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Lamesa Independent School District

Lamesa ISD - Business Office Procedures Manual

Revised 8.1.14-DR Approved by J. Ramos, Superintendent

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Business Procedures Manual

Foreword The Board of Trustees, Superintendent and Assistant Superintendent of

Finance of the Lamesa Independent School District are charged with the responsibility of supervising the financial affairs of the District. Procedures

have been developed to help safeguard all funds (Local, State, and Federal) and to ensure that the District’s financial activities are maintained with high

standards.

In those regards, the Business Office is charged with providing the following

for all local, state and federal programs: 1. A centralized, standard accounting system in accordance with the

prescribed regulations from the Texas Education Agency and local policies set by the Board of Trustees.

2. Control over revenues and disbursement of funds as prescribed by law and board policies.

3. Appropriate financial records and reports as required by regulations and policies; and

4. Safekeeping of District assets.

Questions regarding these policies should be directed to the Chief Financial Officer.

This manual will continue to be revised as conditions and needs change.

Suggestions for improvement are always welcome.



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Table of Contents

I. Business Office Functions & Contacts

II. Purchasing

A. Purchase Requisitions

B. Purchase Orders

III. Receiving

A. New Vendors

B. Receiving

C. Return of Merchandise

IV. Payment Authorizations

V. Employee and Student Travel

VI. Supply Requisition

VII. Irregular Payroll Payments

VIII. Budget Transfers

IX. Donations

X. Maintenance Orders

XI. Alterations to Facilities

XII. Use of Facilities

XIII. Student PEIMS Reporting

XIV. Human Resources/Payroll

XV. Forms



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Business Office Procedures Manual

Positions and Contacts

David Rodriguez Executive Director of Finance and Operations

Ext. 625 Payment Authorization

Purchasing/Bid Laws

Travel Requests

Rachel Soliz Purchase Orders-Processing CO

Ext. 629 Vendor Issues

Accounts Payable

Danielle Garcia Payroll

Ext. 633 Employee Benefits

Health Insurance

403 (b) Contributions

Velinda Dimas Personnel Certification

Ext. 631 Staff PEIMS

NCLB

Calli Ruiz General Fund Receipts

Ext. 628 Food Service Receipts

Danielle Garcia Student PEIMS

Ext. 636 Skyward

Campus Secretaries Enterprise Deposits

Activity Fund Checks/Deposits

Phone Numbers 872-5461 (Lamesa ISD)

872-6220 Fax



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Business Office Procedure Manual

Positions and Contacts

Adam Oliva Director of Maintenance and Operations

759-3180 (cell)

Perla Moreno Secretary

872-5434 Maintenance and Operations

Joe Castillo Custodian Supervisor

332-9616 (cell) Central Office

Angie Custodian Supervisor

South Elementary

Rufino Marmolejo Custodian Supervisor

332-9337 (cell) North Elementary

Name Custodian Supervisor

000-0000 Middle School

Martin Romero Custodian Supervisor

201-9400 (cell) High School

Sammy Sanchez Transportation/Bus Shop

283-1730 (cell)

Lorenzo Ruiz Grounds

201-1045 (cell)

Brandon Carter Food Service Director for ARAMARK

806-872-8301 ext. 245



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Business Office Procedures Manual

Purchase Requisitions & Purchase Orders

An approved purchase order must be obtained prior to the ordering of materials or services. The

purchase order is written evidence of orders placed as a result of receiving approved purchase requisition.

Acceptance of the purchase order by a vendor forms a legally binding contract that gives the vendor authority to

ship the required goods and binds the District for payment upon compliance.

Anyone creating or authorizing such a commitment prior to securing a valid purchase order will be held

personally liable for payment of such agreement and/or may be liable to prosecution under the Texas

Penal Code Chapter 39 Abuse of Office, Section 39.01.

o A purchase requisition is a written request for the purchase of supplies, services, equipment, etc. and is

the first step in obtaining a purchase order. Items requested must be included in the District’s

approved budget and funds must be available. Once the Campus Principal or Maintenance Supervisor

approves the requisition, a valid requisition/purchase order will be developed in skyward by the campus

secretary to use in acquiring the goods/services. An electronic requisition will then go through an

approval process including Executive Director of Finance and head bookkeeper being the final approver.

A copy of the Approved Requisition or a PO with the Campus Principal’s or Maintenance Supervisor’s

signature should be attached electronically when creating a requisition/PO in the accounting software.

All Purchase Orders are to be entered in the electronic requisitioning accounting software

List each item on a separate line including the item #, description and the quantity to be ordered.

For local vendors such as Wal-Mart, United, Claibornes, Davis Hardware, etc., it will be assumed that

someone from the campus has picked up the merchandise. Purchase orders to these vendors shall

have “Ready to Pay” in the vendor notes.

REMEMBER

No Purchase Order numbers will be given out over the telephone.

No orders are to be placed without prior approval from the Business Office.

No orders will be placed without campus principal or maintenance supervisor signature.

The following pages will give detailed instructions on entering requisitions.

Receiving Reports



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-Any discrepancies in the order should be noted to the accounts payable department

immediately and noted on pink copy of purchase order.

- Do not return any merchandise to the vendor before contacting the purchasing department.

A package pickup form must be completed. Instructions and an example of this form are

included in this manual.

PURCHASE ORDERS

1. Merchandise may be received at

the Campuses, Central Office, or

Maintenance Department.

2. The person receiving the

merchandise signs for delivery and

verifies the order. The packing slip and

pink copy of PO are then forwarded to

the Central Office.



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Used for all purchases and all capital outlay items.

A PURCHASE REQUISITION MUST BE COMPLETED (ALL DOCUMENTATION PROVIDED) AT THE

CAMPUS LEVEL BEFORE A PURCHASE ORDER CAN BE COMPLETED IN THE ACCOUNTING

SOFTWARE. ALL COMPLETED PURCHASE ORDERS WILL RESULT IN THE ENCUMBRANCE OF THE

EXPENDITURE IN THE ACCOUNTING SOFTWARE.

LISD has access to over 1000 approved catalogs from which supplies may be ordered. In addition to the attached

approved catalog vendor list, LISD may order supplies through the West Texas Education Purchasing Cooperative-

Lubbock ISD. (See link on Lamesa ISD web site.) Before an order may be processed at the campus level,

verification of three vendor sources and prices must be presented. The following criteria shall be used to determine

the approval of a product.

Price of Item (including discount)

Shipping Cost

Delivery Time

New vendor or information change: Complete NEW VENDOR form and email to central office.

Phone Orders: No phone orders unless approved by the Director of Finance. If a phone order is to be made, a

purchase order must be filled out and sent to the Central Office thru the computer system and approved by the

Executive Director of Finance before it can be called in. After it is processed, it will be returned to the school to be

called in if a note has been attached specifying that request.

Online Orders: Online orders will be permitted after the individual has completed the requisition form and the

purchase order has been approved by the principal and Executive Director of Finance. If you want a purchase order

faxed, you can type that under the vendor notes. Before the purchase order is typed, check the vendor information to

see if the fax number is correct.

