BUSINESS OFFICE UPDATE

August 2011

Budget Update

Preparing for 2011-2012

Budget Codes Student Club Charters Fundraisers & Sales Tax Cash Handling Purchasing Deliveries Payroll

Budget Codes

Codes are definedby the Texas Education Agency

199-11-6399-00-001-2-11-0-00

FUNCTION

OBJECT

SUB-OBJECT

BENEFICIARY

FISCAL YEAR2011-2012

PROGRAMINTENT

FUND

Student Clubs

What is the benefit to operating a Student Club?

Students have the opportunity to plan, budget, and execute projects with the assistance of a Sponsor.

Club has their own 2 tax free sale days per calendar year. This helps when the club fundraisers do not correspond with the 2 tax free sale days set by the Campus Principal.

Student Activity Fund (SAF)

Fund Code 865

Prepare a Charter

Get Principal approval

Send signed Charter to Business Office

Keep a copy with your student club records folder

Charter Template

S

A

M

P

L

E

Fundraisers

Make sure your Principal has approved fundraiser activities before they take

place.

Fundraisers & Sales Tax

PPISD Sales are TAXABLE by the State of Texas

Yearbooks T-shirts Spirit Shop School Supplies Crafts Extracurricular Program Publications Uniforms

Unless…Sold during one of 2 Tax Free days granted by the state. Coordinate sale date with your Principal

Fundraisers & Sales Tax

PPISD Sales that are EXEMPT from taxes:

Food and Beverages Concession Stand Annual Banquets Passbooks Car Washes Admission tickets Parking Permits to students Advertising space Rental of Facilities

Cash Handling

Never leave cash/checks unattended Take all money collected to the office daily

Vendor Selection

Vendor Selection is Limited to:

Region XI CooperativeBuyBoardTCPN ContractsState ContractsSole Source Certified ProductsPrice QuotesCompetitive Bid and Board of Trustee

approved

Purchasing - PO Plan in Advance – Enter a Purchase Order

Do not order directly from a vendor Let the Business Office submit orders

Purchasing Cooperatives have done their homework – laws are followed

Non-Compliance can result in a Class B Misdemeanor

Purchasing - PO TxEIS program – new look!

Purchasing - PA Purchasing Authorization

Travel reimbursements Credit card receipts

Warning: “After the fact” purchase Does not protect the buyer from unlawful

purchase Could cause buyer to overspend budget

Deliveries

When your order arrives

Inspect your order Receive the appropriate quantity in TxEIS Send invoice to Business Office

Payment within 20 days

of delivery

Purchasing

Keep All Receipts – Itemized detail is necessary

Return paperwork to Business Office timely

Payroll

Payroll

Recording Absences Managing Absences Finding Preferred Substitutes http://www.aesoponline.com

Contacts Available for Questions

Department Person Extension

Business Office Nikki Hamblin 104

Human Resources Marilyn Weber 105

Payroll Marilyn Pelzel 102

Accounts Payable Gail Berend 103

Deposits Gail Berend 103

Federal Programs Barbara Ettredge 106