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2017 - 2018

Hidalgo Independent School District

Business Office Procedure Manual

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Table of Contents Table of Contents ................................................................................................................ 2

Financial Guidelines ........................................................................................................... 3

General ............................................................................................................................ 3

Budget ............................................................................................................................. 4

Payroll ............................................................................................................................. 5

Finance Office Contacts .................................................................................................. 6

Departments/Funds/Organizations .................................................................................. 7

Purchasing ........................................................................................................................... 8

Accounts Payable .............................................................................................................. 30

Policy ............................................................................................................................ 31

Credit Card Procedures ................................................................................................. 32

Reminders ..................................................................................................................... 34

Employee Travel ............................................................................................................... 36

Student Travel ................................................................................................................... 43

Child Nutrition .................................................................................................................. 53

Cash Management ............................................................................................................. 55

Receipting Procedures .................................................................................................. 56

Receipting of Tuition .................................................................................................... 56

TEA Expenditure .............................................................................................................. 58

Forms .............................................................................................................................. 108

Monthly Payday Calendar........................................................................................... 109

Bi-Weekly Pay Calendar............................................................................................. 110

Accounts Payable Calendar ........................................................................................ 112

Purchase Requisition…………………………………………………………………113 W-9 Request for Taxpayer ID………………………………………………………..114 Authorization for New Vendor………………………………………………………115 Travel Authorization Form…………………………………………………………...116 Meal Request………………………………………………………………………...117 Student Meal Log……………………………………………………………………118 New Account Request Form ………………………………………………………..119 Child Nutrition Forms ………………………………………………………………120 Hidalgo ISD does not discriminate against any person on the basis of race, religion, color, gender, age, national origin, disability, or any other status or condition protected by law.

Financial Guidelines 2017 - 2018

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Financial Guidelines

Welcome Campus Principals, District Administrators and Secretaries to the beginning of a new fiscal year. We have put together some helpful guidelines to provide you with an overview of general financial operating procedures. We are certain that 2017 - 2018 is sure to be another successful and productive year. Our staff is always ready to assist you and provide you with the required support.

General

Campus/Department budgets for the 2017 - 2018 fiscal year are accessible through the TxEIS on-line system. Any changes to the current list of purchase requisition originators and approvers at your campus/department should be forwarded to our office immediately.

As a reminder, the District’s health insurance plan, TRS-Active Care, begins its

new year on September 1, 2017. Annual deductibles for medical and prescription commence on this date. Please remind staff that is new to the District that they must have enrolled in order to have health insurance. The deadline for enrollment for new employees is 30 days after their first work day. If the deadline is not met, TRS will not honor the enrollment for the entire year. The District contribution will be $390.00 per month for teachers and professional staff and $403.50 for para-professionals and auxiliary staff.

All programs of the District are subject to audit, thus all departments and

principals are required to maintain program information accessible. Examples of this would be Campus Improvement Plans, enrollment records, technology and other equipment inventories, etc.

Board policies relating to Business and Support Services can be found on the

HISD website under Section C.


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Budget

Federal budgets will be initiated at campus level and sent to the Executive Director for Special Populations for approval of entry.

Budget reclassifications can be made at the campus/department level but must be approved by the Principal and Finance. However, budget amendments and reclassifications between functions and/or funds must be fully documented and submitted to the Finance Department for review and will be done twice a year.

Special Revenue Fund budgets are based on Notice of Grant Awards (NOGAS)

received from TEA or other governmental agencies. The amounts awarded to the District are not advanced until the expenditures are incurred and reported to the agency for reimbursement. It is imperative that these allocations are expended on a timely basis so that it does not hinder future awards to the District. If the funds are not expended during the period allotted, the government may deem the funds to be not needed. April 15 is the cut-off for federal funds, after this date the Executive Director for Special Populations will reallocate to district level.

Payroll budgets cannot be transferred to any of the expenditure accounts. Budgets

for vacancies are held for that purpose only, unless the Superintendent or designee requests an amendment for district initiatives.

Budget amendment requests: Send a written request to Finance Office at

[email protected] attention Ms. Nancy Sanchez stating justification for amendment and account number.

Example: Amend From: 199-11-6399-00-001-711001 $500 Amend To: 199-13-6239-00-001-799001 $500 To amend to the Region One in-service account for training on C-Scope. Amend from: 199-11-6399-00-041-711041 $600 Amend to: 199-23-6411-00-041-799041 $600 To amend for principal travel to Austin - training on instructional methods for ELA


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Payroll

All extra-duty pay such as stipends and tutoring should be submitted on payroll supplemental form. These expenditures should have been budgeted by the campus/department. Extra-duty pay should be made only to regular HISD employees. In addition, they must be made only to teachers or other professionals.

Comp-time earned by paraprofessional staff must not be an accrual beyond 60 hours. Comp-time must be taken within duty year earned but it is recommended to be taken within 20 days. Comp-time must be pre-approved from the employee’s supervisor.

Supplemental Payroll Form for extra-duty pay must include all pertinent

documentation. These include sign-in sheets indicating students served and hourly sign-in sheets indicating the number of hours worked.

Payroll calendar due dates must be followed. Calendars will be emailed monthly.

Please abide by the due dates to ensure that the payroll department has enough time to review payroll for all employees.


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Finance Office Contacts Nancy Sanchez

843-4495 Chief Financial Officer Finance questions, budgets, PO’s needed, overtime/comp time concerns, BCR’s, budget transfers

Lydia C. Flores

843-4411 Accountant Student accounts, open new account numbers, transfers, budget printouts, TxEIS Finance access, Employee Access, TimClock Plus

Miriam Marentes 843-4410 Finance/Compliance Specialist Student uniform inventory, warehouse inventory, records management, fixed assets,

Diana Alvarez 843-4412 Accounts Payable/Insurance Specialist Health insurance, voluntary products insurance, workers compensation and accounts payable

Lucio Villagomez 843-4413 or 843-4417

Accounts Payable Travel questions and checks, utilities, copier payments, vendor payments

Mary Zuniga 843-4414 Payroll Specialist Payroll checks, payroll deductions, direct deposit forms, TRS forms


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Departments/Funds/Organizations


Departments/Funds/Organizations

2017 - 2018 Fund

Numbers Description Organization Description

101 Food Service 001 Hidalgo Early College High School 161 State CATE 002 Hidalgo Academy 165 Clearing Fund - Finance 041 Ida Diaz Jr High 167 Clearing Fund - Payroll 101 Hidalgo Elementary 171 State Comp 102 Kelly Elementary 175 Special Ed - State 103 Salinas Elementary 181 Athletics 104 Hidalgo Park 185 Band 191 State Bilingual 701 Superintendent’s Office 195 Gifted & Talented 702 School Board 199 Local Maintenance 703 Tax Office 211 Title 1, Part A 748 Purchasing 212 Title 1, Part C-Migrant 749 Human Resources 224 Idea B Formula-Special Education 750 Business Office 225 Idea B-Preschool 801 Athletics 242 Summer Lunch Program 802 Fine Arts 244 Carl Perkins-Voc Education-CATE 811 Maintenance 255 Title II, Part A-Teacher & Principal 812 Technology 263 Title III, Part A-LEP 813 Food Services 264 Title IV, SSAEP 814 Transportation 287 Reading is Fundamental (RIF) Grant 815 Public Relations 288 CNP Equipment Grant 991 Special Ed Department 385 Visually Impaired Grant 992 Office of Teaching & Learning 397 Advanced Placement 993 Federal Programs/Special Pop/Migrant 410 Instructional Materials Allot 995 Bilingual Department 472 Robotics 996 Social Studies 698 SECO #3 998 Testing

999 Districtwide

Funds - Other

461 Campus Activity Fund 865 Student Clubs 831 Scholarship Fund 599 Debt Service 608 Capital Projects – Interest Earnings 699 Capital Projects all other

Purchasing Guidelines 2017 - 2018

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Purchasing


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MISSION STATEMENT The Mission of the Purchasing Department is to provide Administration and Staff the purchasing services necessary to accomplish Hidalgo Independent School District (HISD) goals and objectives. VISION STATEMENT Our vision is to create customer satisfaction by providing value and efficiency to each purchase request while adhering to Hidalgo ISD local policy, state law, and sound business practices. GOALS The Purchasing Department shall: Purchase all goods and services for the best price and of suitable quality in an efficient

and timely manner. Purchase goods and services in accordance with established policies and procedures. Establish and maintain purchasing procedures. Continue to promote communication between all departments and purchasing

personnel in order to facilitate the purchasing process. CENTRAL FOCUS To have an established system that efficiently streamlines operations while ensuring

that our standard purchasing protocol is followed at all times. To constantly look at cost within a best value framework as the main driver when

making purchasing decisions. To continue to look at opportunities that allows us to upgrade and improve on our

current process. POLICY Purchases of personal property, construction, maintenance, or renovation of a building or services shall be in accordance with the Texas Education Code, Local Board Policies, and any other applicable Federal, State, and Local Laws. ETHICS To foster fair, ethical and legal trade practices, the purchasing department adheres to the ethical standards of the Purchasing profession. These standards call for granting all suppliers equal consideration to the extent as State, Federal, and District policies permit. They include avoiding any conflict between personal interests and the interest of Hidalgo Independent School District. No gratuities shall be accepted. These standards and civil


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statutes bind all district employees. It assures the purchasing of quality goods and services in a fair competitive environment. CONFLICT OF INTEREST A conflict of interest occurs when an employee participates directly or indirectly in the procurement process from which that employee or member of the employee’s family will benefit financially, either directly or indirectly. COMMITMENT OF FUNDS The signature of the Chief Financial Officer or designee on an official purchase order is the only legal binding commitment to purchase. No employee has the authority to enter into purchase contracts or in any way obligate Hidalgo Independent School District for procurement debt specifically authorized in writing by the Superintendent. PURCHASING APPROVAL A purchase for goods and services cannot be made using District funds without prior approval from the Chief Financial Officer in the form of an approved Purchase Order. The Board delegates to the Superintendent or designee the authority to determine the method of purchasing, in accordance with CH (Legal) Policy. The Designee must approve any exceptions to this policy prior to committing any District funds. Prior to the approval from Chief Financial Officer, District staff must adhere to the following guidelines:

Purchase requisitions should not be prepared and entered online unless the purchase is necessary to the instructional program or the operation of the District.

