATED ACCESSORIES AND SUNDRY ITEMS

485 00 JANITORIAL SUPPLIES, GENERAL LINE

505 00 LAUNDRY AND DRY CLEANING COMPOUNDS, DETERGENTS, AND SUPPLIES

510 00 LAUNDRY TEXTILES AND SUPPLIES

515 00 LAWN MAINTENANCE EQUIPMENT AND ACCESSORIES (SEE CLASS 020 FOR AGRICUL-TURAL TYPES)

525 00 LIBRARY AND ARCHIVAL EQUIPMENT, MACHINES, AND SUPPLIES

530 00 LUGGAGE, BRIEF CASES, PURSES AND RELATED ITEMS

540 00 LUMBER, SIDING, AND RELATED PRODUCTS

545 00 MACHINERY AND HARDWARE, INDUSTRIAL

550 00 MARKERS, PLAQUES AND TRAFFIC CONTROL DEVICES

560 00 MATERIAL HANDLING, CONVEYORS, STORAGE EQUIPMENT AND ACCESSORIES

580 00 MUSICAL INSTRUMENTS, ACCESSORIES, AND SUPPLIES

590 00 NOTIONS AND RELATED SEWING ACCESSORIES AND SUPPLIES

595 00 NURSERY (PLANTS) STOCK, EQUIPMENT, AND SUPPLIES

600 00 OFFICE MACHINES, EQUIPMENT, AND ACCESSORIES

605 00 OFFICE MECHANICAL AIDS, SMALL MACHINES, AND APPARATUSES

610 00 OFFICE SUPPLIES: CARBON PAPER AND RIBBONS, ALL TYPES

615 00 OFFICE SUPPLIES, GENERAL

620 00 OFFICE SUPPLIES: ERASERS, INKS, LEADS, PENS, PENCILS, ETC.

630 00 PAINT, PROTECTIVE COATINGS, VARNISH, WALLPAPER, AND RELATED PRODUCTS

635 00 PAINTING EQUIPMENT AND ACCESSORIES

640 00 PAPER AND PLASTIC PRODUCTS, DISPOSABLE

650 00 PARK, PLAYGROUND, RECREATIONAL AREA AND SWIMMING POOL EQUIPMENT AND SUPPLIES

652 00 PERSONAL HYGIENE AND GROOMING EQUIPMENT AND SUPPLIES

655 00 PHOTOGRAPHIC EQUIPMENT, FILM, AND SUPPLIES (NOT GRAPHIC ARTS, MICROFILM, AND X-RAY)

658 00 PIPE, TUBING, AND ACCESSORIES (NOT FITTINGS)




659 00 PIPE AND TUBING FITTINGS

665 00 PLASTICS, RESINS, FIBERGLASS: CONSTRUCTION, FORMING, LAMINATING, AND MOLDING EQUIPMENT, ACCESSORIES, AND SUPPLIES

670 00 PLUMBING EQUIPMENT, FIXTURES, AND SUPPLIES

675 00 POISONS: AGRICULTURAL AND INDUSTRIAL

685 00 POULTRY EQUIPMENT AND SUPPLIES

691 00 POWER TRANSMISSION EQUIPMENT (ELECTRICAL, MECHANICAL, AIR AND HYDRAULIC)

700 00 PRINTING PLANT EQUIPMENT AND SUPPLIES (EXCEPT PAPER)

710 00 PROSTHETIC DEVICES, HEARING AIDS, AUDITORY TESTING EQUIPMENT, ELECTRONIC READING DEVICES, ETC.

715 00 PUBLICATIONS, AUDIOVISUAL MATERIALS, BOOKS, TEXTBOOKS (PREPARED MATERIALS ONLY)

725 00 RADIO COMMUNICATION, TELEPHONE, AND TELECOMMUNICATION EQUIPMENT, ACCESSO-RIES, AND SUPPLIES (SEE CLASS 840 FOR TELEVISION EQUIPMENT)

735 00 RAGS, SHOP TOWELS, AND WIPING CLOTHS

770 00 ROOFING MATERIALS AND SUPPLIES

785 00 SCHOOL EQUIPMENT, TEACHING AIDS, AND SUPPLIES

795 00 SEWING AND TEXTILE MACHINERY AND ACCESSORIES

801 00 SIGNS, SIGN MATERIALS, SIGN MAKING EQUIPMENT, AND RELATED SUPPLIES

803 00 SOUND SYSTEMS, COMPONENTS, AND ACCESSORIES: GROUP INTERCOM, MUSIC, PUBLIC ADDRESS, ETC.

805 00 SPORTING GOODS, SPORTS EQUIPMENT, ATHLETIC FACILITY EQUIPMENT

832 00 TAPE (NOT DATA PROCESSING, MEASURING, OPTICAL, SEWING, SOUND, OR VIDEO)

840 00 TELEVISION EQUIPMENT AND ACCESSORIES

855 00 THEATRICAL EQUIPMENT AND SUPPLIES (see below)

860 00 TICKETS, COUPON BOOKS, SALES BOOKS, STRIP BOOKS, ETC.

863 00 TIRES AND TUBES (INCL. RECAPPED/RETREADED TIRES)

870 00 VENETIAN BLINDS, AWNINGS, AND SHADES

880 00 VISUAL EDUCATION EQUIPMENT AND SUPPLIES (EXCEPT PROJECTION LAMPS -SEE CLASS 285)

885 00 WATER AND WASTEWATER TREATING CHEMICALS

890 00 WATER SUPPLY, GROUNDWATER, SEWAGE TREATMENT, AND RELATED EQUIPMENT (NOT FOR AIR CONDITIONING, STEAM BOILER, OR LABORATORY REAGENT WATER)

895 00 WELDING EQUIPMENT AND SUPPLIES

908 00 BOOKBINDING AND REPAIRING SERVICES

909 00 BUILDING CONSTRUCTION SERVICES, NEW (INCL. MAINTENANCE AND REPAIR SERVICES)

910 00 BUILDING MAINTENANCE, INSTALLATION AND REPAIR SERVICES

912 00 CONSTRUCTION SERVICES, GENERAL (INCL. MAINTENANCE AND REPAIR SERVICES)

914 00 CONSTRUCTION SERVICES, TRADE (NEW CONSTRUCTION)

918 00 CONSULTING SERVICES

920 00 DATA PROCESSING, COMPUTER, PROGRAMMING, AND SOFTWARE SERVICES 924 00 EDUCATIONAL SERVICES




925 00 ENGINEERING SERVICES, PROFESSIONAL

928 00 EQUIPMENT MAINTENANCE AND REPAIR SERVICES FOR AUTOMOBILES, TRUCKS, TRAILERS, TRANSIT BUSES AND OTHER VEHICLES

931 00 EQUIPMENT MAINTENANCE AND REPAIR SERVICES FOR APPLIANCE, ATHLETIC, CAFETERIA, FURNITURE, MUSICAL INSTRUMENTS, AND SEWING EQUIPMENT

936 00 EQUIPMENT MAINTENANCE AND REPAIR SERVICES FOR GENERAL EQUIPMENT

939 00 EQUIPMENT MAINTENANCE AND REPAIR SERVICES FOR COMPUTERS, OFFICE, PHO-TOGRAPHIC, AND RADIO/TELEVISION EQUIPMENT

946 00 FINANCIAL SERVICES

947 00 FORESTRY SERVICES

953 00 INSURANCE AND INSURANCE SERVICES ( ALL TYPES)

954 00 LAUNDRY AND DRY CLEANING SERVICES

956 00 LIBRARY SERVICES (INCL. RESEARCH AND SUBSCRIPTION SERVICES)

958 00 MANAGEMENT SERVICES

962 00 MISCELLANEOUS SERVICES, NO. 2 (NOT OTHERWISE CLASSIFIED)

966 00 PRINTING AND TYPESETTING SERVICES

967 00 PRODUCTION AND MANUFACTURING SERVICES

971 00 REAL PROPERTY RENTAL OR LEASE

992 00 TESTING AND CALIBRATION SERVICES

998 00 SALE OF SURPLUS AND OBSOLETE ITEMS



260 - Bid Process/Laws As required by TEA, Aldine bid procedures require that all commodity/service contracts for aggregate annual purchases of $25,000 or more be made via specific competitive methods. Such methods include: 1) bids/proposals with awarded district contracts, 2) purchasing cooperatives and inter-locals and, (3) sole source vendors. Bids If a determination is made for a formal bid, all solicitations and contract will be initiated by the Purchasing Department or an auxiliary department trained to appropriately conduct bids. Bids are conducted in a manner that is open and fair to all participants. After evaluating offers, a recommendation is made to contract with the vendor whose offer brings the best value to the district. Purchasing activities may proceed after the contract is board awarded to a specific vendor. Purchasing Cooperatives/Inter-local Agreements TEA also provides authority for school districts to participate in purchasing cooperatives allowing, the use of, contracts that have already been bid by the cooperative entity. Aldine I.S.D. is a member of the following purchasing cooperatives: .TASB - BuyBoard .Texas Building & Procurement – Term & TXMAS Contracts http://www.buyboard.com http://www.tbpc.state.tx.us .TCPN - The Cooperative Purchasing Network .HCDE- Harris County Department of Education http://www.tcpn.org http://hcde-texas.org Region IV, ESC .TIPS – The Interlocal Purchasing System .US Communities http://www.tips-texas.com http://www.uscommunities.org Region VIII, ESC .HGAC – Harris Galveston Area Council .DIR – Department of Information Resources http://www.hgacbuy.org http://www.dir.state.tx.us .Southeast Texas Co-Op http://www.esc5.net Region V, ESC Sole Source Vendors who own an exclusive copyright to specific products/services manufactured, sold, and or distributed whereby no other company makes or provides a similar or competing product are considered sole source vendors. Requisitions for such merchandise should only be processed through the Purchasing Department after a “sole source letter” has been received and filed with the Purchasing Manager. Commodity/Services Under $25,000 but Over $10,000 Commodities and/or services that do not exceed $10,000 but are under $25,000 should be purchased after obtaining 3 com-petitive audible quotes. These quotes should be in writing with a signature and date from approved vendors on company letterhead. Purchases may proceed after selecting the vendor that provides the best value to the district.


260.2—ITEMS FOR WHICH ALDINE ISD HAS BID PRICING

Art Supplies & Equip. Catalog Industrial Paper Art Supplies Industrial Technology Catalog Audio Visual Equip. & Sup. Co-op Instructional Supplies and Equipment Band Furniture Laminating Film & Machines Co-op Bookcases Library Books Cafeteria Tables Co-op Library Supplies Catalog Calculators Co-op Maps & Globes Sole Source Clinic Supplies & Equip. Office Supplies Copy Machines Office Equipment Catalog Copy Machine Paper P.E. Fitness Wear (Uniforms) Computer Supplies Periodicals (Magazines) Computers (off State bid list) Printing Custodial Equipment/Supplies Projection Bulbs Electrical Supplies Science Supplies & Equipment File Cabinets Co-op Technology Fine Paper Transparency Film Floor Wax Furniture (Classroom & Office) * NOTE: PRINTED T-SHIRTS, IMPRINTED INCENTIVES, TROPHIES and MEDALS - are done as QUOTES. The employee must get three quotes from an existing list of vendors. This list is updated each April and posted on Aldine’s ePortal. Then the employee sends a copy of their requisition and the three quotes attached to the Purchasing Department Office. The Purchasing Dept. will use the lowest price possible using the vendor who meets their needs. To access this list, go to the ePortal home page. From the home page, select “Forms” from the drop down menu in the upper left corner. Click on the title “AISD Approved Vendor Documentation”. Your documents will then be displayed. * NOTE: COMPUTERS—For computer standards and pricing, see Aldine’s Online Technology Catalog (via Aldine’s ePortal). To access this catalog, open the AISD ePortal home page. From the home page, select “Intranet Resources” from the drop down menu in the upper left corner. Next, click on the title “Online Technology Catalog”. Then select “Computer Equipment” from the menu on the side of your screen. Your documents will then be displayed.


260.3 FREQUENTLY USED PO2 (STORE CHARGE) VENDORS Note: Success in utilizing “PO2’s” is best obtained with stores/businesses in or in the near vicinity of Aldine I.S.D. Occasionally employees at some of these entities are not familiar with transactions utilizing purchase or-

Auto Car Quest O’Reilly Napa Auto Parts Books/Instructional Barnes & Noble Lakeshore Richardson Books Scholastic Book fair Southwest Teacher’s Supply Texas Art Supply Crafts/Décor/Party Arne’s Ceramic Store Hancock Fabrics Party City Copy/Duplication/Paper General Binding (Repairs) JC’s Office Solutions Kinko's Kwik Copy Bosworth Paper Xpedex Newbart Products Electronics Comp USA Fry’s Radio Shack Floral/Plant Flowers By Glenda Flower Connection Greenspoint Florist Houston Plants & Garden

Fast Foods/Bakery Burger King Grime’s Bakery Golden Coral Good Eats Grill Luby’s McDonalds My Dee Dee’s Pies Shipley’s Subway Whataburger

Grocery/Deli Jason’s Deli Kroger Randall’s Trigg’s Hardware/Building Andy’s Hardware Home Depot (Acct# Required) Jed’s Hardware Lowe’s McCauley Lumber Same Day Signs Triple S Steel Waldman & Co.-Blinds WW Grainger Pizza Dominos Godfather's Pizza Montemayor Pizza Pappa John’s Pizza Retail/Department Stores Academy Fallas Paredes (Clothing Vouchers) Target Toys R Us Sam’s (w/ District Membership) *Sears (Requires acct#) Only Aldine Personnel that are Listed as buyers through the Sears Finance Dept. can make purchases. They can only be added by the Pur-chasing Agent. Stores NOT Accepting PO2’s Best Buy Circuit City Eckerd’s Fiesta Fingers Gallery Furniture Garden Ridge HEB Hobby Lobby JoAnn’s Kmart Michael’s Office Depot Office Max Pizza Inn Pizza Hut Walgreen’s Walmart


260.4 - SURETY BOND WHO NEEDS A BOND?

Any public construction project that has direct or indirect taxpayer monies involved in the financing of the project generally requires a surety bond. All construction projects of $25,000 or more must have a surety bond (re: 1935 Miller Act). Construction contracts include any service contract providing an improvement to real estate. Rule 1: Any construction or construction related project over $25,000 must have a payment bond.

Rule 2: Any construction or construction related project over $100,000 must have a performance bond.

Rule 3: Proposal or bid specs must require an A+ Treasury Bond from an A+ Admitted Insurance Company.

Rule 4: Always verify bonds by first verifying the insurance company with Texas Department of Insurance and secondly by personally speaking to the designated underwriter and asking for written confirmation.

Rule 5: Due to the rise of fraudulent insurance activities in Texas, never verify bonds with a local agent/broker.

Rule 6: The contractor must absorb all costs of bonds and the bond must be obtained before the contractor is given notice to proceed.

WHAT IS A SURETY BOND?

A surety bond is an agreement under which one party, the surety, guarantees to another, the owner or obligee, that a third party, the contractor or principal, will perform a contract in accordance to contract documents.

WHAT ARE TYPES OF SURETY BONDS?

1) Bid bond – is underwritten on the basis of the Contract Price. The Bid bond guarantees that the Surety will issue the Performance and Payment Bonds if the contractor is awarded the project.

2) Performance bond – secures the contractor’s promise that the contract will be completed in accordance with its terms and conditions.

3) Payment bond – protects certain subcontractors and suppliers, who have furnished labor or material to the contractor for use on the bonded job, against non-payment.

TYPES OF SURETY COMPANIES

Surety companies can either be corporate or personal. Because of fairly recent problems with personal sureties, they (personal sureties) are generally not considered an acceptable form of suretyship.

An acceptable corporate surety generally must have the following characteristics:

• Licensed in the State where work will be performed. • AM Best Rated

HOW TO OBTAIN INFORMATION ON INSURANCE COMPANIES

Contact Texas Department of Insurance, Austin, TX, Consumer Service Department – 1-800-252-3439

1) Is insurance company authorized and licensed to transact surety bonds in Texas. Or, is the insurance company authorized and licensed as a reinsurance company in Texas?

2) Current financial information available on insurance company?

3) Number of consumer/claim complaints made against insurance company?

4) Is insurance company under a current cease and desist order issued by the Texas Department of Insurance?

TO VERIFY IF AN INSURANCE AGENT IS PROPERLY LICENSED

Contact Texas Department of Insurance, Austin, TX Agent’s License Department – 1-512-322-3503

1) Is agent properly licensed to transact insurance business with a particular company?


261—Contracted Services Our auditors require that we have a signed contract/agreement and invoice for each consultant or contracted service. All contracts (refer to the process map in section 261), regardless of cost must filter through the approval proc-ess, before being offered to the contractor, and before ad-vertising the event/service. Verify with the contractor that the name of the contractor’s organization listed on the contract matches the name of the contractor’s organization as its earnings are reported to the IRS. After the services are provided and the contracted individual/company submits an invoice for payment, the requisition is to be developed and submitted with BOTH the contract and the invoice attached (ensuring that the data on each match). After approving (or rejecting) the contract, the contract will be returned to the sending school/department. If the contract is approved, the contract can be signed by the principal or authorized district-level administrator. After signing the contract send the contract to the contrac-tor for their signature. Have the contract returned to you before the services are provided.

Confusion often occurs when paying a third party for services; the examples below may help clarify the issue. Contracted Services Ex-ample: A professional (non-Aldine employee) is approached by the district to present information to its staff. The professional agrees. The district pays the professional for their service—the payment is for contracted professional services (Obj 6219, Sub Obj 01). Non-Contracted Services Example: A professional (non-Aldine employee) is offering staff develop-ment. Attendees pay a fee to attend, this would be paid using Obj 6411, Sub Obj 00 (or Obj 6239, Sub Obj 02 if offered by a Region ESC).


261—Contracted Services Below is a list of items you need to supply the school to ensure that your invoice is processed in a timely manner.

A. Contract/Agreement • The contract/agreement should be dated prior to the services being rendered and include

Social Security/TAX ID Number. (If the company does not have an official contract, you may use the Aldine ISD Contract Routing Approval form (see section 600). .

• All fields must be filled out. Include the training location, date, time, rate, funding source, session title, etc.

• Include the total fee or amount due. (Note: We cannot reimburse alcoholic beverages or tips. Mileage is reimbursed at 48.5 cents/mile, refer to section 275.5)

B. Invoice • The invoice must not be dated before the contract date. • Include the training location, date, time, and session title. (This information should match

the information on your contract.) • Include the total fee or amount due.

(Printing of campus newsletters is not a contracted service, use Object 6399, Sub Obj 00.)


261—Contracted Services


262—Capital Outlay Capital Outlay items:

· have a life of at least one year and a unit cost of less than $5,000;

· are not consumed as a result of use;

· can be reasonably accounted for through a physical inventory system

When a purchase order is produced and mailed to a vendor for a product that's considered a capital out-lay/ supply the Finance Department will pick it up on inventory for that location.

The school or the department will receive a report annually listing all items at that location.

The report needs to be checked and corrections made as soon as possible then returned to the capital supply clerk in the Finance Department.

If you have received any donated fixed asset items please give that information to the capital supply clerk in the finance office so it may be added to your inventory. When you need to transfer equipment or furniture you need to fill out a property transfer form, attach it to the item and send a copy to the capital supply clerk. The same should happen for stolen items or items for salvage. When fixed asset items are removed from your school/ dept, due to being destroyed, sold, stolen, transferred or thrown away, contact the capital sup-ply clerk in the Finance Department.

The district produces a fixed asset inventory for all departments and campuses annually.

Object: 6399, Sub Obj 00– (Fixed As-sets/ Capital Supplies) computers, furniture, etc. 66XX– Fixed Assets/ Capital Outlay Individual items over $5,000.


263—Hospitality (Campus Staff)/Flowers Each campus is limited to $30 per employee annually to cover the costs of employee meals and refreshments. The following guidelines are to be followed when using funds for these purposes.

• Use your principal’s fund first; you may use your principal’s budget only if you have no money in your principal’s fund.

• The Object/ Sub Object codes you use for these purposes are:

• Employee meals/refreshments (beginning/end of the year luncheon, Christmas celebration, etc.—Obj 6499, Sub Obj 08

• Vertical meeting meal/refreshments—Obj 6499, Sub Obj 10

Not included in the $30 staff meal limit are working meals, in which your staff is involved in a working meeting/training during a normal mealtime. The fol-lowing guidelines are to be followed when using funds for this purpose.

• You may use your principal’s fund or your principal’s budget, but priority should be given to using your principal’s fund.

• The Object/ Sub Object codes you use for this purpose is Obj 6499, Sub Obj 09 (Working meal/Refreshment)

Meals and refreshments for staff using other funding sources (federal or state funds, or grants) should fol-low the guidelines of those programs. Do not use the Object/ Sub Object codes: Obj 6499, Sub Obj 08; Obj 6499, Sub Obj 09; or Obj 6499, Sub Obj 10 when us-ing these funding sources, unless otherwise addressed by the Director of Financial Services, Director of Fed-eral and State Programs, Director of Special Programs, or the Director of Consolidated Programs. (Refer to section 500.)

FLOWERS

The principal’s fund may be used to pay for: • Flowers sent to

(a) an employee in cases of the death of an employee’s: parent, spouse, child, or (b) to the family of an Aldine employee in the case of an employee’s death.

• Flowers may be sent to employees for illness requiring an extended stay in the hospital.

**Individuals at the campus must pay for sending flowers for all other occasions (e.g. secretary’s day, bosses’ night, birthdays).


264—Incentives/Awards 264.1—Student Incentives

• Gift certificates may be provided as incentives for students to make purchases at bookstores, clothing stores, theaters, or for movie rentals.

• Gift certificates may not be provided for loca-tions that sell alcohol, tobacco, or other items, which would not be reflective of the school district policies.

• Cash may not be provided as an incentive, since we would not be able to monitor how the funds are used.

• Many food items may not be used as an incentive (reward) per the Foods of Minimal Nutritional Value (FMNV) regulations. (see Section 276)

• Special Revenue funds cannot be used to provide food items as incentives/ awards.

• Approval of your Area Superintendent is needed for gift certificates valued between $100 and $199.

• Approval of the Assistant Superintendent of Finance is needed for gift certificates valued for $200 or more.

264.2—Staff Incentives

• Gift certificates may be given to teachers to go to a teacher’s supply store, using the principal’s budget or the principal’s fund.

• Cash gifts are not allowable. • No personal type gifts are allowable.

Allowable items include: umbrella, desk accessories (calendars, calculators, desk clocks, mouse pads), lanyards, book bags, teacher supple gift certificates, etc. Unallowable items include: shirts, candles, plants (unless as an instructional tool), jewelry, candy, massage/manicure gift

certificates, etc.

Cash incentives may not be provided. Use your principal’s fund to purchase the allowable gift certificates; you may use your principal’s budget only if you have no money in your principal’s fund.


265—Internet Purchases: Reimbursement Policy In order for an Aldine ISD employee to be reim-bursed for an internet purchase, a copy of the employees’ credit card statement reflecting the actual billing of the purchase will need to be provided. A confirmation statement and/or number for merchandise ordered off of an internet site is NOT sufficient documentation for reimbursement of expenses incurred for the purchase.

In order for an Aldine ISD employee to be reimbursed for an internet purchase, a copy of the employees’ credit card statement reflecting the actual billing of the purchase will need to be provided.


266—Membership Fees Professional membership(s) in professional organizations may only be charged to the district if:

1. The Superintendent of Schools has assigned the employee to be the district representative to the organization.

2. The membership is required for students to participate in UIL or other student events.

3. The employee is required by the district to attend the conference or workshop and the total cost of the membership and conference/workshop fees are equal to or less when the employee joins the organization.

a. Must be approved by the Assistant Superintendent for Finance.

b. Employee must present detailed docu-mentation before expenditure will be approved.

c. This documentation will be attached to all documents relating to the conference/workshop.

d. This must be done each time the employee wishes to have the district pay for the membership.

4. The membership is an approvable grant expense and the cost has been approved by the granting organization.

a. Must be approved by the Director of Financial Services, Director of Special Programs, Director of Federal and State Programs, or the Director of Consolidated Programs.

Personal membership will only be selected if a district membership is not available.

Professional member-ship(s) in professional organizations may only be charged to the district or grant funds if they meet the estab-lished criteria. The membership(s) must be approved by the: • Superintendent, • Assist Supt. of

Finance • Director of

Financial Services • Director of Federal

and State Programs,

• Director of Special Programs, or the • Director of

Consolidated Programs.


267—Pepsi Products/Vending Do not use any funds for drink items other than Pepsi products. Pepsi products: - Pepsi - Dole Juices - Mountain Dew - Lipton Brisk - Sierra Mist - Frappuccino - Slice - All Sport - Mug Rootbeer - Fruit Works - Ginger Ale - Aquafina Water - Hawaiian Punch - Sobe (Tsunami, Lizard Fuel, - Diet Pepsi Adrenaline Rush, Power, etc.) - Club Soda - Citrus Hill Juices - Tonic - Gatorade - Pepsi Blue You can buy Dr. Pepper and Diet Dr. Pepper, but not other Dr. Pepper products. It is suggested that you purchase Aquafina water, but if you are unable to find the size you need, you may buy another brand of water. **THIS IS FOR WATER ONLY**

Do not use any funds for drink items other than Pepsi products. - - - - - - - - - - - - - Pepsi money is deposited into the principal’s fund.


268—Postage Fees Campuses and departments are responsible for postage expenses on any mail-out. Deliver addressed envelopes to the Central Office mailroom in a container. A return address is required on all mail pieces. Include a check requisition indicating how many mail pieces are to be posted. Leave the amount blank. After the mail is posted, the Central Office mail clerk will submit the coded and signed requisition to the business office. (Make sure you have received the proper authorizing signatures before turning in your requisition.) The business office will inform the cam-pus or department of the charge assessed to meter the mail, so you can update your ledger. Special revenue funds are not to be used to buy stamps, or to pay for bulk mailings you must use the district postage meter. Call the Director of Special Programs if you have questions.

Large mail-outs (one hundred pieces, minimum) requiring the first class postage rate can be posted on the Central Office postage meter.


269—Region Education Service Center (ESC) 1. Follow procedures to attain a PO2#.

2. Call Region IV and give them the PO2# to register

staff for the workshop.

3. Please make sure to give Region IV your name

or your school name when you register, so that

when the invoice is received in the business office

we will know where to direct it for payment.

4. When the workshop has been completed, Region

IV will send an invoice to the business office.

5. The business office will send the invoice to you.

6. When you receive the invoice, prepare your requi-

sition, and get the required signatures.

7. The requisition is submitted to the business office

for payment processing.

• The check requisition will be coded Obj 6239,

Sub Obj 02 (registration) for training/workshop

fees.

• If ordering materials from a Region ESC you

would use Obj 6329, Sub Obj 00 (reading materi-

als) or Obj 6399, Sub Obj 00 (consumables mate-

rials, blackline masters, answer keys, videos, etc.)

and complete a vendor requisition.

We do not prepay

Region ESCs.

A PO2# is needed to sign-up for in-service sessions.


270—Sales Tax Procedures General Procedures

• Sign on to File Maker and click on “Make a Deposit”.

• Make a deposit as customary – fill in the “Taxable Sales” box with the amount of the deposit which is subject to sales tax – click on City or County box as appropriate for your school location.

• File Maker will compute the sales taxes for you.

• Print off the form to be sent to the Business Office – Attn: Bookkeeper for School Accounts.

• All Sales Tax Forms must be received in the Business Office by the fifth business day fol-lowing the end of the month.

Business Office Procedures • Sales taxes will be figured for the State

Comptroller’s Office by the second week of the month.

• On pre-printed forms provided by the State, fill in the taxable sales amounts for each location.

• Figure City and State taxes for each location.

• Make any slight adjustments on Sales Tax Forms from schools to make amounts from schools equal the amounts figured on the State Comptroller’s forms.

• Enter GAX by accounting lines provided on school Sales Tax Forms to generate check.

Checks must be postmarked by the 20th day of every month to avoid penalty.


271—Subscriptions Subscriptions are to be submitted on vendor requisitions. The materials will be delivered directly to your campus from the vendor. If you use special revenue funds, you must receive all issues of the subscription before the grant closes.

Subscriptions are to be in the name of Aldine ISD, and not in the name of an individual.


272—Technology Purchases All computers should be ordered with the “basic Aldine load.” For more details contact the Executive Director of Technology Services. All technology purchases, both hardware and software, must be approved by the Technology Services Department. The online technology catalog posted on the district's intranet includes products that have been pre-approved. Contact the Executive Director of Technology Services for approval of special order items or products that are not included in the online catalog. Forms available in Section 600: Letter of Agreement Removal of Equipment

Warranties must be purchased for technology equipment. Virus detection software must be installed on all computers.


273—Telephone Fees/Usage Phone Calls Employees who must use their business phone line for personal long distance telephone calls should use a personal or prepaid calling card. Each school and district location should have telephone books available to look up telephone numbers. These books should be placed in a convenient location for the use of employees. All unauthorized long distance or directory assistance calls will be automatically billed to the agency fund of the campus/office location where the call originated.

Employees or patrons are not to use school/office phones for personal long distance phone calls. School/office phones should not be used for information (1411) assistance calls to obtain telephone numbers or addresses.


274—Tips/Gratuities Aldine will not reimburse employees for tips/gratuities unless it is automatically added to a bill. If the business is adding a tip/gratuity to a bill it must be the policy of the business and be uniformly applied to all customers (e.g., all parties of 10 or more will have a 15% gratuity added to the bill). Employees asking for reimbursement of automatically added tips/gratuity must show documentation indicating this is a standard policy of the business.

Tips are not allowable expenditures.


Travel expense forms are available in the Document Management Section of e-Portal (in the Finance Sec-tion) and the hotel tax ex-empt forms are available in section 600. • Attach a copy of the

Conference Agenda to the requisition.

• Valet Parking is not reimbursed, unless valet parking is the only parking option. This limitation must be verified by the AISD staff member.

• Meals may be paid for one meal for in-town meetings/staff development, when the event occurs on a non-contract day.

• In-town mileage may be paid for staff members (who do not receive a travel stipend) attending a meeting/staff develop-ment on a non-contract day .

• The district cannot pay for a hotel for employ-ees attending meetings in the Houston area.

Travel reimbursement rates are as follows: Mileage 50.5¢ per mile for travel by auto for employee providing the auto. Whenever possible, the district will require that employees have at least four (4) persons in an automobile. If only two (2) or three (3) employees are attending an out-of-town convention, the employees are expected to use one automobile. Only 1 employee will be reimbursed for mileage.

Airfare Actual cost for coach fare (receipts required). Meals up to $36 per day Tips cannot be reimbursed. Alcohol can not be reimbursed.

Lodging Actual expense not to exceed $85.00 per night double occupancy per occupant (plus tax, excluding state tax). Actual expense not to exceed $85.00 per night single occupancy (plus tax, excluding state tax) When two or more employees of the same gender travel to the same confer-ence, sharing a room is expected (receipts required). Hotel bills must be itemized (i.e., room rate, city tax, etc.) If one of the two employees decides not to share, the district will allow only the cost of the shared room to be paid by the district up to the allowable amount ($85 for 1 person or $170 for 2 people). Assistance with calculating the rates can be obtained by calling the office of the Assistant Superintendent of Finance at ext. 6222.

Out-of-state meal and lodging rates will be based on the destination. Rates can be obtained by calling the office of the Assistant Superintendent of Finance at ext. 6222 (receipts required). Advance travel expenses will be issued for two or more nights with one night’s lodging of $85.00 withheld from the advancement. No travel or lodging expenses will be issued for one night. Employees will be reimbursed upon return to the district with proper receipts.

275- Travel


Travel fees are submitted on an Advanced/Final Travel Expense Report (section 600) with documentation attached to a check requisition (section 221). The mileage chart is located in section 275.5. The Aldine School District must have proper documenta-tion for all checks issued to any person or organization. For the use of rental cars call 281-985-6222.

If an advanced lodging expense is provided, the employee must repay any advance lodging expenses that do not equal the lodging per diem rate.

Occasionally, the district will require an employee to travel out of town. If the trip is required by the district, the actual lodging expenses will be paid by the district (local funds only). Full advancement will be provided if requested. Meal and travel expenses will remain the same as employee requested trips. A note from the supervisor requiring the trip must be attached to the travel request form in order for the actual lodging expenses to be paid.

Banquets and business luncheons at conventions will be reimbursed at actual expense. Whenever possible, the payment for the banquet or luncheon should be included in the registration payment. Do not request an additional breakfast, lunch, or dinner per diem for the same meal. (Federal funds cannot be used to pay for banquets or awards ceremonies.)

All required receipts are due in the business office within two (2) weeks of the return of the employee. Individuals who do not submit their receipts may be restricted from receiving advance travel stipends in the future.

275- Travel

Meals may be reimbursed

when:

Leaving for an out-of-town conference/

meeting, at or before

Arriving back in town from an out-

of-town conference/ meeting, at or after

Dinner 3:00 p.m. 8:00 p.m.

Breakfast 6:00 a.m. 10:30 a.m.

