Elgin Independent School District

Business Office Procedures Manual

2014-2015

Updated 2/2/2015

PREFACE

The handbook serves as a reference manual for administrators, directors, supervisors, secretaries and other staff members with budgetary and/or financial responsibilities. These business procedures are published in an effort to insure the district’s compliance with Board policy and generally accepted accounting principles. If a conflict exists between Board Policy and these procedures, Board Policy will prevail.

TABLE OF CONTENTS PURCHASING Purchasing Goals and Objectives 1 Purchasing Authority 1 Purchasing Responsibility 1 How to Purchase Goods or Services in Elgin ISD 1 Exemptions from Competitive Procurement 3 Consulting/Contracting Services Agreements 5 Emergency Purchases 5 Purchase Order Procedures 5 Receiving 6 Budget Amendment Procedures 7 Contract Execution Authority 7

Invoice Approval Procedures 7 Fixed Asset Inventory Control 7 TRAVEL PROCEDURES Approval for Travel 8 Reimbursement Procedures 8 Mileage 9 Meals – Employee 9 Meals – Student 9

Lodging 10 Parking/Public Transportation 10 Airfare 10 Out of State Travel 10

Unallowable Expenses 10 Federally Funded Travel 11 Use of School Vehicles 11 Student Group Travel 11 PAYROLL AND BENEFITS

Salaries, Wages, and Extra-Duty Pay 12 Wage Statements 12 Direct Deposit 12 Overtime Compensation 13 Tuition – Children of Nonresident Employees 13 Health Insurance 13 Supplemental Insurance Benefits 13 Cafeteria Plan Benefits (Section 125) 13 Worker’s Compensation Insurance 13 Teacher Retirement 13 Time Sheets 14 Time & Effort Reporting for Federal Grants 14

STATE SALES TAX GUIDELINES Overview 15

RECORDS RETENTION PROCEDURES 16

COMMUNITY USE OF SCHOOL FACILITIES

Overview 17 Facilities Use Process 17 Request for Use of Facilities 17

PROPERTY, VEHICLE, AND GENERAL LIABILITY INSURANCE CLAIMS

Property Damage to Buildings/Facilities 18 Vehicle Damage 18 General Liability Claims 18

APPENDIX Bid Quotation Record 19 Inter-Term Vendor Approval Form 20 Confirmation of Sole Source Compliance by Vendor Form 21 Consulting/Contracting Services Agreement Form 22 Budget Code Structure 31 Accounting Code Overview 37 Accounts Payable Deadline 38 Fixed Asset Inventory Control Form 39 Travel Reimbursement Request Form 40 Texas Hotel Occupancy Tax Exemption Certificate 41 Request for Payroll Supplement 43 Athletic Duty Sheet 44 Employee Schedule and Certification Substitute System (Sample) 45 Employee Schedule and Certification Substitute System (Blank) 47 Semiannual Personnel Certification Program 50 Employer’s First Report of Injury or Illness 51 Employee Acknowledgment of the Alliance Direct Contracting Program 54 Employee Notice of Alliance Requirements 57 Form to Elect Leave Benefits with Workers’ Compensation 58 Request to Move Records to Storage 59 Request to Destroy Records 60 Inter-District Facility Request Form 61 Request for Use of Facilities Form 62

PURCHASING

Purchasing Goals and Objectives As a public entity, Elgin ISD must make its purchases within relevant statutes and policies. Although bound by these constraints, the District’s objective is to purchase the best products, materials, and services at the lowest practical prices. The District’s policies and procedures pertaining to purchasing are derived from State law. Statute and District policy requirements outline how school districts procure goods and services, the types of competitive processes that must be used, and the exceptions to these requirements. The Elgin ISD Business Office facilitates the adherence to applicable statue and policy requirements and application of efficient and effective procurement processes by: Monitoring purchases from a district-wide perspective to ensure adherence to Statute and District

policy requirements. Establishing bids and contracts to cover repetitive procurement of goods and services. Processing purchase requests and issuing purchase orders to vendors in a timely manner. Issuing all formal bid requests, facilitating the selection of vendors, and negotiating and

establishing bids and other contract terms, conditions and delivery. Purchasing Authority Elgin ISD board policy CH Local, delegates to the Superintendent or designee the authority to make budgeted purchases for goods or services. However, any single, budgeted purchase of goods or services that exceeds $50,000 shall require Board approval before a transaction may take place.

Purchasing Responsibility Each year principals, department heads, site based committees, and program administrators assist in developing the budget, which is reviewed and approved by the Board of Trustees. Administrative Officers have the authority to approve and authorize requisitions of those items for which funds have been appropriated in the official budget. Principals and directors are accountable and responsible for operating within their approved budgets. One of the more important areas of responsibility in administration is the development and oversight of the budget. It is of utmost importance, in handling of budgeted funds, that all financial transactions be conducted within accepted procedures.

