Accounting Procedures Update. August 4 th, 2016

Transcription

1 Accounting Procedures Update August 4 th, 2016 PRESENTER: IRIS LUNA DIRECTOR OF ACCOUNTING

2 CONTACT INFORMATION Iris Luna Director of Accounting (956) Ashley Jaime Staff Accountant (956) Dyanira Diaz Staff Accountant (956) Sandra Pulido Lead Accounting Clerk (956) Elizabeth Barrera General Ledger (956) Melissa Del Bosque General Ledger (956) Libby Anderson Invoices P-Z, Gateway (956) Isabel Contreras Invoices 0-9, A-G, HEB (956) Rosalba Gandaria Invoices H-O (956) Mary Lopez Travel A-L (956) Alma Pena Travel M-Z (956)

3 CHANGES TO SECTION A GENERAL INFORMATION

4 Deposits Page A-2 Monies remitted for deposit may be in the form of cash and/or checks. Post-dated checks cannot be accepted from any source and temporary checks are not recommended All monies received MUST be deposited For departments that make their own deposits: Monies must be deposited on a daily basis, unless the aggregate amount is less than $ Deposits less than $10.00 need to be deposited by each Friday OR until the aggregate amount is greater than $10.00, whichever comes first For departments that submit to Accounting for deposit: Monies must be submitted to Accounting daily if the aggregate amount is over $ Monies less than $10.00 need to be submitted to Accounting by each Friday morning OR until the aggregate amount is greater than $10.00, whichever comes first

5 Petty Cash Page A-5 & A-6 Departments (Food Service, Plant Operations) and Summer School Specific instructions in manual for each area (requesting, replenishing and returning) NEW: Petty cash request form and certification of Responsibility must be filled out when requesting additional petty cash (Form is located in Section C of manual)

6 Check Writing Schedule Page A-8 & A-9 CUT OFF DATE CHECK ISSUANCE DATE Thursday 5:00 P.M. July 14 July 20 Wednesday Tuesday 5:00 P.M. July 26 August 3 Wednesday Tuesday 5:00 P.M. August 2 August 10 Wednesday Tuesday 5:00 P.M. August 16 August 24 Wednesday Tuesday 5:00 P.M. August 30 September 8 Thursday Tuesday 5:00 P.M. September 13 September 21 Wednesday CUT OFF DATE CHECK ISSUANCE DATE Tuesday 5:00 P.M. April 4 April 12 Wednesday Tuesday 5:00 P.M. April 18 April 26 Wednesday Tuesday 5:00 P.M. May 2 May 10 Wednesday Tuesday 5:00 P.M. May 16 May 24 Wednesday Tuesday 5:00 P.M. May 30 June 7 Wednesday Tuesday 5:00 P.M. June 13 June 21 Wednesday Tuesday 5:00 P.M. September 27 October 5 Wednesday Tuesday 5:00 P.M. October 11 October 19 Wednesday Tuesday 5:00 P.M. October 25 November 2 Wednesday Tuesday 5:00 P.M. November 8 November 16 Wednesday Tuesday 5:00 P.M. November 29 December 7 Wednesday Tuesday 5:00 P.M. December 6 December 15 Thursday Tuesday 5:00 P.M. January 10 January 18 Wednesday Tuesday 5:00 P.M. January 24 February 1 Wednesday Tuesday 5:00 P.M. February 7 February 15 Wednesday Tuesday 5:00 P.M. February 21 March 1 Wednesday Tuesday 5:00 P.M. February 28 March 8 Wednesday Tuesday 5:00 P.M. March 21 March 29 Wednesday Emergency Situations: The District does not have a handwritten (manual) check. All requests for issuance of checks must be through the normal check cycle listed above. Contact the Accounting department for emergency or special event situations. Travel advances that do not include students are not considered special events/emergencies. Any travel advances for staff that do not meet the established deadlines will be treated on a reimbursement basis, after traveler returns.