SPECIAL ONLINE ORDERS EXCEPTION: Individuals may order from TASCOSA, SCHOOL SPECIALTY,

and BAKER OFFICE SUPPLY via the approved online system after the requisition as been approved by the campus

Principal or Executive Director of Finance. All orders to School Specialty, Tascosa and Baker Office Supply must

be made on the selected company’s web site. Click send and the order will come to Central Office for final

approval. Send the purchase order as usual to Central Office with a copy of the internet order. In the vendor note,

write “DO NOT MAIL”. If these are not created as above they will be sent back for correction.

Conference Purchases: Purchasing items at conferences will not be permitted without prior approval by the

Executive Director of Finance. A purchase order must be created prior to the conference.

If you have 15 or more items to order, type “See Attached List” on the purchase order. The list must be neat and

easy to read. Incomplete or non-legible POs will be sent back for correction.

No phone orders unless approved by the Executive Director of Finance.

Use of federal funds to purchase gift cards/debits cards is prohibited.

All other LOCAL vendors may have a purchase order prepared after items are purchased ($200 LIMIT). Type

“Ready to Pay” on those that are ready to pay. These type of purchases need to have a purchase order submitted

within 3 days of purchase.

PLEASE TYPE EACH INVOICE NUMBER WITH AMOUNT ON P.O.

DO NOT PUT A LUMP SUM.



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When purchasing from Claiborne’s, you will need to use a credit card that has been assigned to your campus. If tax

is charged, take it off when preparing the purchase order. The card must be kept in a safe place when not in use.

The card shall be turned in, along with the tickets, as soon as purchase is completed.

Pre-paid Purchase Orders are only processed when absolutely necessary.

Please type “Send payment with order” on the purchase order in vendor information. Central Office will not process

a pre-payment without proper documentation from the company that they will not accept a purchase order

or that a pre-payment is required (i.e. workshop registration). The purchase order cannot be mailed without

the form. If registering online for a workshop, print the information to attach to the purchase order.

When purchase order items are received, the secretary will need to send the pink copy back to Central Office.

Always make sure the pink copies are signed and dated before sending to Central Office. Incomplete POs

will be returned to sender. If any items have been discontinued it will be necessary to note that on the pink

copy so Central Office will not hold payment for that item. If it becomes necessary to void or reverse a

PO, send Central Office a green and business office will void PO.

When freight is checked in, the individual responsible for placing the order will be required to call company if all

items have not been received. Document the contact information, the resolution and forward the

information to Central Office.

The campus secretary will be required to call the company if it is necessary to cancel a purchase order.

All Purchase Orders that are made out to Shi-Government, Dell, PC Nation, Apple, CDW, Abacus Computers,

Militek Corp, etc (Technology Related) are not to be mailed. Once skyward requisition has been approved

send copy of approved PO, quote and pink copy to Derinda Miller in Technology department.

A Purchase Order using code 6395 must have a property card sent to Central Office before it can be mailed. As of

9-1-2006, all computers, printers, and projectors under $5,000.00 will be coded to 6399. They will no

longer require a property card. The items will not be reported on the inventory list. Keith Emfinger will be

in charge of keeping up with those items. The only items to be paid out of 6395 will be furniture, such as

teachers desks and chairs, student desks and chairs, large tables, filing cabinets, band instruments,

televisions and overhead projectors. Any small inexpensive items such as bookcases, etc. should be

purchased out of 6399. If unsure, please call Central Office for clarification.

Budget Amendments have to be approved by the school board at school board meetings. Please send all

amendments to Executive Director of Finance for approval. The budget amendment will not be

processed on the computer until approved by the Board.

Invoice Information



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Invoices shall contain the following items:

o Name and Address of Company

o Company Contact Information

o Invoice Number

o Detail Description of Item/Service/Student Served if Applicable

o Unit Price/Item/Service

o Total Cost of Item/Service

o Shipping Cost

o Date of Delivery/Purchase

o Purchase Order Number

Maintenance and Transportation Purchasing System

Maintenance/Bus Barn Purchases: Select maintenance employees possess a purchase order book

and are permitted to purchase items with a collective cost less than $100 at select local

business without prior approval. Copy of completed purchase order must be provided to

maintenance office for final approval daily. Items with an estimated cost over $100

require the completion of a purchase request form and approval from Maintenance

Director or Executive Director of Finance.

Purchase Order System: Maintenance and Transportation Purchase Orders will be processed

on tri-colored NCR forms. The form must contain the vendor name and address, date,

description, purchase price, appropriate purchase code, employee signature, and approval

from Maintenance Director.

The white copy will be presented to the vendor, pink copy will be retained at the Maintenance

and Transportation Department, and the blue copy along with the invoice will be

forwarded to the Central Office for final approval. The purchase code will be verified

by Central Office Accounting Department Personnel.



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Purchasing Card Procedures

Lamesa ISD will issue a purchasing card to individuals for approved travel over $200.00 per event and

purchases under the following guidelines:

An approved purchase order must be obtained prior to the issuance of a purchasing card.

The purchase order is written evidence of orders placed as a result of receiving a properly

approved purchase requisition. Acceptance of the purchase order by a vendor forms a legally

binding contract that gives the vendor authority to ship the required goods and binds the District

for payment upon compliance.

A card will be issued by the business manager upon approval of the purchase order by the

business office.

The card identification number will be listed on the purchase order when the card is issued to the

employee.

Employees will be required to present a LISD Employee ID card when using the purchasing/debit

card.

Receipts will be required to verify ALL purchases and must be returned to the origination site-

campus or business office-within three days of the use of the card.

The primary use of a purchasing card will be for approved travel. LIMITED purchases of

items will be reviewed by the business manager and approved/declined following the

completion of the required forms.

Purchasing cards will be used to pay for hotel charges for all approved travel.

Statements/Payment:

Cards approved at the campus level shall be reconciled by the campus secretary.

All statements must be reconciled and presented to the Business Office 5 days after receiving the

statement (no exceptions).

Anyone creating or authorizing such a commitment prior to securing a valid purchase order will be

held personally liable for payment of such agreement and/or may be liable to prosecution under

the Texas Penal Code Chapter 39 Abuse of Office, Section 39.01.

The Purchasing/Debit Cards will be issued by the business office to approved individuals upon

completion of the required forms. Individuals will be required to sign for the card when issued and

sign when the card is returned.

REMEMBER:

No orders are to be placed without prior approval from the Business Office.

No cards will be issued without campus principal or maintenance supervisor approval.

No cards will be issued without the receiving employee’s signature.

Receipts will be required for all purchases.



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Package Mailing Form

Instructions for any returned items or packages to be mailed.

Complete a form for each box to be mailed or returned.

Include a physical mailing address as a P.O. box may not be used.

Provide the budget number for postage cost-use the account

number from the original purchase.

The box must be taped and labeled with the physical address to

which it will be sent.

Tape the completed form on the package.

o Send the package to the Central Office for mailing. Unauthorized

individuals will not be permitted to take packages to Lamesa

Mailing and Packaging.

o Mail will be delivered to Lamesa Mail and Packaging daily at 3:30p.m.

SEE PACKAGE MAILING FORM



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Payment Authorizations

A Payment Authorization form is used to request payment for goods/services received that are

not ordered with an approved purchase order. Examples of when to use a Payment

Authorization are:

1. To reimburse an employee when a purchase has been made without a purchase order.

This should be a rare occurrence, not a standard practice.

