ALVIN ISDCoaches In-

Service, 2013

Business Office Procedures

PURCHASESO Purchase Orders (P.O.’s) MUST be used

for all District purchases of supplies, services, food, etc…

O Examples:O Office SuppliesO Repairs of EquipmentO Maintenance of EquipmentO FurnitureO Food for Meetings

O Policy CH (Local)

DO NOT pick up the phone to order supplies, food, equipment, etc… If ordering by phone have P.O. in hand.

Purchasing Violation Form

O Notice of Failure to Comply with the District’s Purchasing Policies

O Only 5 Warnings – 5th goes to CabinetO Violation Examples:

1. Purchases without a purchase order2. Purchase order dated after the Invoice

date3. Supplies delivered to non Alvin ISD

addresses

Failure to Comply Form

TRAVELORequires GREEN Travel FormOUses of Form: Advance for approved trip (when including

student meals )

Approval for Out-of-District trips (Region IV area)

Reimbursement after tripO Meals, tolls, parkingO Mileage (must include a printed mapquest sheet)

In-District monthly travel

Overnight Travel

Travel with Students

Travel (cont’d)

Name

Date

Vendor Number O not employee ID#O Secretary gets # from

Purchasing dept

Signature if requesting Advance

Time of Departure

Time of Return

Purpose and Location of Activity

Approvals

Important Information on Form:Important Information on Form:

TRAVEL (cont’d)O Allow at least 2 weeks for the

paperwork to be approved and given to the business office for payment.

Required ApprovalsOvernight & In District Travel

O Athletic DirectorO Business Office

Out-of-StateO Athletic DirectorO SuperintendentO Business Office

Changes in Advance Procedures:

Meal Advances will only be issued for coaches & students when traveling together.

No other types of Advances will be issued.

Travel reimbursements (meals, mileage, parking) will now be issued as a Direct Deposit after the trip has occurred.

Travel (cont’d)

Travel (cont’d)O Travel Allowance – $.55 cents/mile O Meal Allotment - Overnight stay only Adults : Breakfast $9.00 Lunch $11.00 Dinner $16.00 Employee breakfasts will no longer be

reimbursed for the first day of travel. Students: Breakfast $6.00

Lunch $8.00 Dinner $11.00Remember: When staying overnight, the

hotel receipt must be attached to green form in order to get the

meal reimbursement.

$36

$25

CA$H PROCEDURESO Issue receipts – only from District Issued

receipt booksO All funds collected must be depositedO Turn in Money frequently for Deposits

O At least once a weekO Daily if during fundraiser

O Money should be secured-Lock Bag/Drawer

O Do not leave money in offices over week-end or holidays.(Except Seed Money)

O Never alter funds receivedO NSF Checks – Envision 1-877-290-5460O District student insurance fees

Athletic CampsO Fees paid for athletic camps cannot be paid

directly to the person running the camp.O Checks must be made out to Alvin ISD.O All funds collected for Athletic Camps must

be deposited into an activity account.O All expenditures for the camp will be paid

from the same activity account.O Mandatory meeting in Spring with Facilities

Dept. to coordinate summer camps.

BOOSTER CLUBSO Formed to help teams via fundraisingO Keep arms length when helpingO Do not use school time to handle Booster

Club fundraisers

MANUALSO Business Office Procedures ManualO Activity ManualO Booster Club Manual

The Business Office Procedures manual and the Activity Manual can be found on the Document Cloud under the Business folder under Manuals

Booster Club manual is located in the Business Office department, under the Business Documents under the file Booster Club Manual

All manuals have been updated

QUESTIONS COMMENTSCONCERNS THANK YOU!