7 Texas Sales and Use Tax Monthly Due Dates Page A-10 Periods Covered Report Due Date July 1 to July 31, 2016 August 5, 2016 August 1 to August 31, 2016 September 2, 2016 September 1 to September 30, 2016 October 5, 2016 October 1 to October 31, 2016 November 4, 2016 November 1 to November 30, 2016 December 5, 2016 December 1 to December 31, 2016 January 5, 2017 January 1 to January 31, 2017 February 3, 2017 February 1 to February 28, 2017 March 3, 2017 March 1 to March 31, 2017 April 5, 2017 April 1 to April 30, 2017 May 5, 2017 May 1 to May 31, 2017 June 5, 2017 June 1 to June 30, 2017 June 16, 2017

8 Donations Page A-12 NEW: A manual budget amendment form and donation form (see section C for form) is submitted to the Accounting department at the time of deposit by the department. The Accounting department will deposit and post the donated monies into the revenue account. The Accounting department will initial the manual budget amendment before submitting to the Business Office. The department will coordinate with the Business department so that access to the donation related expense accounts can be set up. The department will process purchase orders from the expense accounts listed on the manual budget amendment in order to spend the donated money. NEW: As per CDC (Local), the Board must be notified of donations having a value of at least $5,000. It is the responsibility of the department to submit a board agenda item for a report to the Board. Donations must be fully spent by June 30.

9 Completion of Vendor Master Form Page A-17 All vendors are required to accurately complete the Internal Revenue Service Form W-9 or W-8ECI in order to conduct business with McAllen Independent School District. Contact the Purchasing Department for steps for completing a Vendor Master Form. Accounting is no longer processing these forms

10 Receiving date on PO s Page A-18 Date received on purchase orders must be the date goods/services were received by MISD Receiving date is not the invoice date Receiving date is not the date paperwork is completed

11 Year End Purchase Order Instructions Page A-29 All Purchase Orders must be paid, closed or canceled prior to leaving on summer break. Purchase orders (with payment activity) that must be cancelled should be submitted to Accounting by April 28 th, and cancelled with the vendor. The purchase order should indicate cancel on the purchase order status inquiry and should be signed and dated. Purchase orders that must be paid should be submitted to Accounting by April 28 th. The date in which items are received and services rendered determine which budget year expenses may be paid from. Items received and services rendered through June 30, are required to be paid from the budget ending June 30, including grants. If a purchase order does not exist for expenses incurred through June 30, generate a purchase order or contact Accounting for directives in processing payment. If a purchase order cannot be generated because an account is overdrawn, amend immediately so that a purchase order can be generated. If the purchase order cannot be generated, contact Accounting for directives in processing payment.

12 Year End Purchase Order Instructions Purchase orders generated during the current fiscal year which will have goods received or services rendered after June 30, will be carried forward and expenses paid from the new budget. Print Carry-Forward on the copy of the purchase order, initial and date. Change fiscal year, if applicable, on the copy of the purchase order, initial and date. Information must be submitted to the Accounting Dept. before the summer break. Process all outstanding travel forms for travel incurred as of June 30, These expenses are required to be paid from the budget ending June 30, 2017.

13 CHANGES TO SECTION B TRAVEL

14 Travel Policies Page B-1 For individuals traveling using a federal grant or any other fund that limits the reimbursement amount, the allowable amount of the grant or fund will supersede any amounts contained in this procedure. (See Grant Management Procedures Handbook, Travel Guidelines.) ANY EXCEPTIONS TO TRAVEL PROCEDURES MUST BE APPROVED BY THE SUPERINTENDENT OR HIS/HER DESIGNEE. All travel must be approved by appropriate Principal or Department Head/Supervisor prior to the trip. (Board Policy DEE Local)

15 Page B-5 Student Travel General Information One travel requisition Form per trip prepared by the Sponsor must be approved in advance by the Principal or Department Head/Supervisor. If the student is traveling with a Non-Employee (Parent, Sponsor), the travel requisition form is prepared by the Sponsor (Employee) and approved by the Principal or Department Head/Supervisor. If travel includes students/employees/non-employees from different campuses and sharing expenses, the PO must include a list of names with their corresponding campuses and account numbers. For cancelled trips, the Sponsor must notify the Secretary/Bookkeeper to cancel with sufficient time to not incur expenses. The Secretary/Bookkeeper is responsible for requesting reimbursement for those payments paid in advance.