The release of an online requisition by the approving authority verifies the concurrence to the necessity and propriety of the purchase.

The user department/campus is responsible for checking the accuracy and completeness of the information on the purchase requisition entered in the online purchasing system and ensuring that the request is in conformance with established purchasing policies and procedures.

Each on-line requisition must be approved online by the person who has final approval authority for the funds associated with the purchase. This authority cannot be delegated.

Guidelines for the use of activity funds for purchases of goods and services are available from the Business Office.

The Purchasing Department staff will review the purchase requisition and the Chief Financial Officer will provide approval after verifying compliance with the District’s purchasing guidelines.

APPROVING AUTHORITIES

The following persons are delegated the authority to act as an agents for Hidalgo ISD in carrying out the purchasing activities of the district:


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1. Chief Financial Officer 2. Purchasing Director

Each Principal, Coordinator, or Director can act as purchasing agents for all expenditures made from his/her campus/department funds as long as purchases are done in a responsible matter. PURCHASING STAFF The Purchasing staff is responsible for the procurement process and that they are in accordance with the District, State, and Federal guidelines. The staff provides information, specifications, and price quotes. They also prepare formal and informal bid packages, bid tabulations and awarding contracts as related to the procurement process. They also assist in solving issues regarding shipment problems, payment problems, and return of goods. Once the procurement process begins, purchasing staff should handle all contact or correspondence with vendors. It is important for departments to keep purchasing staff well informed of changes or events that may affect a purchase and/or payment. The following are the areas of responsibility for each staff position. CHIEF FINANCIAL OFFICER Responsible for major procurement negotiations of all major contracts, responsible for the overall procurement process of the District and departmental operations. PURCHASING DIRECTOR Responsible for assisting in the review and organization of requisitions, and the distribution of all purchase orders. Responsible also for, but not limited to, handling communications between departments and coordinating training of other District staff. The solicitation process that consists of advertisements and contacting potential vendors for contact's information. Responsible for the daily operation of the purchasing process that will include purchase order creation and distribution and obtain competitive price quotes. Assists in developing long-and-short range objectives and goals for the Department. Implement the District’s procurement procedures, maintain adequate supplier information, maintain procurement records and provide assistance to district staff in this area. CONTRACTS AND AGREEMENTS Only the Board President, Superintendent and the Chief Financial Officer, or their designees may sign contracts or agreements requiring payment from any Hidalgo Independent School District funds. Contracts or agreements not signed by the approved authorities will not bind the District financially and will be the personal responsibility of the individual who did sign the agreement or contract. The budget authority granted to a Principal, Coordinator, or Director in no way authorizes them to execute contracts or


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make purchases in the name of the District. All contracts and/or agreements must have a purchase order in place before any goods or services are rendered and signed by the Chief Financial Officer. PERSONAL RESPONSIBILITY A District employee who purchases or orders any goods or services in the name of the District or who obligates the credit of the District without following the purchasing policies and procedures will be held personally responsible for payments to the vendors or return of the items. (See Board Policy CH Local) INVOICE DATES Invoices should not reflect a billing date earlier than the date printed on the purchase order. EMERGENCY PURCHASES Emergency purchases, where school equipment is destroyed or severely damaged, may be authorized by the Superintendent and subsequently reported to the Board of Trustees. CONSULTANT CONTRACTS A consultant is an independent contractor, not an employee, which offers services to the public. A consultant usually maintains an office and usually provides the equipment and materials necessary for completing or performing a service. A consultant is paid on a fee basis for specialized services that are usually considered to be temporary or short-term in nature, normally in areas beyond the expertise of the employing entity's employees. All Consultants hired to perform a service will complete the Consultative Service Contract and the Contractor's Certification forms available from the purchasing department at least 30 days prior to the performance of the service. Consultative Service Contracts need to be submitted to the appropriate administrators for approval before services are performed. Approving authorities for all consultative services are as follows:

Superintendent or his designee The final approver of the Consultative Service Contract is the Chief Financial Officer.

1. Once services are performed, request for payment should be submitted to the Accounts Payable department.


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2. This should include a copy of the purchase order, consultative service contract, the criminal history certification if applicable, American Recovery & Reinvestment Act of 2009 form if applicable and an invoice from the provider.

3. Invoices for contracts based on hourly wage should include the date, description of services, and time billed. Invoices for contracts based on a set fee per service should include the date and description of service. The students serviced should be included when applicable.

4. Travel expenses agreed to on the contract will be reimbursed based on the district’s travel guidelines for meals, lodging, mileage, and transportation per diem. Itemized receipts are required for lodging and transportation other than mileage.

5. Payment will be mailed to the consultant. WRITTEN SPECIFICATIONS It is important for the requesting department to write specifications that correctly fulfill their needs. Specifications are the basis by which vendors prepare their bids. Specifications should be functional describing performance and design. Care should be taken not to intentionally or needlessly specify features or functions that may mislead a vendor or limit the purchase to one vendor. Departments are urged to contact purchasing when in need of assistance. BIDS AND AWARDS The purpose of bidding is to purchase goods and services through fair competition. Awards are made to the bidder whose bid complies with specifications, terms, conditions, and any other requirement stipulated in the bid and is the best value to the District. BEST VALUE RESPONSIVE BIDDER Texas Education Code 44.031 states that in determining contract awards to vendors, the district shall consider: 1) the purchase price, 2) the reputation of the vendor and of the vendor’s goods and services, 3) the quality of the vendor’s goods or services, 4) the extent to which the goods or services meet the district’s needs, 5) the vendor’s past relationship with the district, 6) the impact on the ability of the district to comply with laws and rules relating to historically underutilized businesses, 7) the total long-term cost to the district to acquire the vendor’s goods or services, and 8) any other relevant factor specifically listed in the request for bids or proposals. Factors that a school district may consider under these criteria would include:

Vendor response time.


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Compatibility of goods/products purchased with those already in use in the district.

Vendor's past experience TYPES OF PURCHASES The District procures goods and services using credit through a Purchase Order. Vendors must accept a Purchase Order for the District to conduct business. Open Market Purchases Purchases for goods and services are done through the open market by the following methods:

1. Formal Method 2. Informal Method

FORMAL METHOD The formal method is a process where the solicitation and award is governed by the Texas Education Code-Sub-Chapter B.-Sec.44.031 and local board policy. The requirements are as follows; All contracts with a value of $50,000 or more by law shall be made by one of the following methods, which provide the best value to the District:

competitive bidding, competitive sealed proposals, request for proposals, for services other than construction services, Inter-local contracts, design/build contracts, contract to construct, rehabilitate, alter or repair facilities that involves using a

construction manager, job order contract for the minor construction, repair, rehabilitation, or alteration of

a facility, reverse auction as defined by section 2155.062(d) government code, and the formation of a political subdivision corporation under Section 304.001, Local

Government Code. Advertisement A public notice must be published in the county where the school is located once a week for at least two weeks prior to the time set for letting the contract. Sealed Bids All bids/proposals must be sealed.


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Opening Bids At the minimum 2 district employees must open bids/proposals. The Purchasing Department encourages the requesting department to send a representative(s) to the bid/proposal opening. At opening only vendor names will be read aloud with the exception of construction projects. Submitted pricing will be read aloud for construction projects only. Awards All Contracts are awarded to the proposer offering the best value to the District; based on criteria set forth in specifications, terms, and conditions of the bid/proposal. Procurement Methods for Construction Projects 44.031

Competitive Sealed Proposals Design Build Contracts Competitive Bidding Construction Manager-at-Risk Construction Manager Agent Job Order Contract

Evaluation of Bids and Proposals for Construction Services – Education Code 44.035 The Board of Trustees of a school district that is considering a construction contract using a method specified by Section 44.031(a) must, before advertising, determine which method provides the best value for the district.

The district shall base its selection on criteria authorized to be used under section 44.031(b) and publish in the request for bids, proposals, or qualifications the criteria and the relative weights given to the criteria.

The district shall document the basis of its selection and make the evaluations public no later than the seventh day after the date the contract is awarded.

Competitive Sealed Proposals - Education code 44.039 A delivery method similar to competitive bidding. The District selects an architect/engineer to design and develop construction documents. Once documents are fully complete the District solicits proposals. Selection is based on a combination of price and other factors that the District deems to provide the best value.

The district shall provide or contract for the inspection services, the testing of construction materials engineering, and the verification testing services necessary for acceptance of the facility by the district.


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The district shall receive and publicly open the CSP. Within 45 days after the date of opening the district shall evaluate and rank each proposal submitted in relation to published selection criteria.