How to Purchase Goods or Services in Elgin ISD The following guidelines are established based on State of Texas statutes, and District policies CH (Legal) and CH (Local). These requirements are to assist District personnel in making purchases using District funds.

Legal Points to Remember: It is important to remember that individual schools and departments are not separate legal entities. When determining what sort of competitive process will be required for the purchase of quantities of an item or a category of similar items, the entire District’s purchases must be considered. Generally speaking, the aggregate purchases of a particular category of related items such as office supplies, athletic supplies or instructional supplies must be submitted to competitive bidding when the aggregate purchase will total $50,000 or more over a twelve month period. For example, if the total purchases of office supplies made by all departments and campuses in the

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district over a twelve month period will amount to $50,000 or more, those office supplies must be submitted to competition as required by the Texas Education Code. The Texas Education Code provides for criminal penalties for persons who intentionally circumvent the purchasing law by making split, separate, sequential, or component purchases to avoid the requirement of the law. The Elgin ISD Business Office can provide purchasing guidance – both legally and procedurally for assistance in bid preparation, quotes, RFP’s, help with specifications, assistance in the use of TXEIS or as your liaison with our vendor community. To make a purchase, the end user should follow the steps below until the item or service can be procured: Step 1: Is the item or service available through an Elgin ISD contract? The Business Office will be establishing a large variety of annual catalog bids covering the products and services required by campuses and departments. All relevant statute and policy requirements will have been met by the Elgin ISD Business Office in establishing these bids/contracts. Purchases can be made utilizing a purchase requisition. Three contract types are primarily used:

Discount from Catalog (e.g. Office Supplies) Line Item Pricing (e.g. A/V Equipment, Toner, Plumbing parts, etc.) Service Contracts

Step 2: Is the item or service available from a vendor on one of Elgin ISD’s approved cooperatives? Purchasing Cooperatives bid out items according to the same statutes that school districts must follow. Cooperatives serve a function within school districts by providing a more convenient way of procuring items needed by school district staff. Caution should be used as pricing advertised on various cooperatives can be slightly higher than locally sourced items or sources. Step 3: Is the item or service available through an interlocal contract? The District has established a number of interlocal agreements with entities that, as allowed by law, can provide items and services for school districts. If the interlocal entity has competitively bid the item or service following the same requirements the District must follow, the item or service may be available through this method. NOTE: The end user must receive approval from the Elgin ISD Business Office prior to any purchases being made via this method regardless of the purchase amount.

Step 4: Is the item or service only available through a sole source provider? For a purchase to meet the requirements of sole source, it must meet the legal and policy requirements. See exemptions from competitive procurement on the next page.

Purchasing Thresholds

Purchases from $0 to $999 The end user shall use established vendors from one of the Elgin ISD bid

vendors or an approved cooperative vendor.

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Purchases from $1,000 to $4,999 The end user is encouraged to secure competition through quotes from a

minimum of three (3) Elgin ISD bid vendors or approved cooperative vendors.

If quotes are secured, all documentation concerning choice of vendor is to be retained by the end user.

Purchases from $5,000 to $49,999

The end user must secure a minimum of three (3) quotes from established Elgin ISD bid vendors or approved cooperative vendors.

All quote documentation (e.g. quotations, supporting spec sheets, etc.) concerning choice of vendor is to be retained by the end user.

End user must provide a bid quote summary to the Elgin ISD business office (see Appendix).

Purchases $50,000 and over

The Elgin ISD Business Office will determine the bid process (CSP, RFP, RFQ) working directly with the campus or department.

Newspaper advertisement is required. Award to be made by best value determination.

Approved Vendors

Through its bidding process and cooperative agreements, Elgin ISD will maintain lists of approved vendors on the District’s Purchasing Department website. Employees should review the vendor lists prior to entering requisitions in order to determine vendor eligibility. Vendors may be added to catalog bids outside of the standard quarterly bid openings (inter-term) as deemed necessary by the Elgin ISD Chief Financial Officer in order to support the needs of the District. Requests to add vendors inter-term should be made by submitting the “Inter-Term Vendor Approval Form” (see Appendix).

Exemptions from Competitive Procurement Sole Source Purchases Elgin ISD maintains a sole source database which is established based on an “as needed” basis. For a product to be considered for purchase under a sole source justification, the Elgin ISD Business Office must first review the request based on the requirements set forth in Texas Education Code 44.031(j) and (k). The vendor must then be approved and added to the Sole Source Vendor List. Care must be taken to avoid making sole source purchases because there is a preference for a particular brand. To be considered, the product must be available from only one source (not provided through distributors or dealers) and meet one of the following descriptions:

an item for which competition is precluded due to the existence of a patent, copyright, secret process, or monopoly;

a film, manuscript, or book; a utility service, including electricity, gas, or water; or a captive replacement part or component for equipment.

