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TAKE CHARGE OF YOUR ACCOUNTS. October 13, 2010. FINANCE OCTOBER UPDATES. Office Depot Catalog uploaded in CIMS - New lower pricing - New items - Catalogs – 272-808 Education 218-106 Classroom Group Travel Bid Spirit Wear and Promotional Bid.
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TAKE CHARGE OF YOUR ACCOUNTS October 13, 2010
FINANCE OCTOBER UPDATES • Office Depot Catalog uploaded in CIMS - New lower pricing - New items - Catalogs – 272-808 Education 218-106 Classroom • Group Travel Bid • Spirit Wear and Promotional Bid
CORRECT CODING WHAT’S THE BIG DEAL!! • District is accountable to TEA • Required by TEA to follow standard fiscal accounting system • Annual fiscal information provided by district to TEA through PEIMS (Public Education Information Management System)
ACCOUNTS WE KNOW OPERATIONAL 199.11.6399 Classroom Instruction Classroom Technology 199.19.6399 Administration/Front Office 199.23.6399 199.12.6399 Library Needs 199.31.6399 Counseling Needs 199.33.6399 Nurses Needs 199.51.6319 Building Needs
CONTROL ACCOUNTS Budget is in the control account (CA) Expense is in the basic account (BA) 199.11.6494.000.xxx.1.99.000 (CA) 199.11.6494.000.xxx.1.11.000 (BA) The (BA) will not show on budget report if there are no expenses
ACCOUNTS WE KINDA KNOW • Misc. Contracted Services • 199.51.6299.000.XXX.1.99.000 • Pay to add computer drops • What about cable & wiring? • Copier Rental • 199.11.6269.000.xxx.1.11.000 • Covers yearly rental fee • Plus additional funds to help pay for overages • Scholastic Competition • 199.36.6499.017.XXX.1.11.000 • Pay competition fees • Can I transfer out of this account?? Supplies 199.11.6399.006.XXX.1.21.000 199.11.6399.006.XXX.1.24.000 199.11.6399.006.XXX.1.25.000 21=Gifted & Talented 24=At Risk 25=Bilingual/ESL • Supplies • 199.11.6399.000.XXX.1.21.000 • 199.11.6399.000.XXX.1.24.000 • 199.11.6399.000.XXX.1.25.000 • Program Intent tells us what student we serve • Supplies • 199.11.6399.006.XXX.1.11.000 • 199.11.6399.006.XXX.1.21.000 • 199.11.6399.017.XXX.1.11.000 • Sub-Object tells us funded by Department • Equipment Maintenance & Repair • 199.23.6249.001.XXX.1.99.000 • Repair front office equip. • What about appliances?? Campus or Other District Accounts
OH, THAT FUNCTION 36!!! To be used for extracurricular activities; students are involved Travel: 6411-teacher 6412-student 6419-non-employee No funds in Travel: Complete a budget transfer in CIMS Travel accounts pay for: Transportation, meals, room, registration fees
ACCOUNTS WE DON’T KNOW Payroll • Sub Authorization Codes • One code = one day @ $85/day or $63/day • Extra Duty Accounts • Medicare, TRS, Withholding, Health Insurance for special revenue funding
Gold Sheets-Time Sheets • Purpose – Pre-authorization and rate of pay for extra duty • Gold sheets are used for professional staff only • Time sheet needs to accompany gold sheet • Send to Barbara Bullock in Finance by 10th of month
PAYROLL ACCOUNTS • Appropriate payroll account number should always be object 6100 : • 199.xx.6118.xxx.xxx. 1.xx.xxx • Legibly complete all fields on form: • Employee name & SS#(not employee ID) • Rate of Pay • Estimated # of hours • Job description • Signature of department head
WHERE DOES THE BUDGET FOR EXTRA DUTY COME FROM?? • Department Allocations • Special Revenues • Campus Activity • Academic Initiatives
OTHER FUNDS Advanced Placement (397) • Funds from TEA • Funds used for classroom needs, teacher training • Unspent funds DO roll forward Education Foundation (484) • Application process • Items must be purchased when grant is awarded • Unspent funds DO NOT roll forward
MOST COMMON CHALLENGES Object 6499 or 6411 Function 11,13 or 23 Object 6495 Function 11 or 36 Object 6299
MOST COMMON CHALLENGES 9XX.23.6399 199.51.6319 9XX.23.6399 9XX.11.6499 199.11.6399 199.11.6399 199.33.6399 199.51.6299 199.23.6399 Campus Operational Clinic Couch Laminator Student Agendas Snacks for tutorials Holiday Cards Add’l Built-in Cabinets Silk plants Computer Drop Conference Table (admin)
TAKE CHARGE • Review monthly budget reports • Ask questions • Check account balances in CIMS • Don’t overspend • Cover deficits including department budgeted accounts • Attend trainings
DELAYED POSTINGS • Field Trips • Petty Cash • Postage • Copy Center in CIMS • Credits or Returns • Payment Transfer Request Form • Payroll