2. To pay for services or goods that do not constitute supply purchases.

Petty Cash Reimbursements Utilities

Registration Fees Contracted Services

a. All Payment Authorizations are to be typed and include the following:

» Vendor name, and complete remit to address;

» List the account number to be charged;

» List the invoice number per the actual invoice;

» Include any special processing of check under remarks;

» The preparer should sign the PO; and

» The principal or director will authorize payment with their signature. (No stamps or copies are

allowed) Must include original signatures.

a. All Payment Authorizations must have the appropriate account code, a principal’s or director’s

signature, and signed by the preparer.

b. All Payment Authorizations must have the original invoice stapled to the Payment

Authorization and a remittance copy paper clipped to go with the check. Why 2

attachments?

1. Original invoice is kept with the Business Office files.

2. A copy of the invoice is sent to the vendor for correct posting of the payment.

REMEMBER:

a. Legally, the District cannot reimburse employees for sales tax.

a. No orders are to be placed without prior approval from the Business Office.



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Revenue

Revenue comes into the district in many ways. Some is brought in by people making payments or mailed for Pre-K

tuition, facilities rental, buying T-shirts, donations, athletic gate money, etc. Any money kept on site should be

locked up. Other money can come in by direct deposit such as the Federal Grant money, tax money collected by the

Dawson County Central Appraisal District, or interest payments made by the bank.

You must make a receipt and post it to the accounting software for all money received by the district. Take care to

post the funds to the correct account codes.

General Receipts:

1. A receipt needs to be made for all money deposited. (direct deposits included)

2. Always keep the months together, meaning if you are working on December’s Bank Statement, you NOT

put anything in accounting software for January until all bank statements are complete and the head

bookkeeper closes the books.

3. You will need a code for all receipts except for Employee Benefit Plan (Insurance) that Sherry gives you.

Just make a receipt and file.

4. Make a copy of all checks before you deposit them to go with your receipts.

Order of Receipt for “all funds”:

Pink Receipt on top, White copy, if you did not send it to someone, then yellow deposit slip

Order of Receipt for “specified funds”:

Yellow receipt, Pink deposit slip then copy of check & copy of paperwork explaining what the money is for

All cash and checks shall be deposited daily.

Cafeteria Receipts:

Make sure there is a lunch receipt for every day the kids are in school for the month.

Always date your lunch receipts the same as Cafeteria. (You will be getting these through school mail

from Jill at Middle School.)

Always post money from their invoices into 240-00-5749-00-000-00000.

Any time you make a receipt for Cafeteria, send Jill at Middle School the white copy.

If you find any corrections on deposits while doing the bank statement be sure to notify the Food Director.

They will have to correct their records also.

Enterprise Receipts:

1. The schools will send you deposit slips with a form that indicates where they want the money posted.

These forms can be found on our website under staff resources. You will need to update these each year.

Make receipt to match this form.

2. Send white copy of receipt to the school it came from.



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TEA Receipts:

*Expenditure Reporting for Federal Awards

The administrator overseeing that Federal Grant is responsible for gathering the applicable data and preparing the

required expenditure reports for Federal awards. The administrator overseeing that Federal Grant is responsible for

reviewing and approving required Federal expenditure reports and for ensuring that these reports are submitted

before the required deadline. The administrator overseeing that Federal Grant will grant final approval for draw

downs through the certification process on the TEA Grant Expenditure Reporting website. The administrator

overseeing that Federal Grant or designee will review cumulative expenditures for Federal grants and request any

necessary draw downs once per month. This review should occur after the processing of monthly payroll. The

administrator overseeing that Federal Grant will ensure the draw down request will not exceed the threshold amount

established by TEA. The administrator overseeing that Federal Grant or designee will generate a General Ledger

Summary report in accounting software for each Federal grant. The actual expenditures will be totaled by object

code. Any payroll liabilities that appear in the balance sheet accounts will be deducted from the 6100 object code

total. This will prevent drawing down more cash than has actually been expended. The administrator overseeing that

Federal Grant or designee will then complete the Federal Program Control Sheets used to track grant program year

expenditures, and to ensure that indirect/administrative cost caps are not exceeded. Each grant is tracked on a

separate Control Sheet. Every draw will be recorded on the appropriate Control Sheet. This will allow the CFO or

designee to determine the last time a draw was made. If cumulative expenditures have increased since the last draw,

a new draw is required. The Bookkeeper that records Cash Receipts for the LEA will be informed of each draw and

to which account code(s) to post the revenue. Audit trail ledgers will be reconciled by the Bookkeeper to confirm

that expenditures are only those that have been requested. A final expenditure report must be submitted on the TEA

Grant Expenditure Reporting website by the deadline established by TEA for each program. The administrator

overseeing that Federal Grant is responsible for the submission of expenditure reports, including the final

expenditure report, and revised final expenditure report, if applicable.

*Receipt of Money

We receive federal money via direct deposit. Go to this website

https://faulk.tea.state.tx.us/psp/pmtrpt1/EMPLOYEE/ERP/c/E_TGIF.E_TEA_PAYMENT_RPT.GBL?APP=PMTR

PT each month and print off the payment report. You will need 3 copies for each line item on the report. This

link is saved in favorites. You will need to check it several times a month. ALWAYS check the report on the last

day of the month before doing statements to make sure all money has been posted in accounting software.

Compare the payments with the end of month reports that Pam prepares for each fund, then check the

online banking system to confirm the deposit was made for the correct amount into the Operating Fund. If

the amount is different notify Pam so you can figure out what the problem is.

Fill out a TEA Direct Deposit sheet along with a receipt to put with the TEA payment report. Highlight the

fund that the receipt is for.

One copy of the TEA payment report gets filed with the receipt, one copy gets stapled to the Direct Deposit

sheet along with the end of month report from Pam and placed in the Transfer Notebook, and the third gets

stapled to the white copy of the receipt and goes to either Debbie (all Federal Funds except 313, 314, &

410), Eva at Special Ed (funds 313, &314), or Chris (fund 410).

On the TEA payment website follow these instructions to get your reports.

https://faulk.tea.state.tx.us/psp/pmtrpt1/EMPLOYEE/ERP/c/E_TGIF.E



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At the bottom of the page click on Continue to TEA Payment Report.

Enter our County District #-058906

Click on Show Payments.

In the middle of the page click on the “show all columns button”. Highlight the lines you want to print,

right click, print, selection, (under Preferences, Advanced, change Layout Options, Orientation: Landscape,

ok), change number of copies to whatever you need, print. **Remember you need 3 copies per fund.**

Taxes Collected Receipts:

You will receive a weekly report from the Dawson County Central Appraisal District in the mail.

This report will have the amount collected for Lamesa ISD. See example on how to total the

amounts. The money is transferred into the school bank account by the Appraisal District.

Once you know how much the deposit is for login to the bank website. Look in the Operating

Account to find a deposit that matches. Print the line item by highlighting, right click, print

selection, 2 copies. This will take the place of a deposit slip. Fill out a receipt for the

Current Taxes (199-00-5711), Delinquent Taxes (199-00-5712), P&I (199-00-5719), some

weeks you could have CED (199-00-5769) or Tax Certificates (199-41-6213-00-703).

****IMPORTANT NOTE****

You will only have CURRENT taxes during the months of Oct/June. Starting with the first day of

July all taxes will be considered DELINQUENT. You will need to add the amounts from the

report to get this total. See example. You will have P&I every month.