Lunch 10:30 a.m. 1:30 p.m.


Make sure you get a bill for each person. Expenses for future trips will not be allowed until all receipts for previous trips have been received.

275—Travel

All convention or registration fees will be paid with Aldine School District checks payable to the association hosting the convention. Supervisors should combine the fees of as many employees as possible to reduce the number of checks issued to the association hosting the convention.

*If an employee is experiencing financial difficulty, the principal/supervisor can ask the Assistant Superintendent of Finance to advance full per diem.


275—Travel –Completing travel forms

1. If an employee wishes to ask for advance travel ex-penses, two check requisitions are required. The first check requisition will be for expenses minus $85.00.

• Fill out the Travel Expense Form located in the Docu-ment Management Section of e-Portal (Finance) if ad-vanced travel is being requested.

• The request for the final travel reimbursement is submit-ted on a second check requisition upon the employees re-turn to the district.

• If an employee does not ask for advance travel, one check requisition is required for the entire amount due.

2. Receipts are necessary for lodging and convention registration. HOTEL STATE TAX EXEMPT FORMS MUST BE USED WHEN TRAVELING IN TEXAS. STATE TAX CANNOT BE REIMBURSED. Meal receipts should be kept, but are not required to be submitted with the check requisition. The actual costs of meals are reimbursed (not to exceed the allowable amount — the amount varies by state). 3. If an employee travels by common carrier (airplane), receipts are not necessary if Aldine ISD’s check is made payable to the common carrier. If the employee pays the common carrier, receipts are necessary for reimbursement. The school district will pay 48.5¢ per mile or actual cost of common carrier, whichever is less. 4. Employees wishing advance travel or reimbursement may do so only if the employee has no outstanding receipts due the district. 5. Advance per diem will be issued for meals, travel, or lodging only if the employee is requesting per diem for two or more nights lodging.

HOTEL STATE TAX EXEMPT FORMS MUST BE USED WHEN TRAVELING IN TEXAS. STATE TAX CANNOT BE REIMBURSED.


275—Travel –Completing travel forms 1. Each conference attended requires advance approval from

the person responsible for the budget area that will be ex-pending the funds.

2. After approval is obtained, it is the responsibility of the

person attending the conference to fill out the appropriate sections of the Travel form (available in the Document Management section of e-Portal—Finance Forms)

3. Travel requisitions which are coded to Title I (Title I

Dept.) and Title III (Multilingual Dept.) will need to be sent to the Resource Center to be processed. Any other travel requisitions, advance or final, can be sent directly to Keith Clark’s office (Lisa Serna/ Cheryl Hatfield) at CO. Please do not send advance or final travel di-rectly to the Business Office – this delays processing.

Please keep in mind that it sometimes takes up to two weeks to obtain all the necessary signatures and if your request does not arrive in time to be processed before your trip, the request for advanced travel will be returned to you and a final reimbursement request will be processed upon your return from the conference.


275- Travel-EMPLOYEE ACCOMPANYING STUDENTS

Please read all of the appropriate information included in the Financial Proce-dures Manual and/or the Administra-tive Handbook to make sure you understand the travel procedures. Be sure to take the state hotel exemp-tion certificate for all Texas confer-ences. AISD can not reimburse state hotel tax within the state of Texas. • Employees can

not be paid for the time they are sleeping while on student trips—chaperones should stagger their sleep

schedules.

• Per diem rules listed under employee requested travel ex-

pense will apply to employees accompanying students with the following exceptions:

Employees cannot be reimbursed for more than the

$85 (staying alone)/$85 (sharing) limit + tax (excluding state tax).

It is not the intent of the district that employees ac-companying students should spend their own per-sonal funds. There are times when for safety con-siderations, incidental expenses such as indoor park-ing to prevent students walking down the street is justifiable. The district expects good judgment on the part of the employee and reasonable expenses are reimbursable.

• When employees are requesting per diem expenses for

students and/or bus drivers the following guidelines will apply:

One check will be issued to the sponsor, who in turn

can give each student or bus driver his or her meal allowance. A list of each student or bus driver with the amount given to each should accompany the check request. When given the money, each recipient (including student, bus driver, extra official sponsor) should initial the list. The list should be returned to the business office.

Good judgment should be exercised in giving students too much money in advance.

Cash for lodging will not be given to students.

Continued on next page-


• Within two weeks of return from the trip or convention, the person attending the convention must submit the completed final travel portion of the travel form. Receipts must be included with this form for hotel, rental car (if appropriate), registration fee, ground travel or any expenses included under “Other”. The form must be signed by the appropriate persons and then attached to a requisition (if refund is indicated), which will need to be signed by the appropriate persons. If a refund to the district is indicated, it is best to attach a personal checks so the paperwork may be submitted through school mail. If cash is used, deliver the infor-mation in person by school personnel.

• Please read the appropriate information included in the Financial Procedures Manual and/or the Administrative Handbook to make sure you understand the travel proce-dures. Be sure to take the state hotel exemption certifi-cate for all Texas conferences. AISD cannot reimburse state hotel tax within the state of Texas.

15 Passenger Vans The use of 15 passenger vans to transport students and/or employees is prohibited. The Texas Education Code prohibits the use of 15 passenger vans to transport students to and from school, TEC 34.003(b). Although there is no law regarding adults and 15 passenger vans, potential injury is the same. 15 passenger vans are particularly susceptible to rollover. The van’s high rollover tendency is linked to the vehicle’s high center of gravity, which is likely to increase and shift rearward as the vehicle is loaded. In an effort to protect both students and employees, the operation of 15 passenger vans is strictly prohibited for all activities.

275- Travel-EMPLOYEE ACCOMPANYING STUDENTS

Within two weeks of return from the trip or convention, the person attending the convention must submit the completed final travel portion of the travel form.

The use of 15 passenger vans is strictly prohibited for all activities. 15 passenger vans are particularly susceptible to rollover.


275.1—Mileage Chart CALCULATED MILEAGE IS BASED ON A ROUNDTRIP AND WAS OB-TAINED FROM THE STATE MILEAGE BOOK. MILEAGE REIMBURSE-MENTS ARE BASED ON 50.5¢/MILE.

MILES (Roundtrip)

ABILENE 694 $350.47 ADDISON 504 $254.52 AMARILLO 1,178 $594.89 ARLINGTON 496 $250.48 AUSTIN 334 $168.67 BATON ROUGE, LA 544 $274.72 BAYTOWN 72 $36.36 BILOXI, MS 756 $381.78 BEAUMONT 156 $78.78 BRENHAM 156 $78.78 BROWNSVILLE 740 $373.70 BROWNWOOD 566 $285.83 CLEAR LAKE 80 $40.40 COLLEGE STATION 182 $91.91 COMFORT 463 $233.82 CONROE 66 $33.33 CORPUS CHRISTI 450 $227.25 DALLAS 464 $234.32 DEL RIO 724 $365.62 DENTON 540 $272.70 EDINBURG 706 $356.53 DFW AIRPORT 504 $254.52 EL PASO 1,474 $744.37 FARMERS BRANCH 503 $254.02 FORT WORTH 506 $255.53 GALVESTON 130 $65.65 GARLAND 488 $246.44 GEORGETOWN 352 $177.76 GIDDINGS 224 $113.12 GRAPEVINE 508 $256.54 HARLINGEN 688 $347.44 HUNT 658 $332.29 HUNTSVILLE 132 $66.66 IRVING 484 $244.42 JOHNSON CITY 428 $216.14 KERRVILLE 526 $265.63 KILLEEN 378 $190.89 KINGSVILLE 459 $231.80 LAFAYETTE, LA. 431 $217.66 LEWISVILLE 524 $264.62


275.1—Mileage Chart (cont’d)

CALCULATED MILEAGE IS BASED ON A ROUNDTRIP AND WAS OB-TAINED FROM THE STATE MILEAGE BOOK. MILEAGE REIMBURSE-MENTS ARE BASED ON 50.5¢/MILE.

LUBBOCK 1,018 $514.09 MCALLEN 726 $366.63 LUFKIN 212 $107.06 MIDLAND 962 $485.81 NACOGDOCHES 252 $127.26 NAVASOTA 120 $60.60 NEW BRAUNFELS 376 $189.88 NEW ORLEANS, LA 798 $402.99 ODESSA 1,000 $505.00 PARIS 584 $294.92 PLANO 596 $300.98

PRAIRIE VIEW 104 $52.52

RICHARDSON 488 $246.44

ROUND ROCK 340 $171.70

SAN ANGELO 738 $372.69

SAN ANTONIO 420 $212.10

SAN MARCOS 358 $180.79

SHREVEPORT, LA 460 $232.30

STEPHENVILLE 530 $267.65

SOUTH PADRE 766 $386.83 TEMPLE 329 $166.15 TYLER 380 $191.90 UVALDE 582 $293.91 VICTORIA 284 $143.42 WACO 356 $179.78 WICHITA FALLS 732 $369.66


276—Competitive Food Sales

Any food sold to students from any source other than Child Nutrition Services is considered a competitive food sale – it is competing with federally funded meals and/or snacks. Certain competitive foods are considered to be foods of minimal nutritional value (FMNV). FMNV must not be sold during breakfast, lunch or after-school snack time in any area where federally funded child nutrition services foods are sold and/or served and/or eaten. School staffs must:

1. Identify the area(s) of a campus where federally funded child nutrition services meals and/or snacks are sold, served and/or eaten.

2. Prohibit the sale of competitive foods during spe-cific time periods in the identified area(s).

Submit annually a campus map to the Director of Special Programs by September 1, highlighting the identified area(s) including the location of all vending machines and any other location where competitive foods are sold to students at any time of the day.

Competitive Food Sales Policy In general, any food sold to students from any source other than Child Nutrition Services during the school day is considered a competitive food – it is competing with federally funded meals and/or snacks.

Foods of minimal nutritional value must not be sold during breakfast, lunch or after-school snack time in any area where federally funded child nutri-tion services foods are sold and/or served and/or eaten.


276—Competitive Food Sales (cont’d) The United States Department of Agriculture defines “competitive foods” as any foods offered at school, other than meals served through USDA’s school meal pro-grams – school breakfast, school lunch, and after-school snack programs. USDA defines two categories of competitive foods: 1. Foods of minimal nutritional value (FMNV)

These foods belong to specific categories that are described in the regulations for the National School Lunch Program. Food service areas include any area on the school premises where program meals are both served and eaten, as well as any area in which program meals are either served or eaten.

A. Chewing Gum – Any flavored products from natural or synthetic

gums and other ingredients that form an insoluble mass for chewing. B. Certain Candies

• Hard Candies – A product made predominantly from sugar (sucrose) and corn syrup that may be flavored and colored, is characterized by a hard, brittle texture and includes such items as sour balls, lollipops, fruit balls candy sticks, starlight mints, after dinner mints, jaw breakers, sugar wafers, rock candy, cinnamon candies, breath mints and cough drops.

• Jellies and Gums – A mixture of carbohydrates that are combined to form a stable gelatinous system of jellylike character and are generally flavored and colored, and include gum drops, jelly beans, jellied and fruit-flavored slices.

• Marshmallow Candies – An aerated confection composed of sugar, corn syrup, invert sugar, 20% water and gelatin or egg white to which flavors and colors may be added.

• Fondant – A product consisting of microscopic-sized sugar crys-tals that are separated by a thin film of sugar and/or invert sugar in solution such as candy corn and soft mints.

• Licorice – A product made predominantly from sugar and corn syrup that is flavored with an extract made from the licorice root

• Spun Candy – A product that is made from sugar that has been boiled at a high temperature and spun at a high speed in a special machine

• Candy Coated Popcorn – Popcorn that is coated with a mixture made predominantly from sugar and corn syrup.


influence children’s lifelong eating habits. To support this role and help combat the childhood obesity crisis, the Texas Department of Agriculture created new nutrition guidelines for public schools participating in the federally funded Child Nutrition Programs. This quick reference guide outlines the policies for Texas high schools, effective Aug. 1, 2004. For the purpose of this policy, high schools are defined as any campus containing a combination of grades 9, 10, 11 and 12).

276—Competitive Food Sales (cont’d)

C. Soda Water – All carbonated beverages with or without any amount of natural or artificial flavoring(s), artificial sweetener(s), added nutrients, juice concentrate(s), or single strength juice(s). D. Water Ices – Any frozen, sweetened water such as “___sicles” and flavored ice with the exception of products containing fruit or fruit juices.

2. All other foods offered for individual sale Regulations do not prohibit the sale of these foods at any time during the school day anywhere on the school campus, including the food service areas. These foods range from second servings of foods that are part of the reimbursable school meal, such as a la carte sales and other foods and beverages purchased from vending machines, school stores, and snack bars. Non-restricted foods include ice cream, ice milk, and water ices that include fruit or fruit juice, certain beverages that do not contain soda water (carbonation), “chips,” flavored (chocolate, strawberry, vanilla, etc.) candies that may contain any of the following: nuts, peanut butter, caramel, coconut, nougat centers, milk-based fillings, or other similar ingredients.

Texas Public School Nutrition Policy

Elementary (PK-6th Grade)

Middle School (7th and 8th Grade)

High School (9th-12th)

Foods of Minimal Nutritional Value (FMNV’s)

May not provide to stu-dents at any time during school day.

May not provide access until after the last lunch period.

May not provide during meal periods in areas where meals are served/consumed.

Candy May not provide to stu-dents at any time during school day.


Access to candy is al-lowed.

Competitive Foods May not provide to stu-dents at any time during school day. Exemptions: TAKS testing days and field trips.

May not provide access until after the last lunch period. Exemptions: TAKS testing days, UIL events and field trips.

May not provide during meal periods in areas where meals are served/consumed. Exemptions: UIL events and field trips.

Fried Potato Prod-ucts

Servings cannot exceed 3oz. may only be served once a week and may only purchase one serving.

Servings cannot exceed 3oz. may only be served three times a week and may only purchase one serving.

Servings cannot exceed 3oz. and may only pur-chase one serving.

Carbonated Bever-ages

May not provide access to carbonated beverages dur-ing the school day.


Sugared, carbonated bev-erages cannot be sold in containers larger than 12 oz. and are not allowed during meal periods in areas where school meals are served and consumed.


277—Vendor Policy

Vendors are salespeople, agents, fundraisers, represen-tatives of organizations and any other person desiring to make contact with campus/department stakeholders to present information and/or to sell a product or a ser-vice.

Access to district facilities will be limited to vendors: 1. Who are invited by principals/directors interested

in learning about a product or service. 2. Who are currently registered in the office of the di-

rector of special programs and who have a vendor letter valid for the current school year. Registered vendors may, at the discretion of principals/directors, leave information about products or ser-vices related to school fundraisers or other school functions.

Vendors may not address stakeholders or “set up” anywhere on a district facility to promote, sell or distribute information about products or services. Vendors may not use employees’ mailboxes for any purpose.

Principals/Directors interested in learning about a product or service can initiate contact with a vendor as the need occurs. See section 226 of this manual for more information about vendors and vendor requisitions.


277—Vendor Policy (Technology)

Vendor’s Process for Selling Technology to Schools • If a technical service or product is desired at a unique

school the requestor should: o Check the On-Line Catalog for district’s commodity

standards o Complete Vendor Requisition indicating commodity

codes and pricing and appropriate part numbers o Submit Vendor Requisition to bookkeeper o Bookkeeper submits requisition. to Tech Spec for review o If the product or service is for an administrative com-

plex, the responsible buyer in the Purchasing department will check the On-Line Technology Catalog before proc-essing the order

o For all orders originating at a school, the Tech Spec should double-check the On-Line Technology Catalog ensuring compliance with district’s commodity stan-dards. Tech Spec should initial requisition after verifying catalog.

o If a non-standard product is needed, Tech Spec will con-tact vendor and invite vendor to school – if needed.

o After obtaining non-standard product information, Tech Spec should send requisition to Technical Services Man-ager for review

o Technical Services Manager will review and approve or disapprove non-standard selection via email

o The Technical Services approval email should be at-tached to the Vendor Requisition and provided to the Bookkeeper for processing

• Upon receiving returned approved Vendor Requisition, the Bookkeeper obtains Principal/Director approval and any other funding approvals necessary.

• Buyer will review Vendor Requisition. for budget accuracy. • Buyer will double check on-line catalog for any price or

vendor changes/updates. • Buyer will ensure requisition has Technology Service De-

partment approval if service/commodity is not listed on the On-Line Catalog.

Access to district facilities is limited to vendors invited to the campus by a principal/director or Aldine personnel interested in learning about a product or service. When visiting schools or facilities, vendors must adhere to specific visitor policies at that location. Otherwise for each school year, a vendor must first register in the office of the Director of Special Programs, located in the Administration Building located at 14910 Aldine Westfield Rd. Registered vendors, at the discretion of principals/directors, may leave information about products or services.


278— Expenditure Approval when principal or district administrator is out of the district. When a principal or an authorized district administrator will be out of the district and need to authorize someone else to sign requisitions in their absence, the prin-cipal or district administrator will send an e-mail to the Assistant Superintendent of Finance or the Director of Financial Services for approval. In the e-mail, indi-cate the name of the individual who may sign in your absence and the date(s) you will be out of the district. Guidelines to share with the person you assign to approve requisitions in your absence: • No one may sign another person’s name on a requisition. • Use blue ink when signing requisitions. • When signing pay requisitions you must sign at the top of the requisition and

on the line below the last name listed on the requisition. You must also sign the time-card approving the hours worked.


279— Property Transfer Process Used to dispose of old equipment, move equipment from one campus/department to another campus/department, or if an item is stolen, destroyed or lost. District employees are not to sell or give away old equipment that is no longer serviceable. All old, unusable, and/or unneeded equipment is to be returned to the warehouse. Send a property transfer ticket (2 copies) completely filled out to Central Receiv-ing. The description must include the tag number for each item. Central Receiv-ing will take care of transferring/disposing of the equipment. Stolen equipment is not to be deleted from the inventory by building personnel. To have equipment deleted from your campus inventory send a copy of the com-pleted property transfer ticket to the Director Special Programs. A police case number is required when deleting stolen items.



300 – Frequently Asked Bookkeeping Questions

301—Basic Procedures

301.1—Extra (finance program)

301.2—Extra—Agency Accounts

301.3—Extra—Principal’s Budget

301.4—Extra—Principal’s Fund

302—FileMaker Pro “Bookkeeper Program”

303—Cash Handling

303.1—Campus Cash Handling

303.2—Storing Money in Safe for PTA, PTO, and Booster Clubs



304—Donations


305.1 Cash/Coin Deposits

305.2 Check Deposits

306—Reconciliation


308—Transfer of Funds

309—Greenbar Printout Codes & Terms

310—Returned Checks

311—Campus Level Budget Process (Process Map)

311.1—Budget Planning

311.2—Parent/Community Survey (English/Spanish)

311.3—Staff Survey


300—BOOKKEEPING/BUDGETING (cont’d)

TABLE OF CONTENTS Budgets 330—Budget Types

330.1—Agency

330.2—Petty Cash

330.3—Special Revenue Funds


330.5—Principal’s Fund


300 Frequently Asked Bookkeeping Questions

1. There is one and only one function that goes with Obj 6343, Sub Obj 01. What function is it ?

36 2. What functions does Obj 6499, Sub Obj 08 go with and why? 23 AND 13 FOOD FOR ADULTS

3. Can you interchange objects in all functions? YES 4. Why is it used as a revenue code? IT IS MONEY THAT WAS COLLECTED FOR SELLING MERCHANDISE AND IS NOW USED TO PAY INVOICE.

6. When is your Sales Tax Report due? THE FIFTH BUSSINESS DAY OF

EVERY MONTH And, who should you send it to? The Bookkeeper of School Accounts @ H.R.

7. Explain how to make a deposit . (1.) Total up receipts from receipted book for deposit. (2) Separate checks, currency, and coins. (3.) Make sure money totals receipt book. On separate deposit slips make your deposits. (4). For checks, run 2 adding machine tapes, make copies of checks then wrap adding machine tapes around checks. (do not list checks make copies) On deposit slip write the word checks across deposit slip and write the total of checks. Put in deposit bag marked checks only and seal. (5). For currency, separate in correct denomina-tions, take currency straps and wrap up currency and write total of currency and number of bills. Fill out deposit slips for currency by listing stacks of denomina-tions and number of bills, then under currency on deposit slip write total. If your coin deposit is under $10.00 it can also go in the currency deposit. But if it is over $10.00 it needs to be on a separate deposit using a canvas bag.

8. What is considered capital supplies? Merchandise that is $250.00 up to

$5000.00 and will last for more than 3 years. 9. What object is used for computer software? Use Obj 6399, Sub Obj 04 if re-

ceived on a CD. Use 6499 Sub Obj 01 when downloaded or used from the web.


300 Frequently Asked Bookkeeping Questions (cont’d)

10. What fund is used to buy flowers for the deaths of parents, a child or spouse? Principal’s fund 11. What can your Agency or your Sunshine accounts be used for? Flowers, food, most anything. 12. What object is used for computers, furniture, file cabinets under $5,000.00? Obj 6399 Sub Obj 00; Built- ins Obj 6629 Sub Obj 00 or anything over $5,000.00 13. When trying to decide what code should be used: • Decide which code list should be used. Budget or Fund or Agency.

Your principal will usually tell you what fund. • Decide which function should be used by description such as: Office

supplies – 23; Teacher workshops – 13, Class supplies - 11 • Decide on which object. 14. What function is never used with Obj 6499, Sub Obj 08? 11 15. What object should be used for contract labor? Obj 6219, Sub Obj 00 16. What is considered contract labor? A person that does not work for

the district. 17. When buying shrubs, trees, and plants for school grounds what function is used? 51

18. Fundraisers such as Cherrydale, Scholastics, etc. should be coded Obj 6343, Sub Obj 01, Func 36 for what reason? Revenue 19. What function and object is used for land improvements such as play ground equipment and marquee signs? Func 81 - Obj 6619, Sub

Obj 00


300 Frequently Asked Bookkeeping Questions (cont’d)

21. What is the only object used for registration to Region IV? Obj 6239, Sub Obj 02

And, what object should be used for supplies for Region IV? Obj 6399, Sub Obj 00

When you are registering someone at Region IV this is what you should do: You are to get a dummy P.O. for Region IV and then follow up with a check requisition when you receive an invoice. (Refer to section 269.)

22. Send all Vendor requisitions to? Purchasing (if using special funds, send to appropriate director for approval)

23. Food taken out of Budget is for STUDENTS only. No adults.

Food taken out of Budget is used for incentives and travel.

24. SALES TAX will not be reimbursed from petty cash. Always use your exempt form.

25. What soft drinks can be reimbursed and why? Pepsi products. The district has contract with Pepsi.

26. When buying stamps out of function 11 what program code should be used? 11

When buying stamps out of function 23 what program code should be used? 99

27. Petty cash request forms must be signed by the person requesting the money and principals must sign all copies.

28. If you have a Maintenance agreement on any of your equipment what object should be used? Obj 6269, Sub Obj 01

29. What object is used for Cleaners/Laundry? Obj 6269, Sub Obj 00

30. The object used for magazine subscriptions? Obj 6329, Sub Obj 00

31. What is the object for furniture repair? Obj 6249, Sub Obj 01

32. Equipment rental object is? Obj 6269, Sub Obj 01


301—Advantage 3—Basic Procedures

• Aldine has come a long way from keeping books manually. • We advanced to the Extra program, which really

improved monitoring funds.

301.1—Advantage 3 (finance program)

1. Double click the "Extra" icon from your desk top.

2. Type the letter "P" at the bottom of this page.

3. Then the Aldine ISD. Screen will come up. (The district will issue you a user i.d. #________ and a password. This is not to be shared with anyone. ) 4. Type in the user i.d. #______ and the password on

this screen. 5. Press "enter". 6. The next screen is called VSE/ESA function selection. Press enter to proceed to your next screen. You have now entered the Advantage Financial Net-work. Here you will be able to find out your balances and check on your accounts. This does all of the bookkeeping for you. It is very, very important that you learn these screens. Once you learn these screens you will no longer need printouts to balance to.!! These screens will give you all the information you need.

You will use the following screens:

F260 revenue status - Principal’s fund F160 expenditure status – Principal’s fund ASUM appropriation summary inquiry APP2 appropriation inquiry - Budget EXP2 expense budget inquiry OLGL online general ledger- all funds/ budgets

Action codes include:

N = new screen

S = search

R = refill

L = leaf (to turn the page)


301.2—Advantage 3—Agency Accounts

The schools that have an Agency account will be given an appropriation unit to use to pull up their account information. An appropriation unit is a number that is assigned to your account and only your account.

Follow these instructions to access you accounts.

1. ACTION: N 2. SCREEN: APP2 3. PRESS: ENTER

This will bring up a blank screen. Use your tab key to move your cursor.

4. BUDGET FY: 5. APPRO.UNIT: ______ 6. PRESS: ENTER

This screen will show you your total Agency balance. To break it down per org. or account follow these in-structions.

1. ACTION: L 2 SCREEN: ASUM 3. PRESS: ENTER

• Look under the available amount column and you will find your balances per account.

• To match your overall total with your APP2 screen, change the ACTION to an “S”.

• Type the letter “Y” next to the TOTAL IND: and Press, “ENTER”.

• If your Principal wants a list of his account and their balances just print the screen.

• If you do not see all of your accounts just PRESS “ENTER”. This will cause the screen to refill itself with the rest of your accounts.

• Print each screen with your accounts on it.

Not all schools have Agency Accounts (for clubs).


301.3—Advantage 3—Principal’s Budget You will be using appropriation units to pull up information dealing with function totals. You will be given a list of appropriation units to use regarding your school’s budget. Take these steps to identify your overall function totals. 1. Action: N 2. Screen: APP2 3. Press: Enter 4. Use your tab key to move your cursor 5. Budget year: 05 6. Appropriation unit: ___ 7. Press: Enter To look at your functions on your OLGL on-line-general-ledger: 1. Action: L 2. Screen: OLGL 3. Press: Enter You should now have your totals.

For assistance with Advantage 3 call Susie Baker or one of the bookkeepers in special programs.


301.4—Advantage 3—Principal’s Fund Part I: Revenue Screen

• To find out what your balances are for your Principal's Fund follow these steps:

1. Action: N 2. Screen: F260 3. User id: ______ 4. Password: ______ 5. Press: Enter

• This will give you a blank screen. Use your tab key to move your cursor to:

6. Fiscal year= 05 7. Agency=996 8. Org. or Organization:______ 9. Press: "Enter"

• This will bring up your Revenue Screen for your principal's fund. The revenue screen shows

deposits, sales tax, NSF checks. • Make a copy of this screen.

Part II: Expenditure Screen

1. Action: N 2. Screen: F160 3 Press: "Enter" 4. Fiscal year: 05 5. Agency: 996 6. Organization : 7. Press: "Enter" • This will bring up your expenditure screen. • Make a copy of this screen. • Lay your copies side by side and subtract your

revenue from your expenditures per account line. • This will give you your balances per account.

For assistance with Advantage 3 call Susie Baker or one of the bookkeepers in special programs.


302— FileMaker Pro “Bookkeeper Program” The Bookkeeper IV file was developed to enable each AISD campus to maintain accurate fi-nancial books throughout the year. This handbook is intended to be a quick reference guide to the bookkeeper program. Please follow all directions completely whenever you use this file for the first time. A C C D G I Whenever you open the bookkeeper program, you will see the Main Menu Screen. This menu will enable you to enter any section of the bookkeeper program. Simply click any button and you will be able to enter a layout or function described on the button. QUICK DESCRIPTION OF MAIN MENU BUTTONS A– This button is used to import your budget from an old bookkeeper file into a new bookkeeper file. This button will be used whenever we have created a new version of the bookkeeper file or if you want to copy information from one file to another. The bookkeeper Consultant from Human Resources will assist you with most updates of your file. B– This button is used whenever you need to enter a new budget line to your budget for the first time. C– These buttons are used anytime you want to create a standard requisition. D– This button is used to create the white form used to document all requests for petty cash from the school bookkeeper. E– This button is used to request a reimbursement from Central Office for petty cash used by your cam-pus. F– This button is used to create the form used to report taxable income to Central Office. G– This button is used whenever you need to amen/change your budget in any way. H– This button is used view a detailed list of all your transactions by object/function/ organization group. I– This button is not active at this time. It can be used to open other file maker pro files.

FIRST LOOK AT THE BOOKKEEPER

FileMaker Pro- [MYBOOK FP3]

File Edit Mode Select Format Script Window Help THE BOOKKEEPER 3.1 Developed by Keith Clark @ 2006

IMPORT BUDGET

MAKE DEPOSIT

VENDOR REQ

STOCK REQ

CHECK REQ

PAY REQ

REQUEST FOR PETTY CASH

CHECK FOR PETTY CASH

SALES TAX FROM

FORCED ADJUSTMENT OR TRANSFER

VIEW LEDGER

ON ANY PAGE PRESS CONTROL “1” TO SPELL CHECK

MAIN MENU

B C C E F H


302— FileMaker Pro “Bookkeeper Program” MAJOR FUNCTIONS OF BOOKKEEPER MAKING DEPOSITS Initial Budget Entry– When you need to enter a deposit into the bookkeeper program you will click the “Make Deposit” button. To ensure correct budget ledgers your initial budget should be entered into the bookkeeper program before you begin creating requisition for the new year. To enter a deposit follow these steps: 1. Click the 3 2 4 5 6 2. Enter the total deposit/click “TAB” on your keyboard

3. Enter the taxable amount of the credit (if any) / click “TAB” 4. Enter the date/ click “TAB” 5. Enter a unique description of this transaction (like “Deposit of function 11”) / click “TAB” 6. Type the budget code of the credit (hint: if you are budgeting by object type the first two digits of the object code and place “00” in the last two places—example: object 6399 becomes 6300) (hint: # 2 : if you are budgeting by function leave object, program and organization blank unless you need them) 7. If you enter a taxable deposit, click one of the “TAX Rate” buttons. A: If your campus is within the city of Houston click the button. B: If your campus is outside the city of Houston click the button.

Make Deposit button to enter the deposit layout screen.

ENTER AMOUNT OF CREDIT BY UNIT CODE

YOU MUST CLICK DEPOSIT AMOUNT TAXABLE AMOUNT DATE DESCRIPTION FOR BUGET LEDGER

FileMaker Pro- [BOOKKEEPER 3.1.fp5]

File Edit Mode Select Format Script Window Help

NEW DEPOSIT TO ENTER A DEPOSIT

CLICK THE TAX RATE

CITY TAX

COUNTY TAX

TAX

FUND SUB FUND

DEPT UNIT SUB UNIT

OBJ SUB OBJ

FY

FUNC

PROG

SUB PROG

TAXABLE

COUNTY TAX

CITY TAX

MAIN MENU NEW DEPOSIT FIND RECORD LEDGER

CITY TAX

COUNTY TAX

7

COUNTY TAX

CITY TAX

EXTENDED DESCRIPTION (PRUPOSE)


302— FileMaker Pro “Bookkeeper Program” BUDGET ADJUSTMENTS Entry of amendments/adjustments/transfers to your bookkeeper program—During the school year there will be situations, which require you to adjust your books. To enter an amendment/adjustment/transfer follow these steps: 1. Click the 2 5 6 7 2. Enter the amount of increase in the budget line here (leave blank if there is no increase in budget line). /click “TAB” 3. If there is a decrease in one of your budget lines enter the digit “1” in the box. / click “TAB” 4. Enter the amount of decrease of the budget line in the second box (leave both boxes blank if there is no decrease in budget line). / click “TAB” 5. Enter the date of the adjustment. / click “TAB” 6. Input a unique description of this transaction (like “Amendment # 1”). 7. Type the budget code of the amendment or transfer (hint: type the first two digits of the object code and place “00” in the last two places) (example” Object 6399 becomes 6300).

FORCED ADJUSTMENT

OR TRANDSFER button to enter the deposit layout screen.

