fall secretary meeting september 23, 2009. enterprise representativesenterprise representatives anna...
TRANSCRIPT
FallSecretary Meeting
September 23, 2009
Enterprise Representatives
Anna Scheidt
• Business Rental Sales Executive
• Cell: (817) 205-5419
Donnie Slawson
• Area Rental Manager
• Cell: (972) 877-3829
Purchasing Updates/Reminders
• All contracts must be signed by the Superintendent, or his designee.
• For further clarification, see 1.3.4 in the Procedures and Guidelines Manual
• Campus open purchase orders, must be completed, closed out, and sent to accounts payable no later than May 21st.
• Food Guidelines – Amount per person must include the cost of associated paper goods/plastic ware, etc.
• If a meeting fits the requirement for a meal to be served, the price allowed per person has increased:
• Lunch: $11.00
• Dinner: $19.00
Purchasing Updates/Reminders
• T-Shirts and Other Garments – District funds cannot be used to purchase garments of any type for staff or students. Any garment purchased must become permanent property of the district.
• For further clarification, see 1.4.9.8 in the Procedures and Guidelines Manual
• Reimbursement of vendor travel, must follow the same guidelines as employee travel. Original receipts are required, along with an invoice for services.
Oce Updates
• Replacement Schedule
• September 16-23 – Campuses will need to review the analysis, to determine the level of copier(s) that will be needed for contract.
• September 24th – Send a list of desired copier(s) with requested features to the purchasing department.
• October – The district will sign a new contract with Oce, and the replacement schedule will begin.
Oce Updates
• Review of TASB Buy Board Contract
• The contract length will be 48 months, with the option to review after 36 months.
• The payments will go from monthly to quarterly.
• We will only be charged for the actual copies made.
• New Features
• The addition of scanning and networking.
• Copier Specifications
• All copiers will be replaced with brand new digital models.
Oce Updates
• Review of Copier Analysis – Purchasing Department
• Current Rental: $2,736 per year
• Copy Allowance: $15,000 per month
• Actual Usage: 3,500 per month
• Unused Copies: 11,500 per month
• New Model Rental: $1,336 per year
• New Click Charge: $348.60
• New Total: $1,684.60
• Savings: $1.051.40
Child Nutrition Snacks
• To purchase items from Child Nutrition:
• Print a Student Treats Order Form for accurate pricing.
• Enter a requisition:
• Select ‘Snacks PO’ as the division
• Vendor:
• Sysco: 1010649
• Blue Bell: 004537
• DISD Child Nutrition: 011622
Child Nutrition Snacks
• Commodity Field:
• 701*
• Select Product
• Enter quantity desired.
• Continue until all items have been ordered.
• Child Nutrition will approve/convert the requisition and order the product.
• Once the product is received, sign and send the pink purchase order to Linda Thomas in Child Nutrition.
Mail Procedures
• Complete mailing procedures are listed on pages XX-XXI in the Procedures and Guidelines Manual.
• Mail is due to Central Services by 4:00 pm, to be delivered to the Post Office the same day. All mail received after 4:00 pm will be delivered to the Post Office on the next business day.
• Charges for mail metered at Central Services is listed on page XX in the Procedures and Guidelines Manual.
Mail Procedures
• North Texas Mailing – Large quantities of mail that are not able to be metered at Central Services, can be taken to North Texas Mailing.
• Receive an estimate from North Texas Mailing.
• Enter a check request to North Texas Mailing for the services rendered.
• Enter a check request to US Postal Service for the cost of the postage.
Travel Updates/Reminders
• All overnight travel must be encumbered prior to the date of travel.
• Any meal receipt with alcohol on it, will not be reimbursed.
• Parking rate has increased to $20/day.
• Employees are still allowed reimbursement of up to two checked bags, however the employee is responsible for any overages in weight.
• Internet access is a reimbursable expense for the Superintendent, Asst. Superintendent, Executive Directors, Directors, and Principals.
Travel Changes Effective 10/1/09
• Local Per Diem has increased to $39/day
• Breakfast $9.00
• Lunch $11.00
• Dinner $19.00
• For further clarification, see 2.6.1.1 in the Procedures and Guidelines Manual
• Local/Grant funded trips will use the Domestic Maximum Per Diem Rates for in-state lodging.
• Domestic Maximum Per Diem Rates
Travel Changes Effective 10/1/09
• All mileage reimbursements must be accompanied with a print out from an electronic mapping source, with the Central Services building listed as the starting location.
• Central Services Building: 1307 N. Locust St.
Denton, TX 76201
New Account Codes
• Account: 6219
• Professional Services (Non-Payroll) – Professionals required to be licensed or registered with the state.
• Account: 6291
• Consulting Services – Practice of helping districts to improve performance.
• Account: 6495
• Dues – Paid to clubs, committees, or other organizations
• Does not include registration fees associated with attending conferences or seminars.
Records Management
What is the Retention Period?
Retention Schedules
Request Record Boxes.