TO ENTER CASH RECEIPTS:

Go to: Finance

Maintenance

Postings

Cash Receipts

Add Receipt

Enter Receipt #, Who money is from

+ADD

Account Code, description, amount, and date

Save

Insufficient Checks:

There is an insufficient check file folder in my filing drawer.

Insufficient check info. Will come from bank.

Prepare Journal Voucher. (examples in EXCEL) (This lets the computer know to adjust the

bank account, so your account will reconcile)

Make copies of everything and send a copy to the school it came from for them to collect. If

the person who wrote the check wants the original, they will have to pick it up here.

When money is received, deposit and make a receipt that is posted to the appropriate code

(object=1290). This code will be on the journal voucher that was made earlier.

Staple white copy of the receipt to the copy of bank notification letter and file in folder

labeled 2012-2013 Insufficient Checks.



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Athletic Gate Fee

ATHLETIC MONEY BOX GUIDE

Request a check for $2,500.00 at the beginning of each year to make change from.

Get $1,200.00 in ones and $1,300.00 in fives. (180-00-1102-00-000-?00-000)

Varsity Football:

West Gate-1 box ($300 in 1’s & $300 in 5’s) Total Money=$600.00

East Gate-1 box ($200 in 1’s & $200.00 in 5’s) Total Money=$400

J.V. Football:

West Gate -1 box ($100 in 5’s & $100 in 1’s) Total Money=$200

East Gate-1 box ($100 in 5’s & $100 in 1’s) Total Money=$200

H.S. Volleyball:

Only 1 box with ($100 in 5’s & $100 in 1’s) Total Money=$200

M.S. Football, Volleyball & Basketball:

Always need 2 boxes ($100 in 5’s & $100 in 1’s) each box $200 total

H.S. Basketball:

JV& Varsity only-1 box ($100 in 5’s & $100 in 1’s) Total Money= $200

Fresh, JV, & Varsity-2 boxes ($100 in 5’s & $100 in 1’s) each box $200 total

Double check with coaches on # of boxes for basketball!

Special Instructions:

Money boxes need to be ready at least the day before the game.

Fill out the top of the Athletic Gate Report. Tickets are locked up in cabinet. Put

original report in Gate Box and copy in the Change Box.

The person picking up the box needs to sign the record book.

The person working the gate will reconcile the gate report and sign before returning

the box to central office.

One of the front office secretaries will double check the box and make a deposit slip.

After the deposit is made, record the amount on receipt with correct code to be posted

in accounting software.

Write the total money amount of tickets sold on calendar by game. (You will need to

know the amount to pay officials for varsity games)

The price of tickets: Volleyball & Basketball $3.00 Adults/$2.00 Students

Varsity Football $4.00 Adults/$2.00 Students

Sub-Varsity Football $2.00 Adults/$2.00 Students

PLAYOFF GAMES HAVE DIFFERENT PRICES!



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Employee and Student Travel

Lamesa ISD operates an accountable travel reimbursement plan pursuant to Internal Revenue

Service Rules and Regulations. Under an accountable plan, payments made are nontaxable to

the recipient if:

There is a business connection for the expense and is incurred in connection

with services performed as an employee.

There must be adequate accounting of the expense within a reasonable time.

The employee must verify the date, time, place, amount, and business purpose

of expenses. Receipts are required except for meals under a per diem plan.

Excess reimbursements or advances must be returned within a seven days of

return to the District by the employee.

Workshop Certificates/Course completion must be provided to verify

attendance.

Employee and Student Travel

a) A Completed Advance Travel form for ALL TRIPS spending any funds must be

turned in to the Business Office and a completed and Vehicle Request must be

turned in to the Maintenance Department.

b) Each person receiving funds must complete their own travel form.

c) Documentation such as registration forms, etc. are to be attached to the Travel

Request Form.

d) The Principal or Director must approve the trip before any vehicle or expense will

be committed.

e) Send the completed form with attachments to the Business Office 7 days PRIOR

to trip.

f) A Travel Expense/Reimbursement Report must be completed for all trips within 7

days of trip for proper documentation purposes.

g) A purchase order shall be completed for all travel request.

Overnight Travel:

Lamesa ISD will review all travel requests for overnight stays for students and staff for events

that are scheduled for more 120 miles from Lamesa, Texas. Approval will be base on type of

event, level of competition (post District only), and available funding. No overnight stays will

be approved for events that are closer that 120 miles from Lamesa ISD.



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National Trips:

Students who have competed and have been awarded the opportunity to attend and compete at

the national level will be required to have the National Trip approved by the Lamesa ISD Board

of Trustees prior to making travel arrangements. Teams traveling will be limited to a maximum

of 10 members per team. All travel arrangements for National competitions will be made by the

Executive Director of Finance and Operations.

Travel Reimbursement Rates

District employees will be reimbursed for travel related expenditures such as transportation, meals, lodging, and incidentals.

Miscellaneous items such as laundry service, personal telephone calls, and amusements will not be reimbursed. Travel expenses

will be advanced before the trip only if the proper paperwork is turned into the Business Office seven days prior to the trip.

Otherwise all pre approved travel expenses will be reimbursed after the travel is complete. If a spouse accompanies an employee

on a business-related trip, no expenses for the spouse are reimbursable. Airfare for the spouse is to be purchased with personal

funds.

MEALS ---Meals are reimbursed on a per-diem bases.

Receipts are required for all Adult and Student travel

Adults:

Regular

Breakfast $9 Departing before 7:00 a.m.

Lunch $15

Dinner $22 Arriving after 7:00 p.m.

$46

Students: Meals shall be provided for students competing in all approved extra-curricular events.

Regular

Breakfast $8 Departing before 7:00 a.m.

Lunch $12

Dinner $16 Arriving after 7:00 p.m.

$36

HIGH COST PER DIEM RATES LISTED ON THE FOLLOWING PAGE

LODGING

The State of Texas rate is $85.00 per night for lodging and is set by the Texas Comptroller of Public Accounts. All federal grants

must adhere to the $85.00 plus city tax per person per night. No exceptions allowed. All other lodging costs should adhere to the

most practicable rate available per conference or trip location. A purchasing card will be provided for payment for lodging. A

purchase request and purchase order shall be made out to American Express prior to the travel departure. All receipts will be

required for reconciliation purchases.

MILEAGE



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The standard mileage rate follows the State of Texas rate and is updated accordingly. (Effective 01.01.2013 .565¢)

TRANSPORTATION

The following forms of transportation options are available. The most economical option will be provided by the Transportation

Department.

School Vehicle

Personal Vehicle-if a school vehicle is not available.

Lowest available commercial airline fare

Per Diem Meal Allotments & High Cost Locale

2015-16 = 2015-16

The following rates will be used to determine meal and hotel costs staff and students for the cities listed

in the chart.

For additional rates, see attached FY 2015 Per Diem Rate list.

E Total

$46

Normal

Rate

$51

Corpus

Christi

$56

Ft. Worth

$61

Plano

$66

San

Antonio

$71

Austin

Dallas

Continental

Breakfast/

Breakfast

$9 $8 $9 $10 $11 $12

Lunch $15 $12 $13 $15 $16 $18

Dinner $22 $26 $29 $31 $34 $36

$5 $5 $5 $5 $5

Hotel $85 $88 $139 $99 $106 $108



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Mileage Reimbursements

The district has vehicles available for employee use. However, priority is given to trips

involving the transportation of students. All employees will be required to use an alternative

form of transportation when a vehicle is not available. Mileage reimbursement is based on point

to point mileage using GoogleMaps.com. Travel to/from the home to the campus or place of

work is non-reimbursable.