FileMaker Pro

File Edit Mode Select Format Script window Help

BOOKKEEPER 3.0.fp5

ENTER AMOUNT OF CREDIT OR DEBIT BY OJBECT CODE

YOU MUST CLICK TO ENTER A ADJUST-MENT OR TRANSFER CREDIT AMOUNT PLACE A DEBIT “1” IN THIS AMOUNT BLANK

Date _________________ DESCRIPTION FOR BUDGET LEDGER

ADJUSTMENT/TRANSFER

FUND SUB FUND

DEPT UNIT SUB UNIT

OBJ SUB OBJ

FY

FUNC

PROG

SUB PROG

MAIN MENU ADJUSTMENT/TRANSFER FIND RECORD LEDGER PRINT

3 4


302— FileMaker Pro “Bookkeeper Program” CREATING REQUISITIONS Creation of requisitions (vendor, stock, check, or pay) is an integral part of this file. When a new requisition is to be entered into the bookkeeper you will click one of the requisition (REQ) buttons below: When you click any of these buttons you will see a screen similar to the one below: A B E F QUICK DESCRIPTION OF REQUISITION SCREENS A. Click to create a new requisition B. Click to find a requisition C. Click to print the requisition (always click this button to print a requisition) in the proper Aldine ISD format D. Click to go to the main menu E. Type the budget codes in these boxes F. Input vendor name, stock # description or person requesting items

VENDOR REQ

CHECK REQ

PAY REQ

STOCK REQ

FileMaker Pro [BOOKKEEPER 3.1.fp5]

File Edit Select Format Script Window Help

ALDINE INDEPENDENT SCHOOL DISTRICT VENDOR REQUISITION

DESCRIPTION FOR BUDGET LEDGER

TOTAL FOR REQUISTION

NEW REQ FIND REQ MAIN MENU PRINT REQ

C D LEDGER

FUND SUB FUND

DEPT UNIT SUB UNIT

OBJ SUB OBJ



APPROVED REQUEST DATE REQUESTED BY SCHOOL/DEPT SCHOOL/DEPT PH #


TO: __________________________________ LOCATION: __________________________ LOC # __________ LOC PH # ___________

VENDOR NAME _____________________________________ PH # ____________ FAX # _____________ VENDOR CODE: _____________________

Line # Quantity Unit Unit Cost Total Cost

Description Commodity Code Txt

001

002

003

004

005

006

007

Freight Charges 96286

Purchase Order #: Total for Requisition


302— FileMaker Pro “Bookkeeper Program” CREATING PETTY CASH REQUISITIONS To create a petty cash requisition click the button and fill out the requisition. To create a check request for petty cash click the button and fill out the requisi-tion. When you click this button you may see one of the two screens below:

continue

If you have not created any petty cash requisitions, you will see a screen with this message. If you see this message, click “continue” and then go back to the main menu.

REQUEST FOR PETTY CASH

CHECK REG FOR PETTY CASH



PETTY CASH REQUEST FOR REIMBURSEMENT CHECK REQUISTION TOTAL

Click “PRINT” BOX TO INCLUDE IN PRINT WHEN PRINTING IS COMPLETE CLICK “NOT DONE” BOX TO ADD “X” IF THERE WAS A PROBLEM WITH THE PRINT

# Date FUND AGNECY (AREA)

SUB

FUND

ORG

DEPT

UNIT SUB UNIT

OBJ NOT

D O N E

P R I N T

P R I N T E D

DATE OF

PRINT

AMOUNT SUB TOTAL

SUB OBJ


No records match this request.

FileMaker Pro

Modify Find Cancel Continue

NEW REQ FIND REQ PRINT REQ MAIN MENU

x


302— FileMaker Pro “Bookkeeper Program” If you have created some petty cash requisitions, you will see the screen below: B C D A E F G H QUICK DESCRIPTION OF REQUISTION SCREENS A- These are petty cash requests for reimbursement that have not been printed or sorted by date and fund. (Once you print a requisition on the green form the requisition form will no longer be on this screen). B- “X” in box means that petty cash expenditure is not complete (bookkeeper program assumes expenditure complete once you print green request form using this screen). C- Clicking this box will place a “X” in box. An “X” tells the program you want the expendi-ture to be printed on the green form. D- “X” in this box means the petty cash expenditure has been printed (if the requisition was not printed correctly take “X” out of box by clicking it. Then put an “X” into the “not done” box so the program will know the requisition is not complete.). E- Click to create a new petty cash requisition (white form). F- Click to find a printed petty cash requisition. G- Click to print a petty cash request for reimbursement (green form) with all the transactions you have selected to print (part “B”). H– Click to return to the main menu.



PETTY CASH REQUEST FOR REIMBURSEMENT CHECK REQUISTION TOTAL $18.32

Click “PRINT” BOX TO INCLUDE IN PRINT WHEN PRINTING IS COMPLETE CLICK “NOT DONE” BOX TO ADD “X” IF THERE WAS A PROBLEM WITH THE PRINT

# Date FUND AGENCY (AREA)

SUB

FUND

ORG

DEPT

UNIT SUB UNIT

OBJ SUB OBJ


NOT

D O N E

P R I N T

P R I N T E D

DATE OF

PRINT

AMOUNT SUB TOTAL

1

9/12/06 199 003 XXX ORG

BBXX XXX ORG

6399 00 7 23 99 0000 X X $18.32 $18.32

NEW REQ FIND REQ PRINT TEQ MAIN MENU


302— FileMaker Pro “Bookkeeper Program” VIEWING BUDGET LEDGERS To view your budget ledger click the button. The first screen you will see will be a print setup screen. Check to see if it is set on landscape letter size paper. Then click “OK” or “CONTINUE” to go to the ledger menu screen. On the ledger menu screen, click any object code button to view a list of all transaction in that object group. When you click one of these buttons, you will see the screen below. It is a detailed summary of all your transactions in the object group selected. Buttons will take you to any Click the “R” box when requisition is requisition you select. Reconciled.

When viewing this screen, you can modify any box except credit, debit or total balance boxes. If you want to print this screen, go to file and select print (make sure you select “ re-cords being browsed” in the print screen). When you are finished with this screen, click the view ledger button (at the bottom) to return to the ledger menu. FINAL NOTE: Anytime you have a problem with your bookkeeper file that you cannot solve by using this quick reference guide, please ask one of the person below for help: 1. Your Campus Bookkeeper 2. District Bookkeeper Consultant 985-6490 3. Fed. & State Prog./Special Prog. Dept. X6147,X7277,X7335,X7125 4. Director of Finance 985-5469

VIEW LEDGER

FileMaker Pro [BOOKKEEPER3.1.fp5]


LEDGER MENU FIND LEDGER BY

VIEW ONLY BY

61XX 62XX 63XX 64XX

SPECIFIC FUNCTION OR OBJECT

ALL ORG’S ALL FUNCTONS

MAIN MENU



LEDGER

# Date Description FUND SUB FUND

DEPT UNIT SUB UNIT

OBJ R CREDIT DEBIT TOTAL BALANCE

SUB OBJ



303.1—Campus Cash Handling Procedures

1. Cash boxes/bags should be balanced and deposited weekly.

2. These boxes should be kept in the vault at all times. 3. Access to the vault should be limited to the book-

keeper and principal. 4. All money should be receipted in a numbered re-

ceipt book. [This is how you not only keep account of the money but you also make your deposits with these receipt books.]

• Textbooks • Book damages • Book fines • Commission checks such as: International

vending, Life touch, all vending machines. • School packets • Art fees • Industrial technology • Gym wears • Fund raisers • Etc.

Once money is turned into you, you are responsible for the money. • Therefore it is best to make a deposit and get the

deposit off your campus as soon as possible. • Any discrepancies should be reported to Auditor so

an audit can be done right away. Cash Handling 1. When accepting money be sure to count and receipt

money right then. If there is a discrepancy you will be able to catch it immediately.

2. Check currency using the pens for counterfeit bills that was provided by the district (denominations of $20.00 or more).

Bookkeepers are in charge of several cash boxes/bags.

• Petty cash box • Receipted money

cash boxes for 1. Principal’s Fund 2. Agency

• School store bank • Lunch loan bank DO NOT send cash through Inter-Department mail.


303.2 Storing Money in Safe for [Booster Clubs—Mandatory] and [PTA, PTO, Project Prom—Optional]

It is allowable, at the principal's discretion, for PTA, PTO, and Booster Club organizations that are conducting fund raising activities at our schools to store their fund-raising money in the school's safe, in a clearly marked, (locked) lock box. The (locked) lock box should be put in the safe by an authorized school official (i.e., principal, secretary/bookkeeper). The individual representing the external organization should not enter the safe. The external organization's representative should sign the attached document stating that they understand Aldine ISD is not responsible for the organization's money and that the organization's funding is not covered by Aldine ISD's insurance policy. The original signed document should be kept by the authorized school official. Additionally, a sign-in and sign-out log should be maintained by the authorized school personnel. Principals do not have to allow these external organizations to store their funds in the school's vault, but if the organizations are allowed to store their funds in the school's vault these procedures should be followed. If you have any questions e-mail me or contact me at 281-985-6469.


303.2 Storing Money in Safe for PTA, PTO, and Booster Clubs.

PTA, PTO, Booster Club Organization Funds Stored in the School Vault

I, ¸ representing the

organization understand that Aldine ISD has no responsibility for the money

that I am storing in the school vault. The money is in a clearly marked, (locked)

lock box. I understand that the money is not covered by Aldine ISD's insurance

policy and the money will not be replaced in the event that it is lost, stolen or

destroyed.

Additional external organization representatives who are authorized to sign-out the organization’s lock box. Signature – External Org. Representative Phone Number Date Signature – Authorized School Official Date



General Guidelines Each clerk assigned a locked cash box is responsible for that box. Key is to be kept with them during working hours. Cash and key is to be checked into the vault by the cashier, bookkeeper, tax collector or tax collector’s designee. Cash-ier, tax collector or tax collector’s designee will make all change. Access to the vault will be limited to the cashier, tax collector and tax collector’s designee. Customer transactions should not be discussed with other personnel unless there is an express tax office purpose. Transactions conducted with customers must NEVER be discussed outside Aldine I.S.D. Any overages or shortages are to be reported to the tax collector (the bookkeeper in the tax assessor’s absence) immediately. The employee must pay any shortage of $100.00 or more back to the district.


303.3—Tax Office Cash Handling (cont’d)

Cash Handling

• Accept cash and count with taxpayer watching. Run adding machine tape by

denomination still in front of taxpayer • Run bills thru currency counter to verify amount & check for counterfeit. Initial

the tape. • Calculate any change to be given. • Attach tapes to tax office copy of receipt and have taxpayer initial our copy of

the receipt that they are receiving proper change. • Give the taxpayer their change and their copy of the receipt. • Never leave the cash unattended. If you need change from the vault, put cash in

your locked cash box after it has been counted and recounted in front of the tax-payer. Take the bill necessary to the cashier for change.

• Balance cash drawer and turn into cashier for deposit.



General Guidelines There should only be four people who routinely ac-cept and count cash. Cash Handling 1. Accept cash and count immediately before de-

positor leaves your desk. 2. Check money for counterfeit bills with pens.

(denominations of $10 and over) 3. Recount and run adding machine tape by denomi-

nation. 4. If cash is in excess of $1000.00 have another

clerk recount and run adding machine tape, both clerks are to initial their tapes.

5. Attach tapes to office copy of receipt. 6. Lock doors to the outside when counting cash. 7. Never leave the cash unattended. 8. Notify school or organization immediately if any

discrepancies are found.

Accept cash and count immediately before depositor leaves your desk.


304—Donations • All donations $1,500.00 or less must be receipted

and deposited into principal’s fund. • A thank you letter must be sent to the individual

or company making the donation. • The letter must state the name of the individual/

company and the amount for tax purposes. Can donations be made from the campus agency or principals accounts? Donations or contributions are only allowable from campus agency funds collected by student clubs/organizations specifically for that purpose. The deci-sion to make such a donation and to hold fundraiser for that purpose should be approved by the students and documented in the minutes of the club meeting. Principals funds are required to follow the same rules as the budgeted funds and no donations are allowed from those funds. Although donations are not allowed from principals funds, if the entire student body has decided to raise money for a specific charitable purpose; the money was collected for that purpose; donors are aware of purpose; the fundraiser is fully documented; and the entire amount collected is disbursed at the end of the fundraiser, then the money is allowed to be held in the principals fund pending disbursement.

Anything over $1,500.00 must be sent to the Director of Ac-counting and Business Services to be set up through the district in a separate Agency account.



305.1 –Cash/Coin (less than $10 loose) Deposits

CURRENCY • Position bills flat, face up and facing the same direction

• Sort and strap by denomination

• Stamp full straps (100 bills) with the school’s name, location number, and account number

• Group loose bills by denomination with a rubber band • Prepare and attach an adding machine tape listing the denomination and corresponding dollar value of loose-bills.

COIN • Include loose coins of less than $10.00 with the currency deposit

DEPOSIT TICKET • Prepare a deposit ticket for each deposit

• List dollar amount for each component (cash and coin in the appropriate field on the deposit ticket

• Write bag number on deposit ticket

• Place original deposit ticket in the outside pocket of the plastic disposable bag

• Retain duplicate deposit receipt for your records

BAG • Place contents (cash and coin) in sealed portion of

the disposable bag

• Remove “tear-off’ record from bag and attach to duplicate deposit receipt

• Remove protective strip from adhesive area. Press flap down and smooth closed

All money needs to be receipted in your receipt books. School campuses need to keep separate receipt books for fund, agency, and text-books, because these are separate accounts.


305.2 –Check Deposits CHECKS • Endorse checks • Position checks face up and in the same direction

• Bundle checks together

• Prepare and attach an adding machine tape to each check bundle

DEPOSIT TICKET • Prepare a deposit ticket for each deposit • List dollar amount of checks in the check field on the deposit ticket

• Write bag number on deposit ticket

• Place original deposit ticket on top of check bundle and secure with a rubber band

• Place original deposit ticket on top of check bundle and secure with a rubber band • Retain duplicate deposit receipt for your records

BAG • Place checks in disposable bag marked “Checks” • Remove protective strip from adhesive area. Press flap down and smooth closed

Any questions about receipt of money should be addressed with the Aldine ISD business office.


306—Account Reconciliation

• You are provided with monthly printouts and you have access to Extra.

• Extra, FileMaker Pro 3.1 “Bookkeeper Program” and your printouts should help you to know your balances at all times. If there are any questions please call the Bookkeeper Consultant at x6490 for help.

If you need assistance with your special revenue funds, contact the assigned book-keeper listed in section 500.



All departments and campuses must have a records management officer (RMO) assigned by the depart-ment head or principal. The RMO is responsible for retaining, storing, maintaining and destroying records designated in a records retention schedule. The records retention schedule lists the specific re-cords which, by law, must be maintained; the period of time to retain (store) records; where to maintain records; where and how to dispose of records. The site RMO should in-service all staff members in reference to records retention to prevent the inadver-tent destruction of records.

Contact the director of special programs in reference to records retention.


308—Transfer Funds 308.1—Transferring Local Funds When transferring local budgeted funds a letter must be written asking to transfer funds from one function to another. • Send the e-mail to Susan Baker. Budgeted local

funds may be moved at any time. 308.2—Transferring Special Revenue Funds When transferring special revenue funds an e-mail must be written asking to transfer funds from one function/object to another. • The letter must be made out to the assigned

director. (See section 500.) e-mailed to the assigned director (and cc: to the assigned bookkeeper)

• Some funds are limited as to when they can be moved. Refer to section 500, or contact the assigned director.

All transfers require a written request signed in blue in by the authorized individual (i.e. principal, director).


309—Greenbar Printout Codes & Terms EB: ESTABLISHED BALANCE… An EB is used by the Auditor to set up your appropri-ated funds. PO: PURCHASE ORDER #… A PO# is assigned by a Purchasing agent when an or-der has been placed. JV: JOURNAL VOUCHER …. A JV is used by the Business Office when making corrections on your accounts. • Example: An order that is coded incorrectly to an

account line. PV: PAYMENT VOUCHER…. The computer generates a PV when something is paid. A PV# not only shows that item has been paid but also tells C.O. what the check # is and where to look for its back up information. SC: IN-THE-STORE-PURCHASE ORDER…. A purchasing agent give out SC's. An SC# is given for an in-town purchase. You are able to take this SC # to any company that accepts our P.O.’s and not only place an order but to pick your order up and take it back to your campus. SR: STOCK REQUISITION…. An SR# is assigned to all warehouse orders. CI: CONFIRMATION ISSUE… A CI# is also assigned to an SR#. When you have 1 SR# you will have 2 CI#’s. The SR encumbers the amount of stock order. 1st CI unencumbers the amount of the stock order and the 2nd CI is the expenditure.

These codes are listed on your greenbar printouts.


309—Printout Codes & Terms (cont’d) OC: OVER THE COUNTER…. An OC# is given when someone goes to the warehouse and picks up an order. PG: PRICE AGREEMENT A PG is an open-order that encumbers a set amount of funds, which can be used for local and non-local purchases. The PG can be used for single payments, or for ongoing bills (such as subscriptions or monthly fees). PGs can also be used for repair service contracts. PGs need to be renewed each year. SN: CREDIT An SN# is given to merchandise that is returned to stock. This is a credit. TB: TRANSFER BALANCE A TB is done when you move funds within a budget, such as during an amendment. ENCUMBERED … When a PO, SC or an SR is placed from one of your accounts the computer goes into your funds and issues your order a number. Then the computer encumbers the total amount of the order. (or deducts it from your account and freezes the amount of the order). When the order comes into the warehouse it is re-ceived in the computer by the PO, SC or SR #’s and the computer unencumbers that amount and it then al-lows the computer to expend it or pay it. OLGL – ON LINE GENERAL LEDGER The on-line general ledger is a ledger that the com-puter system keeps for you. Every time a purchase or-der, stock requisitions or check requisition is entered in the system it will show up on the on-line general ledger the following day.

If you need assistance, contact the bookkeeper responsible for the account in question.


310—Returned Checks Occasionally, a check which had been previously deposited is returned by the bank for a variety of reasons. A check may be returned for improper signature, insufficient funds, or account closed. When a check is returned by the bank, the following procedures shall be followed: • The financial office shall immediately return the returned check to the campus

and request that it be redeemed from the originator of the check.

• The campus bookkeeper shall adjust the campus books by the amount of the check that has been returned.

• The campus bookkeeper shall immediately contact the originator of the

returned check and request that it is redeemed for the amount of the check; in addition, a $10.00 returned check fee. The originator of the check should be asked to pay with cash.

• If the maker of the returned check requests that it be redeposited, the

bookkeeper should explain that the check has already been sent through the bank twice. A check that has been sent to a campus may not be redeposited; after such time only cash may be accepted.

• Under no circumstances should the returned check be surrendered to the

originator except in return for cash. • No checks shall be accepted from a party who has not redeemed a previously

returned check. • Retain all bank memorandums in the bookkeeper files for audit purposes. REDEPOSITS OF CHECK AND $10.00 FEE

When a returned check is redeemed by the originator, the resulting deposit is known as a redeposit." Procedures to be followed are:

A. Prepare a separate deposit slip clearly labeled “REDEPOSIT”:

1. Date and amount of redeposit 2. Name of the maker of the returned check. 3. The activity account where the check was originally deposited. 4. Amount of original check to be deposited into your account and the $10.00 fee should be indicated separately on the same deposit slip ($10.00 fee will go into a district account) 5. Show only the original check amount in your books as a redeposit.


310—Returned Checks (cont’d) REDEPOSITS OF CHECK AND $10.00 FEE (cont’d)

B. When a person redeems a returned check with cash, give him/her the returned check as his receipt. (Keep photocopy for records.)

UNCOLLECTED CHECKS

Individual schools are responsible for the collection of returned checks. The following procedures are for situations where the check originator cannot be contacted or when they refuse to pay for the check.

A. Send a letter to the originator of the check requesting payment in cash,

money order or by cashier's check within a ten (10) day period. The letter should be sent to the last known mailing address of the originator and should contain the check number, date, amount of check and the $10.00 fee. Attach a copy of the check (front and back) to the letter. DO NOT SEND ORIGINAL CHECK! The letter should stipulate the check has been returned, the reason it was returned and unless payment is received within ten (10) days, the check will be turned over to the Worthless Check Division of the District Attorney's Office for the filing of criminal charges. This letter should be sent Certified Mail - Return Receipt Requested.

B. If this second attempt fails, contact Susan Baker at 985-6490.


311—Budget Process


311.1—Budget Planning IMPORTANT REMINDER: HOW YOU USE YOUR FUNDS SHOULD BE DETAILED IN THE RESOURCE COLUMN OF YOUR CAMPUS IMPROVEMENT PLAN. TEA HAS INCREASED THEIR EXPECTATIONS OF THIS REQUIREMENT, AND IT IS A PART OF THE PERFORMANCE-BASED MONITORING ANALYSIS SYSTEM.

Each of your funding sources should be included in your campus improvement plan, with the plan for the funds fully described. You should seek input form stakeholders when developing your budgets. Refer to Section 600 for staff, and parent survey forms.

STRATEGY/ACTIVITY RESOURCE ALLOCATION

Supplemental Instruction: $20,000 $5,000 - State Comp Ed, $7,000 - Title I, $8,000 - Optional Extended Year Program)

Extended day snacks: $2,000 ($2,000 - Title I)

Supplemental instructional materials: $15,000 ($2,000 - State Comp Ed, $13,000 - Title I)

Provide an extended day program to students who need additional instructional support in reading.


330—Budget Types 330.1—Agency (Clubs) This is money students have earned or collected for their clubs from Band Booster to Yearbook club. The Sunshine club is made up of teacher donations or contributions. Each organization decides how their funds will be spent. • This account rolls over from year to year. You do not lose your

agency account. • If you are selling raffle tickets, there must be a statement on

each ticket indicating that the purchase is a donation to the booster club.

• 330.2—Petty cash Each campus has a petty cash bank. Not all campuses have the same amount. It is according to their campus needs. To increase your petty cash bank you will need to get it approved by the Assis-tant Superintendent of Finance. Petty Cash and purchase orders should be used instead of checks if at all possible. Do not let your Petty Cash get below half before requesting for more. Check it once a week, twice if necessary. To reduce the burden on your petty cash, use PO2's, stock requisitions, and vendor requisitions when possible.

1. Petty cash limit (unless a higher amount is approved by the

Assistant Superintendent of Finance): a. Elementary Schools $100.00 b. Junior High Schools $200.00 c. Senior High Schools $300.00 2. Expenditures are to be verified with receipts. 3. Checks are not to be cashed from petty cash. I.O.U.'s are disal-

lowed from petty cash or any other agency fund. 4. Lunch loans are not to be made from petty cash. 330.3—For special revenue funds refer to section 500. 330.4—Principal’s Budget (Generated from State Funds and local taxes) The amount given to each school depends on their enrollment. • This budget should be used for instructional and educational

purposes.

Agency Funds Petty Cash Special Revenue Funds Principal’s Budget


330—Budget Types (cont’d.)

330.5—Principal’s Fund Money generated from commission checks/fund Raisers, such as: International Vending Co., Life touch pictures, fundraisers, Pepsi/vending machines, etc. • This can be used for instructional furniture, travel,

food, teacher training, supplies, incentives (non-cash awards) and much more.

• This account rolls over from year to year. You do

not lose your principals fund.

Principal’s Fund Refer to section 201.2


400—PAYROLL, EMPLOYEE BENEFITS/ RISK MANAGEMENT

400—Frequently Asked Questions

401—Pay Periods and Earned Wages for Permanent Employees

402—Investment Options for Employees of Aldine

403—Personal Leave, Sick Leave and Payment of Unused Leave

404—Commercial Insurance Purchased by Aldine ISD Risk Management 404.1—Vehicular Accidents Defined and Reporting Procedures 404.2—Personal And Rented Vehicles 404.2.1—At Fault Accidents 404.2.2—Not at Fault Accidents 404.2.3—Adequate Insurance Coverage 404.3—Prohibited Use of 15 Passenger Vans

405—Reporting a Work Related Injury 405.1 Reporting a Work Related Injury (Process Map)


400—FREQUENTLY ASKED QUESTIONS EMPLOYEE BENEFITS 1. Who is eligible for benefits? Employees who are eligible for and contributing to TRS are eligible for benefits.

2. I am a new employee. When must I sign up for benefits?

New employees must sign up for benefits within 30 days from their first day of work.

3. When does coverage begin? For benefits selected during annual enrolment in 2005, coverage begins January 1, 2006.

If you are a new employee and select benefits before the deadline shown on your work-sheet, coverage begins on your date of hire (or the date you become benefits-eligible.

4. When am I able to make changes? In general, you can change your benefits coverage during the year only if you experience a

life event or a change in life status. Any changes you make for yourself and your depend-ents must be consistent with an on account of your life event or status change. For exam-ple, you can enroll your newborn in medical coverage, but you cannot drop coverage for your spouse or change medical options because of the birth of your child.

Life events and changes in status that permit coverage changes include:

• Employee gains a tax dependent through birth, legal adoption or placement for adop-tion

• Marriage • Divorce or annulment • Dependent age 19 up to 25 becomes a full-time student • Dependent age 19 up to 25 is no longer a full- time student* • Dependent child marries or reaches age 25 • Spouse gains or loses coverage due to gaining or losing employment/ eligibility with

current employer • Death of spouse or dependent child • Spouse/ dependent becomes Medicare or Medicaid eligible or ineligible • Change in residence that changes eligibility for coverage • Spouse adds or drops coverage during a benefits enrollment period that is not concur-

rent with the district’s enrollment period • Court order (QMCSO)

*Medical, dental and vision coverage changes only.

Gaining or losing coverage through an individual plan does not qualify as a life event or status change. You will need to provide evidence of your life event when requested. If substantiation cannot be verified, your changes will be reversed. Most coverage changes due to a life event or change in status are effective the first of the month following the date they are submitted, if submitted within 31 days of the event. The only exceptions are changes due to birth or adoption, which are effective on the event date of submitted within 31 days.


400—FREQUENTLY ASKED QUESTIONS EMPLOYEE BENEFITS (cont’d.)

5. If my employment terminates, when will my coverage end? Your coverage will end on the last day of the month you are actively employed,

terminated, retire, or become ineligible for benefits (i.e., go from a full-time posi-tion to substitute). If you do not sign a contract, are non-renewed, or resign at the end of a school year, your benefits will terminate the last day of the month in which your contract expires (typically May).

You and your dependents may elect to continue coverage for 18 to 36* months under the provisions of the Consolidated Omnibus Budget Reconciliation Act of 1986 (COBRA). Information will be sent to your home if you are eligible for coverage. Your election must be returned to ADP Benefits Services, postmarked within 60 days from the date the election form was mailed to you. You will pay the full premium plus a 2% administrative fee.

*The length of COBRA continuation depends on the reason the member loses coverage.

6. What types of insurance/plans are offered? Medical Cancer

Dental Disability Hospital Indemnity Legal Plan Life Vision Critical Illness Health Club Membership

7. How much does the district contribute towards my medical insurance? The district annually contributes $3,540 towards your medical insurance premium. That equates to $295 per month/ per employee.

8. Does the state of Texas contribute towards the cost of my health insurance? Yes, the State contribution is included in the $295.


400—FREQUENTLY ASKED QUESTIONS EMPLOYEE BENEFITS (cont’d.) 9. What is the retirement system for employees of public school districts in Texas?

The Teacher Retirement System of Texas is the retirement system for employees of public school districts. ACTIVE CONTRIBUTING MEMBERS are those who are currently working for TRS-covered employers and are contributing to the TRS pension plan. They are eligible for the following benefits: * interest earned monthly on member contributions * credit towards service or disability retirement benefits * opportunity to purchase special service credits * transfer of eligible service from the Employees Retirement System at

retirement * consideration of eligible service from certain retirement systems in

determining retirement eligibility * death benefits payable on the member’s behalf to a beneficiary * Deferred Retirement Option Plan (DROP) participation for members with

at least 25 years of service credit who are eligible for normal age retirement

For more information please visit: www.trs.state.tx.us

10. Where can I get more information regarding employee benefits? The employee benefits guide www.aldinebenefits.org Benefits Outlook, toll free: 866-284-2473 The Employee Benefits Department located at: 15010 Aldine-Westfield Rd., Houston, TX 77032, 281-985-6221.

Working at Aldine is a Benefit!


401—Pay Periods and Earned Wages for Permanent Employees Paycheck Date Days Worked in Pay Period 5th 16th – end of previous month 20th 1st - 15th of current month Example: Paycheck Date Days Worked in Pay Period 8/05 7/16 – 7/31 8/20 8/01 - 8/15

Many employees do not work year-round. AISD al-lows employees to elect to receive pay over 24 pay-checks per year. The payroll system “smoothes” pay equally over 24 pay periods so that employees re-ceive paychecks year-round. Those employees who do not elect 24 paychecks get paid as wages are earned and receive only 20 paychecks per year. Employees who work year-round receive 24 pay-checks per year.

Payday occurs twice a month. Employees are paid on the 5th and 20th of each month. The 5th paycheck of the month pays for the 16th through the end of the previous month. The 20th pay-check pays for the 1st through the 15th of that month.


402—Investment Options for Employees of Aldine

402 (b)/(7) or Tax Sheltered Accounts Tax Sheltered Accounts (TSA) are a voluntary form of savings for retire-

ment via tax deferred payroll deductions and are authorized under Sec-tion 403(b)/ (7) of the IRS Code. TSA are interest-earning accounts comprised of various stocks and bonds. Earnings accumulate tax de-ferred and are available upon retirement. Employees may select the company of their choice. Enrollment for TSA may occur any month of the year. Aldine does not contribute towards TSA and employee contri-butions are strictly voluntary. However, AISD has an exciting 401 (a) matching plan for retirement savings (please see V.).

An important note of caution: 403(b)/(7) plans like most other market investment may lose value.

457 Plan for Retirement Savings 457 plans are another form of savings toward retirement. Contributions

are payroll deducted on a before-tax basis. Distributions are taxed when received. Contribution limits are in addition to any existing 403 (b) con-tributions. Employees select from a “menu” of approximately five in-vestment products.

There is no 10% penalty tax on early withdrawals and fees associated with the investment products are typically lower in a 457 plan, when compared to 403(b)s, due to competitive bidding.

An important note of caution: 457 Plans like most other market invest-ments may lose value.

529 Plans 529 Plans cover most costs of higher education (colleges, universities,

graduate schools, and most community colleges and vocational-technical schools). Qualified distributions include tuition, room & board (full room and board costs), books/fees and supplies and equipment (e.g., computers).

The maximum contribution limit is currently set at $246,000. Contribu-tions are made after taxes. Savings occur with tax-free earnings and tax-free distributions.

An important note of caution: 529 Plans like most other market investments may lose value.


402—Investment Options for Employees of Aldine Texas Tomorrow Fund

The Texas Tomorrow Fund is an in-state tuition plan that is fully guaranteed. The Fund pays tomorrow’s college at today’s prices for senior universities and junior colleges. The tuition investment cannot lose value; it is backed by the State of Texas.. Guaranteed tuition may be purchased by August 31, 2003 for children born September 1, 2002 through August 31, 2003. Due to new legislation passed by the 78th legislative session re-garding tuitions in the state of Texas, an enrollment period has not been established for other interested parties at this time. You may visit the Texas Tomorrow Funds’ website at www.texastomorrowfunds.org for more information.

401(a) Matching Plan for Retirement Savings The 401 (a) matching plan is a retirement savings matching plan which

is funded by Aldine ISD. The district contributes a base match of your annuity contributions up to ½% of your gross compensation. You may earn additional matches based on attendance. Excellent attendance, ½ a day up to 2 days of absence, will grant an additional match of 100% of the base match. Perfect attendance, 0 days of absence, will provide an additional 200% match of the base match. Employees must earn 6 years of service in the plan in order to be vested in the employer matching account. Contributions by an employee to his or her own 403(b) account are always 100% vested. An important note: 401 (a) plans like most other market investments may lose value.

401(a) Sick Leave Tax Deferral Plan Upon written request for payment of unused sick days at retirement

with AISD and the Teacher Retirement System of Texas, the district will contribute unused leave (a maximum of 60 days) to the Sick Leave Tax Deferral Plan. Employees benefit by avoiding immediate taxation on the leave days. Distributions from the plan are available in the form of a lump sum cash distribution, a rollover to an Individual Retirement Account (IRA) or an annuity of their choice. Medicare tax (1.45%) is not paid by the employee, even if the employee takes a cash distribu-tion. Existing employees in May 2001 had a one-time opportunity to enroll in the plan. Employees had to complete a form indicating whether or not they wanted to participate in the plan. Individuals who did not submit the form were automatically excluded from the plan. Employees who are not participants in the plan will receive a check from the payroll system for unused days less all required taxes.

Employees hired after May 2001 are participants in the plan.


403— Personal Leave, Sick Leave and Payment of Unused Sick Leave

SICK LEAVE A. GENERAL PROVISIONS Every person regularly employed by the school district is eligible to receive local sick leave benefits, depending upon the number of days of service performed each year. Sick leave days are not earned when employees are on leaves of absence, are absent from duty and not using earned sick leave days, or are absent from duty and are receiving worker'scompensation benefits or using donated sick leave days.. Leave days will be earned, accumulated, or used as "state leave days", or "local days". Before any local days may be used, all (state) leave and any eligible state sick leave days accrued prior to the 1995-96 school year must beused. B. ELIGIBLE USE OF PERSONAL DAYS Beginning with the 1995-96 school year, five (5) days may be earned each year, accumulate indefinitely from year to year, and may be transferred to another school district ("personal days"). Personal days are the first compensated leave days used, regardless of the nature of the absence. Continued on the next page...

For more informa-tion about Personal Leave, Sick Leave, and Payment of un-used sick leave please refer to: Policies and Proce-dures under the Em-ployees tab on the Aldine Independent school District web-site.