Design Build Contracts - Education code 44.036 A method where a single entity is contracted to provide both design and construction. The design-build team consists of contractor, architect, and engineer.

The award of a design build firm is a two phase process. Phase I: The district shall prepare a request for qualifications and evaluate each offeror’s experience, technical competence, capability to perform, past performance of the team and other appropriate factors except price or cost related factors. The district may select a maximum of offerors to submit additional information.

Phase II: The district shall evaluate the information submitted as well as information on demonstrated competence, safety record, costing methodology, and ability to meet schedules. The district shall rank the firms and negotiate with selected offeror. If unable to negotiate contract with selected offeror, district shall end negotiations and proceed to negotiate with next offeror and so on until a contract is reached.

The district shall designate an engineer or architect independent of the design-build firm to act as its representative for the duration of the work. If not, in-house employee district shall select thru RFQ.

Competitive Bidding- Education code 44.040 A delivery method wherein the District selects an architect/engineer to design and develop construction documents from which the District solicits lump sum bids. Selection is based on the lowest responsible bid and the contractor serves as a single point of responsibility for construction. Construction Manager-At-Risk - Education code 44.038 A method where the construction manager serves as the general contractor providing pre-construction and construction services. The Construction Manager-At-Risk provides design phase assistance in evaluating costs, schedules, implications of alternative designs, systems and materials during design and serves as a single point of responsibility contracting directly with the subcontractors during construction.

Before or concurrently with selecting the agent the district shall select an architect or engineer to prepare the construction documents for the project.

The district may select the Construction Manager–At-Risk on a one or two step process.

Construction Manager-At-Risk may self perform general conditions work. CM-At-Risk must advertise bids/proposals for major element of work and may

bid on work.


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CM-At-Risk shall publicly open and read aloud offeror name and monetary amount.

Construction Manager Agent - Education code 44.037 A method where the construction manager serves as an agent for the District providing pre-construction and construction services. The District shall procure a general contractor, trade contractors, or subcontractors who will serve as the prime contractor for their specific portion of the work. The multiple trade contracts are held by the District and bonding is provided by each individual subcontractor.

Before or concurrently with selecting the agent the district shall select an architect or engineer to prepare the construction documents for the project.

The district shall select the Construction Manager – Agent on the basis of demonstrated competence and qualifications, same manner as selection of engineers or architects.

Job Order Contracts – Education code 44.041 A school district may award job order contracts for the minor construction, repair, rehabilitation, or alteration of a facility if the work is of a recurring nature but the delivery times re-indefinite and indefinite quantities and orders are awarded substantially on the basis of pre-described and pre-priced tasks. Contractor Requirements - Government Code Subchapter B 2253.021 A governmental entity shall require the contractor, before beginning the work, to execute

A performance bond if the contract is in excess of $100,000 Solely for the protection of the governmental entity awarding the contract;

in the amount of the contract and conditioned on the faithful performance of the work in accordance with plans and specifications

A payment bond if the contract is in excess of $25,000

Solely for the protection and use of payment bond beneficiaries who have a direct contractual relationship with the prime contractor or a subcontractor to supply public work labor or material and in the amount of the contract

Requirements Worker’s Compensation Insurance – Statutory General Liability with the following limits:

Each Occurrence $1,000,000

Fire Damage $ 500,000


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Personal & Advertising Injury $1,000,000

General Aggregate $1,000,000

Products – Comp/Op AGG $1,000,000

Automobile Liability Insurance in the following limits:

Bodily Injury (per person) $100,000

Bodily Injury ( per accident) $300,000

Property Damage (per accident) $100,000 Step Process for CSP/BID

Select professional services through request for qualification statements (RFQ) for the architects and engineers

Design phase Advertise and send out competitive sealed proposals (CSP) or competitive bids

(BID) Evaluate and Award Issue contract documents obtain bonding and issue notice to proceed Begin construction

Right to Reject Bid The District has the right to reject any or all bids. Competitive Bids This method is the recommended purchasing method that should be used for the procurement of goods and services. It is among the most complex method due to the detailed procurement management process required to arrive at an award and to the legal and procedural constraints that govern the process. Competitive Bids must be obtained:

If a purchase of personal property (except gasoline and produce) exceed $50,000. If a construction, maintenance, renovation, or repair project exceeds $50,000. If purchases for a federally funded child nutrition program exceeds $10,000.

Competitive sealed proposals and request for proposals Competitive Sealed Proposal (CSP) and Request for Proposals (RFP) should be the preferred method when competitive sealed bidding is impractical. Though the process varies in evaluation and award of a contract due to the procurement situation, both methods should be used when detailed information is required beside cost to determine an award, such as: vendors performance capability; financial resources; qualifications of a firm; personnel that will be assigned to a project; and vendor’s concept and approach to a project. That should provide full competition among participants.


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CSP’s and RFP’s should be considered when:

A plan for performing the services is needed. The ability to perform such services as reflected by the technical training,

education, experience, qualifications and ability of personnel are critical to the performance of the contract.

A fixed price or fee may not be required or is not the major consideration. The following is a summary of when each method should be used:

Competitive Sealed Proposal method must and can only be used on construction contracts.

Request for Proposal method may be used when purchasing services or personal property.

In both cases, the evaluation and award criteria must be clearly stated in the terms and conditions section of the Proposal.

Agreements Participation in Inter-local Agreements provides the District a greater flexibility in the acquisition of goods and services. However, entering into such agreements could preclude the District from complying with purchasing law. The purchasing processes should be clearly spelled out in an Inter-local Agreement. Departments wishing to purchase through an Inter-local Agreement should contact the Purchasing Department. INFORMAL METHOD The competitive quotation process is used for making purchases involving dollar amounts less than $50,000, in the aggregate, for a twelve-month period when not available through an approved source. The purpose of competitive quotation procedures is to obtain the lowest practical prices for needed items.

Purchase orders up to $1,000 require only one quote from an approved vendor. Quote needs to be submitted to the Purchasing Department for processing.

Purchase orders between $1,001 and $5,000 need three written price quotes from approved vendors or inter-local cooperative agreement.

Purchase orders between $5,001 and $49,000 must be obtained by the Purchasing Department through and approved procurement method either formal or informal.

Purchase orders $50,000+ require formal procurement method, i.e., BID, RFQ, RFP, etc.


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SEPARATE, SEQUENTIAL, OR COMPONENT PURCHASES When preparing requisitions, the requesting department must be aware that employee shall not intentionally or knowingly make or authorize separate, sequential or component purchases to avoid the competitive bidding requirements. Component purchases means purchases of the component parts on an item that in normal purchasing practices would be made in one purchase. Separate purchases means purchases made separately of items that in normal purchasing practices would be made in one purchase. Sequential purchases means purchases over a period of time that in normal purchasing practices would be made in one purchase. Violation of this provision is a Class B or C misdemeanor. Conviction may result in confinement in a penitentiary, removal from office or dismissal from employment. Texas Education Code-Subchapter B. - Sec. 44.032. SOLE SOURCE PURCHASES Competitive bidding, formal or informal, is not required for purchases that are available from only one source provided it is:

An item for which competition is precluded because of a patent, copyright, secret process, or monopoly.

A film, manuscript, or book. A utility service, including gas or water. A captive replacement part or component for equipment The sole source exception does not apply to mainframe data processing

equipment and peripheral attachments with a single-item purchase price in excess of $15,000. Texas Education Code Subchapter B.-Sec. 44.032. (See Exhibit C)

PRE-PAID PURCHASES No pre-payment for equipment or services will be allowed. MANUAL PURCHASE ORDERS No manual purchase orders will be allowed nor considered as a valid transaction. EMERGENCY PURCHASES Emergency purchases are allowed to meet urgent and unexpected requirements where health and public safety or the conservation of public resources are at risk. Though emergency purchases are sometimes exempt from competitive bidding, efforts are made to obtain bids. Emergency purchases valued over $5,000 must be approved by the Superintendent. Emergency purchases less than $5,000.00 must be approved by the Chief Financial Officer. When a department is in need of an emergency purchase, a requisition should be prepared, explaining the reasons for the emergency, and a list of the items or services needed. If a department knows vendors who can provide the services, the vendor’s names, addresses and phone numbers should be listed. The department should


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call Purchasing and advise them of the emergency. The department should give the Purchasing department the requisition information. LEASE PURCHASE AGREEMENTS Leasing equipment is an option that should be considered when it is to the best interest of the District. If a department prefers to lease, the department should include in their requisition the reasons why a lease purchase is preferred. A comparative analysis between a lease purchase and an outright purchase is always very helpful and should be provided. Such comparison should include all operating costs related to the operations of the equipment for the term of the lease, including supplies, maintenance costs, and interest rates. Lease purchase requests should be submitted at least sixty days prior to the start of the contract. COMPUTERS-HARDWARE, SOFTWARE AND MAINTENANCE PURCHASES Requests for computers and related equipment, such as software and maintenance must be coordinated and approved by the Technology Department regardless of funds used. Prior to preparing a requisition, a department should contact the Technology Department to discuss their needs. Once their needs are identified, a requisition should be prepared and submitted for approval. The technology department will provide quotes and a vendor recommendation based on the need. The quotes signed by the Technology Director will need to be in place when processing the requisitions. PURCHASE LEVEL Purchases less than $1 – 999.99 Requirements

From any awarded vendor on District's approved vendor list or Inter-local agreement. Other sources may be used with Purchasing Department approval. (District-wide aggregate may require other documentation or competitive pricing.)