When necessary, mileage will be reimbursed at the State’s rate for school related travel.

Reimbursements must be requested at least quarterly, but no more than monthly.

Out-of-District Mileage:

Mileage will be reimbursed at the State mileage reimbursement rate effective at

the time of the trip when traveling outside of the District boundaries on school-

related business. Example: trips for school related meetings.

Staff-development related Mileage:

Staff-development and out-of-district travel will be approved based on the most

economical method. The preferable mode of travel will be a school vehicle.

Should a vehicle not be available, a comparison will be made among mileage

reimbursement, and coach class airfare. Each trip will be evaluated based on the

destination and the number of persons traveling.

When the mileage reimbursement method is approved, the owner of the vehicle will

be reimbursed for mileage to and from the destination. If several people travel together,

only the vehicle owner will be reimbursed.

Student Travel:

Student travel should be in a school owned vehicle for liability purposes. Please

do not transport students in a personal vehicle.



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Advance Request for Travel and Vehicle Request

The purpose of this form is to handle any and all requirements for faculty and student travel related to

school-related activities. The completed form should be submitted to the Business Office seven days

prior to the proposed trip. The following is an explanation of the information required to properly

complete the form:

1. Name:

List the person requesting the trip. Each staff member should complete their own t ravel request form for

any expenditures incurred.

2. Date:

Enter the date the form was initiated at the campus.

3. Destination:

Enter the city the person is traveling to.

4. Purpose of Trip:

The unabbreviated name of the conference, meeting or a general description of the reason for the travel

should be listed.

5. Date & Time of Departure and Date & Time of Return:

This information enables the Business office to schedule transportation more effectively, figure accurate

meal money, and/or hotel arrivals and departure.

6. Names and Number of Persons Traveling:

Include the number of students & sponsors so we may calculate meal costs. This information enables the

Business Office to better schedule transportation arrangements.

7. Transportation:

Prior to departure, the Business Office will determine the most economical method of transportation. Air

travel or reimbursement approval will be based on distance, number attending, cost, etc.

a. Check which type of transportation such as bus, school vehicle, or personal vehicle is requested and

note if a driver is needed.

b. MILEAGE REIMBURSEMENT: For personal use of own vehicle. Miles to and from the destination

multiplied by the State mileage reimbursement rate.



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8. Meals:

The number of meals to be reimbursed will depend on the departure and return times of the

trip. The allowance for employee meals is based on the current per diem meal rate in effect

at the time of the trip. Breakfast will be paid on the day of departure if departing before 7:00

a.m. Dinner will be paid on the returning day if arriving after 7:00 p.m. This is a per diem

amount. Please retain your receipts and return to Central Office. Employees should not

request reimbursement for any meals included in a registration.

Student meals will be based on the current per diem meal rate in effect at the time of the trip.

Student meal money can be advanced to the sponsor traveling with the students. Students

shall retain receipts and the sponsor shall be responsible for turning in the receipts.

9. Lodging:

ROOM RATE APPROVAL WILL BE BASED ON THE MOST FEASIBLE RATE

AVAILABLE. THE FOLLOWING INFORMATION MUST BE PROVIDED BEFORE

THE TRIP APPROVAL WILL BE GRANTED. THE STATE BASE RATE IN

EFFECT AT THE TIME OF THE TRIP PER NIGHT PER PERSON MAY NOT BE

EXCEEDED WHEN USING GRANT FUNDS.

NAME OF HOTEL: The name must be provided in order for a check to be issued. A tax

exempt form will be sent with the check to provide to the hotel.

COST PER NIGHT: if sharing a room, list the total cost per night.

HAVE RESERVATIONS BEEN MADE: the person traveling will be responsible for

reserving the room. Please ask the hotel if a school check can be taken, otherwise you

must use your own credit card and then be reimbursed.

AN ESTIMATE OF THE TOTAL MOTEL COST TO THE DISTRICT: Again, this is

an estimate for encumbering purposes; the Business Office will pay the actual amount

charged. Please note, at the time of check out, the employee should pay for any personal

phone calls charged on the motel bill. State sales tax should not be charged. A Texas

Hotel Occupancy Tax Exemption form will be sent with each travel advance.




26

10. Miscellaneous/Other Expenses:

REGISTRATION TO & THE AMOUNT: List the organization that payment should be

made to and the amount of the registration. Be sure to allow for any discount for early

registration. A completed registration form must be attached to mail with the check

requested.

OTHER EXPENSES: All other authorized expenses incurred on the trip, such as taxi or

parking fees, will be reimbursed upon return. Receipts for such items must be submitted

on the Expense Report. Any expenses for non-school related items (i.e. golf

tournaments, t-shirts, side trips) are personal expenses and will be paid by the person

traveling.

11. Account Number:

The account number from which funds are to be spent must be completed. All travel

forms will be returned to the campus/building if the account number is not included.

Also, trips will not be approved if there is not enough budget to cover the cost in the

travel account. A Budget Transfer may be made to cover costs in excess of budget.

12. Signature and Approval:

The Employee Travel Form should be signed by the employee and principal/director and

dated. It should then be sent to the Business Office for approval.

Spouses accompanying employees on business-related trips are responsible for their own

travel costs. Airline tickets for the spouse should be purchased with personal funds.

ALL GAS CREDIT CARD RECEIPTS MUST BE RETURNED WITH THE CREDIT

CARD TO THE TRANSPORTATION DEPARTMENT WITH THE VEHICLE.

INCOMPLETE FORMS WILL BE RETURNED FOR COMPLETION.

TRAVEL EXPENSE REPORTS ARE DUE IN THE BUSINESS OFFICE WITHIN 7

DAYS OF THE TRIP.

See Travel Request Form.



27

FEDERAL PROGRAM TRAVEL GUIDELINES (10.30.2013)

Travel Documentation

Travel costs must be properly documented to be reimbursable. The employee must document

travel costs with a travel voucher or other comparable documentation. Auditable documentation

must include the following at a minimum:

Name of the individual claiming travel reimbursement

Destination and purpose of the trip, including how it was necessary to accomplish the objectives of the grant project

Dates of travel

Actual mileage (not to exceed reimbursement at the maximum allowable rate)

Actual amount expended on lodging per day, with a receipt attached (may not exceed the maximum allowable)

Actual amount expended on meals per day (may not exceed the maximum allowable; tips and gratuities are not reimbursable)

Actual amount expended on public transportation, such as taxis and shuttles

Actual amount expended on a rental car, with a receipt attached and justification for why a rental car was necessary and how it was more cost effective than alternate transportation; receipts for any gasoline purchased for the rental car must be attached (mileage is not reimbursed for a rental car—only the cost of gasoline is reimbursed)

Actual amount expended on incidentals, such as hotel taxes, copying of materials, and other costs associated with the travel

Total amount reimbursed to the employee

Items permitted (basic list)

Lodging Expenses (see Lodging Per Diem Chart)

Meal Expenses (Allowable Per Diem)

Transportation Cost: Taxi, Shuttle, Rental Car (cost effective, receipts required)

Mileage at allowable rate [$.565}: Point to Point (Google Maps). Provided if a District vehicle is not available. Mileage reimbursement is inclusive of all expenses with the exception of tolls and parking expenses.