403— Personal Leave, Sick Leave and Payment of Unused Sick Leave (cont.) C. ELIGIBLE USE OF STATE DAYS With the May 30, 1995 signing of Senate Bill 1 passed by the 74th Legislature, state sick leave benefits ceased to be earned. All state sick leave days ("state days") accrued prior to that date may be used only for an illness of the employee, an illness or the death of a member of the employee's immediate family, or a family death of a member of the employee's immediate family, or a family emergency. None of those days are carried forward for use as personal business days or for personal leave. State days may be transferred to another school district. To the extent that an employee has an accumulated balance of state days available for use and the absence is not for a personal emergency, state days are used immediately after all personal days are used and before any local days are used. D. ELIGIBLE USE OF LOCAL DAYS Employees may earn additional sick leave ("local days") to be used for absences for an illness of the employee, an illness or the death of a member of the employee's immediate family, a family emergency, or a personal emergency. Beginning with the 2002-2003 school year, local sick leave accumulates indefinitely from year to year. Local days may be used only after all personal days and all eligible state days are used. Local days are not transferable to another school district. E. REIMBURSEMENT UPON RETIREMENT OR DEATH Employees who retire under the Teacher Retirement System and the beneficiaries of employees who die while employed by the district are eligible to be paid for not more than sixty (60) of the unused sick leave days and personal leave days, combined, which were earned while employed by the district. Payment will be made at the employee's daily rate at the time of retirement or death, but will not be made for more than sixty (60) days. To receive this payment, the employees or the beneficiaries must submit a written application for payment within thirty (30) days after the termination of employment.


404—Insurance AISD purchases the following insurance: Automobile Liability Boiler and Machinery Builders’ Risk (Construction Projects) Crime Policy (Employee Dishonesty / Theft) Enviroguard (Liability and Defense for Fuel Tank Leakage) Modular Space Insurance (Insurance for Leased Tem-porary Buildings) Property Insurance (District owned Buildings and Contents) ROTC Bonds School Board Legal Liability Workers’ Compensation

All potential claims must be reported within 24 hours to the Department of Risk Manage-ment.


I. What is an accident? An accident is any occurrence that in any manner “marks” the bus or another vehicle or property. The school district requires any occurrence to be reported, in writing on the available Aldine I.S.D. Vehicle Accident Report Form, to your department head and Jim Pinkerton, 281-985-6625. “Marks” can occur through contact with another vehicle, contact with other objects and/or natural causes such as flood, hail, wind, etc. II. What procedures should I follow in case of an accident? • Turn off the engine. • Protect the scene of the accident. Don’t let anyone drive off until the police arrive. • Assist the injured (First Aid); if necessary, call 911 for an ambulance. • Notify your Department Head. • As necessary, notify Aldine Police 281-442-4923. Example: Call A.I.S.D. police when contact has occurred with another vehicle. • Collect the information required on Aldine ISD Vehicle Accident Report. • Get names of all witnesses. • DO not discuss the accident with anyone except law enforcement officials or school-district authorities. • Remain calm.

III. Who should go to the scene of the accident? The employee’s department head/ administrator should go to the scene of the accident.

404.1—Insurance


404.1—Insurance (Cont.)

IV. To whom should the Department Heads report the accident? Department Heads report accidents to Jim Pinkerton. All accidents, and other damage to vehicles (natural causes: flood, hail, wind, and material etc.), should be reported. Jim Pinkerton will notify the district’s insurance company of the accident. The Insurance Adjuster will contact the department head to resolve the claim. It will be at the Department Head’s discretion to choose a repair shop and/or mechanic. V. All district vehicles should have a copy of the following documents in the glove box: • A. Procedures for Vehicular Accidents • B. Aldine Vehicle Accident Report • C. District’s automobile insurance card VI. Contacts: Aldine ISD Police Department Phone: 281-442-4923 Fax: 281-985-6379 Department Head: ___________________ Phone: ____________________________ Fax: ______________________________ Jim Pinkerton, Director of Transportation Phone: 281-985-6625 Fax: 281-987-1932 VII. Alternate contacts: Patricia Guidry, Director of Risk Management Phone: 281-985-6212

Fax: 281-985-7330


404.2 Personal / Rented Vehicles Involved in At Fault Accidents and Accidents Caused by Other Motorists

404.2.1 AISD Employee AT Fault in an Accident: Employees who use personal or rented vehicles to per-form a district related activity and are involved in an at fault accident, have coverage through the district’s insur-ance policy as follows: I. Automobile Liability (Injury and property damage to other party)

$100,000 Bodily Injury per person $300,000 Bodily Injury per accident $100,000 Property Damage

II. Bodily Injury to Employee

Employee’s injuries are covered under the dis-trict’s workers’ compensation policy.

III. Physical Damage (to your personal car)

Actual Cash Value IV. Primary Insurer for Personal Vehicles

The district’s insurance company will contact your automobile insurance company. Your insurance company is the primary party responsible for the incident. Should your insurance limits be ex-hausted, the district’s insurance company may ap-ply on an excess basis within the limits listed above.

V. Primary Insurer for Leased or Rented Vehicles

Vehicles leased or rented in the name of Aldine ISD are covered under the district’s policy for li-ability insurance. Please see section 404.2.3 for additional insurance information.

Contact the Department of Risk Manage-ment



404.2.2 AISD Employee NOT at Fault in an Accident: Employees who use personal or rented vehicles to per-form a district related activity that are involved in acci-dents caused by the other motorist have coverage as fol-lows: I. Bodily Injury

Employee’s injuries are covered under the dis-trict’s workers’ compensation policy. Student inju-ries are not covered.

II. Physical Damage (to personal / rented vehicle)

Not covered on the district’s insurance policy.

The Attorney General of Texas issued Opinion No. H-602 that states, “The purchase of either personal injury protection coverage or uninsured motorist coverage by an independent school district with local district maintenance funds would be uncon-stitutional.” In addition, the district attorney stated that the payment for this type of insurance would pay the “obligation of a third person”.




404.2.3 Adequate Insurance Coverage: I. Personal Insurance

Employees must review their personal insurance policies with their insurance agents to assure that adequate coverage is purchased.

II. Name of Insured When Renting Vehicles for Dis-trict Related Activities

Vehicles must be rented in the name of Aldine ISD.

III. Purchase of Insurance When Leasing / Renting a Vehicle Insurance for non-owned or lease/rental vehicles is

included in the district’s liability insurance cover-age. If a vehicle is leased/rented in the name of Aldine ISD by an employee for the purpose of dis-trict business, that person is covered under the dis-trict’s policy for liability. The Collision Damage Waiver (CDW) should be purchased when vehicles are rented. If additional insurance is taken during the leasing/rental process for any vehicle being used for district business, the person who has signed that lease/rental agreement will be responsi-ble for the cost of the additional coverage. The district will not reimburse additional insurance coverage, other than the Collision Damage Waiver, for any lease/rental vehicle being used by an employee for district business.



404.3—Prohibited Use of 15 Passenger Vans The use of 15 passenger vans to transport stu-dents and/ or employees is prohibited. The Texas Education Code prohibits the use of 15 passenger vans to transport students to and from school, TEC 34.003(b). Although there is no law regarding adults and 15 passenger cans, potential injury is the same. 15 passenger vans are particularly susceptible to rollover. The van’s high rollover tendency is linked to the vehicle’s high center of gravity, which is likely to increase and shift rearward as the vehicle is loaded. In an effort to protect both students and employees, the operation of 15 passenger vans is strictly prohibited for all activities.

Contact the De-partment of Risk Management


405—Procedures for Reporting A Work Related Injury

1. Report all work related injuries to your principal /supervisor immediately.

2. See the school nurse for initial medical treatment.

3. Complete an Aldine I.S.D. Employee Accident Report. If the injured em-

ployee is not capable of completing the report because they have been trans-ported for emergency care, the nurse may take the information over the phone at a later time.

4. The report must be signed by your principal / supervisor.

5. Employee accident reports must be faxed to the attention of the AISD

worker’s compensation specialist , 281-985-7330, within 24 hours of in-jury.

6. If you seek medical attention, you must submit a doctor's statement that indi-

cates whether you are capable, or incapable of returning to work. It is the re-sponsibility of the injured employee to provide all documentation from the physician as to whether they can return to work (or not) to their principal/supervisor and to A.I.S.D.’s Worker’s Compensation Specialist. Please be sure that your treating physician is on the current Approved Doctor’s List (ADL) that is maintained by the Division of Workers’ Compensation of TDI. If your physician is not on the ADL, our insurance company is prohibited by law to pay for services rendered. Before treatment, please be certain to ask your physician if they are approved by DWC. Please report all doctors’ and/or physical therapy appointments to the workers’ compensation specialist, or to your adjuster, if scheduled during work hours.

7. If you have payroll deducted benefits and you are not receiving an AISD

paycheck, you must make arrangements to pay for insurance premiums with the AISD benefits department. Please call the Employee Benefits Depart-ment at 281-985-6226.

Continued on the next page.


405—Reporting A Work Related Injury

The Division of Workers’ Compensation of TDI website is www.tdi.state.tx. us/wc

8. Rules effective September 1, 2005 allow insurance companies to pay the first week of temporary in-come benefits after the second week of absence. The Division of Workers’ Compensation of TDI al-lows the use of accumulated employer benefits for the first week of absence due to a work related in-jury. Therefore, if elected, the first five days of ab-sence will be paid through the Aldine ISD payroll system if you have sick and / or personal days avail-able. The Paid Leave Election form must be signed in order to receive payment of days. If you do not have paid leave days available you will not receive pay for the first week of absence.

Elections may also be made for the use of sick and/

or personal days in lieu of workers’ compensation income benefits beyond the first week of absence. This election must be made on the Paid Leave Elec-tion Form.

9. Workers' Compensation generally pays 70% of an

employee's average weekly wage up to a maximum of $540 per week. The maximum is changed annu-ally by the Division of Workers’ Compensation of TDI. The current maximum is applicable until fur-ther notice. Employees who earn less than $8.50 per hour receive 75% of their average weekly wage.

Continued on the next page.


405—Reporting A Work Related Injury

10. Dates of absence and return to work dates affect your claim and your paychecks. When released from the doctor to return to work, you must first meet with your principal or department head to review your doctor’s release to see if you are able to perform your job duties. Once you are cleared to return to work, you must then report to the workers’ compensa-tion specialist, in person. You must bring a copy of the Division of Worker’s Compensation Work Status Report, DWC73. Please submit a copy of the DWC73 to your principal or department head. Your principal or department head will discuss return to work options, if any.

11. The Division of Workers’ Compensation of TDI website is

www.tdi.state.tx.us/wc. 12. If you experience problems with your claim and the workers' compensation

process please contact us immediately at the numbers below. CONTACT ALDINE ISD Workers' Compensation Specialist Gloria Villanueva 281-985-7171 Director of Risk Management Patricia Guidry 281-985-6212 Insurance Company Texas Association of School Boards (TASB) 1-800-482-7276


405.1—Reporting A Work Related Injury (Process map)


500—SPECIAL REVENUE FUNDS (FEDERAL, STATE, GRANTS) 500—Special Revenue Fund Overview 501—Special Programs Director/Bookkeeper Chart 501.1 Determining Evidence of Scientifically Based Research 501.2 Special Programs Fund Guidelines 502—Title I, Part A—Educationally Disadvantaged 502.1 Title I, Part A Frequently asked questions 502.2 Title I, Part A Budget Quick list 502.3 Title I, Part A Budget Guidelines 503—Title I, Part C—Migrant 504—Title II, Part A— Teacher/Principal Training/Recruiting and Class-size 504.1 Title II, Part A Budget guidelines 504.2 Title II, Part A Frequently asked questions 504.3 Title II, Part A Allowable Costs 504.4 Title II, Part A Unallowable Costs 505— Title III, Limited English Proficient (LEP) 506—Title IV—Safe and Drug Free Schools 506.1 Title IV Frequently asked questions 506.2 Title IV—Allowable Activities 506.3 Title IV—Limitations 507—Title V—Innovative 507.1 Title V— Chart 507.2 Title V— Allowable Activities 508—Optional Extended Year 509—State Comp Ed 511.1 State Comp Ed Definitions 511.2 State Comp Ed Frequently asked questions 511.3 State Comp Ed Guidelines 511.4 State Comp Ed Flowchart 510—Improvement Plans 511—Accelerated Reading Instruction 511.1—Accelerated Reading Instruction Qualifying Criteria 512—Accelerated Math Instruction


500—Special Revenue Overview Special revenue funds are funds accepted by the Board of Education from private, local, state and federal sources for the purpose of financing approved educa-tional programs which are student-oriented and are beneficial to the children. The approved programs are referred to as programs or grants. These funds are used to account for the proceeds of specific revenue sources that are legally restricted to expenditures for specified purposes. A grant is created when an application is filed with the Texas Education Agency (TEA), the US Dept. of Educa-tion (USDE), or other funding agencies, and an agree-ment is made between the applicant and the agency. The agency approves the amount of the grant, the funding period and the conditions related to the approval of the funds. Approval is executed through the notification of grant award (NOGA). Funds cannot be encumbered or expended before the NOGA is received. The funds for the grants are obtained through state, fed-eral, local and private agencies. State funds are author-ized by statutory provisions and regulations of the TEA. Federal funds are authorized through categorical and other federal grants for public education. Funding can come directly from the federal agency or through the TEA. Local funds come from sources such as city or county governments. Private funds are authorized by private sources, such as foundations, businesses and in-dustries. Continued on next page.

All grants are to be utilized according to the terms of the approved budget, which has been approved by the grantor and the grantee. Any activities or expenditures must follow all normal financial procedures of Aldine I.S.D. Any planned grant activities or expenditures which deviate from the normal financial procedures of Aldine I. S. D. must be preapproved by the Director of Financial Services, the Director of Federal and State Programs, Director of Special Programs, or the Di-rector of Consoli-dated Programs prior to the beginning of the grant. The budget is the financial plan of the grantee to carry out the program or grant.


500—Special Revenue Overview cont. The Office of the Director of Special Programs and the Director of Federal and State Programs is responsible for setting up all budgets according to the grant award or Notice of Grant Award (NOGA). This office will also as-sist the Principal or his/her designee on all budget matters. This office is also responsible for the maintenance of accurate accounting records, and will complete all monthly, quarterly/final and any other financial reports. The principal is responsible for the campus administration of the grant. S/he will ensure all approved grant activities are completed before the end of the grant. The grantee must pay close attention to all expenditures from the grant fund to ensure all expenditures are acceptable to the granting agency and they are not in conflict with federal/state law or district guidelines. Any questions about fed-eral/state law should be directed to the Director of Financial Services, Director of State and Federal Programs, Director of Special Programs, or the Director of Consolidated Pro-grams, based on who is assigned to your program/grant. The principal or her/his designee will submit any program-matic reports. Any questions about programmatic reports should be directed to the funding agency. A copy of all pro-grammatic reports must also be submitted to the director overseeing your program/grant. Grants must be reviewed by the Director of Financial Ser-vices before they are submitted to the grantee agency.

All grants are to be utilized according to the terms of the approved budget, which has been approved by the grantor and the grantee. Any activities or expenditures must follow all normal financial procedures of Aldine I.S.D. Any planned grant activities or expenditures which deviate from the normal financial procedures of Aldine I. S. D. must be preapproved by the Director of Financial Services, the Director of Federal and State Programs, Director of Special Programs, or the Di-rector of Consoli-dated Programs prior to the beginning of the grant. The budget is the financial plan of the grantee to carry out the program or grant.


501—Special Programs Director/Bookkeeper Chart The assigned director must approve requisitions, personnel changes, movement of funds and PO2s for programs listed in this section before being processed.

Director of Financial Services DR. JAMIE BRYSON (281) 985-6469 Finance Dept. (Portfolio, Action Plan, & Survey Monitoring) Federal, State & Special Programs Department Supervisor

Finance Dept. (Mid-Yr & End of Year Reports) Financial Procedures/Policies Budget Monitoring Reports

Finance/Special Revenue Fund Training Financial Tool Development Financial Applications/Evaluations

Financial Performance/Accountability Reports School District Election (assist) Special Revenue Fund Contract Reviews Grant Proposal Approval Audit Files District Process Maps Finance Bulletins Finance Manual

FEDERAL, STATE & SPECIAL PROGRAMS DEPARTMENT

Director of Special Programs RALPH NORMAN (281) 985-6147

Copy Center School District Election Vendor Letters Vending Machine District Copiers Open Records Requests

Grants Mgmt. Mail Room

Director of Federal & State Programs PERLA DAVILA (281) 985-6289

District/Campus Plans Management Federal &State Program Applications & Evals. State Compensatory Education Annual Report

Director of Federal Consolidated Programs DR. LONA ALEXANDER (281) 985-4772

Consolidated Application Comparability Program Based Monitoring TransACT Parent/Compliance Letters NCLB Compliance

SYLVIA HAMM (X 4773) CASE – KP8 (2) Advanced Placement – AP6 (7), AP7 (8), AP8 (8) Houston A+ Challenge – HAQ (1), HBQ (1),

HDQ (1), HEQ (1), HFQ (1), HGQ (1), HHQ (1), HQQ (1)

Read to Succeed – LP8 BP Foundation – BPQ (3), BBP (3) School Crossing Guard – CGN (1) Targeted Student Intervention Pilot—DLQ/DL8 (8)

MERREDITH HUNT (x 4774)

TX Fitness Now – FN9 (15 schools) CHIP/Medicaid Application Grant — CDQ (1) Fresh Fruit - GG8(1)

DORA SOLIS (x 7277)

Rodeo Inst. Teacher Exc. – RIQ (3) Gear UP—GU7 (1) Dollar General Back-to-School Grant - DGQ (1) NEA Foundation Grants—LQQ (1), LRQ (1),

LSQ (1)

JO WATSON (x 7125) Special Ed– DS9, EI8 (67), IB8 (67), ID8 (7), IP8

(66), PD8 (56) State Deaf – SD8 (6) Orientation/Mobility – OM8 (1) CASE KC9 (6), KM8 (4) Master Reading Teacher – MT8 (4) Project ELLA - DO5 (19) Lowes Toolbox for Education—LEQ (1) TASB Risk Management Fund Innovation

Award—RMQ East Aldine Mgmt District Tutorial—MD9 (2)

SYLVIA HAMM (X 4773) Optional Extended Year Program – OE8 (18) Governor - TEEG, Cycle 1 - (32) Network Acceleration T-STEM (Mac) - NA8 (1) Texas Summer HS—9th gr. Transition—VT8 (Victory)

RIDER 59—Early College High School Project —EC7

MERREDITH HUNT (x 4774)

State Comp Ed – 199/004 (67 school/15 district accounts) Head Start – HS9 (4 schools/1 district account) Title VI LEP Summer School – SL8 (28) DORA SOLIS (x 7277)

Accelerated Reading/Math Instruction – KR8 (41) Carl Perkins – BV8 (20) Life Skills for Student Parents– PB8 (3) Governor - GA9 (1), GC9 (1), GE9(1), GM9 (1), GO9 (1), GT9 (1) Governor - TEEG, Cycle 2 - (29) High School Allotment —AH8 (30) TX Regional Collaborative Science—UT9 (1) JO WATSON (x 7125)

Tech Prep —TK8 (6) DATE

CAROL DRAKE (x 6250)

Title I, A - C18 (67 schools) Title I, A - C18 (3 private school accounts:

St. Charles, St. Mary, Seton Catholic)

Title I, A - C18 (2 neglected center ac-counts: Mc Duffie,

Child Developing Center) Title I - School Improvement Title, IV – ED8 (67 school/1 district accounts)

Title V - C28 (4 district)

PEGGY HEBERT (x 7335)

Title I, A - C18 (20 district accounts) Title I— Supplemental Educ. Services (SES) Title I, C - CD8 (# of campuses varies) Title II, A – EM8 (9 schools – Class-Size Reduction, 4 schools – AVID/ 10 – district accounts) (1 Private School (Living Word) Title II, D – TT8 (2 district accounts) Title III, A – LE8 (67 school/5 district accounts)


Determining Evidence of Scientifically Based Research Program/Instructional Material To maintain compliance with the No Child Left Behind Act of 2001, all activities and programs should be sup-ported by Scientifically Based Research. Scientifically Based Research involves the application of rigorous, systematic, and objective procedures to obtain reliable and valid knowledge relevant to education activities and programs. This form is to be completed by the company representative and submitted to the principal prior to the purchase of the program. The principal is to verify that YES is checked at least once in each section for the research of the activity/program to be considered scientifically based. Additionally, the principal is to ver-ify the research data show the program to be effective.

The undersigned verifies that the research methodologies for the activity/program listed above are true and accurate.

Company Representative’s Signature Date

Principal: Keep copy on file at campus for 5 years for audit purposes.

A. SYSTEMATIC AND EMPIRICAL METHODS YES NO Does the research have a solid theoretical foundation? Were methodology, subject, and researcher clearly identified? Was the study conducted in a consistent, disciplined, and methodical manner? Were the data obtained using observation or experiment? Was the research grounded in data that are factual rather than opinion-based? Are the research findings supported by tangible, measurable evidence?

B. RIGOROUS DATA ANANLYSIS YES NO Did the research test the stated hypotheses and justify the general conclusions drawn? Did the methods correspond to the nature and structure of the data? Did the research minimize alternative explanations for observed effects? Did the research findings present convincing documentation that the observed results were caused by the interven-tion?

C. RELIABLE AND VALID DATA COLLECTION YES NO Did the data result from a study involving multiple investigations in a number of locations? Were research biases minimized? Were the data measured consistently? Did repeated measurements on subjects taken under similar circumstances produce similar results?

D. STRONG RESEARCH DESIGN YES NO

Does the design describe a random assignment experiment in which subjects are assigned to different conditions with appropriate controls?

Do the controls allow for the evaluation of the condition(s) of interest?

Was the study designed to optimize the investigator’s ability to answer the research question? E. DETAILED RESULTS THAT ALLOW FOR REPLICATION YES NO Are the findings clearly described and reported? Are the results of the research sufficiently detailed so that replication of the design is possible? Can the findings be enhanced with additional research? F. RESULTS SUBJECTED TO SCRUTINY YES NO Has the research been accepted by a peer-reviewed journal or approved by a panel of independent experts? Have unbiased experts who were not a part of the research study review the research? Have reviewers applied strict standards of scholarship and provided quality controls for the research they reviewed? Has the research been subjected to external verification?


501.1—Special Revenue Fund Guidelines— Scientifically Based Research

According to No Child Left Behind, all activities and programs should be supported with Scientifically Based Research. Scientifically based research, as defined in section 9101(37) of NCLB, is re-search that involves the application of rigorous, systematic, and objective pro-cedures to obtain reliable and valid knowledge relevant to education activities and programs. To meet this standard, the research must—

• Employ systematic, empirical methods that draw on observation or experiment;

• Involve rigorous data analyses that are adequate to test the stated hypotheses and justify the general conclusions drawn;

• Rely on measurements or observational methods that provide reliable and valid data across evaluators and observers, across multiple measurements and observations, and across studies by the same or different investigators;

• Be evaluated using experimental or quasi-experimental designs in which individuals, entities, programs, or activities are as-signed to different conditions and with appropriate controls to evaluate the effects of the condition of interest, with a prefer-ence for random assignment experiments, or other designs to the extent that those designs contain within-condition or across-condition controls;

• Ensure that experimental studies are presented in sufficient de-tail and clarity to allow for replication or, at a minimum, offer the opportunity to build systematically on their findings; and

• Have been accepted by a peer-reviewed journal or approved by a panel of independent experts through a comparably rigorous, ob-jective, and scientific review.


501.1—Special Revenue Fund Guidelines— Scientifically Based Re-search cont.

When reviewing research findings to determine whether they meet the criteria for scientifically based research, SEAs, LEAs, and schools should consider the extent to which the research meets each of the defined elements listed above. The following questions, as well as the information contained in the paper entitled “Scientifically Based Research and the Comprehensive School Reform (CSR) Program,” repro-duced at the end of the CSR section, will be helpful in evaluating research findings:

1. Systematic and empirical methods

• Does the research have a solid theoretical foundation?

• Were methodology, subject, and researcher clearly identified?

• Was the study conducted in a consistent, disciplined, and methodical manner?

• Were the data obtained using observation or experiment?

• Was the research grounded in data that are factual rather than opinion-based?

• Are the research findings supported by tangible, measurable evidence?

2. Rigorous data analyses

• Did the research test the stated hypotheses and justify the general conclusions drawn?

• Does the research report the sample size and the statistical procedures used?

• Were the data analyzed using methods that were appropriate for the task?

• Did the methods correspond to the nature and structure of the data?

• Did the research minimize alternative explanations for observed effects?

• Did the research findings present convincing documentation that the observed results were caused by the intervention?


501.1—Special Revenue Fund Guidelines— Scientifically Based Research cont. 3. Reliable and valid data collection

• Did the data result from a study involving multiple investigators in a number of locations?

• Were research biases minimized? • Were the data measured consistently? Did repeated measurements

on subjects taken under similar circumstances produce similar results?

• 4. Strong research design

• Does the design describe a random assignment experiment in which subjects are assigned to different conditions with appropri-ate controls?

• Do the controls allow for the evaluation of the condition(s) of interest?

• Was the study designed to optimize the investigator's ability to an-swer the research question?

5. Detailed results that allow for replication

• Are the findings clearly described and reported? • Are the results of the research sufficiently detailed so that

replication of the design is possible? • Can the findings be enhanced with additional research?

6. Results subjected to scrutiny

• Has the research been accepted by a peer-reviewed journal or approved by a panel of independent experts?

• Has the research been reviewed by unbiased experts who were not a part of the research study?

• Have reviewers applied strict standards of scholarship and pro-vided quality controls for the research they reviewed?

• Has the research been subjected to external verification?


501.2—Special Revenue Fund Guidelines 1. According to P.L. 103-382, Section 1120A (b) and

34 CFR 200.63 the fiscal requirement of supple-ment, not supplant is to ensure that the level of state and local support for programs remain at least constant and not be replaced by federal funds. Documentation must be maintained which clearly demonstrates the supplementary nature of federal funds and/or activities, as appropriate. This requirement is accomplished by a brief statement written at the bottom of your requisition stating the purpose of the expenditure.

2. Special revenue funds must be used only to sup-

plement the amount of funds that would, in the ab-sence of Special revenue funds, be made available from state and local sources. Special revenue funds must not supplant state or local funds.

3. The test to determine if you are supplanting is

to ask whether the programs supported with Special revenue funds would, in the absence of those funds, have been supported with state and local funds.

• If your answer is yes, this is supplanting.

State and local funds which previously funded activities may not be diverted to another purpose simply because Special revenue funds are available to support those activities.

• If your answer is no, the funds are being

used to supplement the educational program, not supplant state and local funds.

Special revenue funds must supplement, not supplant State or local funds. Supplement - to add to; to enhance; to expand; to increase; to extend Supplant - to take the place of; to replace


501.2—Special Revenue Fund Guidelines FISCAL REQUIREMENTS

1. Special revenue funds must supplement or aug-ment funds that are required by state law, State Board of Education (SBOE) rule, or activities which have been adopted as policy by a local school board.

2. If Special revenue funds are used to enhance or expand a state mandate, SBOE rule, or local pol-icy, the supplementary activities funded by the Special Revenue program must be separately identified and clearly distinguishable from those activities identified as necessary for im-plementing a state mandate, SBOE rule, or local board policy as outlined in an implementation plan.

3. Special revenue funds may be used only to sup-plement the educational programs offered with state and local funds. These funds may be used only to provide supplemental services that would not be provided had Special revenue funds not been available.

4. An emphasis should be placed on using funds for programs/activities that work based on scientific research. The NCLB puts special emphasis on utilizing education programs and practices that, through scientific research, have been demonstrated to be highly effective. For example, the Reading First program makes federal funds available to help reading teachers in the early grades strengthen old skills and gain new ones for instructional techniques that are proven effective based on scientific research.

Non-consumable materials should be labeled with the school/district name, and indicate which funding source was used to purchase the item.

Consult the Director of Special Programs or the Director of Federal and State Programs when you are writing a grant to review the budget with you, before it is submitted for review.

Goodman Elem. Title I - 2006-2007

or Aldine ISD

Title II - 2006-2007


501.2—Special Revenue Fund Guidelines

State, Federal and Special Funds: Refunds Any refund of state, federal or special funds must be deposited to the original fund account. State, federal and special funds should not be deposited in the principal’s fund or budget. Contact the Director of Financial Services, Director of State and Federal Programs Director of Special Programs, or the Director of Consolidated Programs for assistance. Fringe Benefits TRS, Medicare, health insurance, longevity pay, critical needs stipends, and incentive pay will be deducted from grant budgets if payment of fringe benefits is permitted by grant guidelines as a part of payroll expenses. Federally funded grants normally allow for payment of all fringe benefits listed above. State of Texas grants do not normally permit TRS deductions. Fringe benefit expenses should be discussed with the Director of Financial Services, Director of Special Programs, Director of Federal and State Programs, or the Director of Consolidated Programs during the grant writing process if the budget includes any payroll expenses. If you’re interested in more information regarding these programs, contact the directors of the Federal, State, and Special Programs Departments, or visit the TEA—Special Programs Web-Site for information regarding some of the major programs under their di-rection at http://www.tea.state.tx.us/student.support/.

All benefits tied to a staff member are paid from their funding source (i.e. insurance, incentive pay, critical needs supplement).


502—Title I, Part A

The purpose of Title I is to enable schools to provide opportunities for children served to acquire knowledge and skills contained in the challenging state content standards (TEKS) and to meet the challenging state performance standards (TAKS) developed for all children. This purpose is accomplished by: • ensuring high standards for all students and align-

ing the efforts of states, local educational agencies, and schools to help students served with Title I funds to reach such standards;

• providing students with an enriched and accelerated educational program, including, when appropriate, the use of arts, school wide programs, or the in-crease of the amount and quality of instructional time so that students served with Title I funds re-ceive at least the classroom instruction that other students receive;

• promoting school wide reform and ensuring access of children to effective instructional strategies and challenging academic content that includes com-plex thinking and problem-solving experiences;

• providing substantial staff development opportuni-ties to significantly upgrade the quality of instruc-tion;

• coordinating all Title I services with each other, with other educational services, and to the extent possible, with health and social service programs funded from other sources;

• affording parents meaningful opportunities to par-ticipate in the education of their children at home and at school;

• distributing resources, in amounts sufficient to make a difference, to areas and campuses where needs are the greatest;

Continued on next page..

The following rules apply to school wide Title I program campus eligibility: • 40% or more of

the students enrolled in the school or living in

the school’s attendance area

must meet the dis-trict’s low-income criteria.

• Once a campus meets the 40% economically

disadvantaged population

requirement and is designated to be a school wide

campus, there is no need to re-establish school wide

eligibility, as long as the campus is a participating,

eligible Title I, Part A campus.


502—Title I, Part A (cont.) • improving accountability by using the State assess-

ment system (TAKS) to measure how well Title I students are achieving the challenging State student performance standards (TEKS) expected of all students; and providing greater decision making authority and flexibility to schools and teachers in exchange for greater responsibility for student performance.

Identification of Students Served Children enrolled at a schoolwide program campus do not need to meet any identification eligibility criteria to participate in the schoolwide program or to receive services from programs included in the schoolwide program. Schoolwide Program Components Regulations provide that school wide programs must include the following components: • conduct a comprehensive needs assessment of the

entire school to determine the performance of its children in relation to the TAAS and TEKS;

• implement school wide reform strategies that are based on effective means of improving the achievement of children and that address the needs of all children in the school;

• instruction by highly qualified professional staff; • provide professional development for teachers and

other staff; • implement strategies to increase parental

involvement; • plans for assisting children in the transition to

receiving schools; • measures to include teachers in the decisions

regarding the use of assessments; and • activities to ensure that students who experience

difficulty mastering any of the TEKS or TAKS standards shall be provided with effective, timely additional assistance.

Use of Funds Title I, Part A funds must be used only to supplement the amount of funds that would, in the absence of Title I, Part A funds, be made avail-able from State and local sources. Title I, Part A funds must not supplant State and lo-cal funds. Title I, Part A funds cannot be used to provide ser-vices that are required by law to be provided to children with dis-abilities, migrant chil-dren, limited English proficient children, or children whose fami-lies meet the low-income criteria, but may be used to coor-dinate or supplement those required ser-vices.


502.1—Title I, Part A FREQUENTLY ASKED QUESTIONS 1. How can Title I funds be used? All purchases/services must be supplemental and directly related to Title I, and/or improving student achievement in language arts and/or mathematics. The budget guidelines in this handbook detail budget options. 2. Where do I send my requisitions? All Title I requisitions must be sent to the Title I department at the Resource Center for approval. The purchasing and business departments do not accept requi-sitions without the proper signatures, and will reroute them back to the Resource Center. Rerouting delays processing and paying of orders. ALL requisitions for materials must have a written record of how the materials will be used on the bottom of the req-uisition 3. Are there guidelines that must be followed? All local, state, and federal guidelines must be followed (most of which are ad-dressed in this handbook). [Ask for permission, not for forgiveness. There are too many policies that have no leeway. Although something may increase students achievement, it may not be allowable.] Any purchases/services secured by the cam-pus that do not comply with the guidelines will be the responsibility of the campus. Bid laws must be followed. 5. Can we purchase refreshments for award ceremonies, or banquets with

guest speakers? No, this is not an allowable use of these funds. You cannot exceed the requested amount for a PO2. The PO2 form (shown in section 600) can be downloaded from the Finance Depart-ment section of the Aldine ISD website.