One quote needs to be submitted to the Purchasing Department for processing requisition.

Required Approvals

Campus and/or Department and Chief Financial Officer approvals PURCHASE LEVEL Purchases from $1,000 -$4999.99


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Requirements

Three written documented quotations from any awarded vendor on District's approved vendor list or Inter-local agreement. Other sources may be used with Purchasing Department approval. (District-wide aggregate may require other documentation or competitive pricing).

Quote form needs to be submitted to the Purchasing Department for processing a requisition along with the three quotes.

Purchases of $5,000 and over will be reviewed by the purchasing department and determine the appropriate procurement method, either formal or informal.

Required Approvals

Campus and/or Department and Purchasing Coordinator approvals PURCHASE LEVEL Purchases $50,000 and over must contact the Purchasing Department for guidance. Requirements – contracts must be preceded by a competitive pricing mechanism

Competitive Bid Competitive Sealed Proposal Request for Proposal for services other than construction services Inter-local Agreements – based on bids/proposals (§ Education Code Section 44,

Subchapter B) Buy-Board (Texas Local Government Statewide Purchasing Cooperative) CENTRAL TEXAS PURCHASING ALLIANCE DIR (Dept. of Information Resources) HGAC (Houston-Galveston Area Council of Governments) Region One ESC TBPC (Texas Building and Procurement ComHidalgo) TCI (Texas Correctional Industries) TCPN (The Cooperative Purchasing Network) TIBH (Texas Institute for the Blind and Handicapped) TXMAS (Texas Multiple Award Schedule) U.S. Communities

Design/Build Contract for Facilities Construction Manager-Agent Construction Manager-At-Risk Construction Services through Competitive Sealed Proposals Construction Services through Competitive Bidding Job Order Contracts for Facilities Repair Reverse Auction (§ Education Code 44.031)


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Professional Services (Govt. Code 2254) Sole Source Political subdivision compensation for electricity purchases

Required Approvals Campus and/or Department, Purchasing Director and Chief Financial Officer approval. As applicable, the Executive Director of Support Services, Executive Director of Human Resources, Superintendent of Schools and Board of Trustees (where statutorily required). Exceptions

Contracts for the purchase of produce or vehicle fuel. Lease or lease purchase of a school bus must be competitively bid when the

contract is valued at $20,000 or more. (§ Education Code 44.031(L) Mainframe data-processing equipment and peripheral attachments with a single-

item purchase price in excess of $15,000 (§ Education Code 44.031(K).

Budgets for the year are completed by the end of August each year and users have a firm grasp on projected expenditures. If any of these budgeted expenditures exceed $50,000 in the aggregate in a twelve month period for like items or categories, the Purchasing Department must be contacted in order to acquire the goods or services in a timely and cost effective manner utilizing the appropriate procurement method. The Board of Trustees or their designee must approve any single contract or purchase in excess of $50,000. REQUISITION PROCESSING

CAMPUS REQUISITION FORM

1. Individuals who do not have access to the online requisition system must initiate their request using a campus requisition form. For example, teachers and office workers would initiate a purchase request on the campus requisition form.

2. Individuals who have access to the online requisition system for data entry

purposes may initiate their request using a campus requisition form to facilitate the data entry process. For example, secretaries and clerks who input requisitions may initiate their request using this form.

3. Campus requisition forms should be routed to the appropriate approvers for

signature. Hardcopy signatures cannot replace the online departmental approval without the approval of the Purchasing Department.

COMPLETION OF CAMPUS REQUISITION FORM

1. Obtain a blank purchase requisition form from the campus/department. 2. Obtain product and pricing information from an approved vendor.


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3. Complete the vendor information: All of the information is required. Your order

will not be processed without it. Vendor's name – the full name is required, do not use abbreviations. Vendor's address or location. The vendor number will be completed by the person requesting the order or

the campus/department clerk. 4. Complete the item detail for each item ordered.

Enter the quantity you are ordering. Enter Catalog/Reference No. Enter the description and unit of measure. Enter the unit of measure that the merchandise is sold by. For example: box,

each, pkg., etc. Refer to the Standard Abbreviations for Item Measurement for additional abbreviations.

Enter the unit price. For example: $5.25. The system will automatically extend the total cost for each item entered. Enter the discount if applicable. Enter the freight/shipping if applicable. The account number will be completed by the campus principal/director. The description must be detailed enough to be understood by the

clerk/secretary, approving official, purchasing clerks, vendor, warehouse delivery clerks and auditors. Requisitions with inadequate descriptions will be rejected.

5. Upon completion of the campus requisition form submit form for TxEIS: Obtain Principal's approval. Return the approved requisition to the assigned person for data entry.

The purchase requisition is not a purchase order. Do not contact the vendor to place your order based on the requisition number. If you do place your order based on the purchase requisition, you will be personally responsible for payment of merchandise, not the District. (Board Policy CH Local) REQUISITION ONLINE ENTRY

1. The requisition should be entered online by the clerk or secretary. Once the requisition has been completed, it will be sent for departmental approval.

2. All requisitions must contain complete information, such as quantity, unit of

issue, unit cost, shipping & handling cost, discount percentage, bid number and a clear description of the items to be purchased.

3. Once a requisition is entered online, the accounts associated with the purchase

will be immediately encumbered for the total amount shown on the requisition. After entering the requisition online:


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Place the requisition number assigned by the computer on the campus requisition form.

File the campus requisition form with supporting documentation. For orders requiring quotes, place requisition number on quote form and

forward to Purchasing Department by inter-department mail or fax.

4. All back up documentation must be uploaded into the online system. No Exceptions.

a. Examples of back up documentation that must be included as part of the requisitions are:

Quotes from vendors Specific Information about the recommended vendor Signed sole source affidavit from vendor Approved consulting agreement form Lists of students Travel information including maps with mileage and hotel

information Conference information List of anticipated items or products Any other information deemed important for the approval of the

requisition FINAL DEPARTMENTAL APPROVAL

1. Only staff with departmental budget approval authority will approve online. This task and responsibility may not be delegated.

2. After a requisition has been entered and released online, the individual with the

final approval authority for the purchase must approve the requisition on-line. The Purchasing Department will have final authority over the validity of the request.

3. Final departmental approvers must approve requisitions on-line if a purchase falls

under their authority. This is true even if the final approver has already signed a campus requisition form.

PURCHASING DEPARTMENT APPROVAL

1. After the department approval of the online requisition, the Purchasing Department will review the requisition. The Purchasing Director reviews the requisition for account codes and purchasing requirements. The requisition is then forwarded to the Chief Financial Officer for final purchasing review and approval.

2. If a requisition is not approved, the Purchasing Department will return the requisition to the user for the necessary changes. Once the changes have been made, the user must release the requisition for Departmental Re-Approval. The


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department approving official(s) must once again approve the requisition. The purpose for the re-approval is to prevent any unauthorized changes to the requisition.

3. Purchase orders will not be generated unless all pertinent information is correct

and complete. Once the requisition has been reviewed by the Purchasing Department and determined that it is in compliance with purchasing requirements, the requisition is approved. Upon approval, the requisition is printed and it then becomes a purchase order.

If an attachment must be mailed with the purchase order, please make a note of it on the comments tab and send the original copy of the attachment to the Accounts Payable office, notating the Requisition/Purchase Order number. Purchases that are made using the Buy-Board will be faxed by the Purchasing Department. It is the responsibility of the originator to follow up on the order with the vendor. A requisition does not become a purchase order until the Chief Financial Officer produces final approval in the form of a signed purchase order. A purchase order is then assigned. All purchase orders must be approved before merchandise is ordered. *Keep this in mind when entering requisitions for grants of programs with specific ending dates.

Note: It is the clerk/secretary’s responsibility to check daily for comments posted on the requisition, make necessary changes, and release the requisition for departmental re-approval. All requisitions returned by the purchasing department will have a comment explaining the reason for the return. Once correcting a returned requisition, all information must be re-uploaded and resubmitted for approval.


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REASONS PURCHASING DEPARTMENT WILL REJECT A REQUISITION A requisition may be rejected (not approved) by the Purchasing Department for several reasons. The reason for a rejected purchase order will be noted on the requisition comments field. Any requisition that contains an account number that does not meet TEA Financial Accountability System Resource guidelines will be rejected. The table below lists the most common reasons requisitions are unapproved and the action that should be followed.

Purchasing Approval PathPurchasing Approval Path

Originator / Requisition

Principal / Dept. Head

Purchasing Department

Finance Department

Federal Programs


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REASON

ACTION

PURCHASE FROM NON-APPROVED VENDORS

The vendor selected is not an approved vendor. A list of approved vendors is posted on the Purchasing Department web page.

INCORRECT BID NUMBER

The bid number does not match the correct bid/proposal or Inter-local agreement.

LACK OF DETAILED DESCRIPTION

The description provided is incomplete. Describe the purchase further.

INCORRECT OBJECT CODE S/B <OBJT>

The object code is incorrect. Change the account number to correspond with the object code given, or change description to correspond with account code.