Mandatory Charges or Service Charges

Telephone Calls

Toll Charges

Parking Charges

Repair for State/District Owned Vehicle:

Postage

Fuel

Items not permitted:

Tips

Gratuities

Excess Baggage Charges

Travel Expenses more than one day prior to event.



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BUS TRAVEL INSTRUCTIONS:

All bus travel must be put on a purchase order with an estimate of the cost. You will be

given a mileage chart created by secretary at Maintenance. Prices for the 2012-13 school

year are .18 for van/suv and .36 for a bus.

People traveling will still fill out the bus travel request form on the web and turn it in to

the office for approval by your principal.

You will use that form to create your purchase order. (This is the requisition for travel.

You do not need to fill out a different requisition.) Use Vendor # 60477 and under vendor

notes please type “Send to secretary @ Bus Barn”. This is not a “Ready to Pay”. Make

sure the PO description contains date of the trip, who is traveling, and purpose of the trip.

Remember, you can use the comment section if you need more space to provide

information.

The travel form, 3 white copies, 1 green and 1 pink will be sent to Central Office. We

will then send one copy of the PO, the bus request and pink copy to secretary. The pink

will be sent back signed by secretary after the trip has been completed. She will make

any adjustments necessary on the pink copy. You will receive a white paid copy after the

bill has been paid.



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Irregular Payroll Payment Request

When an employee performs a duty that is not part of their regular contract such as

after school tutoring, family literacy, etc. an Irregular Payroll Payment Request

form must be completed.

Include the teacher’s name and a description of the type of work.

Complete the date, number of hours worked, rate of pay and the total amount

to be paid.

Include the account number to be charged.

All Irregular Payroll Payment Requests must be approved by the principal.

Send the completed form to the Payroll Department.

Irregular Payments for employees are paid through the payroll system and are

wages subject to TRS reporting and federal income tax withholding. Irregular Pay

Requests will be included with the regular monthly payroll check run scheduled for

the 28th

(see payroll dates) of each month. Completed forms must be received by

payroll clerk on or before the posted cut-off date for each month. (see cut off

dates)

Employees will be required to log their hours in the TIMECLOCK system or on a

pre-coded timecard. The employee will be notified in writing by the campus

administrator or personnel director the method to be used.

Employees paid with federal funds will be tracked through TIMECLOCK and/or

assigned approved schedules. Employees paid with federal and grant funds will be

subject to periodic requisition of actual time reporting. Subjects will be required to

submit appropriate documentation. (i.e.-TIMECLOCK report, documentation of

site visit, time card) The District may require additional reporting documentation

through out the year.

OVERTIME

Beginning January 1, 2013, LISD supervisors will be required to approve all

overtime that exceeds the five-hour per month overtime allowance.

All non-exempt employees will be required to document all service hours via

TIMECLOCK. Employees will be permitted to log five hours of overtime per



30

month. Overtime hours that exceed the five-hour/month limit must be documented

on the approved overtime log form and excess hours must be

preapproved/approved by the employee’s designated supervisor. The documented

overtime will be placed in the TIMECLOCK system after the overtime log sheet

has been approved.

Budget Transfers

Budget Transfers between the same function may be requested at any

time of the year as needed. The budget is a guide and may be adjusted

as needed between object codes. An example is when more budget is

needed for supplies from a travel account within the same function.

Complete a Budget Transfer/Amendment Request form and send to the

attention of the Chief Financial Officers. The approved Budget Transfer

form will be entered and the amended budget will show on the

campus/department accounts.

Budget Transfers between functions require school board approval and

are noted as a Budget Amendment. These transfers occur monthly and

at the end of the school year when a campus or department has

budgeted funds remaining in one function and would like to move that

budget to another function as needed.

Complete the Budget Transfer/Amendment Request form and send to

the attention of the Assistant Superintendent of Finance. Budget

Amendments will be entered after the school board has approved the

transfer and may take more time to post to the campus/department

accounts. (Plan ahead)

GRANT BUDGET TRANSFERS

Budget amendments shall be made when the following:

The amendment results in a line item change that exceeds 25% of

the total grant budget.

The amendment results in an increase or decrease in the number

and composition of the positions funded by more than 20%



31

The amendment results in the classification of an amount to the line

not previously budgeted.

The amendment results in an increase or decrease in budgeted

capital outlays.

Donations



32

All donations are to be sent and reported to the business office.

Please remember these procedures when your school receives a donation or prize

from any outside source such as a PTA, booster club, civic group, etc. to purchase

capital outlay items:

1. The donor’s check should be payable to Lamesa Independent School District

and sent to the finance office. Campus personnel will be required to deposit

campus donations in the appropriate campus enterprise fund. Do not have the

organization pay the vendor directly for any portion of the purchase.

2. If any additional resources from activity funds are needed to cover the cost of

the purchase, prepare a Lamesa ISD Central Accounting System Check Request

Form payable to Lamesa ISD and send with the donation.

3. Approval from the Director of Maintenance and Operations is required before

any alterations, modifications, additions, and/or compliments to the school grounds

or building including signs, mural, trees, landscaping, wiring, and carpet can be

made.

4. Once the budget change has been entered recognizing the donation, you will

enter a purchase requisition using the account number created by the finance

office.

5. Ultimately, the finance department will compare the final cost with the amount

donated. The Financial Officer will contact the appropriate campus/organization

regarding a refund or shortfall once the purchase is complete.

Maintenance Repair Orders



33

To request a maintenance repair order, complete the following steps:

Complete MAINTENANCE REPAIR ORDER form.

Request approval from campus principal.

Receive approval from Central Office

Form delivered to Director of Maintenance.

See example screens on the next five pages

Report the following repairs immediately to the maintenance department:

A/C-Heating (Any HVAC problems)

Water/Gas Leaks

Sewer Back-ups

Building Security issues (broken windows, door locks, etc.)

To report a problem between 7:30-5:00 on Monday-Friday, call 872-5434.

To report a problem after hours, call 759-3180 or 470-1160.

Remember:

The maintenance department must prioritize work orders

A work order is typically to repair something that is not working properly.

A work order is not to add, modify, or alter classrooms or facilities (See Facility

Alteration procedures tab).

Alterations of Facilities, Furniture and Equipment



34

All alterations to facilities must be approved by the Director of Maintenance and

the Chief Financial Officer. If any alterations to a site/building are needed, a

Facility Alterations Work Order must be completed and forwarded to the Director

of Maintenance for review. If approved, a copy of the completed Facility

Alterations Work Order will be returned to the campus or building so that the work

may proceed.

Examples of Alterations are:

1. Adding or moving permanent fixtures, bookshelves or whiteboards.

2. Adding or moving equipment that requires utilities such as phones, fax

machines, ice machines, etc.

3. Changing the paint color of a room or facility. Painting to repair old or

peeling paint would not be a facility alteration.

4. Capital outlay equipment that requires additional wiring or utilities.

An example of this form is included in the manual. Please follow the directions

listed below when completing this form:

1. Provide the name of the school or site requesting the alteration.

2. Include the date of request.

3. Give detailed instructions on what types of alterations are being requested.

4. Description of equipment or materials needed if any.

5. How the alteration will be funded and paid.

6. Obtain proper approvals before any work commences.

7. Forward the completed form to the Director of Maintenance.

Use of Facilities



35

School District Organizations:

1. Complete an Internal Facility Use Request form for use of facilities for after

hours school activities such as plays, UIL events, Etc. The form is included

in the manual.