502.1 -Title I, Part A FREQUENTLY ASKED QUESTIONS 6. What type of food items may be purchased? Staff None Students Extended day, week, year SNACKS. NO LIGHT MEALS (Obj 6499, Sub Obj 14) SNACKS (not rewards) during state mandated tests (TAKS, ITBS) (Obj 6499, Sub Obj 14) If AISD provides snacks or juice you cannot use Title I funds to purchase them. Instructional materials (i.e. sorting, graphing, measuring) (Obj 6399, Sub Obj 00) Parents SNACKS at Title I parent meeting. NO LIGHT MEALS (No PIZZA without permission of the Director of Federal and State programs) (Obj 6499, Sub Obj 00) 7. Does the principal/district supervisor have to sign the requisition? The principal’s signature indicates that items on the requisitions being paid with these funds have been approved. In the event the authorized administrator will not be able to sign, they should notify the Assistant Superintendent of Finance or the Di-rector of Financial Services and indicates (a) who they will allow to sign the requisi-tions, and (b) on which specific dates. 8. Do I need to explain the purpose of my purchases? “The fiscal requirement of supplement, not supplant is to ensure that the level of state and local support for programs remain at least constant and not be replaced by federal funds. Documentation must be maintained which clearly demonstrates the supplementary nature of federal funds and/or activities, as appropriate.” [P.L 103-382, Section 1120A (b)] All requisition for consumable materials or items that are traditionally purchased with state or local funds must have a written record briefly stating how the funds are to be used. (i.e. Supplemental supplies for Project Success, Supplemental equip-ment for the CCC Lab, Supplemental supplies for extended day.) This brief note is to be written/typed on the bottom of the requisition. 9. Your Title I funds must benefit the children in the current funding year. Do not hold back your Title I money until the spring, without having specific plans for the money. The use of your funds should be included in your Campus Plan.


502.1 -Title I, Part A FREQUENTLY ASKED QUESTIONS 10. Are there any special rules for pay requisitions? • The time cards, sent in weekly, require the principal’s signature in blue ink (not a

stamp) • The requisition must be signed on the APPROVED line, and immediately follow-

ing the last name on a pay requisition. • The time cards should be submitted in the same order as they are listed on the

requisition. • The time worked, as indicated on the time card, must match the requisition. • The time on the time card must not overlap with the regular work hours. • A copy of the regular-day time card must accompany extended day time cards

for paraprofessionals. 11. What needs to be attached to requisitions for contracted services? • All 62XX requisitions must have a contract/agreement, and an invoice attached. • The contract must be signed prior to the services being rendered. • Information on the contract must be in alignment with our guidelines and may

need to be negotiated prior to accepting the contract. [i.e. $.28/mile for mileage] • The contract and invoice must share matching information. • There are a few exceptions, which require only a contract to be submitted. 12. Do I need to submit receipts as back-up? Yes. If your receipt has a shiny surface, do not allow any tape to cover information printed on the receipt when you’re taping it down. Tape will cause the information to disappear after a few days. 13. Who do I notify if I need to make a budget change? If you need to amend your budget contact the Director of Federal and State Pro-grams at Central Office. We will send as amendment in to TEA once each semester (usually in October and January) 14. Who do I notify if I need to make a personnel change? If you need to make a PERSONNEL CHANGE (drop or add), which impacts the Title I program notify the Title I Bookkeeper at Central Office in writing. • Title I staff must be certified to teach. 15. Can Title I funds be used to pay for field trip fees? Yes. Local policy does allow Title I funds to be used for instructional field trips. 16. Do my requisitions need to be printed on certain colors? Yes. All requisitions should be printed on white paper. The documents are scanned in the business office and the colored paper does not scan well.


502.1 -Title I, Part A FREQUENTLY ASKED QUESTIONS 17. Is there a way I can tell if a particular item may be purchased with Title I Funds? Yes, ask yourself the following questions? • Will it directly impact improvement of student performance in language arts or

mathematics, or will it improve parental involvement (resulting in improved student performance)? [If your answer is yes, read the next question]

• If I didn’t have Title I funds, would I still buy it? [If your answer is no, read the next question.]

• Is the item listed in your Campus Improvement Plan as a Title I expenditure? [Your answer should be yes.]

• The questions listed above should get you started. The Use of funds section in this handbook and the Assurances can give you more guidance. Of course we always welcome your calls. We do realize hat the rules are sometimes difficult to under-stand.

18. What percentage of my Title I funds must be used for parent involvement? 1% of your total Title I allocation 19. A district employee will be attending a conference (using special revenue funds) in which the dates of the conference and the corresponding travel dates cross a grant period (i.e., the first part of the travel occurs in one grant period, and the second part of the travel occurs in the next grant period). How is this travel to be charged? The travel costs that are actually incurred during each respective grant period must be charged to that grant period. For example, half of the plane ticket would be charged to the first grant, and half of the plane ticket would be charged to the second grant, because the traveler departed on a day covered by the first grant, and returned on a day covered by the second grant. The lodging and meals would also be charged in the same manner, i.e., expenses for lodging and meals that were incurred during the first grant period would be charged to the first grant period, and lodging and meal expenses that were incurred during the second grant period would be charged to the second grant period. 20. Can we pay a registration fee in advance of the conference, even though the conference may not be until the subsequent grant period? If the registration fee is due in advance, yes, it can be paid when it is due, even though the conference may not actually take place until the next grant period. The registration fee will be charged to the grant period during which the registration fee was actually paid. 21. What are the REQUISITION DUE DATES? Refer to Section 220 for deadline dates.


502.2— Title I— CAMPUS-LEVEL BUDGET QUICKLIST The detailed budget code descriptions are on the following pages of the handbook for further clarification. Use of funds, which do not comply with the guidelines, will be the responsibility of the campus.

Object Sub Object Program Sub Program Function Topic

6111 RS41 0011 Teacher Salary

6112 0041 0011 * Substitute Pay

6114 0041 0011 Teachers (Extended Week)

6117 0041 0011 Teachers (Extended Year)

6118 0041 0025 Teachers (Extra duty pay, curriculum writing)

6118 PI41 0081 Teacher Supplemental Parent Involvement (teaching parents)

6119 0041 0011 Teachers (Extended Day)

6121 6121

0041 RS41

0011 0011

Paraprofessional Salary—Extended Year Paraprofessional Salary—Regular Salary

6128 0041 0011 Paraprofessionals Supplement Instruction (extended day, or week)

6128 0041 0025 Paraprofessionals Supplement In-service (working with staff)

6128 PI41 0053 AISD Security for supplemental Title I parental involvement meetings

6128 PI41 0081 Paraprofessionals Supplement Parent Involvement (teaching parents)

6141 6141

0041 RS41

0011 0011

Medicare—Extended Day/ Wk/ Yr Medicare—Regular Salary

6142 6142

0041 RS41

0011 0011

Insurance—Extended Day/ Wk/ Yr Insurance—Regular Salary

6146 6146

0041 RS41

0011 0011

Teacher Retirement/TRS INS—Extended Day/ Wk/ Yr Teacher Retirement/TRS INS—Regular Salary

6219 01 30 0000 11 *Consultant/Contracted Services Instruction (of students)

6219 01 30 0000 13 *Consultant/Contracted Services In-service (for Staff)

6219 01 30 PINV 61 *Consultant/Contracted Services Instruction (teaching parents)

6221 00 30 0000 13 *Tuition (Staff)

6239 02 30 0000 13 *Region ESCs – Consultant/Contracted Services (for staff)

6259 04 30 0000 11 *Phone Lines/Internet (wiring and installation)

6321 00 30 0000 11 Additional State Adopted Textbooks

6329 00 30 0000 11 Reading Materials – Instruction (non-consumables)

6329 00 30 0000 13 Reading Materials – Staff Dev. (non-consumables)

6329 00 30 PINV 61 Reading Materials – for teaching parents (non-consumables)

6399 00 30 0000 11 Capital Supplies (For teachers/students), Supplies and Materials Instruction (for teachers/students)


502.2 Title I CAMPUS-LEVEL BUDGET QUICKLIST Cont. The Detailed budget code descriptions are on the following pages of the handbook for further clarification. Use of funds, which do not comply with the guidelines, will be the responsibility of the campus.


6399 00 30 0000 13 Supplies and Materials In-service (for teachers)

6399 00 30 PINV 61 Supplies and Materials Parental Involvement (teaching parents)

6399 05 30 0000 32 Educationally related incentives for students

6411 00 30 0000 13 Employee Travel/Subsistence In-service

6419 00 30 0000 13 Non-Employee Travel/Subsistence

6499 00 30 PINV 61 *Hospitality Parent Involvement (teaching parents)

6499 01 30 0000 11 Fees and Dues Instruction

6499 14 30 0000 11 *Hospitality Instruction

6639 03 30 0000 11 *Capital Outlay


502.2— Title I— DISTRICT-LEVEL/ PRIVATE SCHOOL BUDGET QUICKLIST The detailed budget code descriptions are on the following pages of the handbook for further clarification. Use of funds, which do not comply with the guidelines, will be the responsibility of the campus.


6111 RS41 0011 Program Director Salary

6114 0041 0011 Teachers (Extended Week)

6117 0041 0011 Teachers (Extended Year)

6118 0041 0025 Teachers (Extra duty pay, curriculum writing)

6118 PI41 0081 Teacher Supplemental Parent Involvement (teaching parents)

6119 0041 0011 Teachers (Extended Day)

6121 6121

0041 RS41

0011 0011

Paraprofessionals Salary—Extended Yr Paraprofessionals Salary—Regular Salary

6141 6141

0041 RS41

0011 0011

Medicare—Extended Day/ Wk/ Yr Medicare—Regular Salary

6142 6142

0041 RS41

0011 0011

Insurance—Extended Day/ Wk/ Yr Insurance—Regular Salary

6146 6146

0041 RS41

0011 0011


6219 01 24 0000 11 *Consultant/Contracted Services Instruction (of students)

6219 01 24 0000 13 *Consultant/Contracted Services In-service (for District-level Staff)

6219 01 30 0000 13 *Consultant/Contracted Services In-service (for Campus-level Staff)

6219 01 24 PINV 61 *Consultant/Contracted Services Instruction (teaching parents)

6221 00 24 0000 13 *Tuition (Staff)

6239 02 24 0000 13 *Region ESCs – Contracted Services (for District-level staff)

6239 02 30 0000 13 *Region ESCs – Contracted Services (for Campus-level staff)

6259 04 24 0000 11 *Phone Lines/Internet (wiring and installation)

6329 00 24 0000 11 Reading Materials – Instruction (non-consumables)

6329 00 24 0000 13 Reading Materials for District-level staff (non-consumables)

6329 00 30 0000 13 Reading Materials for Campus-level staff (non-consumables)

6329 00 24 PINV 61 Reading Materials – for teaching parents (non-consumables)

6399 00 24 0000 11 Supplies and Materials Instruction—district level (for teachers/students) (Maintained in district office)

6399 00 30 0000 11 Supplies and Materials Instruction—campus-level (for teachers/students) (Given to campuses)


502.2 Title I DISTRICT-LEVEL/ PRIVATE SCHOOL BUDGET QUICKLIST Cont. The detailed budget code descriptions are on the following pages of the handbook for further clarification. Use of funds, which do not comply with the guidelines, will be the responsibility of the campus.


6399 00 24 0000 13 Supplies and Materials In-service—district-level

6399 00 30 0000 13 Supplies and Materials In-service—campus-level (for teachers)

6399 00 30 PINV 61 Supplies and Materials Parental Involvement (teaching parents)


6411 00 24 0000 13 Employee Travel/Subsistence In-service (District-level staff)

6411 00 30 0000 13 Employee Travel/Subsistence In-service (Campus-level staff)

6419 00 24 0000 13 Non-Employee Travel/Subsistence (District-level staff)

6419 00 30 0000 13 Non-Employee Travel/Subsistence (Campus-level staff)

6499 00 30 PINV 61 *Hospitality Parent Involvement (teaching parents)


6499 14 30 0000 11 *Hospitality Instruction

6639 03 30 0000 11 *Capital Outlay


502.3 Title I BUDGET GUIDELINES The use of these funds must be supplemental and directly related to Title I, and improving student achievement in core content subject areas.

Object Sub Object Program Sub Program

Function Topic Description

6111 RS41 0011 Teachers Sal-ary

Regular Salary

6112 0041 0011 Substitute Pay This is used when a Title I teacher is out sick. • Any other uses of these funds will require PRIOR approval of the Director of Consolidated Programs.

6112 0041 0025 Substitute Pay • This is used when a teacher attends a workshop and misses school. • Any other uses of these funds will require PRIOR approval of the Director of Consolidated Programs.

6114 0041 0011 Extended Week Teachers

This is used to pay teachers who teach students Extended week (Saturday classes). [$25/ hr] • This is not to be used to pay for extended year/day (see Obj 6119, Sub Obj 03/ Obj 6119, Sub Obj 07).

6116 0041 0011 Tutoring • This is used to pay a retired teacher is paid to work with small groups during the school day.

• This is not for Extended day, week or year. (see Obj 6119, Sub Obj 06; Obj 6119, Sub Obj 03; Obj 6119, Sub Obj 07) (white time card)

6117 0041 0011 Extended Year Teachers

This is used to pay teachers who teach students extended year which takes place beyond the regular school calendar. [$25/hr] • This is not for extended wk/day (Obj 6119, Sub Obj 06/

Obj 6119, Sub Obj 07)

6118 0041 0025 Teacher Supplement In-service

This is used to pay teachers who train your staff. • Regular contract day/time: (prep fees) 1/2 day = $50 All day = $100 • Non-contract day/time: 1/2 day = $125 All day = $250 • We can not pay teachers stipends for attending staff development sessions. • This is also used to pay curriculum writers on non-

contract days/times at the rate of $25/hr.

6118 PI41 0081 Teacher Sup-plement Teach-ing parents

This is used to pay teachers who teach parents, at the rate of $25/hr. • English instruction, reading skills, computer skills • Family Math Night, instructional or discipline strategies

6119 0041 0011 Extended Day Teachers

This is used to pay teachers who teach students before or after school during the regular school year. This is used for Extended day at rate of $25/hr. • This is not used to pay paraprofessionals (Obj 6121, Sub

Obj 01) • This is not for extended wk/year (Obj 6119, Sub Obj 06/

Obj 6119, Sub Obj 03)

6121 RS41 0011 Paraprofes-sional Salary

• Regular pay • This is used to pay paraprofessionals who teach students

during extended year ( in accordance with their regular daily rate). (See Obj 6119, Sub Obj 03 for teachers)

6125 6125

A041 0041

0011 0011

AVID This is used to pay student tutors working with the AVID program and student teachers working extended day, etc.


502.3 Title I BUDGET GUIDELINES, (Cont’d) The use of these funds must be supplemental and directly related to Title I, and improving student achievement in core content subject areas.

Object Sub Obj

Program Sub Program


6128 0041 0011 Paraprofessional Supplement Instruction

This is used to pay paraprofessionals who teach students during extended day/week (at their regular daily rate). (see Obj 6119, Sub Obj 06/ Obj 6119, Sub Obj 07 for teachers.)

6128 0041 0025 Paraprofessional Supplement In-service

This is used to pay paraprofessionals who train for your staff (at their regular daily rate).

6128 PI41 0081 Paraprofessional Supplement Teaching parent

This is used to pay paraprofessionals who teach parents in ac-cordance with their regular daily rate. • English instruction, reading skills, computer skills • Family Math Night, instructional strategies, discipline

strategies • Interpreting meeting, translating parent letters

6128 0041 0053 Security Supplemental Parent Meetings

• This is used to pay AISD Police Dept. for security at sup-plemental Title I Parent Involvement meeting.

6141 6141

0041 RS41

0011 0011

Medicare Medicare—Extended Day/ Wk./ Yr Medicare—Regular Salary

6142 6142

0041 RS41

0011 0011

Insurance Insurance—Extended Day/ Wk/ Yr Insurance—Regular Salary

6146 6146

0041 RS41

0011 0011

Teacher Retire-ment

Teachers Retirement/TRS INS—Extended Day/ Wk/Yr Teachers Retirement/TRS INS—Regular Salary

6219 01 30 0000 11 *Consultant/ Contracted Services (instruction)

• This is used to pay companies/individuals who are not dis-trict employees to teach students. (fee/travel)

• English Lang. Instr., motivational/ TAKS speakers • Prior approval of the Director of Financial Services is re-

quired when the cot is $1,000 or more prior to the service being conducted.

• This is not for repairs or advance hotel fees (see Obj 6249, Sub Obj 01 or Obj 6419, Sub Obj 00)

6219 01 30 0000 13 *Consultant Contracted Services (in-service)

This is used to pay companies/individuals who are not district employees to provide staff training. (fees/travel) • Prior approval of the Director of Financial Services is re-


• This is not for repairs of advance hotel fee (see Object 6261 or 6412)

6219 01 30 PINV 61 *Consultant Contracted Services (teaching parents)

This is used to pay companies/individuals who are not district employees to teach parents. (fees/travel) • Prior approval of the Director of Financial Services is re-


• Family Math Night, instructional strategies, discipline strategies.

• This is not for repairs or advance hotel fee (see Obj 6249, Sub Obj 01 or Obj 6419, Sub Obj 00)

• This is not for training provided by a Region Service Center (see Obj 6239, Sub Obj 02)


502.3 Title I BUGET GUIDELINES, (Cont’d) The use of these funds must be supplemental and directly related to Title I, and improving student achievement in Core Subject Areas.

Object Sub Obj Program Sub Program


6221 00 30 13 *Contracted Services tuition

Staff Tuition for higher education. • This does not cover the price of textbooks for the

class, fee for graduate school application, etc. • Prior approval of the Director of Financial Services is

required when the cot is $1,000 or more prior to the service being conducted.

6239 02 30 0000 13 Teachers 21 District Admin. 23 Campus Admin. 12 Librarian 32 Social Worker

Contracted Services (Region Educ. Service Centers)

Staff development provided by or at a Region Service Cen-ter for teachers. • All other staff development- Obj 6119, Sub Obj 07/

Function 13 (district presenters) Obj 6219, Sub Obj 00/Function 13 (contracted pre senters) Obj 6411, sub Obj 00/Function 13 (Other registration fees) • Prior approval of the Director of Financial Services is


6249 01 30 0000 11 Contracted Services (Repair and Maintenance)

Use this to pay companies/individuals to repair Title I purchased equipment. • Use this only when AISD technicians are not able to

repair the item(s). • Prior approval of the Director of Financial Services is


6249 03 30 0000 11 Contracted Services

• Permanent change to building or grounds • Electrical wiring

6259 04 30 0000 11 Contracted Services (phone line, network-ing)

• Title I Phone Lines • Networking: wiring, cable installation (data drops) • Installation of technology (Ethernet cards, hardware) • Prior approval of the Director of Financial Services is


6321 00 30 0000 11 Additional State Adopted Texts

Supplemental State adopted texts to assure students have books available to them in the classroom.

6329 00 30 0000 11 Other Reading Materials - Instruction

Non-Consumable– Trade Books, textbooks, periodicals, subscriptions (in the name of the school/not an individual), teacher’s guide, etc (for instruction) • Library books cannot be purchased with Title I funds. • For consumable workbooks use Obj 6399, Sub Obj 00





6329 01 30 0000 13 Other Reading Materials – Staff development

Non-Consumable– Trade Books, textbooks, periodi-cals, subscriptions (in the name of the school/not an individual), teacher’s guide, etc (for staff development). • For consumable workbooks use Obj 6399, Sub Obj

00

6329 00 30 PINV 11 Other Reading Materials – teaching parents

Non-Consumable– Trade Books, textbooks, periodi-cals, subscriptions (in the name of the school/not an individual), teacher’s guide, etc (for teaching parents). • For consumable workbooks use Obj 6399, Sub Obj

00.

6399 00 30 0000 11 Supplies and Materials Instruction

Benefits students/directly related to Title I. • Classroom computers/electronics, furniture, etc. • Includes internal computer components/ upgrades

that are installed by the dealer • This includes computer /furniture items, chairs,

monitors, zip drives, etc. • Workbooks/consumables, software, site licenses

(you get the disk/CD, paper, surge protectors, cal-culators, manipulatives, etc..

• Internal computer components, when purchased separately from the computer (motherboards, SIMS, DIMMS)

• This doesn’t include data drops installed by con-tractors (see Obj 6259, Sub Obj 04).

• This does not include hospitality/ food items (Obj 6499, Sub Obj 14)

• This does not include incentives or prizes (Obj 6499, Sub Obj 02 or (Obj 6399, Sub Obj 05).

6399 00 30 0000 13 Supplies and Materials In-service

• Used for supplies/materials, and consumable work-books when providing training for Aldine staff.

• This does not include books/guides or other read-ing materials (see Obj 6329, Sub Obj 00).

• Door prizes and hospitality items can not be pur-chased for staff members with Title I funds.


General Rule: Useful life less than one year. Value of single item less than $5. Incentives for students, or parents attending a training session. • Gifts or items that appear to be gifts are NOT

allowable (such as: toys, candy, shirts, caps, etc.)

• Items should be educationally related. Ex. Inexpen-sive instructionally related items to be used in the classroom (books, rulers, pens, pencils) are ac-ceptable awards for participation in program activi-ties.

• This does not include hospitality items (Object 6499).

• Any other uses require prior approval of the Direc-tor of Federal and State Programs.



Object Sub Object Program Sub Program Function Topic Description

6399 00 30 PINV 61 Supplies and Materials Parental Involvement

General Rule: Useful life less than one year. Value of single item less than $250 • Supplies needed to teach parents. (ex. Flash

cards, card stock, etc. • Paper used for supplement Title I related

parent newsletters, and handouts. • For books and other reading materials for

parents use Obj 6329, Sub Obj 00/ Function 61

• For incentive items use Obj 6499, Sub Obj 02

• This does not include hospitality items such as food, plates, or napkins (see Obj 6499)

6411 00 30 0000 13 Teachers 21 District Admin. 23 Campus Admin. 12 Librarian 32 Social Worker

Employee Travel/ Subsistence In-service

This pays for Aldine ISD personnel to travel to in-services, and their registration fees. • Mileage, meals, hotel (for trips outside the

Houston area) and registration fees (for in-services inside and outside the Houston area) for AISD personnel attending staff development.

• All registration fees to a Region Service Center should be coded to Obj 6239, Sub Obj 00/Function 13.

6419 00 30 0000 13 Non-employee Travel/ Subsist.

This pays for hotel fees directly to the hotel in advance for non-district employees who are proving you with services.

6412 00 30 0000 11 Field Trip (students) This pays busing for student field trips.


• Annual License Fees, site licenses (downloaded from web/e-mail, software maintenance fees, etc. (Also refer to Prog 30, Obj 6219, Sub Obj 01, Func 11).

• This does not pay registration fees for in-service (see Obj 6239, Sub Obj 00 and Obj 6411, Sub Obj 00).





6499 14 30 0000 11 Hospitality Instruction

• Snacks for students during extended day, yr or during district or state test breaks (TAKS, ITBS)

• This includes items such as paper plates/ napkins • This can not be used to buy meals, or snack/rewards

during a regular school day. • Food that is being used as part of a lesson is coded

to Obj 6399, Sub Obj 00/Function 11. (ex. Sorting, graphing)

• Any other uses require approval of the Director of Consolidated Programs.

6499 00 30 PINV 61 Hospitality Parent In-volvement (teaching parents)

• To encourage attendance by parents. • Food cost for snacks/refreshments during instruc-

tionally related parent meetings. This includes snacks for children receiving child care while their parents are participating in activities. Ex: Cookies and punch, or chips and soda (Pepsi products only.)

• This includes paper goods. • PRIOR approval required- Light meals during an

instructional “working session” during a normal meal time as stated on an agenda and which no other opportunity for a meal will be provided. (Guest speakers do not qualify as a “working session”.) Limit to approx. $2 per person

6639 03 30 0000 11 *Capital Outlay

Furniture and Equipment valued over $5,000 require specific prior approval of the Director of Consolidated Programs


Any purchases/services secured by the campus that do not comply with these guidelines will be the responsibility of the campus. Contact the Director of Consolidated Programs @ 985-6289, Title I Program Director @ 985-6475, or the Title I Secretary @ 985-6442 • If you are not sure if an item/service is allowable, or which code to use; • If you need any assistance with your program or budget, or • If you need to use funds which require approval (*) of the Director of Financial

Services (x 6469), or the Director of Consolidated Programs (x 6289). 502.4 FLOW CHART

If you have question call Director of Consolidated Programs.

502.3 Title I BUDGET GUIDELINES The use of these funds must be supplemental and directly related to Title I, and improving student achievement in core content subject areas.

Can we use our Title I funds to pay for ___________________________?

Will this purchase benefit students and directly address the purpose of this program?

Yes No

STOP– we must ad-dress the intent and purpose of the program.

If you did NOT have Title I funds, would you still buy it?

Yes No

STOP — We cannot supplant

Does it follow the guidelines listed in this Handbook?

STOP– We must follow laws/policies.

Does it occur within the current funding year?

Stop—We cannot spend funds outside the funding year.

Are you following the bid law?

STOP

This purchase can be made using these funds.

Yes No

No Yes

Yes No


503—Title I, Part C—Migrant Identification and Recruitment (Ages 3-21) Through school districts and education service centers (ESCs). The Texas MEP actively seeks to identify and recruit all eligible migrant children and youth residing in our state. These are children who migrate with their parents or alone across school district lines in search of temporary or seasonal work in fishing or agriculture. Identification and recruitment is essential in order to offer migrant students opportunities to learn and succeed in school. More than 575 Texas districts identify and recruit migrant students each year, and approximately 320 school districts implemented migrant programs with federal Title I, Part C Migrant funds. Migrant Services Coordination (All grade levels) This area of focus is required at all grade levels and seeks to ensure that migrant students and their families have their needs for educational and support services met, and are able to access all services for which they are eligible from entry in the MEP's early childhood program for three-year-olds through transition into postsecondary education or employment. Aldine ISD currently serves migrant children by providing for them: • School clothing vouchers • School supplies • Instructional Materials for their home • Dental Services

If you believe you are serving a child who would qualify the Director of Multilingual Education.


504— Title II, Part A—TEACHER AND PRINCIPAL TRAINING AND RECRUITING The purpose of Title II, Part A, is to increase the academic achievement of all students by helping schools and school districts improve teacher and prin-cipal quality and ensure that all teachers are highly qualified. Through the program, local educational agencies (LEAs) receive funds on a formula basis. The new Title II, Part A program replaces the previous requirement to focus on professional development for mathematics and science (Eisenhower funds) in favor of support for teacher professional development across all core academic subjects. The importance of math and science remains high priority, but many other activities are now allowed as well. Districts are required to ensure that their strategies and funded activities are grounded in scientifically based research so that students benefit from teaching prac-tices and methods that are based on what is known to work. The new Title II, Part A program also gives schools and districts expanded flexibility to address their need for qualified teachers and principals not only through professional development for existing staff, but through efforts that include attracting qualified indi-viduals into teaching and offering financial incentives and other structural changes to retain them.

The new Title II, Part A program replaces the previous requirement to focus on professional development for mathematics and science (Eisenhower funds) in favor of support for teacher professional development across all core academic subjects. The importance of math and science remains a high priority, but many other activities are now allowed as well.


504—Title II—Class-Size Reduction —Frequently Asked Questions

1. What is the intent and purpose of the Class-Size Reduction Program (CSR)? The intent and purpose of the Class-Size Reduction Program is to reduce the class size using highly qualified teachers to increase achievement for regular and special needs students by providing personal attention and a solid founda-tion for further learning so that all students learn to read independently. 2. If it is not feasible to add additional classroom space, are there other ac-ceptable routes to reducing class size? Schools in some communities will not have additional classroom space immediately available to accommodate additional teachers and smaller classes. Schools in this situation are encouraged to explore other ways of effectively providing the benefits of small class size to students, e.g., by creating smaller instructional groups with certified teachers for sustained blocks of time on a daily basis. Schools have tried a number of approaches to accomplishing this, including:

• Having two certified teachers team teach in a single classroom for either part of the school day or the entire day.

• Hiring an additional certified teacher for a grade level (e.g., providing three teachers for two third-grade classes) and dividing the students among the larger number of teachers for sustained periods of instruction each day in priority subjects such as reading and math.

• Hiring an additional certified teacher who works with half the students in a class for reading or math instruction while the other half remains with the regular classroom teacher.

Each of these approaches can take advantage of space that may be unused for part of the school day or year. Each can provide smaller groups of students with instruction from a highly qualified teacher for a significant block of time on a daily or regular basis. Each can ensure that students stay with the same teacher on a sustained basis. Each allows students to be grouped according to their achievement levels or instructional needs. And none requires that students be tracked by ability on a permanent or long-term basis. However, pullout programs do not meet the intent and purpose of CSR and are not considered as an effective strategy or technique for reducing class size.


504 Title II—Class-Size Reduction Frequently Asked Questions (cont’d) 3. May an LEA include Class-Size Reduction Program funds in a Title I school wide program? Yes, these funds may be used as a part of a school wide program. Schools are not required to track separately the Federal program funds combined in school-wide programs and, therefore, will not be required to track Class-Size Reduc-tion Program funds if they are combined in a school wide program. Schools with school wide programs are, however, required to carry out the basic intent and purpose of the Class-Size Reduction Program if these funds are combined on a school wide campus and meet all school wide program requirements. Therefore, school wide programs that use Class-Size Reduction Program funds must reduce the size of their classes, particularly in the early grades, using highly qualified teachers to increase achievement for regular or special needs children. In addition, they may, of course, carry out any of the other activities authorized by the Class-Size Reduction Program. 4. Can support personnel or instructional aides be counted under CSR? No. CRP teachers include regular classroom teachers, special education teachers, and teachers of children with special needs, such as those with dis-abilities or limited English proficiency, who are certified to teach in the as-signed class. CRP teachers cannot include administrative or support personnel, teacher aides or paraprofessionals, guidance counselors, librarians, or other specialists such as physical education, art, or music teachers. 5. Are there requirements pertaining to "supplanting"? Yes. LEAs must use these federal funds only to supplement, and not supplant, state and local funds that, in the absence of the federal funds, would otherwise be spent for activities authorized by CSR. In addition, if state or local funds are made available for the purpose of recruiting, hiring, and training teachers in order to reduce class size, testing new teachers, or providing professional development to teachers, the Class-Size Reduction Program funds may not be used to replace those state or local funds. You cannot exceed the requested amount for a PO2. The PO2 form (shown in section 600) can be downloaded from the Finance Department section of the Aldine ISD website.


504— Title II, Part A TEACHER AND PRINCIPAL TRAINING AND RECRUITING These funds are available to HR directors for recruiting, and C&I program directors for staff development.

Sub Object Program Object Function Topic Description

07 24 6119 41 Recruiting 13 Staff Development

Extra Duty Pay

• This is used to pay Aldine employees to recruit OR • To pay Aldine employees to train staff on non-

contract time


Medicare Medicare


Insurance Insurance


Teacher Retirement

Teachers Retirement/TRS INS


504— Title II, Part A TEACHER AND PRINCIPAL TRAINING AND RECRUITING Object Sub

Object Program Function Topic Description

6219 01 24 Staff Development: 41 Recruiting 13 Teachers 21 Program Directors 23 Campus Admin

Consultant Contracted Services (in-service)

• This is used to pay companies/ individuals who are not district employees to provide staff training. (fees/travel)

• Prior approval of the Director of Financial Services is required when the cot is $1,000 or more prior to the service being conducted.

6239 00 24 Staff Development: 41 Recruiting 13 Teachers 21 Program Directors 23 Campus Admin

Contracted Services (Region IV)

• Staff development provided by or at a Region Service Center.

• All other staff development for teachers- Object 6119, Sub Obj 07/Function 13 (district presenters) Object 6219, Sub Obj 01/Function 13 (contracted

presenters) Object 6411, Sub Obj 00/Function 13 (Other registration

fees) • Prior approval of the Director of Financial Services is


6329 00 24 Staff Development: 13 Teachers 21 Program Directors 23 Campus Admin

Other Reading Materials – for staff develop-ment

Non-Consumable– Trade Books, textbooks, teacher’s guide, etc • For consumable workbooks use Obj 6399, Sub Obj 00.

6399 00 24 Staff Development: 13 Teachers 21 Program Directors 23 Campus Admin

Supplies and Materials for staff develop-ment

• Supplies needed to teach staff members. (ex. Flash cards, card stock, etc.)

6411 00 24 41 Recruiting 13 Teachers 21 Program Directors 23 Campus Admin

Travel This pays for Aldine ISD teachers to travel to in-services, and their registration fees. • Mileage, meals, hotel (for trips outside the Houston

area) and registration fees (for in-services inside and outside the Houston area) for AISD teachers attending staff development.

All registration fees to a Region Service Center should be coded to Obj 6239, Sub Obj 02.