PROCESSING REQUISITIONS PRIOR TO HOLIDAYS AND VACATIONS All requisitions that require processing prior to scheduled holidays, vacations, and/or early dismissals must be entered, released with Departmental Approval and sufficient funds in the accounts in the on-line requisition system two (2) days before the closing of administrative offices. Please be mindful of these dates when planning purchases and payments. PROCESSING REQUISITIONS PRIOR TO ACCOUNTING DEADLINES All requisitions that require processing for payment, prior to Accounting deadlines, must be entered, released with Departmental Approval and sufficient funds in the accounts in the on-line requisition system two (2) days before the deadlines. YEAR-END PURCHASE ORDER PAYMENT PROCEDURES In order to assure year-end purchase orders are processed properly, the following procedures must be followed:

1. Purchase orders with goods received prior to August 31 of the current fiscal year must be processed and paid through the budget for the fiscal year in which they were bought and received.


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2. Under special circumstances purchase orders with goods received after August 31, can be carried over. Please contact the Finance Department for more information.

3. Purchase orders that must be cancelled should be submitted to Accounting by August 31.

4. Purchase Orders that were never used must be turned in to the Accounts Payable office by August 31 to be voided.

The Finance Department will provide a monthly outstanding Purchase Order listing for the campuses/departments. If you have any questions regarding this matter, contact the Finance Department. BOARD POLICIES FOR PURCHASING The Hidalgo ISD Board Policies that affect purchasing may be viewed on the TASB web page at http://www.tasb.org/policy/pol/private/108905/ The following Board Policies apply to purchasing:

CH (Legal) Purchasing and Acquisition CH (Local) Purchasing and Acquisition CHF (Legal) Purchasing And Acquisition – Payment Procedures CHG (Legal) Purchasing and Acquisition – Real Property and Improvements CV (Exhibit) Facilities Construction CV (Legal) Facilities Construction CV (Local) Facilities Construction CVA (Legal) Facilities Construction – Competitive Bidding CVA (Local) Facilities Construction – Competitive Bidding CVB (Legal) Facilities Construction – Competitive Sealed Proposals CVB (Local) Facilities Construction – Competitive Sealed Proposals CVC (Legal) Facilities Construction – Design-Build Contracts CVD (Legal) Facilities Construction – Construction Manager-Agent CVE (Legal) Facilities Construction – Construction Manager-At-Risk CVF (Legal) Facilities Construction – Job Order Contracts

These policies and procedures have been updated as of October 2015 and will be changed as needed.

Accounts Payable 2017 - 2018

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Accounts Payable


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POLICY Hidalgo ISD personnel are not authorized to make purchases for any type of goods or services unless it has been previously approved by the Finance Department through a purchase order (on-line). Purchase requisitions that are made after receiving invoice and do not follow purchasing procedures will need a letter from the department or campus stating the reason. Accounts Payable will review before payment is made that the invoices are after the purchase order date. A memo will be sent to the department/campus asking for an explanation if the invoice date is before the PO date. All correspondence regarding unauthorized purchases will be sent to the Chief Financial Officer and the Superintendent. CAMPUS SECRETARIES Type requisition made out to vendor. Requisition, quotes, order forms & all necessary documentation are uploaded through the document upload in TxEIS. After the requisition goes through all approval paths, the Accounts Payable clerk will generate a Purchase Order. The Accounts Payable clerk will print the Purchase Order and it will be kept in accounts payable office with all related documentation. The campus/department secretary will reprint the Purchase Order from the TxEIS system once approved and the order can placed with the vendor. Merchandise will be delivered to a centralized location in the Purchasing Department. Every order must have a packing slip and a purchase order number. Once merchandise is received and verified, it is sent to campus/department. Campus/department secretary must verify ordered merchandise and post receiving into the TxEIS system (within 5 days) to ensure prompt payment.


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VENDOR/ACCOUNTS PAYABLE DEPARTMENT Vendor mails original invoice to Accounts Payable Department. Hidalgo ISD Attn: Accounts Payable P.O. Box 8220 Hidalgo, TX 78557-8220 Accounts Payable clerk will match the accounts payable and receiving copy of Purchase Order with packing slip and original invoice. Accounts Payable clerk reviews the purchase order and invoice for accuracy. Once all documents have been reviewed, the invoice is scheduled for payment. Invoices, packing slips, etc. need to be uploaded to the TxEIS three (3) days prior to the check run in order to be included, if not they will go into the next check payables. (See attached schedule of payments dates for 2017 - 2018) All utilities invoices are processed by Finance Department such as electricity, water, telephone, garbage service, postage meter, copiers and including employee uniforms service. Payment Authorization Forms are used by the Finance Department for payment of services or goods already received such as utilities. Campuses can request these forms for emergency purchases only. Activity funds that require a purchase order will need to use the on-line purchasing system. A budget for each campus has been set up for this purpose.

CREDIT CARD PROCEDURES Credit Cards to Wal-Mart, HEB, Gasoline, etc., will be issued only when a purchase order has been approved. Only HISD employees may check out and use the credit cards and they are responsible for returning credit card to the Finance Department along with receipts. Once receipts are turned in to the Accounts Payable, the purchase order procedures are followed and scheduled for payment.

1. Follow the Purchase Requisition procedure and Purchase Requisition on-line entry instructions listed in the Business Office Procedures Manual.

a. Enter one item on the requisition with the following information: i. Quantity

ii. Unit iii. Unit Cost iv. Stock v. Description

2. Purchasing will review your requisition for approval.


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3. Sales Tax Exempt has been established with approved vendors at the time credit application was submitted to the vendor. No Sales and Use Tax Certificate of Exemption form is required at point of purchase.

4. Select the items you wish to purchase and present them to a cashier. The cashier

will then issue an itemized cash register receipt.

5. Itemized receipts are required in order to process payment. If itemized receipts are not submitted to Accounts Payable, payment must be made by the individual who purchased the goods or the Activity Fund, if allowable.

6. Attach the itemized cash register receipt to the purchase order copy of your

purchase order. Submit for payment to your campus/department secretary. The campus/department should submit all of the monthly invoices from the vendor to the Account Payable Department no later than the 3rd of each month. For items purchased on a one-time basis, paperwork should follow immediately.

NOTE: Do not tape invoices on sides. The tape should be at the top and bottom to avoid items from fading away.

7. The credit card procedures apply to the following vendors:

a. Exxon b. Valero c. HEB d. Wal-Mart e. Home Depot f. Lowe’s g. Office Depot h. Sam’s

8. Do not share the credit cards with others. Credit cards (after use) must be

returned to the Finance Department after each use.


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Credit Cards are to be used only for school business with an approved purchase order. Unauthorized use of a credit card will result in a written reprimand and continued misuse could result in termination of employment.

Only Hidalgo ISD employees may request and use the credit cards.

Credit cards will not be issued for use over the weekend. o Credit cards checked out in the morning will need to be returned to the

Finance Office by lunch (noon). o Credit cards checked out in the afternoon will need to be returned to the

Finance Office by 8:00 the next morning.

REMINDERS Purchase order receiving copy and packing slips, and all supporting documentation must be uploaded to the TxEIS system in order to expedite payment to vendor. Accounts Payable will only pay from original invoice/receipts. Over 90 days old, purchase orders should be deleted from system for release of funds. Secretaries are responsible for returning purchase orders indicating "VOID". Return voided Purchase Orders to the Finance Department. Federal Express invoices should be processed immediately to prevent a "hold on account".

Step Person Responsible Processing Procedures End Result

1. Campus/department Secretary or Clerk

Initiates the purchase order process. Purchase Order

2. Finance Department Finance Department issues out the courtesy card to the person responsible for making the purchases.

Obtain Card

3. Campus/department Makes the purchases. Itemized Receipt

4. Campus/department Submits the purchase order and itemized receipt with appropriate signatures to Accounts Payable Department. Makes copy of thermal receipt.

5. Accounts Payable Department

Reviews the purchase order and receipts for mathematical errors, and that the items purchased are reflected on the P.O. Issues a check.

Check


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When issuing Purchase Order for travel expenses, all information must be on purchase order such as: name of employee traveling, destination and dates. Athletic Officials and Police Personnel services must be turned in to Accounts Payable within 24hrs of service. It must have all signed documentation attached. Athletic deposits need to be submitted to the Accounts Payable office on a weekly basis Student meals invoices must be turned in the next day of the event to Accounts Payable to process payment. Child nutrition (Food Service) invoices and deposits need to be submitted to Accounts Payable on a weekly basis. All accounts payable vendor checks are only to be mailed. No gift cards are allowed at any campus or department. Vendor address changes need to be forwarded to the Accounts Payable office. Emergency checks will be processed Wednesday afternoons. To be available after 3:00 pm. These will be checks which are needed in between the accounts payable regular check run

Employee Travel 2017 - 2018

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Employee Travel


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PROCEDURES FOR COMPLETING A TRAVEL REQUEST FORM Employee / Non-Employee Travel: 1. A Travel Request Form is required for all types of employee travel. The purpose of

the Travel Request Form is to verify funds availability for the conference and that the conference is approved in accordance with administrative regulations.

a. A Travel Advance Form approved by the Campus Principal/Administrator and Superintendent is required.

2. One Travel Advance Form per individual is required. When traveling as a group, the

travel expenses are to be shared on each employee’s Travel Advance Form.

3. Hotel, registration, travel agency, meal and some vehicle rentals are advanced. Mileage, taxi, shuttle, parking fees and some vehicle rentals are also on an advance basis, receipts must be turned in within 5 days of return. HISD Board of Trustees and the Superintendent do not need to provide meal receipts

4. Meals: a. Meal allowances are on an advance basis. The amount advanced for overnight

trips is the full amount allotted for breakfast ($7), lunch ($9), and dinner ($20) not to exceed $36 for the day.

b. For an individual to receive a meal allowance the following criteria needs to be met:

i.Breakfast Allowance - individual must leave Hidalgo before 7:00 am. For return trip – individual must arrive in Hidalgo after 10:00 am.

ii.Lunch Allowance - individual must leave Hidalgo before 12:00 pm. For return trip - individual must arrive in Hidalgo after 2:00 pm.

iii.Dinner Allowance - individual must leave Hidalgo before 6:00 pm. For return trip - individual must arrive in Hidalgo after 7:00 pm.