2. Submit the form Seven days prior to the event to the campus assistant

principal for scheduling of custodial and maintenance personnel.

3. Check all applicable needs so that the maintenance and custodial

departments may schedule personnel for the activity.

Outside Organizations:

Lamesa I.S.D. charges all outside organizations for the use of any facility except

for those organizations that directly benefit Lamesa I.S.D. students such as PTO

and PTA organizations and LISD Board approved entities. (see next page)

The rental fee covers the cost of utilities while the building is being used.

Additional fees are charged for furniture set-up and cleaning to pay custodial

overtime rates.

Each campus principal has the discretion to approve or deny any organization

requesting the use of their facility. A Facility Rental Agreement form must be

completed by each organization requesting the use of Lamesa ISD facilities. Also

included is the Building Use Fee Schedule for all facilities.

1. The completed Facility Rental Agreement must be sent to the Maintenance

Department at least 5 days before the event.

2. Playoff events: the Athletic Department will schedule all playoff games.

Facilities Usage Fees



36

Request for use of facilities at Lamesa ISD will be scheduled through the campus

offices. The assistant principal will be the primary campus contact and will

manage the calendar of events.

Exception:

1. Request for use of athletic facilities will be scheduled through the Athletic

Director’s office.

2. Request for use of the Follis Gym for non-school related events will be

scheduled through the Assistance Superintendent-Finance and Operations.

Form requesting use of facilities must be submitted to the appropriate individual(s)

one week (7 days) prior to the date of the use. Request for non-school use will be

considered on a first come, first served basis.

Basic Fee Schedules: (see appropriate contracts for additional fees)

1. Cafeteria/Student Center -$100/day

2. Cafeteria/Student Center with Kitchen -$150/day

3. HS Gym -$75/day

4. HS Auditorium -$175/day

5. MS Gym -$75/day

6. Baseball/Softball (Playoff-Turnkey) -$250/game

7. Football (Playoff-Turnkey) -$370/game

Fees will not be charged for public meetings sponsored by state or local

government agencies, District employee professional organizations, or local

organizations approved by the LISD Board of Trustees. {see LISD Policies FM,

FM (L), FNAB, FNAB (L), GKD, GKD (L), GKDA, GKDA (L).} Examples:

Boys and Girls Club, All Stars, Little League Baseball/Softball, Jubilee, 4-H, etc.

SEE RENTAL FORMS (CAMPUS)

Requisition for Supplies Order Forms



37

Complete the Requisition for Supplies order form with the

principal/director’s approval.

Supplies may be purchased from any approved vendor.

Before purchasing items, employees are encouraged to compare prices

with at least three vendors. Include shipping and handling when

comparing prices.

Campuses are encouraged to group orders to avoid excess shipping and

handling fees.

See Approved Vendor List.



38

PROPERTY CARDS

Only capital outlay and inventory items require an inventory card. Each item coded to 6395

shall include actual cost of the item. All other items will be considered supplies and

should be coded to 6399.

If capital outlay and supplies are purchased on same purchase order, please code supplies to a

supply code.

Only items with a unite price of $500.00 will be considered. The exceptions are overhead

projectors, file cabinets, furniture. Do not code printers, computers, projectors, VCR’s,

and small tables to 6395. They are considered to be supplies, unless they are over the

$5,000.00 per unit limit. These items will be coded to a 6600 account.

When you fill out the property card, you need to fill out the following lines only;

Account Number

Description

Serial Number (if known)

Make

Model

Campus Name

Location (such as room number)

Purchased from

Date received (if known)

Invoice Number (if known)

Purchase Order Number

Original Cost (if known)

Leave the property number blank. Central Office will assign the property number at the time of

payment. The card must total to amount of payment. Do not put the estimate price. The property card

template is available in EXCEL format. It needs to be printed on an 8”X 5” card.

Removal and destruction of personal or real property requires approval of the Superintendent or Assistant

Superintendent of Finance. The Federal Program Director will provide TEA written correspondence

annually identifying items disposed of that were purchased with Federal funds.



39

HUMAN RESOURCES/PAYROLL PROCEDURES

EMPLOYMENT PROCEDURES

The following procedures apply to all employees funded by local, state and

federal funds.

Hiring Process Checklist

Position is created or vacancy occurs and position request is sent to human resources (HR).

Job description is created or updated.

Employee signature (R)

HR verifies budget for position allocation.

Employment document form process begins.

Position is posted and advertised.

Applications are completed by candidates and submitted to HR along with required supporting

documents.

Acknowledgement of receipt of application is sent to applicants.

HR screens applicants according to district hiring requirements.

Applicants who meet selection criteria are referred to principals or supervisor for consideration.

Interviews are conducted and final candidate is selected by hiring supervisor.

Highly qualified status is verified, and references, criminal history, and driving records (if applicable),

are checked by HR.

Starting salary is determined by HR in accordance with compensation procedures.

Employment document form completed with assigned budget code. (Exhibits A & B)

Determine Salary

Determine Stipend

Two signatures required. (HR & Finance)

Superintendent or designee approves employment recommendation.



40

Offer of employment is extended to chosen applicant. Offer may be contingent on board approval

or results of criminal history check, driving record check, drug and alcohol test, or physical exam.

Contract employees are submitted to board for approval [Check Policy DC (Local)]

Upon employment, new employee receives welcome email or letter and new hire packet of

information.

New-hire report is submitted to the state.

HR enters employee demographics in district’s human resource information system.

Payroll processes salary, benefits, and deductions information.

Employment document form completed with assigned budget code.

Assign pay code

Assign TIMECLOCK code

Complete Direct Deposit Information Form. (Exhibit C)

Two signatures required. (HR & Finance) (Exhibit A & B)

New Hire Document Checklist

Before Employment

All Employees

Application

References

Criminal history check (R, C)

Professional Employees

Credentials (valid Texas certificate, permit, or license) (R)

Service record and any required attachments (R)

Official college transcripts



41

Educational Aides

Certification

Official college transcript or NCLB assessment of skills (R)

Bus Drivers

Proof that applicant is at least 18 years of age (R)

Proof of valid driver’s license (R)

Pre-employment drug-screening test (R,C)

Post-offer employment physical (R,C)

Driver’s license check and proof of safe driving record (R)

Valid driver training certificate (R)

Previous employers’ alcohol- and drug-screening test information (R,C)

Upon Employment

All Employees

District-completed Form I-9 (R)

Statement concerning employment in a job not covered by Social Security (R)

W-4 Form (R)

Benefit enrollment forms

Verification of official Social Security number (C)

Authorization for Release/Closure of Personal Information (R)

Notice of reasonable assurance (noncontract employees only)

Notice of Rights and Responsibilities Under the Family and Medical Leave Act (R)

New-hire report for submission to the state (R)

Copy of district drug-free workplace policy



42

Complete Direct Deposit Form (Exhibit C) (R)

Professional Employees

Employee-signed receipt for contract and copy of employment policies

Teaching schedule or other assignment record

Teacher-signed receipt for a copy of TEC Chapter 37, Subchapter A, regarding student

discipline and related local board policy

Coaches, Sponsors, and Head Band Directors

Professional Acknowledgment Form (R)



43

What is PEIMS?