6419 00 24 41 Recruiting 13 Teachers 21 Program Directors 23 Campus Admin

Travel This pays for hotel fees directly to the hotel in advance for non-district employees who are proving you with services.


504.1 —Title II, Part A Budget GUIDELINES

District Requirements • ALL requisitions must have a written record of how the

funds are used on the bottom of the requisition. • ALL 62XX requisitions must have a contract and an in-

voice attached which share the same details. The contract must be dated on or before the date of the invoice.

• Contracts of $1,000 or more must be approved by the Di-rector of Financial Services before the services are pro-vided.

• Any purchases/services secured by you, which do not comply with these guidelines, will be your responsibility.

• Any uses of these funds, other than what’s listed in these guidelines, will require prior approval of the Executive Director of Curriculum and Instruction, and the Director of Consolidated Programs.

• Requisitions must be submitted in a timely manner. • Your Title II funds must benefit the staff in the current

funding year. • The Director of Consolidated Programs must approve

requests for PO2s. Requests should be e-mailed to the bookkeeper assigned to this fund.

ALL Title II Requisitions submit-ted by curriculum program directors must be sent di-rectly to the Assis-tant Superintendent of Curriculum and Instruction. The purchasing, business office, and payroll departments do not accept requisitions without the proper signatures. These requisitions will be rerouted back to the Assistant Superintendent’s office. All other Title II requisitions and PO2 requests are to be sent directly to the Director of Consolidated


504.2—Title II, Part A

Frequently Asked Questions 1. May supplies or materials be purchased with Title II Funds to implement the training received?

• NO, supplies and materials to implement training may not be purchased with Title II funds. ONLY those supplies and materials needed to con-duct the training are allowable.

• 2. A district employee will be attending a conference (using special revenue funds) in which the dates of the conference and the corresponding travel dates cross a grant period (i.e., the first part of the travel occurs in one grant period, and the second part of the travel occurs in the next grant period). How is this travel to be charged? The travel costs that are actually incurred dur-ing each respective grant period must be charged to that grant period. For exam-ple, half of the plane ticket would be charged to the first grant, and half of the plane ticket would be charged to the second grant, because the traveler departed on a day covered by the first grant, and returned on a day covered by the second grant. The lodging and meals would also be charged in the same manner, i.e., ex-penses for lodging and meals that were incurred during the first grant period would be charged to the first grant period, and lodging and meal expenses that were incurred during the second grant period would be charged to the second grant period. 3. Can we pay a registration fee in advance of the conference, even though the conference may not be until the subsequent grant period? If the registra-tion fee is due in advance, yes, it can be paid when it is due, even though the con-ference may not actually take place until the next grant period. The registration fee will be charged to the grant period during which the registration fee was actu-ally paid. 4. What are the REQUISITION DUE DATES? Refer to Section 220 for deadline dates.


504.2—Allowable Costs for the Title II, Part A Program Recruitment: LEA can develop or enhance activities to encourage high-qualify individuals, including mid-career professionals, former military personnel, paraprofessionals, and recent college graduates, to enter the teaching profession through alternative routes to State certification. Preparation and Professional Development: LEAs can carry out activities that focus on increasing the subject matter knowledge of teachers. Support: LEAs can develop and expand activities that provide mentoring for new teachers and assist teachers in how to use assessment data to guide instructional decisions. Ensuring Quality: LEAs can implement teacher testing to assess subject matter knowledge, and can conduct activities that assist teachers with meeting the requirements for becoming Highly Qualified Retention: LEAs can develop and expand merit-based performance systems that provide differential pay and bonuses for teachers who teach in specific schools and subject areas. Beyond this, Title II, Part A program tailors local planning requirements to focus on achieving results by such means as (1) requiring LEAs to target their funds on schools with the greatest need for assistance; and (2) mandating stronger measures with which to hold schools and LEAs accountable for improved teachers quality.


504.3—Allowable Costs for the Title II, Part A Program (cont.) Allowable uses of Title II funds: 1. Developing and implementing strategies and activities to recruit, hire, and re-

tain highly qualified teachers and principals; 2. Providing professional development activities that improve the knowledge of

teachers and principals and , in appropriate cases, paraprofessionals, in: Content knowledge. Providing training in one or more of the core academic subjects that the teachers teach; and Classroom practices. Providing training to improve teaching practices and students academic achievement through (a) effective instructional strategies, methods, and skills; (b) the use of challenging State academic content standards and student academic achievement standards in preparing students for the State assessments. 3. Providing professional development activities that improve the knowledge of

teachers and principals and , in appropriate cases, paraprofessionals, regarding effective instructional practices that:

Involve collaborative groups of teachers and administrators; Address the needs of students with different learning styles, particularly students with disabilities, students with special needs (including GT), and students with limited English proficiency; Provide training in improving student behavior in the classroom and identifying early and appropriate interventions to help students with special needs; Provide training to enable teachers and principals to involve parents in their children’s education, especially parents of limited English proficient and immigrant children; and Provide training on how to use date and assessments to improve class room practice and student learning; 4. Developing and implementing initiatives to promote retention of highly quali-

fied teachers and principals, particularly in schools with a high percentage of low-achieving students. (teacher mentoring, induction, support for new teachers and principals during the first 3 years, incentives);

5. Carrying out programs and activities that are designed to improve the quality of the teaching force, such as innovative professional development programs that focus on technology literacy, tenure reform, and testing teachers in their aca-demic subject in which teachers teach;

6. Carrying out professional development programs that are designed to improve the quality of principals and superintendents, including the development and support of academies to help them become outstanding managers and educa-tional leaders;

Continued on next page.


504.4—Title II, Part A (cont.) Allowable uses of Title II Funds cont.: 7. Hiring highly qualified teachers, including teachers who become highly qualified, and special education teachers in order to reduce class size, particularly in the early grades; and 8. Carrying out teacher advancement initiatives that promote professional growth and

emphasize multiple career paths (such as paths to becoming a mentor teacher, career teachers, or exemplary teacher).

Unallowable Costs for the Title II Program

Title II funds may not be used for construction or renovation of any buildings, rooms, or other facility. The following activities or expenditures are not consistent with the intent and pur-poses of the Title II Professional Development Program and are, therefore, unallow-able. 1. Instructional supplies and materials for the classroom to implement training received under Eisenhower. 2. Costs associated with writing or aligning of curriculum. 3. Computers, technology equipment, or other capital outlay items are unallowable, unless it is used specifically for training in professional development activities. The equipment must be necessary, the cost reasonable, and be unavailable from other sources. 4. Computer labs. 5. Professional Development Libraries. 6. Purchasing items previously paid for with local funds (supplanting).

Title II funds may only be used to purchase materials for training purposes. You may not use the funds to purchase items in bulk for classroom implementation.


505—Title III, Part A—LEP The purpose of Title III, Part A is to improve the education of limited English proficient children by assisting the children to learn English, meet challenging State academic content and meet student academic achievement standards. • Activities carried out under the Title III, Part A must use approaches and

methodologies based on scientifically based research to teach LEP and immigrant children for the following purposes:

• Developing and implementing new language instruction educational

programs and academic content instruction programs for LEP children, including programs of early childhood on up to secondary school programs.

• Carrying out highly focused, innovative, locally designed activities to

expand or enhance existing language instruction educational programs and academic content instruction programs for LEP children.

• Implementing, within an individual school, school-wide programs for

restructuring, reforming, and upgrading all relevant programs, activities, and operations relating to language instruction educational programs and academic content instruction for LEP children.

• Implementing, within the entire jurisdiction of the LEA, LEA-wide

programs for restructuring, reforming, and upgrading all relevant programs, activities, and operations relating to language instruction educational programs and academic content instruction for LEP children.

The Director of Consolidated Programs must approve requests for PO2s. Re-quests should be e-mailed to the bookkeeper assigned to this fund. You cannot exceed the requested amount for a PO2. The PO2 form (shown in section 600) can be downloaded from the Finance Department section of the Aldine ISD website.


505—Title III, Part A—LEP A district employee will be attending a conference (using special revenue funds) in which the dates of the conference and the corresponding travel dates cross a grant period (i.e., the first part of the travel occurs in one grant period, and the second part of the travel occurs in the next grant pe-riod). How is this travel to be charged? The travel costs that are actually in-curred during each respective grant period must be charged to that grant period. For example, half of the plane ticket would be charged to the first grant, and half of the plane ticket would be charged to the second grant, because the trav-eler departed on a day covered by the first grant, and returned on a day covered by the second grant. The lodging and meals would also be charged in the same manner, i.e., expenses for lodging and meals that were incurred during the first grant period would be charged to the first grant period, and lodging and meal expenses that were incurred during the second grant period would be charged to the second grant period. Can we pay a registration fee in advance of the conference, even though the conference may not be until the subsequent grant period? If the registration fee is due in advance, yes, it can be paid when it is due, even though the confer-ence may not actually take place until the next grant period. The registration fee will be charged to the grant period during which the registration fee was actu-ally paid. What are the REQUISITION DUE DATES? Refer to Section 220 for deadline dates.


Object Sub Obj Program Sub Prog


6112 0031 0025 Substitute Pay

• This is used when a teacher attends a workshop and misses school. • Any other uses of these funds will require PRIOR approval of the Director of Consolidated Programs.


This is used to pay teachers who teach students Extended week (Saturday classes). [$25/ hr] • This is not to be used to pay for extended year/day (see Obj 6119, Sub Obj 03/Obj 6119, Sub Obj 07)

6116 0031 0011 Tutoring • This is used to pay a retired teacher is paid to work with small groups during the school day.

• This is not for Extended day, week or year. (see Obj 6119, Sub Obj 06; 6119, Sub Obj 03; 6119, Sub Obj 07) (white time card)


This is used to pay teachers who teach students extended year which takes place beyond the regular school calendar. [$25/hr] • This is not for extended wk/day (Obj 6119, Sub Obj 06/ Obj

6119, Sub Obj 07)


This is used to pay teachers who train your staff. • Regular contract day/time: (prep fees) 1/2 day = $50 All day = $100 • Non-contract day/time: 1/2 day = $125 All day = $250 • We can not pay teachers stipends for attending staff development sessions. • This is also used to pay curriculum writers on non-contract

days/times at the rate of $25/hr.

6118 PI31 0081 Teacher Sup-plement Teaching parents

This is used to pay teachers who teach parents, at the rate of $25/hr. • English instruction, reading skills, computer skills • Family Math Night, instructional or discipline strategies


This is used to pay teachers who teach students before or after school during the regular school year. This is used for Extended day at rate of $25/hr. • This is not used to pay paraprofessionals (Obj 6121, Sub Obj

00) • This is not for extended wk/year (Obj 6119, Sub Obj 06/ Obj

6119, Sub Obj 03)

6121 0031 0011 Paraprofes-sional Salary

• Regular pay • This is used to pay paraprofessionals who teach students

during extended year ( in accordance with their regular daily rate). (See Obj 6119, Sub Obj 03 for teachers)

505.1—Title III, Part A—LEP

Title III, Part A funds are supplemental. They cannot be used to fund programs that are re-quired by state law. All funds are supplemental and must not supplant state-required programs and services.


Object Sub Obj Program Sub Prog Function Topic Description

6128 0031 0011 Paraprofessional Supplement Instruc-tion

This is used to pay paraprofessionals who teach stu-dents during extended day/week (at their regular daily rate). (see Obj 6119, Sub Obj 06/ 6119, Sub Obj 07 for teachers.)

6128 0031 0025 Paraprofessional Supplement Inservice

This is used to pay paraprofessionals who train for your staff (at their regular daily rate).

6128 PI31 0081 Paraprofessional Supplement Teaching parent

This is used to pay paraprofessionals who teach par-ents in accordance with their regular daily rate. • English instruction, reading skills, computer skills • Family Math Night, instructional strategies, disci-

pline strategies • Interpreting meeting, translating parent letters • Used to pay paraprofessionals who provide child

care during meetings.

6141 25 11 Medicare Medicare

6142 25 11 Insurance Insurance

6146 25 11 Teacher Retirement Teachers Retirement/TRS INS

6219 00 25 0000 11 Professional Services (instruction)

1. This is used to pay for software installation . 2. This is used to pay companies/ individuals who

are not district employees to teach students. (fee/travel)

• This is not for repairs or advance hotel fees (see Obj 6249, Sub Obj 01 or Obj 6419, Sub Obj 00)


6219 01 25 0000 11 *Consultant Contracted Services (in-service)

This is used to pay companies/ individuals who are not district employees to provide staff training (fee/travel) • This is not for repairs or advance hotel fees (see

Obj 6249, Sub Obj 01 or Obj 6419, Sub Obj 00) • Prior approval of the Director of Financial Services

is required when the cot is $1,000 or more prior to the service being conducted.

6219 01 25 0000 61 *Consultant Contracted Services (teaching parents)

This is used to pay companies/individuals who are not district employees to teach parents. (fees/travel) • Family Math Night, instructional strategies, disci-

pline strategies. • This is not for repairs or advance hotel fee (see

Obj 6249, Sub Obj 01 or Obj 6419, Sub Obj 00) • This is not for training provided by a Region Ser-

vice Center (see Object 6259) • Prior approval of the Director of Financial Services

is required when the cot is $1,000 or more prior to the service being conducted.




6239 00 25 0000 13 Contracted Ser-vices (Region Educ. Service Centers)

Staff development provided by or at a Region Service Cen-ter for teachers. • All other staff development- Obj 6119, Sub Obj 07 (district presenters) Obj 6219, Sub Obj 01 (contracted presenters) Obj 6411, Sub Obj 00 (Other registration • Prior approval of the Director of Financial Services is


fees)



6329 00 25 0000 11 Other Reading Materials - Instruction

Non-Consumable– Trade Books, textbooks, periodicals, subscriptions (in the name of the school/not an individual), teacher’s guide, etc (for instruction) • Library books cannot be purchased with Title III funds. • For consumable workbooks use Obj 6399, Sub Obj 00.

6329 00 25 0000 13 Other Reading Materials – Staff development

Non-Consumable– Trade Books, textbooks, periodicals, subscriptions (in the name of the school/not an individual), teacher’s guide, etc (for staff development). • For consumable workbooks use Obj 6399, Sub Obj 00.

6329 00 25 0000 61 Other Reading Materials – teaching parents

Non-Consumable– Trade Books, textbooks, periodicals, subscriptions (in the name of the school/not an individual), teacher’s guide, etc (for teaching parents). • For consumable workbooks use Obj 6399, Sub Obj 00.


Benefits students/directly related to Title III. • Classroom computers/electronics, etc. • Software, site licenses (you get disk/CD), surge protec-

tors, calculators, manipulatives, etc.. • This does not include hospitality/ food items (Obj

6499, Sub Obj 14). • This does not include incentives or prizes (Obj 6499,

Sub Obj 02 or Obj 6399, Sub Obj 05).





General rule: Useful life less than one year. Value of single item less than $250. • Used for supplies/materials, and workbooks when provid-

ing training for Aldine staff. • This does not include books/guides or other reading materi-

als (see Obj 6329, Sub Obj 00). • Door prizes and hospitality items can not be purchased for

staff members with Title III funds.

6399 00 25 0000 61 Supplies and Materials Parental Involvement

General Rule: Useful life less than one year. Value of single item less than $250 • Supplies needed to teach parents. (ex. Flash cards, card

stock, etc. • Paper used for supplement related parent newsletters, and

handouts. • For books and other reading materials for parents use Obj

6329, Sub Obj 00/ Function 61 • For incentive items use Obj 6499, Sub Obj 02). • This does not include hospitality items such as food, plates,

or napkins (see Obj 6499, Sub Obj 00).


General Rule: Useful life less than one year. Value of single item less than $5. Incentives for students, or parents attend-ing a training session. • Gifts or items that appear to be gifts are NOT allowable

(such as: toys, candy, shirts, caps, etc.) • Items should be educationally related. Ex. Inexpensive

instructionally related items to be used in the classroom (books, rulers, pens, pencils) are acceptable awards for participation in program activities.

• This does not include hospitality items (Obj 6499, sub obj 00).

• Any other uses require prior approval of the Director of Consolidated Programs.

6411 00 25 0000 13 Teachers only


This pays for Aldine ISD teachers to travel to in-services, and their registration fees. • Mileage, meals, hotel (for trips outside the Houston area)

and registration fees (for in -services inside and outside the Houston area) for AISD teachers attending staff develop-ment.

• All registration fees to a Region Service Center should be coded to Obj 6239, Sub Obj 00/Function 13.

6419 00 25 0000 13 Non-employee Travel/ Subsist.

This pays for hotel fees directly to the hotel in advance for non-district employees who are proving you with services.




6499 00 25 0000 61 Hospitality Parent Involvement (teaching parents)

• To encourage attendance by parents. • Food cost for snacks/refreshments during instructionally

related parent meetings. This includes snacks for children receiving child care while their parents are participating in activities. Ex Cookies and punch, or chips and soda (Pepsi products only.)

• This includes paper goods. • PRIOR approval required- Light meals during an instruc-

tional “working session” during a normal meal time as stated on an agenda and which no other opportunity for a meal will be provided. (Guest speakers do not qualify as a “working session”.) Limit to approx. $2 per person

6499 14 25 0000 11 Hospitality Instruction

• Snacks for students during extended day, yr • This includes items such as paper plates/ napkins • This can not be used to buy meals, or snack/rewards dur-

ing a regular school day. • Food that is being used as part of a lesson is coded to Obj

6399, sub obj 00/Function 11. (ex. Sorting, graphing) • Any other uses require approval of the Director of Con-

solidated Programs.




6119 07 25 PLIT 61 Teacher Supplement Teaching parents

This is used to pay teachers who teach parents, at the rate of $25/hr. • English instruction, reading skills, computer skill

6121 00 25 PLIT 61 Paraprofessional Supplement Teaching parent

This is used to pay paraprofessionals who teach parents in accordance with their regular daily rate. • English instruction, reading skills, computer skills

6141 00 25 PLIT 61 Medicare Medicare

6142 00 25 PLIT 61 Insurance Insurance

6146 00 25 PLIT 61 Teacher Retirement

Teachers Retirement/TRS INS

6329 00 25 PLIT 61 Other Reading Materials – teaching parents

Non-Consumable– Trade Books, textbooks, periodicals, subscriptions (in the name of the school/not an individ-ual), teacher’s guide, etc (for teaching parents). • For consumable workbooks use Obj 6399,

Sub Obj 00.

6399 00 25 PLIT 61 Supplies and Materials Parental Involvement

• Supplies needed to teach parents. (ex. Flash cards, card stock, etc.

6499 00 25 PLIT 61 Hospitality Parent Involvement

• Food costs for snacks/refreshments during instruc-tionally related parent meetings.

505.2 —Title III, Part A—LEP Parent Literacy Program


506—Title IV (Safe and Drug Free Schools)

Local Drug and Violence Prevention Program Requirements

A local educational agency shall use funds received under this subpart to adopt and carry out a comprehensive drug and violence prevention program which shall: 1. be designed, for all students and employees, to a. prevent the use, possession, and distribution of tobacco, alcohol, and illegal drugs by students and to prevent the illegal use, possession, and distribution of such substances by employees; b. prevent violence and promote school safety; c. create a disciplined environment conducive to learning; and 2. include activities to promote the involvement of parents and coordination with community groups and agencies, including the distribution of information about the local educational agency's SDFSCA needs, goals, and programs. Local/Substate Regional Advisory Council 1. An LEA shall develop its application for SDFSCA funds in consultation with a local or regional substate advisory council, that includes, to the extent possible, representatives of local government, business, parents, students, teachers, pupil services personnel, appropriate state agencies, private schools, the medical profession, law enforcement, community-based organizations, and other groups with interest in and expertise in drug and violence prevention. [P.L. 103-382, Sec. 4115 (a) (2) (A)] 2. The established or designated advisory council shall, on an ongoing basis: a. Disseminate information about drug and violence prevention programs, projects, and activities conducted within the boundaries of the LEA; b. Advise the LEA regarding how best to coordinate SDFSCA activities with other related programs, projects, and activities and the agencies that administer such programs, projects, and activities; and c. Review program evaluations and other relevant material and make recommendations to the LEA on how to improve the LEA's drug and violence prevention programs. [P.L.103-382. Sec. 4115 (a)(2)] Coordination Between LEA and State/Local Agencies The LEA shall coordinate its Safe and Drug-Free Schools and Communities Act programs and projects with: 1. community-wide efforts to achieve the LEA's goals for drug and violence prevention; and 2. other Federal, State, and local programs for drug prevention, including health programs. [P.L.03-382, Sec. 4115 (b) (2) (E)]


506—Title IV (Safe and Drug Free Schools) (cont’d)

Program Requirements Wrong and Harmful Message Drug Prevention programs supported with SDFSCA funds shall convey a clear and consistent message that the illegal use of alcohol and other drugs is wrong and harmful. [P.L. 103-382, Sec. 4132(a)] Principles of Effectiveness These new federal regulations, referred to as the Principles of Effectiveness, apply to funds obligated on or after July 1, 1998. A statewide letter, mailed to all super-intendents on July 27, 1998, notified LEAs of the implementation of the Princi-ples of Effectiveness. Principle 1: Conducting Needs Assessments Each recipient of Title IV funds shall base its SDFSC Program on a thorough as-sessment of objective data concerning the drug and violence problems in the schools and communities served. Principle 2: Setting Measurable Goals and Objectives Each recipient of Title IV funds shall, with the assistance of a local or regional SDFSC advisory council, which includes community representatives, establish a set of measurable goals and objectives and design its SDFSC activities to meet these goals and objectives. Principle 3: Effective Research-Based Programs Each recipient of Title IV funds shall design and implement its SDFSC activities for youth based on research or evaluation that provides evidence that the strate-gies used prevent or reduce drug use, violence, or disruptive behavior. Principle 4: Program Evaluation Each recipient of Title IV funds shall evaluate its drug prevention and violence prevention program periodically to assess progress toward achieving its estab-lished goals and objectives. The evaluation results shall be used to refine, im-prove, and strengthen its program and to refine its goals and objectives, as appro-priate. The Director of Consolidated Programs must approve requests for PO2s. Re-quests should be e-mailed to the bookkeeper assigned to this fund.


506.1—Title IV (Safe and Drug Free Schools)

Frequently Asked Questions

1. Is the Safe and Drug-Free Schools program designed to serve only those students in at-risk situations? NO, the SDFSC program is to provide services to ALL STUDENTS. The program requires drug prevention and violence prevention education be conducted at all grade levels and for the staff of the school.

2. Is alcohol considered a drug? YES, "drug" includes alcohol, tobacco, and any other illegal substance. 3. What is TAOD? Tobacco, Alcohol, and Other Drugs 4. Does Red Ribbon Week qualify as a comprehensive program? While Red Ribbon Week activities serve as an excellent event to increase community awareness, Red Ribbon Week alone is not considered a comprehensive program. Activities should be conducted that meet the requirements of the SDFSCA Principles of Effectiveness. 5. Can the SDFSC program pay for treatment? NO

6. Is the SDFSC program expected to pay for the prevention program at all grade levels? The SDFSC program has limited funds. SDFSC may only be able to pay for part of the comprehensive prevention program, however, the law requires school districts receiving federal SDFSC funds to provide a comprehensive drug use prevention/violence prevention program to all students and staff.

7. Can the SDFSC funds be combined on a Title I, School wide campus? Yes, but the law requires the intent and purpose of SDFSC still be met; meaning a comprehensive drug and violence prevention program for all students on the campus.

You cannot exceed the requested amount for a PO2. The PO2 form (shown in section 600) can be downloaded from the Finance Department section of the Aldine ISD website.


506.2—Title IV (Safe and Drug Free Schools) Allowable Activities Funds shall be used to implement age-appropriate drug and violence prevention programs for pre-school through Grade 12. Funds may be used for the following activities: 1. age-appropriate, developmentally based drug prevention and education programs

for all students, from the preschool level through Grade 12, that address the le-gal, social, personal and health consequences of the use of illegal drugs, promote a sense of individual responsibility, and provide information about effective techniques for resisting peer pressure to use illegal drugs;

2. programs of drug prevention, comprehensive health education, early interven-tion, pupil services, mentoring, or rehabilitation referral, which emphasize stu-dents’ sense of individual responsibility and which may include--

A. the dissemination of information about drug prevention; B. the professional development of school personnel, parents, students, law enforcement officials, judicial officials, health service providers, and community leaders in prevention, education, early intervention, pupil services or rehabilitation referral; and C. the implementation of strategies, including strategies to integrate the delivery of services from a variety of providers, to combat illegal alcohol, tobacco, and drug use, such as-- i. family counseling; ii. early intervention activities that prevent family dysfunction, enhance school performance, and boost attachment to school and family; and iii. activities, such as community service and service-learning projects, that are designed to increase students’ sense of community; 3. age-appropriate, developmentally based violence prevention and education pro-

grams for all students, from the preschool level through Grade 12, that address the legal, health, personal, and social consequences of violent and disruptive be-havior, including sexual harassment and abuse, and victimization associated with prejudice and intolerance, and that include activities designed to help students develop a sense of individual responsibility and respect for the rights of others, and to resolve conflicts without violence.


506.2—Title IV (Safe and Drug Free Schools) Allowable Activities (cont’d) 4. violence prevention programs for school-aged youth, which emphasize students’ sense of individual responsibility and may include-- A. the dissemination of information about school safety and discipline; B. the professional development of school personnel, parents, students, law enforcement officials, judicial officials, and community leaders in designing and implementing strategies to prevent school violence; C. the implementation of strategies, such as conflict resolution and peer mediation, student outreach efforts against violence, anti-crime youth councils (which work with school and community-based organizations to discuss and develop crime prevention strategies), and the use of mentoring programs, to combat school violence and other forms of disruptive behavior, such as sexual harassment and abuse; and D. the development and implementation of character education programs, as a component of a comprehensive drug or violence prevention program, that are tailored by communities, parents, and schools; and E. comprehensive, community-wide strategies to prevent or reduce illegal gang activities;

5. supporting ‘safe zones of passage’ for students between home and school through such measures as Drug- and Weapon-Free School Zones, enhanced law enforcement, and neighborhood patrols;

6. acquiring and installing metal detectors and hiring security personnel;

7. professional development for teachers and other staff and curricula that promote the awareness of and sensitivity to alternatives to violence through courses of study that include related issues of intolerance and hatred in history;

8. the promotion of before- and after- school recreational, instructional, cultural, and artistic programs in supervised community settings; and

9. drug abuse resistance education programs, designed to teach students to recognize and resist pressures to use alcohol or other drugs, which may include activities such as classroom instruction by uniformed law enforcement officers, resistance techniques, resistance to peer pressure and gang pressure, and provi-sion for parental involvement; and the evaluation of any of the activities author-ized under this subsection." [P.L. 103-382, Section 4116(b)]


506.3—Title IV (Safe and Drug Free Schools) LIMITATIONS OF EXPENDITURES A. Not more than 20 percent of the funds made available to an LEA under this subpart may be used to carry out activities to support ‘safe zones of passage’ for students between home and school through such measures as Drug and Weapon-Free School Zones, enhanced law enforcement, and neighborhood patrols, or for acquiring and installing metal detectors and hiring security personnel. Funding for these activities is allowed only if funding for such activities is not received from other Federal agencies. [P.L. 103-382, Section 4116 (c)] B. An LEA may carry over no more than 25 percent of its SDFSCA entitlement be-yond each year unless the LEA can demonstrate good cause to the State educational agency. Good cause may include the late receipt of funds, cancellation of orders by a vendor or other reasons beyond the control of the LEA. If the LEA plans to carry over more than 25 percent, it must complete Schedule #5A, Waiver Request and submit it with the original application. [P.L. 103-382, Section 4113 (f)(2)(A)(B)] PROHIBITED USE OF FUNDS A. Funds may not be used for construction costs. [P.L. 103-382, Section 4133(1)] B. Funds may not be used for medical services, drug treatment, or rehabilitation,

except for pupil services or referral to treatment for students who are victims of or witness to crime or who use alcohol, tobacco, or other drugs. [P.L. 103-382, Section 4133 (2)]

You cannot exceed the requested amount for a PO2. The PO2 form (shown in section 600) can be downloaded from the Finance Depart-ment section of the Aldine ISD website.


506.3—Title IV (Safe and Drug Free Schools) A district employee will be attending a conference (using special revenue funds) in which the dates of the conference and the corresponding travel dates cross a grant period (i.e., the first part of the travel occurs in one grant period, and the second part of the travel occurs in the next grant period). How is this travel to be charged? The travel costs that are actually incurred during each re-spective grant period must be charged to that grant period. For example, half of the plane ticket would be charged to the first grant, and half of the plane ticket would be charged to the second grant, because the traveler departed on a day covered by the first grant, and returned on a day covered by the second grant. The lodging and meals would also be charged in the same manner, i.e., expenses for lodging and meals that were incurred during the first grant period would be charged to the first grant period, and lodging and meal expenses that were incurred during the second grant period would be charged to the second grant period. Can we pay a registration fee in advance of the conference, even though the conference may not be until the subsequent grant period? If the registration fee is due in advance, yes, it can be paid when it is due, even though the conference may not actually take place until the next grant period. The registration fee will be charged to the grant period during which the registration fee was actually paid. What are the REQUISITION DUE DATES? Refer to Section 220 for deadline dates.

You cannot exceed the requested amount for a PO2. The PO2 form (shown in section 600) can be downloaded from the Finance Depart-ment section of the Aldine ISD website.


506.4—Title IV (Safe and Drug Free Schools) Guidelines

Object Sub Obj Program Sub Pro-gram


6111 RS41 0032 Social Worker • This is used to pay social workers regular salary

6118 0041 0032 Extra Duty Pay • This is used to pay social workers who present before or after school during the regular school year. This is used for extra duty at rate of $25/hr.

6121 0041 0032 Social Worker 0053 Security

Para Salary • Regular pay

6141 6141

0041 RS41

0032 Social Worker 0053 Security

Medicare Medicare—Extended Day/ Wk/ Yr Medicare—Regular Salary

6142 6142

0041 RS41



6146 6146

0041 RS41


Teacher Retirement

Teachers Retirement/TRS INS—Extended Day/ Wk/ Yr Teachers Retirement/TRS INS—Regular Salary

6219 01 24 0000 32 *Consultant Contracted Services

This is used to pay companies/individuals who are not district employees to teach social worker (fees/travel) • Prior approval of the Director of Financial Services is re-


• This is not for repairs or advance hotel fee (see Obj 6249, sub obj 01 or obj 6419, sub obj 00).

• This is not for training provided by a Region Service Center (see Obj 6239, Sub Obj 00)

6239 00 24 0000 13 Contracted Services (Region Educ. Service Cen-ters)

Staff development provided by or at a Region Service Center for teachers. • All other staff development- Obj 6119, sub obj 07/Function 13 (district presenters) Obj 6219, sub obj 01/Function 13 (contracted presenters) Obj 6411, sub obj 00/Function 13 (Other registration fees) • Prior approval of the Director of Financial Services is re-



506.4—Title IV (Safe and Drug Free Schools) Guidelines

Object Sub Object

Program Sub Program


6329 00 24 0000 32 52

Reading Materials related to social skills Reading Materials related to security issue

Non-Consumable– Trade Books, textbooks, periodicals, teacher’s guide, etc • For consumable workbooks use Obj 6399, Sub Obj

00.

6399 00 24 0000 32 52

Instructional materials related to social skills Instructional materials related to safe schools

• Consumable items – workbooks, paper, video, etc. • Software, site licenses (you get disk/CD) These funds cannot be used to purchase Red Ribbon Week ribbons.

6411 00 24 0000 13 Teachers 32 Social Workers


This pays for Aldine ISD teachers/social workers to travel to in-services, and their registration fees. • Mileage, meals, hotel (for trips outside the Houston

area) and registration fees (for in -services inside and outside the Houston area) for AISD teachers

/social workers attending staff development. • All registration fees to a Region Service Center

should be coded to Obj 6239, Sub Obj 02.

6499 00 24 0000 52 Hospitality Parent Involvement

• To encourage attendance by parents. • Food cost for snacks/refreshments during safety

related parent meetings. Ex Cookies and punch, or chips and soda (Pepsi products only.)

• This includes paper goods.


507—Title V (Innovative)

Program Requirements • ALL requisitions which contain consumable materials or items that are tradi-

tionally purchased with state or local funds must have a written record of how the funds are used on the bottom of the requisition.

• ALL 62XX requisitions must have a contract and an invoice attached which share the same details. The contract must be dated on or before the date of the invoice.

• ALL Title V requisitions must be sent to Director of Consolidated Programs. The purchasing, business office, and payroll departments do not accept requisi-tions without the proper signatures. These requisitions will be rerouted back to the Director of Consolidated Program’s office.

• The Director of Consolidated Programs must approve requests for PO2s. Re-quests should be e-mailed to the bookkeeper assigned to this fund.

• PO2s are available for Houston Area vendors only. • You cannot use a PO2 to have item’s that are back ordered/not in stock at the

store to be delivered to you or picked up by you later. • Make all purchases through requisitions and/or PO2s. Do not buy items with the

expectation that you will be reimbursed. • Any purchases/services secured by you, which do not comply with these guide-

lines, will be your responsibility. • Any uses of these funds, other than what’s listed in these guidelines, will require

prior approval of the Director of Consolidated Programs. • Requisitions must be submitted in a timely manner. • Your Title V funds must benefit the students/staff in the current funding

year.