Note: Do not include full meals provided by the Conference and/or Hotel.

5. Lodging:

a. The lodging amount is not to exceed the U.S. General Services Administration (GSA). Please check the rates at https://www.gsa.gov/travel/plan-book/per-diem-rates

b. Due to the hotel requirement of a credit card to reserve a room, the employee

must reserve his/her own room. If sharing rooms, one employee must be in charge of reserving the room.


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c. The cost of the room is divided amongst the occupants on each travel request

form. Examples: (i) room rate is $120 and 3 people are rooming, then the room rate on each employee’s travel request form is $40 ($120 divided by 3). (ii) room rate for 1st night is $90 and 2nd night is $95, the average is to be calculated as follows – add the two room rates and divide by the number of nights ( (90 + 95) / 2 = $92.50). If the room is being shared, then take the average rate and divide amongst the number of occupants. Indicate the roommate(s) name(s) and the total cost of the room per night in the lodging notes section of the Travel Advance Form.

d. The District is exempt from State of Texas taxes only. The full amount of tax

is paid for out of State taxes. When requesting the sales tax information from the hotel, ask for the individual tax rates (i.e., county, city, state).

e. The District is not exempt from paying Hotel Occupancy taxes nor city taxes.

6. Transportation:

a. Personal Vehicle –

i. Mileage is on an advance basis. If you did not receive an advance for mileage use the Mileage Reimbursement Form to obtain a reimbursement. This form must be completed and submitted to Accounts Payable Department with all travel receipts for hotel, airline, etc.

ii. The District uses the Texas Comptroller of Public Accounts mileage guide for the state approved mileage rate: https://fmx.cpa.texas.gov/fmx/travel/textravel/rates/current.php

iii. The mileage rate the District uses is .535¢ per mile. iv. When four or less employees travel on the same dates with the same

itinerary to conduct the same business, then coordination of travel is required for each group of four employees and for any fraction in excess of a multiple of four employees. Coordination is required by individuals of the same campus or administrative department. “Coordination of travel” means employees traveling together in one personally owned or leased motor vehicle. (Example: four (4) individuals to a vehicle) Exceptions must be approved by the Campus Principal/Director in writing explaining why the “Four (4) Car Rule” was infeasible. In this case, mileage must be proportionally split between the different vehicles. It is at the discretion of the Campus Principal/Director to decide which employee is driving. Employees are strictly prohibited from transporting students using their personal vehicles.


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b. District Van – i. The District’s Van can only be used when traveling outside of the 4 county

areas (Starr, Willacy, Hidalgo, and Cameron). c. Vehicle Rental –

i. If a vehicle rental is needed, use approved vendors if possible, i.e., Enterprise, etc. They will accept our purchase orders if traveling within the State of Texas. If traveling outside of these boundaries and a vehicle rental is required, the employee will be responsible to pay for the rental and be reimbursed after the trip. Receipt is required.

ii.Not all vehicle rental agencies accept the District’s Tax Exempt Certificate. Therefore, verify that the vehicle rental agency selected will honor the District’s Tax Exempt Certificate prior to traveling. Accounts Payable Department will not reimburse unauthorized taxes.

iii.Fuel charges are reimbursable with original gas receipt or payable with District’s gas credit card. District’s gas credit card must be requested from the Business Office with an approved Purchase Order.

iv.When traveling on District-related business, all District employees shall follow the guidelines listed below.

- Rental agreement must include provision for a collision damage waiver or loss damage waiver. Personal effects are not covered.

- Collision damage waiver or loss damage waiver should include acts of God (hailstorms, etc.).

- List or name the District on the rental agreement. - Personal auto liability insurance and driver’s license must be

current. - Keep vehicle keys in your possession at all times. - The number of passengers must not exceed the designed

capacity of the vehicle. - Each passenger must be secured by a safety belt. Failure to comply with these procedures may result in assignment of total liability to the employee’s personal auto insurance policy in the event of an accident.

d. Airline – Before calling, be sure to have a purchase order number. Payment is required within 10 days. (Shands-Brooks Travel)

e. Shuttle, Taxi, and Parking Fees are on a reimbursement basis. Remember to keep all of these receipts, since they are required for reimbursement. The actual amount spent is notated on the Meals and Mileage Reimbursement Form.

7. Registration/Admission Fees:

a. A copy of the conference agenda or registration is required to be attached to the Travel Request Form.

8. The requisition should not be entered until all authorized individuals have approved the Travel Request Form. The requisition needs to include the following information:


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a. Employee Name b. Title c. Conference Name d. Dates of Conference e. Location of Conference

9. If the employee did not attend the conference for an unexcused reason, all payments need to be reimbursed to the District.

10. For any cancelled trips, a memo signed by employee’s immediate supervisor must be submitted to Accounts Payable Department for audit documentation. If cancelled travel is unexplained/unexcused, employee is personally responsible for reimbursing District for any payments made related to employee’s travel.

Recap:

Meals – maximum of $36 per day ($7 breakfast, $9 lunch, and $20 dinner) Lodging – GSA rates Mileage - .535¢ per mile Out of State travel – GSA rates, for per diem rates. Gratuity (tips) are not reimbursable


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How to Enter Travel on the TxEIS Requisition Screen Once you have received the approved Travel Authorization Form back, enter the requisitions on the TxEIS system. Follow the below guidelines which are specific for Travel.

1. Requisition for meals, mileage, shuttle, and taxi are payable to employee: a. Name of employee (No Nicknames) b. Employee title c. Conference name d. Dates of travel e. Location f. Map Quest required

2. Requisition for Hotel (payable to the hotel):

a. Name of employee (No Nicknames) b. Employee title c. Conference name d. Dates of travel e. Location

3. Requisition for Vehicle Rental (payable to the rental agency):

a. Name of employee(s)/non-employees traveling (No Nicknames) b. Employee title c. Conference name d. Dates of travel e. Location

4. Requisition for registration fee (payable to the vendor):

a. Name of employee(s), non-employee(s) or number of students @ $____ b. Employee title c. Conference name d. Dates of conference e. Location


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How to Submit the Travel Purchase Order for Payment

1. The following items need to be attached to the Purchase Order(s) for employee and/or non-employee travel payments.

a. The approved Travel Authorization Form

b. A copy of the conference agenda/registration form and receipt

c. Original invoice from travel agency d. Original invoice from car rental

2. The following items need to be attached to the Purchase Order(s) for employee

meals and mileage reimbursement.

a. The Meals and Mileage Reimbursement Form

b. Receipts for applicable expenses such as shuttle, parking fees, hotel, etc.

c. A copy of the original approved Travel Authorizzation Form. d. Map Quest required.

NOTE: Allow sufficient time for purchase order and payment processing (3-5 days). See payment schedule.

All receipts must be turned in to the Finance Department within 5 days. Employees must also sign the certification form, upon receipt of travel advance, stating funds are for School Business travel.

Student Travel 2017 - 2018

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Student Travel


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Procedures for Student Travel Request

PURPOSE The purpose of these procedures is to provide guidelines for student trips and to identify the general process to be followed for review and approval of trip requests. These guidelines must comply with the District’s policy with respect to the student code of conduct. Consequences for serious infractions of the rules should be specified and clarified before any trip takes place.

GENERAL STATEMENT OF POLICY It is the general expectation that all student trips will be well-planned, conducted in an orderly manner and safe environment, and will relate directly to the objectives of the class or activity for which the trip is requested. Student trips will be categorized within 4 general areas: 1. An instructional field trip is a planned visit outside the school taken by students,

under the supervision of a teacher or other school official, to enrich and extend the classroom instructional program.

A. General Guidelines

Field trips should be designed to enhance the curriculum. They extend the classroom lesson into a real world application. Therefore, every field trip must have a structured lesson plan with the identified Texas Essential Knowledge and Skills (TEKS) to be taught. As such, every student should be allowed to participate and not be left behind, i.e., discipline, attendance, etc. Since every student in the class is allowed to participate on instructional field trips, a student who misbehaves during the school year should be reprimanded in an appropriate manner other than non-participation on the instructional field trip. If the misbehavior is such that it might happen on the field trip destination(s) the student’s parent will be required to come on the trip as a volunteer to supervise the child. Ultimately, since the parent has been notified of his/her required attendance, it is the parent’s decision whether or not to have the child participate. If the parent does not have personal transportation, the parent will be asked to ride on the school’s bus as a volunteer chaperone, helping to supervise his/her own child.

B.

Approval The Field Trip Proposal, Travel Request, Itinerary and Bus Request Forms for an instructional trip must be submitted by the teacher to the Campus Principal.

Student Meals: In-Valley Meals $7.00 Out of Valley Meals $25.00/day


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The Campus Principal will review for approval. The approved request shall be forwarded to the Executive Director for Curriculum and Instruction. No fieldtrips shall be scheduled on the day or evening immediately preceding the day on which the administration of the statewide student assessment program is scheduled for grades 3-11.