Request for Storage Boxes
Pack and Label Boxes appropriately.Box Label
If Approved, send boxes to warehouse 1 week prior to "Shred
Date".
Update Records Storage Master Log
(copy to RMS)
What’s a retention schedule, and how do I get one?
• A retention schedule is a listing of records and records series commonly found in the workplace that lists the minimum length of time these items must be retained in order to comply with state or federal laws, statutes, or judicial rulings, or recognized industry best practices.
• Retention Schedules
• Local Schedule EL (Records of Elections and Voter Registration)
• Local Schedule GR (Records Common to All Governments)
• Local Schedule SD (Records of Public School Districts)
• Local Schedule TX (Records of Property Taxation)
Records Management Forms
• Request for Storage Boxes
• For further clarification, see 4.4.12 in the Procedures and Guidelines Manual
• Box Label
• For further clarification, see 4.4.14 in the Procedures and Guidelines Manual
• Records Storage Master Log
• For further clarification, see 4.4.15 in the Procedures and Guidelines Manual
• Request to Destroy Records
• For further clarification, see 4.4.18 in the Procedures and Guidelines Manual
Questions about Records Management
• Records Management Specialist
• Sandy Garza
• Ext. 0035
Budget Updates/Reminders
• Fines for lost library books:• Collected fines should be coded to:
461X-00-30-XXX-00-00-5749• Refund requests should be coded to:
461X-12-00-XXX-99-000-6499
• Fines for lost textbooks:
• Do NOT use the campus checkbook for Textbook activity!
• Collected fines should be coded to: 461X-00-TB-XXX-00-00-5748
• Refund requests should be coded to: 461X-00-TB-XXX-99-000-6499
Budget Updates/Reminders
• Refunding Procedures for Extra Curricular/Co-Curricular Activities:
• Deposits made to Campus Checkbooks
• Deposits made to Fund 461
• For further clarification, see 6.9.1.1 in the Procedures and Guidelines Manual
• Refunding Procedures for Driver’s Education:
• Fees are deposited/refunds requested from 197X-00-00-943-00-000-5736
• For further clarification, see 6.9.1.4 in the Procedures and Guidelines Manual
Budget Updates/Reminders
• Include a description on budget amendment forms.
• Deposits to Fund 890 will be posted daily. Deposits received by noon, will be posted by noon the following day.
• All fund raisers and camps, must complete/submit a Fund Raiser Budget Preparation form, as well as enter requisitions for all projected expenses.
Payroll Updates/Reminders
• Reporting of Sub Hours
• Send timesheets to Payroll, not Human Resources
• Working – Clocked In
• Not Working – Clocked Out
• No Volunteering
• No unofficial campus comp time
Absence from Duty Report
• Submit Weekly
• All absences should be reported
• Para-Professionals – Submit leave in hours
• Professionals – Submit leave in days
• Educational Leave
Time Keeping System
• Must clock In/Out
• Leave should match the absence from duty reports.
• Review punches daily.
• Each week stands alone – 40 hours
Cash Management Updates/Reminders
• When depositing funds:
• Make sure to include the source of funds on the deposit slip.
• Deposit funds into a revenue account, not an expenditure account.
• Account Corrections/Journal Entries that are received in the Business Office by Thursday at 5 p.m. will be posted on Monday by 5 p.m.
• Donations
• If the donation source is a campus PTA, or does not require reporting, it is coded to Fund 461.
• If the donation source requires reporting (i.e. Lantana Foundation, GDAC, and Meadows Foundation), the donation is coded to Fund 490.
Cash Management Updates/Reminders
• Raffles – Before a raffle is attempted, a campus must have prior approval from the Business Office.
• The organization must be a qualified Nonprofit Organization.
• Before selling/offering to sell tickets for a raffle, a date must be set on which the organization will award the prize or prizes of the raffle.
• A prize offered or awarded at a raffle may NOT be money.
• If the prize or prizes is not awarded within 30 days, the organization must refund or offer to refund the amount paid by each person who purchased a ticket for the raffle.
• For further clarification, see 8.6 in the Procedures and Guidelines Manual.
Sales Tax Reminders
• Note on the deposit ticket, if the sale is one of the allowed “tax-free days.”
• Each school and each bona fide chapter of each school, is allowed two tax free days per calendar year.
• For further clarification, see 8.5.5 in the Procedures and Guidelines Manual.
• The sales tax report, that is due to Joan Smith by the 10th of each month, must include the amount of total sales and calculated sales tax that has been deposited into the 461 account and student activity funds.
• Secondary Campuses – Submit a check for the amount of sales tax collected.
• Elementary Campuses – Sales tax is calculated and recorded at the time of deposit at the Business Office.
Sales Tax Reminders
• What is a sale?
• For further clarification, see 8.5.2 in the Procedures and Guidelines Manual.
• What is taxable?
• For further clarification, see 8.5.4 in the Procedures and Guidelines Manual.
• The district will not reimburse an employee for sales tax, that was paid on the district’s behalf.
• For further clarification, see 8.5 in the Procedures and Guidelines Manual.
Any Questions?