507—Title V (Innovative)

A district employee will be attending a conference (using special revenue funds) in which the dates of the conference and the corresponding travel dates cross a grant period (i.e., the first part of the travel occurs in one grant period, and the second part of the travel occurs in the next grant period). How is this travel to be charged? The travel costs that are actually incurred during each re-spective grant period must be charged to that grant period. For example, half of the plane ticket would be charged to the first grant, and half of the plane ticket would be charged to the second grant, because the traveler departed on a day covered by the first grant, and returned on a day covered by the second grant. The lodging and meals would also be charged in the same manner, i.e., expenses for lodging and meals that were incurred during the first grant period would be charged to the first grant period, and lodging and meal expenses that were incurred during the second grant period would be charged to the second grant period. Can we pay a registration fee in advance of the conference, even though the conference may not be until the subsequent grant period? If the registration fee is due in advance, yes, it can be paid when it is due, even though the conference may not actually take place until the next grant period. The registration fee will be charged to the grant period during which the registration fee was actually paid. What are the REQUISITION DUE DATES? Refer to Section 220 for deadline dates.


507.2—USE OF TITLE V FUNDS

A. Innovative Assistance Program Areas Title VI funds may be used to support programs in one or more of the following innovative assistance areas. The LEA shall have complete discretion in determining how the Title V funds will be divided among the innovative assistance areas. 1. Technology related to the implementation of school-based reform programs,

including professional development to assist teachers and other school officials regarding how to use such equipment and software effectively.

2. Programs for the acquisition and use of instructional and educational materials, including library services and materials (including media materials), assessments, reference materials, computer software and hardware for instructional use, and other curricular materials which are tied to high academic standards and which will be used to improve student achievement and which are part of an overall education reform program.

3. Promising education reform projects, including effective schools and magnet schools.

4. Programs to improve the higher-order thinking skills of disadvantaged elementary and secondary school students and to prevent students from dropping out of school.

5. Programs to combat illiteracy in the student and adult population, including parent illiteracy.

6. Programs to provide for the educational needs of gifted and talented children. 7. School reform activities that are consistent with the Goals 2000: Educate

America Act. An LEA is not required to have an approved Goals 2000 plan or Goals 2000 grant from the Texas Education Agency to expend funds for this Title VI innovative assistance program area.

8. Planning, designing, and initial implementation of charter schools, as described in ESEA, Title X, Part C. There is a time limit for these activities prescribed by federal statute.

9. School improvement programs or activities under sections 1116 and 1117 of Title I, Part A [i.e., Title I, Part A school improvement programs]. These activities include development of a Title I, Part A school improvement plan including professional development activities by campuses that have not made adequate progress for two consecutive years. Technical assistance is to be provided by the LEA to the campus in the development and implementation of the plan.


507.2—USE OF TITLE V FUNDS (cont’d) 10. School wide programs under Title I, Part A, Section 1114, which authorizes

LEAs to combine Title V funds with other federal, state, and local funds to upgrade the entire educational program in a school eligible for a school wide program, provided that the intent and purposes of Title V are still met. The intent and purposes of Title V are to support local reform efforts consistent with GOALS 2000 or the National Education Goals; to implement promising educational reform programs; to meet the special educational needs of high-cost students and students in at-risk situations; and to support innovation and educational improvement.

11. Administrative costs (including direct and indirect costs), provided that such costs are reasonable and necessary to properly administer Title V programs.

ALLOWABLE EXPENDITURES An LEA may budget only those costs which are reasonable and necessary to implement one or more innovative assistance programs identified in Section V. A. Educational Materials

An LEA may purchase library materials, assessments, reference materials, media materials, instructional and educational materials, and other curriculum material for any subject area and any grade level as long as these materials focus on a particular purpose and identified need and are supplemental. Such materials must also be tied to high academic standards, must be used to improve student achievement, and must be part of an overall education reform program.

B. Furniture and Equipment Except for technology related to school-based reform programs and for computer hardware for instructional use, an LEA may purchase furniture and equipment only where such items are needed to conduct activities under one or more of the innovative assistance program areas. Furniture and equipment are not allowed for administrative/management purposes or for general instructional purposes. Rental, lease, or purchase of office equipment such as copy machines or fax machines is not an allowable expenditure under Title V, nor is the operation/maintenance of a copy center or copy machine allowable under Title V.


507.2—USE OF TITLE V FUNDS (cont’d) C. Food Costs Title V funds may not be used to purchase any type of food, snacks, refreshments, etc., unless such expenditures are necessary to accomplish the objectives of the project, are reasonable in cost, and are an integral part of the instructional program. Examples of allowable expenditures might include:

• snacks to sustain children in extended-day programs or after-school tutorials;

• food for instructional purposes, such as nutrition education programs or cultural awareness programs; refreshments for parent involvement activities where it is necessary to encourage parents to attend. This includes snacks for children receiving child care while parents are participating in activities;

• light meals for staff or participants who are cloistered in an all-day training session (when it is impractical to obtain meals on their own and where attendance at all-day training is essential to accomplishing the objectives of the program);

• reasonable food costs for overnight retreats for students, staff, parents, etc., which are necessary for accomplishing the objectives of the pro-gram;

• light meal during a “working session” (in which participants are en-gaged in discussion/activities during the normal meal time and in which no other opportunity for a meal will be provided). Working sessions do not include banquets with a guest speaker.

Unallowable food costs consists of:

• refreshments for staff meetings/staff training; • refreshments or meals at an awards banquet/function; and • any food costs that are not necessary to accomplish the objectives of the

program and are not reasonable in cost. You cannot exceed the requested amount for a PO2. The PO2 form (shown in section 600) can be downloaded from the Finance Department section of the Al-dine ISD website.


508—State Comp Ed 508.1—At-Risk Definition

A student at-risk of dropping out of school includes each stu-dent who is under 21 years of age and who:

1. is in prekindergarten, kindergarten or grade 1, 2, or 3 and did not perform satisfactorily on a readiness test or assessment instrument administered during the cur-rent school year;

2. is in grade 7, 8, 9, 10, 11, or 12 and did not maintain an average equivalent to 70 on a scale of 100 in two or more subjects in the foundation curriculum during a semester in the preceding or current school year or is not maintaining such an average in two or more subjects in the foundation curriculum in the current semester;

3. was not advanced from one grade level to the next for one or more school years;

4. did not perform satisfactorily on an assessment instru-ment administered to the student under TEC Subchap-ter B, Chapter 39, and who has not in the previous or current school year subsequently performed on that instrument or another appropriate instrument at a level equal to at least 110 percent of the level of satis-factory performance on that instrument;

5. is pregnant or is a parent; 6. has been placed in an alternative education program

in accordance with TEC 37.006 during the preceding or current school year;

7. has been expelled in accordance with TEC 37.007 during the preceding or current school year;

8. is currently on parole, probation, deferred prosecu-tion, or other conditional release;

At-Risk data is reported through PEIMS to TEA. For at-risk indicator # 1, a child is consid-ered to be in an at-risk situation if he or she scores below the 40th percentile on the ITBS .


508.1—At-Risk Definition ( cont.) 9. was previously reported through the Public Education Information

Management System (PEIMS) to have dropped out of school; 10. is a student of limited English proficiency, as defined by TEC

29.052; 11. is in the custody or care of the Department of Protective and Regu-

latory Services or has, during the current school year, been referred to the department by a school official, officer of the juvenile court, or law enforcement official;

12. is homeless, as defined by 42 U.S.C. Section 11302, and its subse-quent amendments; or

13. resided in the preceding school year or resides in the current school year in a residential placement facility in the district; including a detention facility, substance abuse treatment facility, emergency shelter, psychiatric hospital, halfway house, or foster group home.


508.2—State Comp Ed—Frequently Asked Questions 1. How can State Comp Ed Funds be used? All purchases/services must be supplemental and directly related to State

Comp Ed, and/or improving student achievement in language arts and/or mathematics. The budget guideline in this handbook detail budget options.

2. Where do I send my requisitions? ALL State Comp Ed requisitions must be sent to the Director of Federal

and State Programs at Central Office for approval. The purchasing and business departments do not accept requisitions without the proper signatures, and will reroute them back to Central Office. ALL requisitions for materials must have a written record of how the materials will be used on the bottom of the requisition.

3. Are there guidelines that must be followed? All local, state, and federal guidelines must be followed (most of which are

addressed in this handbook). [Ask for permission, not for forgiveness. There are too many policies that have no leeway. Although something may increase student achievement, it may not be allowable.] Any purchases/services se-cured by the campus that do not comply with the guidelines will the guidelines will be the responsibility of the campus. Bid laws must be followed.

4. Who do I call to get a PO with these funds? • Verbal Purchase Orders (PO’s) are available for Houston Area vendors

only. The Director of Consolidated Programs must approve requests for PO2s. Requests should be e-mailed to the bookkeeper assigned to this fund. Items that are fixed assets (Obj 6399, Sub Obj 00 or Obj 6639, Sub Obj 03) cannot be purchased with PO2s. You cannot use your PO2 to have items that are back ordered/not in stock at the store to be delivered to your or picked up by you later.


508.2—State Comp Ed—Frequently Asked Questions (cont.) 5. What types of food items may be purchased? Staff -none Students -extended day, week, year SNACKS. NO LIGHT MEALS — (Obj 6499, Sub Obj 14) -SNACKS (not rewards) during state mandated tests (TAKS, ITBS) (Obj 6499, sub Obj 14) -If AISD provides snacks or juice you cannot use State Comp Ed funds to purchase them. -instructional materials (i.e. sorting, graphing, measuring) (Obj 6399, Sub Obj 00) Parents– none (State Comp Ed funds must be used directly to impact students

and cannot be used for parent involvement.) 6. Can we purchase refreshments for award ceremonies, or banquets with guest

speakers? No, this is not an allowable use of these funds. 7. Do principals sign every requisition? Yes, in BLUE ink. The principal checks

the codes as they must match the item/service listed on your requisition. The principal’s signature indicates that he/she has proofed and approved the items on the requisitions being paid with these funds. Copies of requisitions submitted that do not meet the guidelines may be forwarded to supervisors.

8. Do I need to explain the purpose of my purchases? “The fiscal requirements of supplement, not supplant is to ensure that the level of

state and local support for programs remain at least constant and not be replaced by federal funds. Documentation must be maintained which clearly demon-strates the supplementary nature of federal funds and/or activities, as ap-propriate.” [P.L. 103-382, Section 1120A9b)

All requisitions for consumable materials or items that are traditionally pur-chased with state or local funds must have a written record briefly stating how the funds are to be used. (i.e. Supplemental supplies for Project Success, Supple-mental equipment for the CCC Lab, Supplemental supplies for extended day.) This brief note is to be written on the bottom of the requisition.

9. Your Comp Ed funds must benefit the children in the current funding year. Do not hold back your Comp Ed money until the spring, without having specific plans for the money. (should be in Campus Plan)


508.2—State Comp Ed—Frequently Asked Questions cont. 10. Are there any special rules for pay requisitions? • The time cards, sent in weekly, require the principal’s signature in blue ink

(not a stamp). • The requisitions must be signed on the APPROVED line, and immediately

following the last name on a pay requisition. • The time cards should be submitted in the same order as they are listed on

the requisition. • The time worked, as indicated on the time card, must match the requisition. • The time on the time card must not overlap with the regular work hours. • A copy of the regular-day time card must accompany extended day time

cards for aids. 11. What needs to be attached to requisitions for contracted services? • All 62XX requisitions must have a contract/agreement, and an invoice at-

tached. • The contract must be signed prior to the services being rendered. • Information on the contract must be in alignment with our guidelines and may

need to be negotiated prior to accepting the contract. [i.e. 40.5¢/mile for • mileage] • The contract and invoice must share matching information. • There are a few exceptions, which require only a contract to be submitted. 12. Do I need to submit receipts as back-up? Yes. If your receipt has a shine surface, do not allow tape to cover infor-

mation printed on the receipt when you’re taping it down. Tape will cause the information to disappear after a few days.

13. Who do I notify if I need to make a budget change? If you need to amend your Comp Ed budget contact the Director of Fed-

eral and State Programs at Central Office. You cannot exceed the requested amount for a PO2. The PO2 form (shown in section 600) can be downloaded from the Finance De-partment section of the Aldine ISD website.


508.2—State Comp Ed—Frequently Asked Questions cont.

14. Who do I notify if I need to make a personnel change? If you need to make a PERSONNEL CHANGE (drop or add), which impacts the

Comp Ed program, notify the Director of Federal and State Programs at Cen-tral Office.

15. Can Comp Ed funds be used to pay for field trip fees? Yes, Comp Ed funds can be used for educational field trips.

16. Do my requisitions need to be printed on certain colors? Yes. All requisitions should be printed on white paper. The documents are

scanned in the business office and the colored paper does not scan well.

17. Is there a way I can tell if a particular item may be purchased with State Comp Ed funds?

Yes, ask yourself the following questions- 1. Will it directly impact improving and enhancing the education program in

core subject areas for students in at risk situations? [If your answer is yes, read the next question.]

2. If I didn’t have State Comp Ed funds, would I still buy it? [If your answer is no, read the next question]

3. Is the item listed in your Campus Improvement Plan as a State Comp Ed expenditure? [Your answer should be YES.]

A district employee will be attending a conference (using special revenue funds) in which the dates of the conference and the corresponding travel dates cross a grant period (i.e., the first part of the travel occurs in one grant period, and the second part of the travel occurs in the next grant period). How is this travel to be charged? The travel costs that are actually incurred during each respective grant period must be charged to that grant period. For example, half of the plane ticket would be charged to the first grant, and half of the plane ticket would be charged to the second grant, because the traveler departed on a day covered by the first grant, and returned on a day covered by the second grant. The lodging and meals would also be charged in the same manner, i.e., expenses for lodging and meals that were incurred during the first grant period would be charged to the first grant period, and lodging and meal expenses that were in-curred during the second grant period would be charged to the second grant period.

Can we pay a registration fee in advance of the conference, even though the confer-ence may not be until the subsequent grant period? If the registration fee is due in advance, yes, it can be paid when it is due, even though the conference may not actually take place until the next grant period. The registration fee will be charged to the grant period during which the registration fee was actually paid.

What are the REQUISITION DUE DATES? Refer to Section 220 for deadline dates. The questions listed above should get you started. The use of funds section in this handbook and the Assurances can give you more guidance. Of course we always welcome your calls. We do realize that the rules are sometimes difficult to under-stand.


508.3 — STATE COMPENSATORY EDUCATION (Fund 199, Sub Fund 004/Dept 000)— Budget Guidelines

The use of funds must be supplemental and directly related to State Comp Ed, and improving/enhancing the regular education program for students in at-risk situations.



6111 RS47 0011 Teacher Salary Regular Salary

6112 0047 0011 Substitute Pay • This is used when a Comp Ed teacher is out sick. • Any other uses of these funds will require prior ap-

proval of the Director of Fed. and St. Programs.

6112 0047 0025 Substitute Pay • This is used when a teacher attends a workshop and misses school.

• Any other uses of these funds will require prior ap-proval of the Director of Fed. and St. Programs.


This is used to pay teachers who teach students extended week (Saturday classes). [$25/hr.] • This is not to be used to pay for extended year/day (see

Obj 6119, Sub Obj 03/ Obj 6119, Sub Obj 07).

6116 0047 0011 Tutoring This is used to pay retired teachers to work with small groups. • This is not to be used for extended day, week, or year.

(see Obj 6119, Sub Obj 06; Obj 6117, Sub Obj 03, or Obj 6119, Sub Obj 07).


This is used to pay teachers who teach students extended year , which takes place beyond the regular school calendar. [$25/hr] • This is not for extended wk/day (Obj 6119, Sub Obj

06/ Obj 6119, Sub Obj 07).


This is used to pay teachers who train your staff. • Regular contract day/time: (prep fees) 1/2 day = $50 All day = $100 • Non-contract day/time: 1/2 day = $125 All day = $250 • We can NOT pay teachers stipends for attending staff

development sessions. • This is also used to pay curriculum writers on non-contract days/times at the rate of $25/hr.


This is used to pay teachers who teach students before or after school during the regular school year. This is used for Ext. Day at the rate of $25/hr. • This is not used to pay aides (Obj 6121, Sub Obj 00). This is not for extended wk/year (Obj 6119, Sub Obj 06/ Obj 6117, Sub Obj 03).


508.3 — STATE COMPENSATORY EDUCATION (Fund 199/Sub Fund 004/Dept 000)— Budget Guidelines



6128 0047 0011 Paraprofessional Supplement Salary

This is used to pay paras who teach students during extended day/wk (at their regular daily rate). (See Obj 6119, Sub Obj 06/ 6119, Sub Obj 07 for teachers.)

6128 0047 0025 Paraprofessional Supplement In-service

This is used to pay paras who train for your staff (at their regular daily rate).

6121 RS47 0011 Paraprofessional Salary

Regular pay This is used to pay paras who teach students during extended year (in accordance with their regular daily rate). (See Obj 6119, sub obj 03 for teachers).

6141 6141

0047 RS47

0011 0011

Medicare Medicare—Extended Day/ Wk/ Yr Medicare—Regular Salary

6142 6142

0047 RS47

0011 0011


6146

6146

0047

RS47

0011

0011

Teacher Retire-ment


6219 01 30 0000 11 *Consultant/Contracted Ser-vices (Instruction)

1. This is used to pay for software installa-tion. 2. This is used to pay compa-nies/individuals who are not district employees to teach students . (fees/travel) • English Lang. Instr., motivational/TAAS speakers • This is not for repairs or advance hotel

fees (see Obj 6249, Sub Obj 01 or Obj 6419, Sub Obj 00).

• Prior approval of the Director of Finan-cial Services is required when the cot is $1,000 or more prior to the service being conducted.

6219 01 30 0000 13 *Consultant/Contracted Services (In-service)

This is used to pay companies/ individuals who are not district employees to provide staff training. (fees/travel) • Prior approval of the Director of Finan-

cial Services is required when the cot is $1,000 or more prior to the service being conducted.

• This is not for repairs or advance hotel fees (see Obj 6249, Sub Obj 01 or Obj 6412, Sub Obj 00).

• This is not for training provided by a Region Service Center (see Obj 6239,

Sub Obj 02).





6221 00 30 0000 13 *Contracted Services (Tuition)

Staff tuition for higher education.

• Reading Recovery training at U of H. • This does not cover the price of the text-

books for the class, fee for graduate school application, etc.


6239 02 30 0000 13 Teachers

21

District Admin.

23

Campus Admin.

12

Librarian

31 Counselor

32

Social Worker

*Contracted Services (Region Educ. Service Centers)

Staff development provided by or at a Region Service Center for teachers. • All other staff development use –

Obj 6119, Sub Obj 07/Function 13 (district presenters)

Obj 6219, Sub Obj 01/ Function 13 (contracted presenters)

Obj 6411, Sub Obj 00/Function 13 (other registration fees)


6249 01 30 0000 11 * Contracted Ser-vices (repair and maintenance)

Use this to pay companies/ individuals to re-pair State Comp Ed purchased equipment. • Use this only when AISD technicians are

not able to repair the item(s). • Prior approval of the Director of Financial

Services is required when the cot is $1,000 or more prior to the service being con-ducted.

6259 04 30 0000 11 *Contracted Ser-vices (phone line, networking)

• State Comp Ed Phone Lines • State Comp Ed networking: wiring, cable

installation (data drops). Installation of technology (Ethernet cards, hardware, etc.).

• Prior approval of the Director of Financial Services is required when the cot is $1,000 or more prior to the service being con-ducted.


508.3 — STATE COMPENSATORY EDUCATION (Fund 199/Sub Fund 004/Dept 000)—

Budget Guidelines





6329 00 30 0000 11 Other Reading Materials — Instruction

Non-Consumable – Trade Books, textbooks, periodicals, subscriptions (in the name of the school/not an individual), teacher’s guide, etc. (for instruction.) • Library books cannot be bought with State

Comp Ed funds. • For consumable workbooks use Obj 6399, Sub Obj 00.

6329 00 30 0000 13 Other Reading Materials — Staff Develop-ment

Non-Consumable – Trade Books, textbooks, periodicals, subscriptions (in the name of the school/not an individual), teacher’s guide, etc. (for staff development.) • For consumable workbooks use Obj 6399,

Sub Obj 00.


Benefits students/directly related to Title I. • Classroom computers/electronics, furni-

ture, etc. • Includes internal computer components/

upgrades that are installed by the dealer • This includes computer /furniture items,

chairs, monitors, zip drives, etc. • Workbooks/consumables, software, site

licenses (you get the disk/CD, paper, surge protectors, calculators, manipulatives, etc..

• Internal computer components, when pur-chased separately from the computer (motherboards, SIMS, DIMMS)

• This doesn’t include data drops installed by contractors (see Obj 6259, Sub Obj 04).

• This does not include hospitality/ food items (Obj 6499, Sub Obj 14)

• This does not include incentives or prizes (Obj 6499, Sub Obj 02 or (Obj 6399, Sub Obj 05).






• Used for supplies/materials, and consumable workbooks when providing training for Aldine staff.

• This does not include books/guides or other reading materials (see Obj 6329, Sub Obj 00).

• Door prizes and hospitality items can not be pur-chased for staff members with Title I funds.

6399 05 30 0000 32 Supplies, Materials and Incentives

General Rule: Useful life less than one year. Value of a single item less than $5. Incentives for students, or parents attending a training session. • Gifts or items that appear to be gifts are NOT allowable (such as: toys, candy, shirts, caps, etc.) • Items should be educationally related. Ex.: Inexpensive instructionally related items

to be used in the classroom (books, rulers, pens and pencils) are acceptable awards for participa-tion in program activities. May include: ribbons, certificates, & small trophies.

• This does not include hospitality items (Obj. 6499).

• Any other uses require prior approval of Director of Consolidated Programs.

6411 00 30 0000 13 Teachers 21 District Admin. 23 Campus Admin. 12 Librarian 31 Coun-selor 32 Social Worker


This pays for Aldine ISD personnel to travel to in-services, and their registration fees. • Mileage, meals, hotel (for trips outside the Houston

area) and registration fees (for in-services inside or outside the Houston area) for AISD personnel attend-ing staff development.

All registration fees to a Region Service Center should be coded to Obj 6239, Sub Obj 02.



Program Sub Program

Object Sub Obj Function Topic Description

30 0000 6419 00 13 Non-Employee Travel/Subsistence

This pays for hotel fees directly to the hotel in advance for non-district employees who are providing you with services.

30 0000 6499 14 11 Hospitality • Snacks for students during extended day/yr , or during district or state test breaks (TAKS, ITBS). • This includes items such as paper plates/napkins. • This can not be used to buy meals, or snacks/rewards during a regular school day. • Food that is being used as part of a lesson

is coded to Obj 6399, Sub Obj 00/ Function 11. (ex. sorting, graphing)

• Any other uses require prior approval of Director of Consolidated Programs.

30 0000 6639 03 11 *Capital Outlay Furniture and Equipment valued over $5,000 require specific prior approval of the Director of Federal and State Programs.

Any purchases/services secured by the campus that do not comply with these guide-lines will be the responsibility of the campus. Contact the Director of Federal and State Programs @ 985-6289, or the State Comp Ed

Bookkeeper @ 985-7335 • if you’re not sure if an item/service is allowable, or which code to use; • if you need any assistance with your program or budget; or • if you need to use funds which require approval (*) of the Director of Federal and State Programs (x6289), or the Director of Financial Services (x6469).


508.4 - FLOW CHART

STATE COMPENSATORY EDUCATION (Fund 199/Sub Fund 004/Dept 000) Budget Guidelines

Can we use our State Comp Ed funds to pay for ?

Will this purchase benefit students and directly address the purpose of this program?

If you did NOT have State Comp Ed funds, would you still buy it?

STOP – we must address the in-tent and purpose of the program

Does it follow the guidelines listed in this handbook? STOP – We cannot supplant.

Does it occur within the current funding year?

Stop – We cannot spend funds outside the funding year.

STOP - We must follow the laws/policies.

Are you following the bid laws?

This purchase can be made using these funds. If you have any questions or concerns contact the Director of Federal of State Programs at 985-6289, or the State Comp Ed Bookkeeper at 985-7277.

STOP

No Yes

Yes No

No Yes

No

Yes

No

Yes


509 DISTRICT/CAMPUS IMPROVEMENT PLANS AND STATE COMPENSATORY EDUCATION

The Texas Education Code requires each school district (including charter schools) to have a district and campus improvement plan. The state compensa-tory education program must be described in the campus improvement plan if the program is implemented at the campus level or be described in the district improvement plan if the state compensatory education program is implemented district wide.

Law requires the district/campus improvement plan; it is the primary re-cord supporting expenditures attributed to the state compensatory educa-tion program.

In determining the appropriate accelerated, intensive compensatory programs and/or services, districts must use student performance data from the TAAS and other appropriate assessment instruments and achievement tests administered under Subchapter B, Chapter 39 of the Texas Education Code. The district must design the state compensatory education program based on the identified needs of students at risk of dropping out of school.

In addressing the needs of students at risk of dropping out of school, the district and/or campus improvement plan, as appropriate, must include the following:

· Total amount of state compensatory education funds allocated for resources and staff

· Comprehensive needs assessment · Identified strategies · Supplemental financial resources for state compensatory education · Supplemental FTEs for state compensatory education · Measurable performance objectives · Timelines for monitoring strategies · Formative and summative evaluation criteria


509 DISTRICT/CAMPUS IMPROVEMENT PLANS AND STATE COMPENSATORY EDUCATION cont.

State compensatory education resources must be redirected when evaluations indicate that programs and/or services are unsuccessful in producing desired results for students at risk of dropping out of school.

School districts are required to have local policies and procedures to identify:

1. Students who are at risk of dropping out of school under the criteria in Section 29.081, TEC;

2. Students who are at risk of dropping out of school under local criteria and document compliance with the 10% cap in Section 29.081, TEC;

3. How students are entered into the SCE program;/How students are exited from the SCE program;

4. The methodologies involving calculation of 110% satisfactory per-formance on all assessment instruments, in accordance with Section 29.081, TEC; and

5. The cost of the regular education program in relation to budget allo-cations per student and/or instructional staff per student ratio.

Many districts utilize their regional education service centers to assist in the de-velopment of their campus and/or district improvement plans. ESCs provide technical assistance to school districts and can provide a wealth of information on best practices and model programs.


600—FORMS

601—Requisition 601.1—Check Requisition 601.2—Over Counter Requisition 601.3—Pay Requisition 601.4—Petty Cash Reimbursement 601.5—Check for Petty Cash 601.6—Drop Ship form 601.7—Vendor Requisition 602—Merchandise Return Form 602.1—Stock Return 602.2—Vendor Return 603—PO2 Form 604—Advance/Final Travel Expense Report 604.1—In State Travel Form 604.2—Out of State Travel Form 604.3—Out of District Travel Request Form 604.4—Mileage Reimbursement Form 605—Tax Exempt Form 606—Hotel Tax Exempt Form 607—Contract Approval Routing Form 608—Contracted Services Contract 609—Audit 610—Special Revenue Fund Budget Form 611—School Packets 612 –Sales Tax 612.1—City Sales Tax 612.2—County Tax 613—Resource Center 613.1 Curriculum writing Payment Form 613.2 Preparation Fee for Presenting Staff Development Form 614– Technology 614.1 Letter of Agreement 614.2 Remove Equipment From Aldine ISD 615– Stakeholder Surveys


ALDINE INDEPENDENT SCHOOL DISTRICT CHECK REQUISITION

APPROVED: REQUEST DATE:

REQUESTED BY: SCH/DEPARTMENT: SCHOOL /DEPT PH #

Total

APPROVED FINANCE DEPARTMENT

PAYABLE TO: PH # FAX # ADDRESS:

TAX ID #

Invoice Date

Invoice Number

Description Invoice Amount

Commodity Code


Fund SUB FUND

DEPT UNIT SUB UNIT

OBJ SUB OBJ



SHIPPING INFO

TO:____________________________________________________________________________________________ LOCATION (ROOM):______________________________ __ LOC #______________ ___ LOC PH #________________ ____

Line # Stock Number Item Description Quantity Price Total

1

2

3

4

5

6

7

8

9

10

11

12

13


FUND SUB FUND

DEPT UNIT SUB UNIT

OBJ SUB OBJ


OC FILLED BY __________________________ OC RECEIVED BY ________________________

DATA ENTRY INT._________ DATE _____________________ OC/SR # ___________________


ALDINE INDEPENDENT SCHOOL DISTRICT STOCK REQUISITION/OVER THE COUNTER FORM

APPROVED REQUEST DATE REQUESTED BY SCH/DEPT PH # TOTAL APPROVED FINANCE DEPARTMENT


ALDINE INDEPENDENT SCHOOL DISTRICT PAY REQUISITION

APPROVED: DATE: REQUESTED BY: SCHOOL/DEPARTMENT: Note: Principal’s signature is required on the line immediately following the last name submitted for payroll processing.

TOTAL

EMPLOYEE ID#

EMPLOYEE NAME DESCRIPTION BEGINNING DATE

ENDING DATE

AMOUNT TO BE PAID

FUND AGENCY (AREA)

ORG ACTIVITY (PROGRAM)

FUNCTION REVENUE RSRC

OBJECT BALANCE SHEET



Aldine Independent School District Request For Expenditure from Petty Cash

APPROVED REQUEST DATE REQUESTED BY VENDOR NAME PAYABLE TO

AMOUNT RECEIVED FROM PETTY CASH EMPLOYEE SIGNATURE DATE TOTAL OF INVOICES FOR MERCHANDISE PURCHASED WITH PETTY CASH AMOUNT DUE TO/FROM EMPLOYEE EMPLOYEE SIGNATURE DATE PETTY CASH CUSTODIAN SIGNATURE

TOTAL


FUND SUB FUND

DEPT UNIT SUB UNIT

OBJ SUB OBJ


DESCRIPTION INVOICE AMOUNT

Supplies for Family Math Night $18.32

COMMODITY CODE


ALDINE INDEPENDENT SCHOOL DISTRICT PETTY CASH REQUEST FOR REIMBURSEMENT CHECK REQUISITION

APPROVED REQUEST DATE

REQUESTED BY SCHOOL/DEPARMENT

PAYABLE TO

FUND SUB FUND

DEPT UNIT SUB UNIT

OBJ SUB OBJ


AMOUNT SUB TOTAL

TOTAL


DR

OP

-SH

IP D

EL

IVE

RY

LO

G

Dat

e R

ec'd

by

Del

iver

ed to

#

of b

oxes

Con

ditio

n of

box

es

Car

rier

Tra

ckin

g N

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TOTAL


TO: __________________________________ LOCATION: __________________________ LOC # __________ LOC PH # ___________

VENDOR NAME _____________________________________ PH # ____________ FAX # _____________ VENDOR CODE: _____________________

FUND SUB FUND

DEPT UNIT SUB UNIT

OBJ SUB OBJ


Line # Quantity Unit Unit Cost Total Cost Description Commodity Code Txt

001 002 003 004 005 006 007 Freight Charges 96286

APPROVED ____________________ REQUEST DATE ______________________ REQUESTED BY ________________ SCHOOL/DEPT _______________________ SCHOOL/DEPT PH # __________________

ALDINE INDEPENDENT SCHOOL DESTRICT VENDOR REQUISITION


Purchase Order # Approved ________________________


ALDINE INDEPENDENT SCHOOL DISTRICT STOCK MERCHANDISE RETURN FORM

SCHOOL CONTACT PERSON

DATE ORIGINAL STOCK REQUISITION #

THIS FORM MUST BE FILLED OUT COMPLETELY AND DIRECTIONS MUST BE FOLLOWED IN OR-DER FOR YOU TO RECEIVE CREDIT FOR THE MERCHANDISE YOU ARE RETURNING. IF YOU ARE RETURNING AN ITEM ORDERED INCORRECTLY (WRONG SIZE, WRONG STOCK NUMBER ETC.) ORDER CORRECT ITEM ON A BLUE STOCK REQUISITION. PLEASE FILL IN RETURN CODE COLUMN WITH ONE OF THE FOLLOWING CODES: DAMAGE- ITEMS DAMAGED WRONG- ORDERED WRONG ITEM MANY- ORDERED TOO MANY OLD- ITEM OBSOLETE REQUISITION CORRECT, BUT DELIVERED WRONG ITEM

COMMENTS: PACKING INSTRCUTIONS: PINK COPY: ATTACH TO OUTSIDE OF BOX YELLOW COPY: INCLUDE INSIDE OF BOX WHITE: FOR YOUR RECORDS PLEASE FILL IN FUND TO BE CREDITED:

Line # Stock Number Item Description QTY Code

1 2 3 4 5

FUND SUB FUND

DEPT UNIT SUB UNIT

OBJECT SUB OBJECT



DATA ENTRY INT. _____ DATE _________

SN#_____________

RETURNED TO SHELF BY:

GREDIT GIVE BY:


ALDINE INDEPENDENT SCHOOL DISTRICT VENDOR MERCHANDISE RETURN FORM

SCHOOL CONTACT PERSON

DATE ORIGINAL PURCHASE ORDER #

VENDOR NAME THIS FORM MUST BE FILLED OUT COMPLETELY AND DIRECTIONS MUST BE FOLLOWED IN OR-DER FOR YOU TO RECEIVE CREDIT FOR THE MERCHANDISE YOU ARE RETURNING. MERCHAN-DISE WITHOUT THIS FORM WILL BE RETURNED TO YOU. PLEASE FILL IN RETURN CODE COLUMN WITH ONE OF THE FOLLOWING CODES: DAMAGE- ITEMS DAMAGED WRONG- ORDERED WRONG ITEM* MANY- ORDERED TOO MANY*

NOTE SPECIFIC DAMAGE: IF ITEM IS WRONG, A CREDIT WILL BE ISSUED. PLEASE RE-ORDER CORRECT ITEM ON A NEW REQUISITION. PACKING INSTRUCTIONS: PINK COPY: ATTACH TO OUTSIDE OF BOX YELLOW COPY: INCLUDE INSIDE OF BOX WHITE: FOR YOUR RECORDS PLEASE FILL IN FUND TO BE CREDITED:

REFERENCE/CATALOG #

MERCHANDISE RETURNED DESCRIPTION CODE


DATA ENTRY INT. _____ DATE ________ SN#_____________

RETURNED TO SHELF BY:

GREDIT GIVE BY:

FUND SUB FUND

DEPT UNIT SUB UNIT

OBJECT SUB OBJECT


* Shipping expenses will be charged to the code used to purchase the items. See section 226.