Potential Sole Source vendors must submit a “Confirmation of Sole Source Compliance by Vendor” form (see Appendix) and receive approval from the Elgin ISD Business Office prior to doing any business with the District.

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Professional Services Professional Services are the services of members of disciplines requiring special knowledge or attainment and a high order of learning, skill, and intelligence as stated in the Texas Government Code 2254.002 and the Texas Education Code, 44.031(f). Law specifically includes the following service disciplines: Accountant Architect Attorney (TEC) Certified Public Accountant (TEC - added September 2011) Engineer (TEC - added September 2011) Fiscal Agent (TEC) Financial Consultant (optional - TEC) Landscape Architect Land Surveyor Medicine Optometrist Professional Engineer Real Estate Appraiser Professional Nurse Technology Consultant (optional - TEC)

State Law dictates the process of selecting the firm that will perform the professional services. The initial selection is based upon a person or firm's demonstrated competence and qualifications to perform the services. After the District makes its selection, it may then negotiate a contract at a fair and reasonable price. Professional Services should be provided under a formal contract supported by a Purchase Order.

A governmental entity may not select a provider of professional services or award a contract for the services on the basis of pricing or competitive bids. The professional fees under the contract may not exceed any maximum provided by law. State Law prohibits competitive bidding in connection with obtaining professional services. Chapter 2254, Government Code, outlines a specific solicitation process for selection of professional services using a two-step procurement process.

Step 1: The first step involves issuance of a Request for Qualifications ("RFQ"). Once the RFQ is received and opened, selection is based upon an evaluation of the demonstrated competence and qualifications of the person or firm. Step 2: After the District determines the single, most qualified firm using an evaluation process in Step 1, the District is to negotiate a contract at a fair and reasonable price.

Agreements for professional services are normally established for a year. Agreements can be renewed or contracted on a multi-year basis as long as the contract terms contain an annual funding-out clause for budgetary purposes.

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http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2254.htm%232254.002http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.44.htm%2344.031

Consulting/Contracting Services Agreement Form A consulting/contracting services agreement form (see Appendix) is needed for any services rendered that are not covered by a formal contract such as professional services. Examples such as band and dance consultants, speakers, and others will be required to complete the form. It includes payment details, scope of work, criminal background check information, a conflict of interest questionnaire and a W-9. All information must be completed and approved by the Business Office before vendor can be contracted with. Emergency Purchases If school equipment, a school facility, or a portion of a school facility is destroyed, severely damaged, or experiences a major unforeseen operational or structural failure, and the Board of Trustees determines that the delay posed by the contract methods required by statute would prevent or substantially impair the conduct of classes or other essential school activities, then contracts for the replacement or repair of the equipment, school facility, or portion of the school facility may be made by a method other than the methods required by TEC 44.031 or Government Code 2269. Emergency expenditures must be taken to the Board at the next scheduled Board meeting. Purchase Order Procedures Elgin ISD requires Purchase Orders for any good or service purchased with district funds. A purchase order is a binding commitment for the District to remit payment to the vendor after the items or services have been delivered. No goods or services are to be ordered or services rendered without an approved Purchase Order. Individuals who place an order without an approved Purchase Order may be personally responsible for payment of the invoice.

Requisition: A requisition is generated by the campus or department requesting the goods or

services. Requisitions should include detailed information about the item or service being requested, the quantity needed, and the correct budget code.

Requisition Budget Coding: Proper budget coding is essential to the financial management of the District. Care should be exercised in coding requisitions accurately, and if there is any question about proper coding, the Business Office should be contacted. Please see the appendix for the following budget code reference forms:

o Accounting Code Overview o Budget Code Structure (a detailed breakdown of the 20 digit budget code structure)

Approval: Once entered, the principal or department head must approve the requisition before it is electronically routed to the Business Office for final approval. The following items should be present on the requisition before final approval will be completed:

o Quantity of goods o Budget code/s o Price (per unit of measure and total) o Discounts o Freight terms o Delivery destination

Requisition routing: Upon entry in TXEIS, requisitions are routed through an approval chain before becoming a purchase order. The approval chain is as follows:

o Principal/Dept. Head o Student Activity Fund Specialist in Business Office

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o Technology Department if technology related o State Program Administrator if state program related o Accounting Coordinator o Purchasing Director o Chief Financial Officer ($5,000 and greater)

Use of Purchase Order: After approval by the designated authority, a Purchase Order number is issued and can be sent to the vendor to process the order. A requisition number cannot be used in place of a Purchase Order number.

