FINANCE ROUNDTABLE MARCH 9, 2017

Transcription

1 FINANCE ROUNDTABLE MARCH 9, 2017 FY MANSFIELD ISD

2 PURCHASING REMINDERS

3 PURCHASE ORDERS Please make sure that you have a PURCHASE ORDER in place prior to purchasing ANYTHING!!!

4 PDSA REMINDERS Please ATTACH PDSA form to the check request in Skyward. Send all documentation to Business office.

5 ACCOUNTS PAYABLE REMINDERS

6 EMPLOYEE MILEAGE Please make sure that the mileage chart that is submitted has the date 02/01/17 on the bottom. If not, it will be returned to you. Please pull the form from the website. DO NOT SAVE TO YOUR DESKTOP. This makes sure that the employee is pulling the latest and greatest log. Remember, please attach Mapquest directions for mileage reimbursement local and out of town. You do not need to do Mapquest directions for in-district travel.

7 BASIC REMINDERS RECEIVE, RECEIVE, RECEIVE This is our ok to pay. Use the comment section for details (ex: close PO) Signatures Please obtain all signatures PRIOR to sending over to Accounts Payable

8 INVOICES All invoices must have the following: 1. Vendor Name 2. Vendor Address 3. Invoice Number 4. Invoice Date 5. Po Number (typed or written) 6. Total Amount Due

9 INVOICES (CONT.) WE (MISD) CANNOT CREATE THE INVOICE FOR THEM We are seeing this way TOO much (we had 10 yesterday). EX: Teachers hiring judges for contests.

10 FIELD TRIP DOCUMENTATION A/P needs these items to process field trip checks: 1. Copy of PO 2. Skyward Rosters 3. Invoice showing # of students (this must match Skyward rosters) 4. List of chaperones / teachers.

11 ACTIVITY ACCOUNTING UPDATES & REMINDERS

12 PAYROLL FROM QUICKBOOKS 461 E XXX 0 99 XXX is for police overtime as this position does not earn extra duty REMINDER: Start clearing these payroll accounts in Skyward (A Low IS, MS, & HS)

13 REVIEW OF ACTIVITY ACCOUNTS FINDINGS Cash receipts not deposited timely Receipt number range not listed on deposit slip Tally sheets were not receipted timely (day of collection) Two individuals must be present to count funds this is not always taking place

14 CASH MANAGEMENT

15 WHERE DOES THE CASH COME FROM? Concession revenue Fundraising Club sponsored sales or fundraising Campus activities such as carnivals, pictures, etc. Donations from other groups such as PTA, Booster Clubs or private donors. 15

16 CASH MANAGEMENT AVOID CO-MINGLING The following funds must be kept separate at all times: Activity funds Petty cash Change accounts Booster Club Funds PTA Funds 16

17 CASH MANAGEMENT When you are collecting money from students: 1. Record information on student tally sheet 2. Provide receipt to student if requested 3. Make a copy for your records. 4. Take deposit to Bookkeeper (finding: tally sheet not receipted timely (day of collection))

18 ACCEPTING CHECKS To minimize returned checks all checks accepted must have proper identification Proper identification includes: Name and address must preprinted on the check No temporary checks Home phone number on check Date of birth Please follow instructions / guideline on Paytek sticker which is typically found on window of bookkeeper s office. 18

19 CASH MANAGEMENT TURNING IN MONEY TO BOOKKEEPER Procedures should include: Both the sponsor and secretary/bookkeeper should be present when the money is counted & receipted (3 copies white, yellow, and pink) A copy of the receipt must be given to the person paying (sponsor) ATTACH white receipt to their copy of the tally sheet. A copy of the receipt will remain in the receipt book (pink) And, a copy of the receipt should be attached to the deposit documentation (yellow) 19

20 CASH MANAGEMENT - RECEIPTS Procedures should include: Receipts should not be altered Voided receipts must be re-attached to the receipt book Receipts are not to be pre-dated or pre-signed Receipt numbers must be used consecutively Receipt numbers should be written on the deposit slip for documentation 20

21 SAMPLE RECEIPT 6

22 CASH MANAGEMENT - DEPOSITS Procedures should include: All funds collected must be deposited NOTE: Cash collected should not be disbursed by cashing personal checks Deposits should match the amount collected and should be supported by bank validated receipts Deposits to district office or bank should be timely Daily if possible Funds kept overnight should be locked in a safe Secure courier services should be used if possible 22

23 CASH MANAGEMENT CONTROLS OVER CASH & RECEIPTS All cash collections received by the student activity group and/sponsor should be deposited upon receipt. Deposits should be made daily if the total receipts on hand exceed $250. If daily receipts are less than $250, deposits should be made within one week even if the receipts for all days combined are less than $250. All money should be deposited prior to holidays and weekends. Deposits should be supported by some type of record documenting the source and amount of funds (tabulation of monies collected form, cash receipt form, ticket sales record, etc.). Documentation should be readily available for audit purposes.

24 CASH MANAGEMENT - CONTROLS OVER CASH AND RECEIPTS Cash should be adequately safeguarded at all times. Cash transfers should be handled the same as a check or EFT with authorization of two club officers or designated representative required. At no time should student activity group and/sponsor funds that are collected be maintained at a sponsor s home. Every effort should be made to balance funds collected the day of the event, prepare appropriate deposit documentation and submit to a bank night drop for deposit and safekeeping. Money from concession sales should be handled in the same manner.

25 FOUND MONEY ON CAMPUS Receipt the person that turns in the funds Note on receipt location funds were found (playground, Hall A, etc.)

26 ADOBE TIPS When purchasing s purchase order, save to your computer and the vendor. You can print to PDF the to the vendor and attach to the saved PO. DEMONSTRATION

27 FUND 461 REPORTS FOR SPONSORS DEMONSTRATION IN SKYWARD

28 EDUPHORIA FUNDRAISER REPORTS DEMONSTRATION IN EDUPHORIA

29 REMINDERS FOR APRIL Extra Duty Timesheets for monthly payroll are due 03/23/17. Bank reconciliation for HS & sales tax forms are due April Budget Amendment deadline is (LAST ONE FOR MS & HS). April Finance Roundtable is

30 ENJOY!!!