Aldine Independent School District— State Tax Exemption Certificate PO2 REQUEST FORM Number: 74-6001110 Use to request Local “In-Store Purchases”

* Use Second line for additional budget code – if required)

1) Obtain purchase authorization 2) Email PO2 request

a. LOCAL FUNDS: Email the PO2 request form to the Purchasing Dept. @ [email protected] and note in the Subject Line: PO2 REQUEST. Include in the cc: the principal/District Supervisor.

b. SPECIAL PROGRAM FUNDS - Email this PO2 request form to the appropriate bookkeeper for Federal/State & Special Programs Department for approval. Include in the cc: the principal/District Supervisor. Once approved, the director for the special program fund will forward the approved PO2 request form to the Purchasing Department.

3) Purchasing Department will email (reply to ALL, WITH HISTORY) with the PO2 number. 4) The Principal/District Supervisor signs this form before giving it to the individual going to the store. 5) Once the purchase is made, submit paperwork within 10 days.

a. Include detailed (5-digit)commodity codes and budget codes on the requisition. b. Attach the receipt (taped on a sheet of paper) to the requisition. c. Submit requisitions for (1) Special Program Funds using the regular approved process, and (2)

all other funds to the Purchasing Department.

Principal/District Supervisor Signature

Authorized signature must be available when presented to merchant.

PO2 # :_________________________________ (Fill in PO2 # provided by the Purchasing Department) Date: Requestor: Campus Name: Vendor Name: Commodity Code: ___ ___ ___ (List the first 3 numbers of the commodity code)

Amount: (Not to Exceed)

Description:

FUND SUB FUND

DEPT UNIT SUB UNIT

OBJ SUB OBJECT


BUDGET CODE FOR PURCHASE EMCUMBERANCE

INSTRUCTIONS

USE ONLY FOR ITEMS THAT ARE AVAILABLE FOR

BILL TO:

ALDINE ISD ACCOUNTS PAYABLE

14910 ALDINE WESTFIELD RD

HOUSTON, TX 77032

NO BACK ORDERS

ONE TIME USE ONLY!


TRAVEL EXPENSE FORM

Use the Aldine ISD Travel Form (Excel file) available in the Document Manage-ment Section of e-Portal. If you need assistance, contact: Cheryl Hatfield (x7267), Lisa Serna (x6222) or Jamie Bryson (x6469)


DISTRICT—LEVEL Out of District Travel

& Request For Airfare

*TOTAL NUMBER OF DAYS OUT OF DISTRICT __________

________________________________________________ _______________________________

Your Supervisor’s Signature of Approval Date

PROCEDURES TO FOLLOW WHEN REQUESTING AIRFARE: Step 1… Fill out this form, get approval signature/s; make 1 copy to turn in to the Executive Director of C&I Step 2… Then, attach one COMPLETED Vendor Requisition to the approved Out of District form. Step 3… Return to the person that is responsible for travel for your department for flight information.

Person Requesting Travel: _________________________________________________________________

Today’s Date: ________________________ Building: ____________________________________ Name of Workshop / Convention Requesting To Attend:

(Justify Below The Purpose For Attending – i.e. relates to your subject, student advantages, administrator is sending you, etc.) ___________________________________ ______________________________________________ Location of Event Phone # Where You Can Be Reached

� DATES OUT OF DISTRICT – TRAVELING BY CAR: �

Leaving: M T W Th F S Su Time ____________ am pm (Circle) Circle Day of Week Mo Day Year

Returning: M T W Th F S Su Time ____________ am pm (Circle) Circle Day of Week Mo Day Year

(NOTE: Indicate ½ days/exclude weekends)

DATES OUT OF DISTRICT – TRAVELING BY AIR

Departing Date From Houston: _________________________________________________________ Preferred Departure Time: _____________________________ Must Arrive @ Destination By: _____________________________ Return Date To Houston: _________________________________________________________ Preferred Departure Time: _____________________________ Must Arrive in Houston By: _____________________________

NOTE: Your Cabinet-Level Supervisor must sign this form for Out-Of-State trips.

_______________________________________________ ________________________________


CAMPUS-LEVEL OUT OF DISTRICT TRAVEL REQUEST

PROCEDURES TO FOLLOW WHEN REQUESTING OUT OF DISTRICT TRAVEL: v Fill out this form and get principal approval v If requesting air travel, attach a CODED Vendor Requisition v Send to area superintendent v ALL REQUESTS FOR AIR TRAVEL Must Be Received In Area Superintendent’s Office 30 Days Prior To Flight Date ________________________________________ ___________________________________ Signature of person REQUESTING to travel Date Principal’s Signature Date

________________________________________ ___________________________________ Area Superintendent’s Signature Date Priscilla ridgway, Assistant Superintendent Date of Curriculum and Instruction Curriculum and Instruction

NAME: SCHOOL: TODAY’S DATE:

WORKSHOP/CONVENTION REQUESTING TO ATTEND: LOCATION OF WORKSHOP/CONFERENCE: DATES OF CONFERENCE: IN THE SPACE BELOW, EXPLAIN PURPOSE FOR ATTENDING WORKSHOP/ CONVENTION: (i.e. how it relates to your subject area, advantages to students for your attendance, Area Superintendent is sending you, etc.)

DATES TO BE OUT OF DISTRICT: LEAVING DISTRICT: TIME: . RETURNING TO DISTRICT: TIME: .

TRAVEL ARRANGEMENTS REQUESTED: _____ Airfare _____ Airfare and Rental Car LEAVING DATE: REQUESTED FLIGHT TIME: . RETURNING DATE: REQUESTED FLIGHT TIME: .


ALDINE INDEPENDENT SCHOOL DISTRICT CONTACT LOG AND TRAVEL REQUEST

DATE: FROM TO NAME S.S. # POSITION DEPARTMENT

**For a self-calculating mileage log form contact Jamie Bryson at [email protected]

DATE FROM (LOCATION)

TO (LOCATION)

PURPOSE/ ACTIVITY

MILES TRAVELED


EXEMPTION CERTIFICATE

74-600-1110-3

The undersigned herby claims an exemption from payment of taxes under Chapter 151, Title 2, Revised Civil Statures of Texas, for the purchase of the tangible personal prop-erty described below or on attached order of invoice, which is made a part hereof, and will be purchased from ________________________. The reason that said purchaser is claiming this exemption is: That it is an educational organization The purchaser will be liable for payment of the Limited Sales and Use Tax if the pur-chaser uses the tangible personal property in some other manner or for some other use other than the reason listed above, and shall pay the tax based on the price paid for the tangible personal property. Description of the tangible personal property to be purchased: ____________________________________________________________________ ____________________________________________________________________ Executed this the ____ day of _____________, 20___. Purchaser: ALDINE INDEPENDENT SCHOOL DISTRICT Official or President: Keith Clark Address: 14910 ALDINE WESTFIELD ROAD, HOUSTON, TX 77032


TEXAS HOTEL OCCUPANCY TAX EXEMPTION CERTIFICATE

CAROLE KEETON STRAYHORN • TEXAS COMPTROLLER OF PUBLIC ACCOUNTS NOTE: This certificate is for business only, not to be used for private purposes, under penalty of law. The hotel operator may request a government ID, business card or other identification to verify exemption claimed. Certificate should be furnished to the hotel or motel. DO NOT send the completed certificate to the Comptroller of Public Accounts. The certificate does not require a number to be valid. Refer to hotel rule 3.161 for exemptions. Check exemption claimed: ___ United States government or Texas government official (state, city, and county tax exemption). Includes US government agencies and its employees traveling on official business, Texas state officials or employees who present a Hotel Tax Exemption Photo Identification Card, and diplomatic personnel of a foreign government who present a Tax Exemption Card issued by the US Department of State. ___ Religious, charitable, or educational organization or employee (state tax exemption only). Educational organizations include school districts, private or public elementary and secondary schools, and Texas institutions of higher education as defined in Section 61.003, Texas Education Code. Beginning October 1, 2003, non-Texas Institutions of higher education (public and private universities, junior colleges, community colleges) must pay the state hotel occupancy tax. Religious and charitable organizations must hold a letter of exemption issued by the Comptroller of Public Accounts to claim the exemption. ___ Other. Organization exempt by law other than Chapter 156, Tax Code. Specify reason for exempt status below. Supporting GUEST CERTIFICATION: I declare that I am an occupant of this hotel/motel on official business sanctioned by the exempt

organization named above and that all information shown on this document is true and correct. FOR HOTEL/MOTEL USE ONLY (OPTIONAL)

You have certain rights under Ch. 559, Government Code, to review, request, and correct information we have on file about you. To review or correct your state tax -related information, contact the Texas State Comptroller's office.

Hotels may require verification before accepting a hotel occupancy tax exemption certificate. An organization may qualify for hotel occupancy tax exemption even when it does not have a Comptroller's letter of hotel tax exemption or cannot be found on the Comptroller's list of exempt organizations. Some examples include churches, public schools, and community colleges. You may need to pay the tax until verification of hotel tax exemption can be obtained from the Comptroller's office. You can apply to the hotel for a refund or credit. To receive verification or to apply for exemption, please contact a hotel tax specialist toll free at 1-800-252-1385 or in Austin at 512/463-4600. From a Telecommunications Device for the Deaf (TDD), call 1-800-248-4099 or in Austin 512/463-4621. You may also visit us online at http://www.window.state.tx.us/taxinfo/exempt/. Receive tax help via e-mail at [email protected].

Name of exempt organization Organization exempt status (Religious

charitable educational governmental)

Address of exempt organization (Street and number

city state ZIP code)

SIGN HERE Guest name (Please print) Date

Name of hotel/motel

Address of hotel/motel (Street and number, city, state, ZIP code)

Room rate Local tax Exempt state tax Amount paid by guest Method of payment


For professional and contracted services, only this form is required (no separate contract is executed). Prior to entering into an agreement with a contractor for services or scheduling services to be performed, an administrator shall submit this contract to his/her Cabinet-Level Supervisor. For other agreements, a separate contract must be attached to this form. Procedure: (1) Complete this form, and circulate it for authorizing signatures. (2) Attach any required contract w/ required signatures, and the corresponding invoice to your requisition.

FUND SUB FUND DEPT UNIT SUB UNIT OBJ SUB OBJ FY FUNC PROG SUB PROG

CERTIFICATION: (1) I certify that the goods or services to be provided under the contract are reasonable and necessary for the operations of the school district that all necessary competitive bidding procedures (if any) have been complied with, and that entering into this contract is in the best interest of the school district. (2) I will ensure that a criminal background check will be performed by Aldine ISD [fee paid by the contractor] (certifying a clear record) for individuals working with students, before services are performed.

General Provisions: 1. As a condition of this contract, Contractor must hold and provide copies of the necessary certifications, licenses, or any other credentials necessary to be qualified to do the job. 2. Contractor shall deliver the services as scheduled and invoice the district only for services actually rendered. 3. For contracts of $10,000 or more, Contractor shall invoice the district within 30 days after the service has been rendered. Documentation showing that the service was rendered must accompany the invoice. The district will pay such invoices within 30 days after their receipt. 4. Contractor is an independent contractor and sha ll carry any necessary group life and health insurance, workman’s compensation, unemployment insurance, and any other benefits associated with employment. The district is not responsible for providing any of these benefits for Contractor or Contractor’s employees, representatives, or agents. 5. During the term of this agreement and for a period of five years after the term of this agreement, Contractor shall retain and maintain all records relating to this agreement and shall allow reasonable access to the records by authorized representatives of the district and the Texas Education Agency. 6. Contractor shall comply with all relevant laws and regulations relating to equal employment opportunities. 7. The contract is conditioned on the Contractor providing the services as described. Failure to abide by these provisions and/or failure to appropriately deliver these services will result in an automatic termination of this agreement. This agreement can be terminated by either party with thirty (30) days written notice, with Contractor being responsible to provide services until the date of termination. The district shall be responsible to pay only for the services which were timely and appropriately rendered. 8. This agreement may be modified in writing only. Modifications must follow the routing approval process.

INDEPENDENT CONTRACTOR’S SIGNATURE DATE ACCEPTED TAX ID#

NAME OF SCHOOL/DEPT

NAME OF CONTRACTOR (e.g., Joe’s Karate School)

Check if the contractor is a current Aldine ISD employee.

CONTRACT TITLE (e.g., After School Karate Class)

CONTRACT RATE (e.g., $20/hr x 16 hrs, or $60 each Thurs. 4:30 – 6:00 x 18 days)

TOTAL COST

$

CONTRACT TERM

FROM (mm/dd/yy)

TO (mm/dd/yy)

FUNDING SOURCE (e.g. Principal’s Fund; CASE; Title I, Part A)

DESCRIPTION/ PURPOSE

e.g., (To teach self- discipline; physical fitness activities)

REQUESTOR’S SIGNATURE (District – Level Administrator /School Principal)

Date

Title of Requestor

Requestor’s Phone #

CABINET-LEVEL SUPERVISOR Signature

YES NO Date

Comments:

If valued at $1,000 or more , submit to Assistant Superintendent of Finance CONTRACT APPROVAL (Assistant Superintendent of Finance Signature)

YES NO Date

Comments: Special Revenue Approval

If valued at $5,000 or more , submit to the Assistant Superintendent and General Counsel APPROVED AS TO FORM (Assistant Superintendent & General Counsel)

YES NO Date

Comments:

ALDINE ISD CONTRACT APPROVAL ROUTING FORM


ALDINE ISD AUDIT REPORT

SCHOOL__________________________________________________________________ DATE_____________________ AUDITOR___________________________________ BOOKKEEPER’S SIGNATURE_____________________________ PRINCIPAL’S SIGNATURE _________________________________________ UNDEPOSITED RECEIPTS __________ UNDEPOSITED TXBOOK PETTY CASH RECEIPTS __________ UNRECEIPTED CASH __________ RECEIPTS __________ CASH BOX AMOUNT __________ TOTAL __________ CASH BOX AMT_________ TOTAL __________ CASH BOX AMOUNT __________ PETTY CASH ALLOCATION __________ DIFFERENCE ___________ DIFFERENCE _________ DIFFERENCE __________ LUNCH LOAN PROCEDURES (YES/NO)_________________________________BANK __________________________ SCHOOL STORE PROCEDURES (BANK) _______________________________________________________________ VENDING MACHINE PROCEDURES____________________________________________________________________ RETURN CHECK PROCEDURE: PH.CALL______LETTER_______REG. LETTER______FILE CHARGES _____ FUND RAISING PROCEDURES _________________________________ DEPOSIT ___________________ PRINCIPAL’S NOTIFIED (YES/NO) HOW OFTEN? DAILY_____WEEKLY_____MONTHLY______ DEPOSITS: PRINCIPAL’S FUND AND AGENCY DATE______ AMOUNT_________ DATE______AMOUNT________ DATE_______AMOUNT________ DATE________AMOUNT__________ DATE_______AMOUNT__________ DATE________AMOUNT__________ AGENCY FUND: 1. DATE OF LATEST PRINTOUT__________. RECONCILATION COMPLETED? YES/NO 2. AGENCY BALANCE PER RECONCILATION TRACED TO AGENCY LEDGER. YES/NO 3. LEDGER POSTED TO DATE? YES/NO 4. FUNDS IN THE RED? AMOUNT _____________ PRINCIPAL’S FUND: 1. DATE OF LATEST PRINTOUT___________. RECONCILATION COMPLETED? YES/NO 2. ADJUSTED FUND BALANCE PER RECONCILATION TRACED TO FUND WORKSHEET. YES/NO 3. WORKSHEET POSTED TO DATE? YES/NO


ALDINE ISD AUDIT REPORT PRINCIPAL’S BUDGET: 1. DATE OF LATEST PRINTOUT____________. RECONCILATION COMPLETED? YES/NO 2. ADJUSTED FUNCTION BAL. PER RECONCILATION TRACED TO FUND’S WKSHEET. YES/NO 3. FUNCTION WORKSHEETS POSTED TO DATE? YES/NO AUDITOR’S COMMENTS: TALLY SHEET CASH BOX PETTY CASH TEXTBOOKS CHECKS ___________________ ____________________ _____________________ OTHER ___________________ ____________________ _____________________ CURRENCY: 100’S _____________________ ____________________ _____________________ 50’S _____________________ ____________________ _____________________ 20’S _____________________ ____________________ _____________________ 10’S _____________________ ____________________ _____________________ 5’S _____________________ ____________________ _____________________ 1’S _____________________ ____________________ _____________________ SUB TOTAL ____________________ ____________________ ______________________ ROLLED COINS: QUARTERS_____________________ ____________________ ______________________ DIMES _____________________ ____________________ ______________________ NICKELS _____________________ ____________________ ______________________ PENNIES _____________________ ____________________ ______________________ SUB TOTAL_____________________ ____________________ ______________________ LOOSE COINS: HALVES _____________________ ____________________ ______________________ QUARTERS_____________________ ____________________ ______________________ DIMES _____________________ ____________________ ______________________ NICKELS _____________________ ____________________ ______________________ PENNIES _____________________ ____________________ ______________________ SUB TOTALS____________________ ____________________ ______________________ TOTAL _________________ _________________ ___________________


Special Revenue Fund Budget Worksheet Program: ___________________________

USE FOR—INITIAL BUDGET PLANNING (BUDGET SUMMARY)

USE FOR—AMENDING A BUDGET (BUDGET SUMMARY)

Who was involved in developing the budget being submitted? (Role= parents, administrators, teachers, paraprofessionals, students, etc.)

Principal’s Signature ____________________ Date: ______________ For assistance contact the director who oversees the budget you’re working on. Refer to section 500 of the Finan-cial Policies Manual. “PI” denotes parent involvement, which is a requirement of some special revenue funds.

OBJECT ORIGINAL BUDGET

6100

6200

6300

6400

6600

TOTAL

OBJECT ORIGNAL BUDGET

+ - NEW BUDGET

6100

6200

6300

6400

6600

TOTAL

ROLE SIGNATURE


Special Revenue Fund Budget Worksheet

6100’s - SUPPLEMENTAL Payroll Costs TOTAL (whole #’s) Teacher Salary (Refer to Campus Personnel Worksheet) A. Instructional (Obj 6111, 6141, 6142, 6146/ 0011) B. Parent/Family Involvement (Obj 6111, 6141, 6142, 6146/ 0081)

A. B. (PI)

Paraprofessional Salary (Refer to Campus Personnel Worksheet) A. Instructional (Obj 6111, 6141, 6142, 6146/ 0011) B. Parent/Family Involvement (Obj 6111, 6141, 6142, 6146/ 0081)

A. B. (PI)

Teachers—Extended Day (Obj 6118, 0011) Estimated at: $25/hr. X _____ hrs. X _______ teachers

Teachers—Extended Week (Obj 6114/ 0011) Estimated at: $25/hr. X _____ hrs. X _______ teachers

Teachers—Extended Year (Obj 6117/ 0011) Estimated at: $25/hr. X _____ hrs. X _______ teachers

Paraprofessional—Extended Day/Week (Obj 6128/ 0011) Estimated at: $ _____/hr. X _____ hrs. X _____ paraprofessionals (Estimated based on hourly rates)

Paraprofessional—Extended Year (Obj 6121/ 0011) Estimated at: $ _____/hr. X _____ hrs. X _____ paraprofessionals (Estimated based on hourly rates)

Teachers Supplement—Presenter (Obj 6118/ 0025) Estimated at: $25/hr. X _____ hrs. X _____ teachers

Paraprofessional Supplement—Presenter (Obj 6128/ 0025) Estimated at: $_____ /hr. X _____ hrs. X _____ paraprofessionals (Estimated based on hourly rates)

Teacher Supplement-Presenter PARENT INVOLVEMENT (Obj 6118/ 0081) A. Presenter— Estimated at: $25/hr. X ____ hrs. X _____ teachers B. Child Care —Estimated at: $25/hr. X ____hrs. X _____ teachers

(PI)

Paraprofessional Supplement—Presenter PARENT INVOLVEMENT (Obj 6128/ 0081) A. Presenter— Estimated at: $______hr. X ____ hrs. X _____ Paraprofessionals (Estimated based on hourly rates) B. Child Care —Estimated at: $______hr. X ____ hrs. X _____ Paraprofessionals

(Estimated based on hourly rates)

(PI)

Substitute Pay (Obj 6112,/ 0011) Estimated # of days ______ X approx. $70 Explain purpose:

AISD Security — Title I Parent Involvement meetings (Obj 6128/ 0081) Estimated at: _________ hrs. X $ _______/hr.

(PI)

61XX Total (Put this number in the Budget Summary’s 61XX Total box.)

Administrators (Refer to section 228.9) Estimated at: $30/hr. X _____ hrs. X _______ administrators



6200’s— SUPPLEMENTAL Contracted Services TOTAL (whole #’s) Professional Service (e.g., story teller) (Obj 6219, Sub Obj 00/ func 11) A. Consultant/Topic ____________________________ Estimated at Rate: $ _____________/day X _____days Consultant— Staff Development (Obj 6219, Sub Obj 01/ func 13) B. Consultant/Topic ____________________________ Estimated at Rate: $ _____________/day X _____days Region ESC — Staff Development (Obj 6239, Sub Obj 02/ Func 13) C. Consultant/Topic ____________________________ Estimated at Rate: $ _____________/day X _____days

A. B. C.

Consultant— PARENT INVOLVEMENT (Obj 6219, Sub Obj 01/ Func 61) D. Consultant/Topic ____________________________ Estimated at Rate: $ _____________/day X _____days Region ESC — PARENT INVOLVEMENT (6259/ Func 61) E. Consultant/Topic ____________________________ Estimated at Rate: $ _____________/day X _____days

D. (PI) E. (PI)

Repair and Maintenance (Obj 6249, Sub Obj 01) Explain purpose:

Phone Lines, Internet Wiring, Electrical (Obj 6259, Sub Obj 04) Explain purpose:

62XX TOTAL— All 62XX requisitions must have a contract/service agreement (dated prior to the date of the event/services) AND an invoice. Information contained in the contract and invoice should match. i.e. title of session, date of presentation, fees, etc. [Put this number in the Budget Summary 62XX total box.



6300’s— SUPPLEMENTAL Supplies and Materials TOTAL (whole #’s) Supplies and Materials — Staff Development (Obj 6399, Sub Obj 00/ Func 13) Planned purchases:

Supplies and Materials — Instruction (Obj 6399, Sub Obj 00) Planned purchases:

Supplies and Materials — PARENT INVOLVEMENT (Obj 6399, Sub Obj 00/ Func 61) Planned purchases:

(PI)

Additional State Adopted Textbooks (Obj 6321, Sub Obj 00/ Func 11) Planned purchases:

Reading Materials, Books, Reference Materials, Subscriptions/Periodicals (Obj 6329, Sub Obj 00) (Must be in the name of the school, not an individual) Planned purchases:

Reading Materials, Books, Reference Materials, Subscriptions/Periodicals for PARENT INVOLVEMENT (Obj 6329, Sub Obj 00/ Func 61) (Must be in the name of the school, not an individual) Planned purchases:

(PI)

63XX TOTAL [Put this number in the Budget Summary’s 63XX Total box]

Software (Obj 6399, Sub Obj 04/ Func 11) Planned purchases:

Incentives (Educationally related/ inexpensive supplies—books, pens, trophies, certificates) (Obj 6399, Sub Obj 05/ Func 32) Planned purchases:



6400— SUPPLEMENTAL Operating Expenses TOTAL (whole #’s) Employee Travel/Subsistence/Registration—In-service (Obj 6411, Sub Obj 00) A. In-service ____________________________ Estimated: _____ staff X $ __________ B. In-service ____________________________ Estimated: _____ staff X $ __________

A. B.

Non-Employee Travel/Subsistence (Obj 6419, sub Obj 00) (Used to pay a non-employee’s hotel fees in advance.) A. Consultant ____________________________ Estimated at Rate: $ _____________/day X _____days B. Consultant _____________________________ Estimated at Rate: $ _____________/day X _____days

C. D.

Fees and Dues — Instruction (Obj 6499, Sub Obj 01) Explain purpose:

Hospitality— Instruction (Obj 6499, Sub Obj 14/ Func 11) (Snacks ONLY, no light meals — no pizza) Explain purpose:

Hospitality— PARENT INVOLVEMENT (Obj 6499, Sub Obj 00/ Func 61) (Snacks ONLY, no light meals — no pizza) Explain purpose:

(PI)

64XX TOTAL [Put this number in the Budget Summary’s 64XX Total box.]

6600’s —SUPPLEMENTAL Capital Outlay (Obj 6639, Sub Obj 03/ Func 11) (Individual items which cost over $5,000) Explain purpose:

66XX TOTAL [Put this number in the Budget Summary’s 66xx Total box.]

6600— SUPPLEMENTAL Capital Outlay TOTAL (whole #’s)


SCHOOL PACKETS

DATE OF DAILY SALES: ______________ PRE-K ___ x 25.00 = ________ KINDERGARTEN _____x 25.00 = ________ 1ST GRADE _____x 25.00 = ________ 2ND GRADE _____x 25.00 = ________ 3RD GRADE _____ x 25.00 = ________ 4TH GRADE _____x 25.00 = ________ 5TH GRADE _____x 25.00 = ________

TOTAL ______ ________

RECEIPT # DEPOSITED:


ALDINE INDEPENDENT SCHOOL DISTRICT STATE SALES TAX

CITY TAX CALUTATION

Report Form and Debit Memo

School _________________________ Month ____________________ Taxable Sales Receipts Tax Due __________________________________________________________ __________________________________________________________ __________________________________________________________ Person Reporting Principal’s Signature TOTAL


ALDINE INDEPENDENT SCHOOL DISTRICT STATE SALES TAX

COUNTY TAX CALUTATION

Report Form and Debit Memo

School _________________________ Month ____________________ Taxable Sales Receipts Tax Due __________________________________________________________ __________________________________________________________ __________________________________________________________ Person Reporting Principal’s Signature TOTAL

FUND DEPT UNIT SALES TAX REQ # TOTAL TAXABLE TAX AMOUNT


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Aldine Independent School District

Pay Requisition Authorized Signature:_____________________________________________ Date:______________________________ Requested By:___________________________________________________ Department:________________________ NOTE: Your supervisor’s signature is required on the line immediately following the last name submitted for payroll processing.

DISTRICT PRESENTATION FEE Use when teachers are presenting on a non-contract day.

Date of In-service School Last Name First Name SS#

Explanation of Payment for Aldine Presenters

Total Due

.5 day Full Name of Presentation

Figure Presenting Fee as Follows: Explanation of Payment:

$125 Half Day (Session = 3 hours) *Indicate if the Aldine presenter worked half day/full day

$250 Per Full Day (Session = 6 hours)

* Divide Session fee by the Number of People Presenting * If more than 1 teacher presented during the same session they will share the presentation fee

Contact: S. Ptomey @281-985-6425

FUND SUB

FUND DEPT UNIT SUB UNIT OBJECT

SUB OBJECT FY FUNC PROG

SUB PROG



Pay Requisition

Authorized Signature:_____________________________________________ Date:______________________________ Requested By:___________________________________________________ Department:________________________ NOTE: Your supervisor’s signature is required on the line immediately following the last name submitted for payroll processing.

DISTRICT PREPARATION FEE

Date of In-service School Last Name First Name SS#

Explanation of Payment for Aldine Presenters

Total Due

.5 day Full Name of Presentation

Figure Preparation Fee as Follows: Explanation of Payment:

$50 Per Teacher per half day (session = 3 hours) $100 Per Teacher per full day (session = 6 hours)

*Indicate if the Aldine presenter worked half/full day. * A flat rate of $50 will be paid per Aldine employee per session (3 hours) if they are eligible to receive a preparation fee.

Contact: S. Ptomey @281-985-6425

FUND SUB

FUND DEPT UNIT SUB UNIT OBJECT

SUB OBJECT FY FUNC PROG

SUB PROG


Aldine Independent School District Laptop Computer Assignment Letter of Agreement

This letter will serve to indicate my commitment to use an Aldine ISD laptop computer in the performance of my duties. I understand that I do not own this computer and my use of it is contingent on active use of it to benefit Aldine’s students. I understand that I am responsible for the loss or theft of the laptop computer assigned to me. I will immediately notify my supervisor or the Executive Director of Technology Services for Aldine ISD if I lose or damage this computer. I agree to secure insurance, at my personal ex-pense, for the laptop computer either through a HO126 Endorsement of my homeowners or renters insurance policy, or via a “floater policy” from a major insurance carrier that covers electronic equipment. I agree to provide, upon request, evidence of that coverage to my su-pervisor or to the Executive Director of Technology Services. Alternatively I agree to reim-burse the district for the cost of the laptop should it be lost, stolen, or damaged. The value of the laptop is $____________ I understand that I must return this laptop to Aldine ISD if for any reason I fail to participate fully in the use of it to benefit Aldine’s students or upon termination of my employment with the district. Signature:_______________________ Date:___________________ Print Name: _____________________ Approved by :____________________ Date:___________________ Printed Name:____________________


Department of Technology Services


AUTHORIZATION TO REMOVE EQUIPMENT FROM ALDINE ISD

Technology Services Department Date: ____________________________________ (print name) is authorization to remove from the district the following equipment (listed

below) which is part of this department’s inventory:

Off Campus Location _____________________ _____________________ _____________________

Telephone Number: __________________________

Approved dates: ______________________________ Equipment Description

Mfg. & Model: _______________________________

Serial # : _______________________________

Other: _______________________________ I understand and acknowledge my responsibility for this equipment Employee signature: _______________________________ Date: ____________________


Dear Parent/Guardian, We value you as an important part of your child’s education. As we make plans for our pro-gram next year, we would like your input. Please indicate below which three (3) areas you feel would be the most beneficial use of our funding resources. MARK (X) THREE AREAS ___ Parent involvement (workshops/meetings) ___ Teacher training ___ Math materials for children ___ Reading materials for children ___ Technology (computers, software) ___ Extended day/year (after school tutorials) ___ Other ____________________________

Please return to your child’s school by ___________________. Thank you for your input. - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Estimado Padre/Guardían: Nosotros los apreciamos como una parte importante en la educación de sus hijos. Como esta-mos haciendo planes para el programa del próximo año, nos gustaría su opinión. Por favor in-dique abajo cual de las tres áreas serián las mas beneficiosas para el uso de los recursos de los fondos. MARQUE CON UNA “X” TRES AREAS EN LAS QUE LE GUSTARIA QUE USARAMOS LOS FONDOS ___ Participación de padres (talleres y juntas) ___ Entrenamiento para maestros ___ Materiales de matemáticas para niños ___ Materiales de lectura para niños ___ Tecnología, (computadoras, programas para la computara) ___ Día extendido/año extendido (programas academicos al fin del día) ___ Otro _______________________________________________ Por favor devuelva esta forma a la escuela de su hijo antes del ______________________.

Gracias por su apoyo.


Dear Staff Member, We value you as an important part of your students’ education. As we make plans for our pro-gram next year, we would like your input. Please indicate below which three (3) areas you feel would be the most beneficial use of our funding resources. MARK (X) THREE AREAS ___ Parent involvement (workshops/meetings) ___ Teacher training ___ Math materials for children ___ Reading materials for children ___ Technology (computers, software) ___ Extended day/year (after school tutorials) ___ Other ____________________________

Please return to the school office by ______________________. Thank you for your input.

aldine isd financial procedures manual 07-08 · 224—stock requisition 224.1—stock catalog...

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