CISD SCHOOL FINANCE OVERVIEW August 8, 2019
FINANCE MISSION STATEMENT To ensure the provision of timely and accurate financial information to stakeholders, safeguarding district assets, and fostering a customer-service oriented work environment. *The Finance mission statement is aligned with Crowley ISD Goal #5.
PERFORMANCE METRICS • Annual External Audit • Internal Controls • Payroll • Purchasing • FIRST Report • 15-20 Indicators that measure compliance, solvency and liquidity • Functional Area • Budget • Reduction in Budget Amendments/Transfers • Purchasing • # of Purchase Orders/Check Requests
FINANCE MANUAL 2019-20 • Objective: To provide a desk reference that can be used as a resource by District personnel to ensure accuracy and compliance in the execution of District related financial transactions. • Components: • Finance and Budgeting • Purchasing • Accounts Payable • Travel • Payroll • Cash Handling
FINANCE AND BUDGETING Frequently Used Line Code Segments Fund Fund Description • Identifies and explains code structure components 199 General Operating 211 Title I Part A 461 Student Activity • Line Code Segments Fund - Type - Function - Object - Sub-Object - Org - Fiscal Year - Program Intent - Local Function Function Description 11 Instruction XXX - E - XX - XXXX - XX - XXX X - XX - XXX 13 Staff Development 199 - E - 11 - 6112 - 00 - 001 0 - 11 - 000 23 School Administration Sub-Object Sub-Object Description • Descriptions/definitions AV Avid • Budget Transfer Object Object Description 6299 Misc Contracted Services 6239 Region 11 Service Center Svcs • Budget Amendment 6249 Contracted Repairs(Band Equip) 6329 Reading Materials • Monitor departmental budgets 6339 Testing Materials 6399 General Supplies 6411 Employee Travel 6412 Student Travel
PURCHASING 101 By: Nadia Powers, Director of Purchasing
THE PURPOSE OF THIS PRESENTATION • Submitting a requisition for approval • Basic steps for entry of manual requisitions • Steps for ecommerce requisitions (new in FY 2020) • Approval flow of all requisitions • What types of attachments are acceptable? • What must be included in each requisition? • Edgar Regulations (2 CFR Part 200) • Purchasing thresholds and limits for requesting quotes
OVERALL STEPS IN SUBMITTING REQUISITIONS FOR APPROVAL District end-user to request quote and enter requisition according to quote. After final approval, purchase order is District end-user then batched. to releases requisition for approval. complete purchasing process. Requisition then goes Requisition goes to to Director of Purchasing Specialist Purchasing for for approval approval Requisition then goes to budget owner for approval
BASIC PURCHASING PROCESS FOR MANUAL REQUISITIONS Select an approved vendor Release requisition Contact approved for approval vendor for quote Attach necessary Enter requisition as documentation and notate a purchase per vendor quote justification
PURCHASING PROCESS FOR ECOMMERCE REQUISITIONS (STARTING AUGUST 2019) Go to Purchasing in Skyward and select Requisitions Requisition will go back to Skyward so Click on add from that you can add your budget number and online catalog then release for approval Once done shopping, Select vendor that you submit cart need to shop from Select your location, enter description of Locate items needed purchase and select and add to cart ship-to address. Then select save and add detail
ECOMMERCE STEP 1
ECOMMERCE STEP 2
CURRENT ECOMMERCE VENDORS
ECOMMERCE STEP 4
ECOMMERCE STEP 5
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ECOMMERCE STEP 10
APPROVAL FLOW OF ALL REQUISITIONS If requisition Requisition is utilizing Requisition is Requisition goes to Requisition federal funds, released for goes to Purchasing goes to requisition approval by Director of Specialist for budget owner will then go to district end- Purchasing for approval for approval federal fund user final approval budget owner for approval
TYPES OF ACCEPTABLE ATTACHMENTS • Approved vendor quote(s) with valid dates • Contracts with proper signatures along with contract summary form • Travel authorization form with signatures and MapQuest information when necessary • Agendas, flyers, announcements for events
WHAT MUST BE INCLUDED IN EACH REQUISITION • Who, what, when, why and where • Justification of purchase (to assist with correct budget coding) • Agenda, flyer, announcement regarding event for that purchase (if applicable) • Registration paperwork (if applicable) • MapQuest directions with travel (when necessary) • Purchasing mechanism (current bid, inter-local agreement or cooperative) • Valid quote from approved vendors • 2-3 business days • For expedited orders, district end-user must contact Purchasing to advise
BEVERAGE MACHINES • Dr. Pepper is CISD beverage vendor. • New contract allows for each campus to receive 35% commission monthly for Dr. Pepper product sells. • If campus will receive commission, amount will be placed in campus 461 40 account • New contract allows for up to 10 F-R-E-E- cases of either bottled water or can carbonated drinks. Form has to be completed. Everyone has one in their packet. • Contact is Kirk Conger. Email address is kirk.conger@kdrp.com.
WHAT IS EDGAR REGULATIONS 2 CFR PART 200 • Edgar stands for Education Department General Administrative Regulations • The goal of Edgar is to provide price competitiveness of purchases utilizing federal funds • The new rules for Edgar 2 CFR Part 200 went into effect in July 2016 • Edgar applies to all purchases made with federal and state pass-thru grant funds that are administered through TEA (Texas Education Agency) • If the school district is not in compliance, the district may have to return the funding for non- allowable expenses • Sole Source purchases that are considered non-competitive are not allowed without permission from TEA. (Contact Purchasing for additional information) • 3 Quote requirement (from awarded vendors) applies to any purchases less than $250,000 and includes cooperative purchases. Purchases $250,000 or greater must be bid out. • Cannot mix budget accounts on purchase orders because the most stringent rule will apply • Exception for 3 quotes is if purchase is for travel for both student and staff along with allowable fieldtrips (if allowed) and conference fee/training fee.
PURCHASING COOPERATIVE Purchasing Cooperative- Defined as a type of cooperative arrangement, often among businesses, to agree to aggregate demand to get lower prices from selected suppliers. Retailers' cooperatives are a form of purchasing cooperative . It is often used by government agencies to reduce costs of procurement. Crowley ISD is affiliated with a total of 8 Cooperatives and they are listed on the next slide.
LIST OF PURCHASING COOPERATIVES WITH CISD Cooperative Name Website Buyboard https://www.buyboard.com/home.aspx Choice Partners https://www.choicepartners.org Omnia Partners (Formally U.S. Communities) https://www.omniapartners.com/ Tarrant County Cooperative Purchasing Program https://www.tarrantcounty.com/en/purchasing/cooperative-purchasing-information.html Texas DIR (Texas Department of Information Resources) https://dir.texas.gov/ TIPS- USA (The interlocal Purchasing System) https://www.tips-usa.com/ TXMAS- Texas Comptroller https://comptroller.texas.gov/purchasing/contracts/txmas/ Allied State Cooperative http://www.alliedstatescooperative.com/contracts.php
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