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Business Office Update: Preparing for 2011-2012 Budget and Key Financial Procedures

This Business Office Update for August 2011 outlines important information regarding the preparation of the budget for the 2011-2012 academic year. It includes updates on budget codes, student club charters, fundraisers, sales tax, cash handling, purchasing, deliveries, and payroll procedures. The budget codes used are defined by the Texas Education Agency, ensuring compliance and clarity in financial management for the upcoming fiscal year.

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Business Office Update: Preparing for 2011-2012 Budget and Key Financial Procedures

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  1. Business Office Update

    August 2011
  2. Budget Update
  3. Preparing for 2011-2012 Budget Codes Student Club Charters Fundraisers & Sales Tax Cash Handling Purchasing Deliveries Payroll
  4. Budget Codes Codes are defined by the Texas Education Agency 199-11-6399-00-001-2-11-0-00 SUB-OBJECT FUND PROGRAM INTENT FUNCTION BENEFICIARY OBJECT FISCAL YEAR 2011-2012
  5. Student Clubs What is the benefit to operating a Student Club? Students have the opportunity to plan, budget, and execute projects with the assistance of a Sponsor. Club has their own 2 tax free sale days per calendar year. This helps when the club fundraisers do not correspond with the 2 tax free sale days set by the Campus Principal.
  6. Student Activity Fund (SAF) Fund Code 865 Prepare a Charter Get Principal approval Send signed Charter to Business Office Keep a copy with your student club records folder
  7. Charter Template S A M P L E
  8. Fundraisers Make sure your Principal has approved fundraiser activities before they take place.
  9. Fundraisers & Sales Tax PPISD Sales are TAXABLE by the State of Texas Yearbooks T-shirts Spirit Shop School Supplies Crafts Extracurricular Program Publications Uniforms Unless…Sold during one of 2 Tax Free days granted by the state. Coordinate sale date with your Principal
  10. Fundraisers & Sales Tax PPISD Sales that are EXEMPT from taxes: Food and Beverages Concession Stand Annual Banquets Passbooks Car Washes Admission tickets Parking Permits to students Advertising space Rental of Facilities
  11. Cash Handling Never leave cash/checks unattended Take all money collected to the office daily
  12. Vendor Selection Vendor Selection is Limited to: Region XI Cooperative BuyBoard TCPN Contracts State Contracts Sole Source Certified Products Price Quotes Competitive Bid and Board of Trustee approved
  13. Purchasing - PO Plan in Advance – Enter a Purchase Order Do not order directly from a vendor Let the Business Office submit orders Purchasing Cooperatives have done their homework – laws are followed Non-Compliance can result in a Class B Misdemeanor
  14. Purchasing - PO TxEIS program – new look!
  15. Purchasing - PA Purchasing Authorization Travel reimbursements Credit card receipts Warning: “After the fact” purchase Does not protect the buyer from unlawful purchase Could cause buyer to overspend budget
  16. Deliveries When your order arrives Inspect your order Receive the appropriate quantity in TxEIS Send invoice to Business Office Payment within 20 days of delivery
  17. Purchasing Keep All Receipts – Itemized detail is necessary Return paperwork to Business Office timely
  18. Payroll
  19. Payroll Recording Absences Managing Absences Finding Preferred Substitutes http://www.aesoponline.com
  20. Contacts Available for Questions
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