The Public Education Information Management System (PEIMS) encompasses all data requested and received by TEA about

public education, including student demographic and academic performance, personnel, financial, and organizational information.

For the PEIMS electronic collection, school districts submit their data via standardized computer files, as defined by the PEIMS Data

Standards. There are four submissions: 1. Fall - (district on Snapshot) 3. Summer - (attendance, courses,

disciplinary) 2. Midyear - (Financial Data) 4. Extended Year – (Summer School)

Currently, the major categories of data collected are:

● organization data ● program participation

● budget data ● school leaver data

● actual financial data ● student attendance

● staff data ● course completion

● student demographic ● discipline data

TEA manages these collections for evaluation, monitoring, or auditing purposes. But most importantly PEIMS determines how OUR

district is funded. Accurate coding by our campuses will insure maximum funding the school can receive and inaccurate coding may

result in our district returning money to the state.

Who is Responsible for PEIMS Information?



44



45



46

Time and Effort for Federal Programs

All personnel paid with Federal funds are subject to Time Distribution Reporting to ensure that Federal

program funds are used to pay only their proportionate share of personnel costs. The reporting must

demonstrate that an employee paid with Federal funds actually worked on that specific Federal program

or cost objective.

The type of time distribution report required is dependent on whether the employee works on a single

cost objective or multiple cost objectives and whether the LEA elects to use the Substitute System of

Time and Effort Reporting authorized by TEA.

A cost objective is a function, organizational subdivision, contract, grant, or other activity for which cost

data are needed and for which costs are incurred. For example, a single cost objective can be a single

function or a single grant or a single activity.

Salaries and wages of employees used in meeting cost sharing or matching requirements of Federal

awards are also subject to the Time Distribution Reporting requirement.

Contractors are not subject to the Time Distribution Reporting requirement.

Single Cost Objective (Periodic/Semi-Annual Certification):

a) Applies to employees who work solely (100% of their time) on a single Federal award/grant program

or cost objective.

b) Charges for their salaries and wages must be supported by Periodic (Semi-Annual) Certifications that

certify the employee worked solely on that program/single cost objective for the period covered by the

certification.



47

c) The Periodic (Semi-Annual) Certification must be prepared at least semi-annually and signed after-

the-fact.

d) The Periodic (Semi-Annual) Certification must be signed by the employee or by the supervisor having

first-hand knowledge of the work performed by the employee.

e) The Periodic (Semi-Annual) Certifications are submitted for the time periods of [January through

June] and [July through December].

f) The Periodic (Semi-Annual) Certifications are submitted to the [position title].

g) The Periodic (Semi-Annual) Certifications are reviewed semi-annually by the [position title] for

accuracy and compliance with Federal requirements.

h) Appendix B of this manual provides a sample of the Periodic (Semi-Annual) Certification form.

Multiple Cost Objectives (Time and Effort Personnel Activity Reports – PARs):

a) Applies to employees who do not work 100% of their time on a single Federal award/grant program

or single cost objective but instead work under multiple grant programs or multiple cost objectives.

b) A distribution of their salaries or wages must be supported by Personnel Activity Reports (PARs).

c) The PARs must reflect an after-the-fact distribution of the actual activity of the employee and must

account for the total activity for which the employee is compensated.

d) The PARs must be prepared at least monthly and must coincide with one or more pay periods.



48

e) The PARs must be completed and signed after-the-fact.

f) The PARs must be signed by the employee. The supervisor may sign in addition to the employee, but

the signature of the supervisor alone is not sufficient for documentation.

g) The PARs are submitted monthly to the [position title] for review of accuracy and compliance with

Federal requirements, who then forwards to the

[position title] for final approval and cost reconciliation.

h) Appendix C of this manual provides a sample of the PAR.

Substitute System for Time and Effort Reporting for Employees Supported by

Multiple Cost Objectives:

a) The Substitute System of Time and Effort Reporting is used in lieu of the Personnel Activity Report

(PAR) for eligible employees who are supported by multiple cost objectives, have a predetermined

schedule, and do not work on multiple activities or cost objectives at the exact same time on his or her

schedule.

b) If the employee’s schedule is not consistent from week to week, but changes regularly, that particular

employee is not eligible to use the Substitute System but must submit PARs instead.

c) If the employee is eligible to use the Substitute System, the employee must complete the TEA-

approved Employee Schedule and Certification form on a semi-annual basis, at a minimum.

d) If the employee’s predetermined schedule changes substantively (by more than 10%) during the year,

the employee must complete and submit an updated Employee Schedule and Certification form.

e) The Employee Schedule and Certification form must be completed and signed after-the-fact.



49

f) The Employee Certification form must be signed by both the employee and the supervisor having first-

hand knowledge of the work performed by the employee.

g) The Employee Schedule and Certification is submitted for the time periods of [January through June]

and [July through December].

h) The Employee Schedule and Certification form is submitted semi-annually to the [position title] for

review of accuracy and compliance with Federal requirements, who then forwards to the [position title]

for final approval and cost reconciliation.

i) Charges to the grants must be supported by the Employee Schedule and Certification forms.

j) The [position title] will submit the required LEA Management Certification form to TEA (that notifies

TEA of the LEA’s election to use the Substitute System) on an annual basis by the deadline established by

TEA for each school year in which the Substitute System is implemented.

k) Appendix D of this manual provides a sample of the Employee Schedule and Certification form.

l) Appendix E of this manual provides a sample of the LEA Management Certification form.



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Active forms are available online at

www.lamesaisd.net

http://www.lamesaisd.net/



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FUND FUNC OBJECT SUB ORG YR PROG DESCRIPTION INC DECNew Appropiated

AmtNEW Balance

CMAR-PHARR $83,000.00 $4,717,438.60 $132,365.57

Furn., Equip, Software $83,000.00 $290,055.45 $37,851.35

TOTALS: $83,000.00 $83,000.00

_____________________________________________ ____________________________________________

SIGNATURE RINCIPAL/DIRECTOR

699-81-6299-01-999-499-000

699-81-66399-01-999-499-000

LAMESA INDEPENDENT SCHOOL

BUDGET TRANSFER/CHANGE REQUEST

TO: David Rodriguez

FROM: David Rodriguez

CAMPUS: CO

DATE: 8/30/14

AMENDMENT#



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ACH AUTHORIZATION AGREEMENT FOR DIRECT DEPOSIT (ACH CREDITS)

I authorize Lamesa ISD to initiate credit entries to my (our) Check Account/ Savings Account (select one)

indicated below at the depository financial institution named below, hereinafter called DEPOSITORY, and to

debit the same to such account. I acknowledge that the origination of ACH transactions to my account must

comply with the provisions of U. S. law.

Depository Name: _____________________ Branch Name: ____________________

City: ________________________________ State/Zip: ________________________

Routing Number: ______________________ Account Number: __________________

This authorization is to remain in full force and effect until Lamesa ISD has received written notification from me

(or either of us) of its termination in such manner as to afford Lamesa ISD and First United Bank a reasonable

opportunity to act on it.

Name(s):____________________________ ID Number: ______________________

Signature(s): _________________________ Date: ____________________________

Lamesa Independent School District Every Student Every Day



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Additional Forms are Available on the Lamesa ISD website



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