2. An extra-curricular field trip is travel outside the school taken by students, under

the supervision of a teacher or other school official, in support of academic/athletic teams, performing groups, or other extra-curricular activities sanctioned by UIL regulations, the Board of Education or an organization recognized by the Board of Trustees. A. General Guidelines

Extra-curricular activities are activities sponsored by the University Interscholastic League (UIL), the District Board of Trustees, or an organization recognized by the Board of Trustees. These activities are not necessarily directly related to instruction of the Texas Essential Knowledge and Skills (TEKS) but may have an indirect relation to some areas of the curriculum. Examples of other extra-curricular organizations include, but are not limited to, FFA activities, cheerleaders, student council, drill/dance teams, TMSCA and university trips.

B. Approval Any extra-curricular field trips requested by a teacher or activity sponsor must have the approval of the Campus Principal. After approval is granted, the Field Trip Proposal, Travel Request, Itinerary and Bus Request Forms for an extra-curricular trip must be submitted by the teacher to the Campus Principal. The Campus Principal will review for approval. The approved request shall be forwarded to the Superintendent.

A. General Guidelines

Secondary school organizations traveling to perform out of the area and/or out of State are ambassadors representing our programs, communities, and District. These students should represent the best that the District has to offer as they perform in their respective fields. They should embody high standards of performance and behavior as our representatives. With this in mind, the following guidelines should be used in selecting venues and activities for the secondary organizations that travel.

1) A trip should be educational in nature and performance-oriented. The trip should also include some cultural and social benefits to those students involved.


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2) Performances should be in conjunction with a festival and/or an invitation. A tour company may be used with the planning, scheduling, and reservations.

In addition to the above considerations, each organization should have its own policies for travel, consistent with District policies/procedures.

1) An organization/student clubs should have a handbook with a set of rules

for travel. These rules should comply with the District’s policy dealing with the student code of conduct. Consequences for serious infractions of the rules should be specified and clarified before any trip is taken.

2) Students participating in a trip need to be made aware of the rules. Each student and his/her parent should sign the student conduct agreement form stating that they have read and understood the organization’s rules and the consequences of not following those rules.

3) Sponsors should be made aware of their duties to monitor and help the

students. Activities should be planned in order to keep the students busy, active, and entertained. Good security, supervision, and safety should be considered when selecting places to visit.

4) Some examples are:

- malls - theme parks - museums - theaters

B. Preliminary Approval Invitations or plans for extended field trips with student groups shall be discussed first with the Campus Principal.

1) Students shall not be involved in making formal travel plans for extended

field trips until the request has been approved by the Campus Principal. 2) The request shall include information on cost, destination, and days away

from school.

3) If using a charter bus or travel service, insurance coverage must be specified in the travel plan/package.

C. Final Approval

After securing preliminary approval and determination that the proposed trip is feasible, the teacher/sponsor, band director and athletic director, submits the Field Trip Proposal, Travel Request, Itinerary and Bus Request Forms to the Campus Principal. The Campus Principal will review for approval.


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The approved request shall be forwarded to the Superintendent for final approval. All out-of-state travel must be submitted to the Superintendent one month in advance to be approved by the Board of Trustees. Parents shall be made aware of plans as soon as possible following final approval.

TRAVEL ARRANGEMENTS 1. Travel arrangements are made by the teacher/sponsor, band director, and athletic

director. 2. All District travel is processed using the online PO system.

3. Only sites indicated on the request will be visited.

4. A detailed itinerary must be prepared for both students and parents.

5. A roster of student names, address, and telephone number of parents must be attached to the request and available to the sponsor.

6. Chaperones shall be selected by and are under the supervision of the

teacher/sponsor.

a. A background check is required at the campus level.

b. Chaperones should travel to and from the destination with the group unless medically unable to do so.

c. Chaperones must sign a Release of Claims and Hold Harmless Agreement

before travel. This agreement must be submitted as an attachment to the travel request form to Accounts Payable Department.

d. The number of chaperones and sponsors shall be determined by the number,

ages, and gender of the students and the nature of the trip. The following is required:

e. The District will not pay for any chaperones in excess to the above numbers.

Secondary: A minimum of 1 sponsor per 10 students. Elementary: A minimum of 1 sponsor per 8 students.


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7. Reasonable accommodation for students with disabilities shall be provided. 8. Medication requirements and a medical kit must be available for the trip.

9. Each participating student shall obtain travel authorization signed by a parent or

guardian. Students who have not submitted written and notarized permission forms will not be allowed to take the trip.

10. If appropriate, cafeteria lunch and other snacks need to be ordered 5 days in advance

(not applicable to Saturday only reward trips).

11. When traveling with students, meals are advanced to employees, non-employees and students. If providing cash to the students for meals, the advanced meal allowance amount for Valley trips is up to $7.00 per student/employee/non-employee. If the trip is out-of–Valley, the Campus Principal/Director, as recommended by sponsor, is to decide the meal allowance amount not to exceed the $25.00 full day meal allowance. To receive a meal allowance the following criteria must be met: - Breakfast Allowance - must leave Hidalgo before 7:00 am. For return trip -

must arrive in Hidalgo after 10:00 am.

- Lunch Allowance - must leave Hidalgo before 12:00 pm. For return trip - must arrive in Hidalgo after 2:00 pm.

- Dinner Allowance - must leave Hidalgo before 6:00 pm. For return trip - must arrive in Hidalgo after 7:00 pm.

If sponsor pays for the meal as a group, a meal receipt is required. If meal allowance is given to individual students, a list of students signing that they received their meal allowance is required. This list and/or meal receipt must be submitted to Accounts Payable Department upon return.

12. A concerted effort shall be made to use District school buses to transport students on field trips. Since district buses must first serve regular routes, trips may only be scheduled between 8:30 am – 2:30 pm. Buses must be back at the campus by 2:30 pm.

13. Once approved the bus request will be submitted to the Transportation Department

for scheduling of buses with an approved Purchase order. The Transportation Department requires notice two weeks before the trip in order to confirm or deny buses. They will in turn provide a confirmation number if approved.

14. Bus driver meals must be included on travel request.


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15. If trip length is more than 11 hours, lodging must be provided for driver or have 2 drivers available. Ensure hotel accepts District’s checks, some do not, especially if they are out-of-state.

16. Bus drivers will strictly adhere to the submitted itinerary. No deviations are

permitted.

17. If cancelling an approved trip, Transportation Department needs to be notified via e-mail at least 1 day in advance for local trips and 3 days in advance for out of Valley/out of State trips. If a Saturday or Sunday trip was not cancelled within the allotted times, Transportation Department will charge your campus any actual costs associated with the cancelled trip. Actual cost may include bus driver’s time and mileage to and from the campus.

18. The amount spent on lodging must not exceed the State’s $95 hotel limit plus tax

per person. The District does not pay any state taxes for any hotels in the State of Texas. The District pays hotel occupancy tax, which is the city tax.

19. If using a charter bus for transportation, the charter bus contract, Texas Department

of Transportation document, insurance, and the approved Travel Request Form needs to be submitted to the Finance Department for approval prior to requisition submission.

20. If using air transportation, call the airline only after receiving an approved Purchase

Order, to make the reservations.

21. The requisition cannot be entered until all authorized individuals have approved the Travel Authorization Form. The requisition needs to include the following information:

a. Employee Name (No Nicknames) b. Title c. Conference Name and Number d. Dates of Conference e. Location of Conference f. Number of Students and Names of Non-Employees.

FINANCES Instructional field trips will be funded by the campus instructional funds. Extra-curricular field trips will be funded by the campus’ general fund and/or student activity funds. Fees collected from students are to be submitted to the campus secretary and deposited into the campus activity fund.


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All extended field trips will be considered extra-curricular in nature and will be processed through general fund (1XX) and federal fund (2XX-4XX) accounts. Fees may be collected from students. Alternative sources of funding shall be identified (fund-raising, donations, etc.) All plans to raise funds must have the approval of the Campus Principal and Chief Financial Officer. Reward field trips will be funded out of the general fund (1XX), federal fund (2XX-4XX) accounts and ADA awards funds. Fees may be collected from students. All expenditures must be processed through a purchase order. STUDENT CONDUCT The Student Code of Conduct shall apply on all types of field trips. Special rules for specific field trips will be established by the teacher. Students and parents will be held accountable for following these rules.

1. Special rules for the specific field trip will be established by the teacher/sponsor in

the form of a student conduct agreement that reflects the unique nature of the trip. Students and parents will sign the agreement which stipulates the special rules and hold students accountable for following the rules and the District’s student code of conduct. The teacher/sponsor leading the trip will inform official chaperones and all other adults accompanying the traveling group of the rules of conduct, and these people will be responsible for enforcing all rules of conduct.

2. Participants who violate the Student Conduct Agreement or District policies/regulations may be sent home from the field trip at parent’s expense.


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How to Enter Travel on the TxEIS Requisition Screen Once you have received the approved Travel Authorization Form back, enter the requisitions on the TxEIS System and follow these guidelines.