16 Student Travel General Information Any residual monies must be submitted to the Accounting Department or Campus within 5 business days of completion of the travel. All travel must be closed within 10 business days of completion of the travel. To close the travel the following must be submitted to the Accounting Department: yellow and pink travel requisition form PO status inquiries all original itemized receipts backup documentation

17 Page B-6 Student Travel - Meals Students, Employees and Non-Employees (Parents and Sponsors): The following guidelines will be used to determine meal entitlements: To claim breakfast, the traveler must depart prior to 6:00 a.m. To claim lunch, the traveler must depart prior to 12:00 noon. To claim dinner, the traveler must depart/arrive after 7:00 p.m. Meal Rates (Employees meal amounts are the same as Student Meals.) Inside Region One area - $7 per meal Outside Region One area within the State of Texas - $8 per meal Outside the State of Texas - $46 per day (travel days $34.50) Meals provided in registration or conference is reduced as follows: $11 for Breakfast, $12 for lunch, and $23 for Dinner If meal advancement is used to eat at an establishment as a group, an itemized receipt is required along with the rosters. If meal advancement is distributed to the students a Student/Sponsor Meal Advancement Form is required. Any residual monies must be submitted to the Accounting Department or Campus within 5 business days of completion of the travel.

18 Student Travel Vehicle Rental Page B-12 If Students are transported in passenger vans, the driver must ensure that the number of passengers in the vehicle does not exceed the designed capacity of the vehicle and that each passenger is secured by a safety belt as required by applicable law. If 10 or more Students are to be transported, a school bus must be requisitioned. Due to the increased liability of an at-fault vehicle accident, the District prohibits the use of a personal vehicle to transport Students Do not select the Prepaid Fuel Option from the rental agency at the time of reservation.

19 Employee Travel General Information Page B-18 One travel requisition Form must be prepared per trip, per Employee and approved in advance by the Principal or Department Head/Supervisor. If a group travel is being funded by more than one source the Department/Campus originating the trip is responsible to collect all information and to group all travel requisition forms before submitting to Accounting. For cancelled trips, the Employee must notify the Secretary/Bookkeeper to cancel with sufficient time to not incur expenses. The Secretary/Bookkeeper is responsible for requesting reimbursement for those payments paid in advance. All travel must be closed within 10 business days of completion of the travel. To close the travel the following must be submitted to the Accounting Department: yellow and pink travel requisition form PO status inquiries all original itemized receipts backup documentation

20 Employee Travel Meals Employees and non-employees (Parents and Board Members) meals traveling without students: In-State Travel Maximum daily meal rate - Standard Rate of $46.00 per day ($ $5.00 incidental expenses). First and last calendar day of travel Maximum daily meal rate will be calculated at 75% of the Standard Rate (75% of $46.00=$34.50). Meals provided in the registration fee or hotel will not be reimbursed. Those meals will be reduced from your maximum per diem rate as follows: $11.00 for Breakfast, $12.00 for Lunch and $23.00 for Dinner. Legible actual itemized receipts are required for meal reimbursements. Alcoholic beverages, taxes and tips are not reimbursable. If the receipt includes an alcoholic beverage or a beverage that appears to be alcoholic in nature, the whole receipt will be voided and will not be used for reimbursement. Meal reimbursements cannot exceed the Standard Rate of $46.00 per day. Out of State Travel Refer to the Federal Rate Schedule located through the following web site:

21 Page B-25 Employee Travel - Transportation Airfare may not exceed the average coach fair. Airfare fees beyond coach fare (i.e. choice of seating fee) are unallowable. When renting a vehicle, do not select the Prepaid Fuel Option from the rental agency at the time of reservation. Mileage reimbursement is allowed for professional staff traveling within or outside the Region One area with supervisor approval and availability of funds. Toll Fees are an unallowable expense.