5. Requisition for meals, shuttle, and taxi are payable to the employee: a. Name of employee (No nicknames) b. Employee title c. Conference name d. Dates of travel e. Location f. Map Quest

6. Requisition for Hotel (payable to the hotel): a. Name of employee (No nicknames) b. Employee title c. Conference name d. Dates of travel e. Location

7. Requisition for Charter Bus: a. Contract for charter bus must have prior approval by Business Office. b. Number of buses @ $_______ c. Dates of travel d. Conference name e. Location f. Upload the Approved Travel Request Form to TxEIs and forward the

originals to Accounts Payable 8. Requisition for Vehicle Rental (payable to the rental agency):

a. Name of employee(s) / non-employees traveling (No nicknames) b. Employee title c. Conference name d. Dates of travel e. Location

9. Requisition for Registration Fee: a. Name of employee(s), non-employee(s) or number of students @ $____ b. Employee title c. Conference name d. Dates of conference e. Location


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How to Submit the Travel Purchase Order for Payment

3. The following items need to be attached to the Purchase Order(s) for sponsor with student travel payments.

a. The approved Travel Authorization Form, b. A list of students/non-employees/employees, c. Charter bus contract with invoice (only with charter bus Purchase

Order), if applicable, d. Release of Claims and Hold Harmless Agreement (chaperone liability

form) if non-employees are included with travel. e. Registration Form

NOTE: Allow sufficient time for purchase order and payment processing.

Child Nutrition 2017 - 2018

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Child Nutrition

Cash Management 2017 - 2018

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Procedures for Catering Events/Items for Sale

1. Please contact the Child Nutrition Director for pricing to catering

2. Elementary campuses cannot sell competitive foods during the school day. Sales of food can be made 30 minutes after the official end of the school day.

3. The junior high may sell 30 minutes after the meal service period. Snacks/food must be in compliance with food nutrition standards. The campus has selected to sell food items after school and not during the school day.

4. The high school can sell after the meal service period and outside of the child nutrition service area. Snacks/food must be in compliance with the food nutrition standards. You may call Child Nutrition at 843-4474 for guidance.

5. See attached forms


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Cash Management


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The finance department oversees cash and cash flow management. The following are the steps used to track cash, cash flow needs, and drawdowns of federal funds. Accountant

1. Prepare a cash flow statement and revise as changes occur. 2. On a daily basis, run a printout from the general ledger. 3. Determine if excess cash can be invested. 4. Ask depository for quotes on certificates of deposit. 5. Accountant makes a recommendation.

CFO

6. CFO approves recommendation, invest funds and writes memo. 7. Superintendent receives copy of investment request memo.

Draw-Downs On the 26th of each month, print the summary of expenditures by federal fund number, print the drawdown schedule and put in binder. For quarterly reports, refer to the latest drawdown to verify the amount of expenditures and certify the report. Print a copy of the submitted report. Maintain accounting files for seven years.

Receipting Procedures The finance department accounts payable clerk opens the mail and receives any checks in the mail. The accounts payable clerk makes a copy of the check and logs the check in the daily cash receipt log. The check is then given to the accounts receivable/insurance specialist who codes the check, records it on the general ledger and prepares the daily deposit. The accountant reviews the bank deposit and takes the funds to the bank.

Receipting of Tuition The department of assessment will start the procedure to accept a new transfer or student from out of the country status who pays tuition. The superintendent’s office accepts and signs the form after the finance department prepares a receipt. The Chief Financial Officer signs the form and writes in the amount of funds received. This form is returned to the superintendent’s office for final signature. The accounts receivable clerk/insurance specialist prepares the daily receipt for tuition, maintains a ledger of balances owed from the students and sends this list to the department of assessment. Tuition is collected from parents for U.S. born students living in Mexico and attending Hidalgo ISD. All students must be cleared for attendance by Ms. Brenda De Hoyos,


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Hidalgo Academy Principal and the Superintendent. The Finance Department collects tuition funds and issues receipts to parents. The Chief Financial Officer signs the tuition transfer form including payment received and date. The tuition is $5,500 a year payable in two installments: August and January. Receipting from departments Cash or checks brought in from other departments are received by the accounts payable clerk who issues a receipt and codes the deposit. The funds are deposited daily. The accountant reviews the deposit and the cash receipt journal to ensure that all funds have been posted correctly. Stale date checks procedure

1. At least semi-annually, the accountant reviews the current month outstanding check register for stale dated checks

2. The accountant identifies checks with an issue date of six (6) months or older. 3. The accountant verifies in the banks online banking program that the stale dated

checks have not been paid. 4. For checks equal to or greater than $500:

a. The accounts payable specialist reviews the documentation for confirm address and contact information

b. Vendors and amounts are reviewed with the accounts payable specialist who may contact vendor directly, or

c. The accountant contacts vendor via email or certified letter directing them to contact the accounts payable specialist regarding check replacement.

d. The accounts payable voids checks to be reissued in TxEIS and the accountant cancels the checks on the banks online banking program.

e. The accounts payable specialist processes invoices for checks to be reissued and checks is mailed to vendor.

5. For checks less than $500: a. No follow-up is initiated; the check is voided and kept on voided list for

future reference. Any presentations for reissue will be checked against the list and reissued out of stale checks payable account.

6. For all checks not to be reissued: a. The accountant cancels checks on the banks online banking program b. The accountant records checks as stale dated in TxEIS c. The accountant prepares a journal entry to record the stale dated checks d. The accountant gives the journal entry and the itemized list of checks stale

dated to the Chief Financial Officer e. The journal entry is reviewed and approved by the Chief Financial Officer

and given to the accounts payable clerk for posting into TxEIS.

TEA Expenditure

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TEA Expenditure

TEA Expenditure

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Forms

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HIDALGO I. S. D. MONTHLY PAYDAY CALENDAR

2017 - 2018

Friday, September 25, 2017

Tuesday, October 25, 2017

Thursday, November 16, 2017

Tuesday, December 21, 2017

Friday, January 24, 2018

Friday, February 23, 2018

Friday, March 23, 2018

Friday, April 25, 2018

Thursday, May 25, 2018

Friday, June 22, 2018

Tuesday, July 25, 2018

Friday, August 24, 2018

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HIDALGO INDEPENDENT SCHOOL DISTRICT BI-WEEKLY PAY CALENDAR

2017 - 2018

Friday, September 08, 2017 Friday, September 22, 2017 Friday, October 06, 2017 Friday, October 20, 2017 Friday, November 03, 2017 Friday, November 17, 2017 Friday, December 01, 2017 Friday, December 15, 2017 Friday, December 29, 2017 Friday, January 12, 2018 Friday, January 26, 2018 Friday, February 09, 2018 Friday, February 23, 2018

Friday, March 09, 2018 Friday, March 23, 2018 Friday, April 06, 2018 Friday, April 20, 2018 Friday, May 04, 2018 Friday, May 18, 2018 Friday, June 01, 2018 Friday, June 15, 2018 Friday, June 29, 2018 Friday, July 13, 2018 Friday, July 27, 2018 Friday, August 10, 2018 Friday, August 24, 2018

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HIDALGO ISD

ACCOUNTS PAYABLE CALENDAR

2017 - 2018

Monday - September 11, 2017 Monday - September 25, 2017

Tuesday - October 10, 2017 Monday - October 23, 2017

Friday - November 10, 2017 Monday - November 27, 2017

Tuesday - December 12, 2017 Thursday - December 21, 2017

Monday - January 8, 2018 Friday - January 26, 2018

Friday - February 9, 2018 Monday - February 26, 2018

Friday - March 9, 2018 Friday - March 23, 2018

Monday - April 9, 2018 Monday - April 23, 2018

Friday - May 11, 2018 Friday - May 25, 2018

Friday - June 8, 2018 Monday - June 25, 2018

Monday - July 9, 2018 Monday - July 23, 2018

Friday - August 10, 2018 Friday - August 24, 2018

NOTE: Back up is needed three (3) days prior to the check run.

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Purchase Requisition Vendor: _____________________________________________ ________________________________________________ Name of Vendor Date _____________________________________________ ________________________________________________ Address Name of Person Requesting _____________________________________________ ________________________________________________ City State Zip Code Purchase Requisition Number _____________________________________________ ________________________________________________ Phone # Budget Account _____________________________________________ ________________________________________________ Fax # Budget Account

Requested By:____________________________________________________ Date:_______________________ Department Head Approval:_________________________________________ Date:_______________________ Approved by:_____________________________________________________ Date:_______________________

Qty. Pg. #

Item # Description Unit Price: Total Amount:

Sub Total:

$

S & H:

$

TOTAL:

$

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AUTHORIZATION FOR NEW VENDOR Hidalgo Independent School District

VENDOR NAME:

DBA COMPANY NAME:

CONTACT PERSON: TEL NO.

VENDOR ADDRESS

ORDER ADDRESS REMITTANCE ADDRESS

Address Address

City City

Tel# Tel#

Fax# Fax#

VENDOR STATUS Materials/Supplies Contract Services / Labor

1099 Eligible: NO 1099 Eligible: YES

FED ID# SS# FED ID# SS#

DATE W-9 WAS RECEIVED:

After (Campus Principal/Dept Head) has filled out, signed and dated the application, submit to Purchasing Dept.

Requested By: Date:

Submitted by: Campus: Department:

Purchasing Department

The information above has been reviewed by propriety and authorization has been given to issue a vendor number.

Approved By: Date:

Purchasing Director Vendor Number Issued: Date Issued:

* For questions when filling out this form, call Diana in Finance Dept. at 956-843-4412 Revised 2/17/15

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HIDALGO ISD FINANCE DEPARTMENT

2017 - 2018

Finance Procedure Manual 2017 - 2018 · 2018-05-07 · )lqdqfldo *xlgholqhv 3djh _ 3d\uroo $oo...

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Transcript of Finance Procedure Manual 2017 - 2018 · 2018-05-07 · )lqdqfldo *xlgholqhv 3djh _ 3d\uroo $oo...