Once approved, the Purchase Orders will be printed and distributed by the Business Office as follows:

o White Copy ………………..Vendor o Pink Copy ………………..Principal/Director (Receiving Copy) o Canary Copy ………………Business Office o Goldenrod Copy …………..Ordering Department

The school district is tax exempt and is not required to pay sales tax. When placing any order, indicate to the vendor our tax status and tell them we will not pay invoices which show tax due.

Shipping should be designated as F.O.B. (free on board) destination. When a Purchase Order has been open and unpaid for at least 45 days after the delivery date, the

school or department should take action to determine the status of the order. The business office can sometimes assist in dealing with vendors when problems arise. Every effort should be made to promptly close out Purchase Orders and resolve issues. Reorders are not to be placed on the existing Purchase Order. The Business Office should be

notified immediately of shortages or damage. Claims against freight companies or vendors can only be pursued within a very short period of time.

In the event it is necessary to cancel a Purchase Order, the principal/director should advise the Business Office in writing as soon as possible.

Change Orders: The superintendent may authorize change orders on contracts of less than 25% of the bid as long as unencumbered budget appropriations are not exceeded.

Accounts Payable Deadlines Accounts Payable Schedule (see Appendix).

Receiving Generally, orders from most vendors are shipped F.O.B. (free on board) point of origin, i.e., the title is transferred to the buyer at a company manufacturing plant or warehouse when the delivery company picks up the goods. It is our responsibility to file a claim when damage is discovered. When items are received they must be checked for damage. If we store a box for six months and open it and it has damage, the time allotted to submit a valid claim has passed. Freight damage is to be noted on the driver’s receipt before he leaves. If a box has obvious damage, write it down when you sign for it. If concealed damage is later discovered when the package is opened we can process the claim. This must occur within 15 days. Keep damaged goods separated until the vendor or freight company has inspected the merchandise. You cannot reject a shipment unless it is "practically worthless" (cannot be repaired). Get the driver to confirm the obvious damage in writing, and determine that acceptance will not damage your building (i.e., leaking paint). Do not accept deliveries without inspection.

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Once satisfied that shipment is as ordered or when services have been rendered to satisfaction, sign and date (with receipt date) the pink copy of the Purchase Order and return to the Business Office. The Business Office will match this receiving report to the invoice for payment All invoices should be addressed to Elgin ISD, PO Box 351, Elgin, TX 78621. Budget Amendment Procedures Budget amendments must be entered online in TXEIS. Budget amendments between functions require Board approval and are strongly discouraged.

Contract Execution Authority Contracts can only be executed by the Superintendent or his/her designee.

Invoice Approval Procedures For invoices that originate from Purchase Orders done through TXEIS, it is unnecessary for the administrator to sign the invoice because they are in the electronic approval chain. The exceptions to this are if the quantity or amount exceeds the original encumbrance by $100, or if a shipping charge has been added to the original purchase order. In these cases, the administrator must sign on the pink copy of the Purchase Order approving the increase. Fixed Asset Inventory Control Fixed assets management is an accounting process that seeks to track fixed assets for the purposes of financial accounting, preventive maintenance, and theft deterrence. These are items of value that the organization has bought and will use for an extended period of time; fixed assets normally include items such as land and buildings, motor vehicles, furniture, office equipment, computers, fixtures and fittings, and plant and machinery. The Warehouse will place barcodes on inventory items prior to delivery to campuses and departments. Upon receipt of the item by the campus or department, a “Fixed Asset Inventory Control Form” (see Appendix) must be completed, approved and returned to the Business Office.

A “Fixed Asset Inventory Control Form” must also be completed anytime any of the following instances occur concerning a fixed asset inventory item: An inventory item is donated A PTA/Booster Club purchases an inventory item for the campus An inventory item’s location is changed An inventory item is missing

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http://en.wikipedia.org/wiki/Accountinghttp://en.wikipedia.org/wiki/Fixed_assethttp://en.wikipedia.org/wiki/Financial_accountinghttp://en.wikipedia.org/wiki/Preventive_maintenancehttp://en.wikipedia.org/wiki/Thefthttp://en.wikipedia.org/wiki/Estate_in_landhttp://en.wikipedia.org/wiki/Buildinghttp://en.wikipedia.org/wiki/Motor_vehiclehttp://en.wikipedia.org/wiki/Furniturehttp://en.wikipedia.org/wiki/Office_equipmenthttp://en.wikipedia.org/wiki/Computerhttp://en.wikipedia.org/wiki/Machinery

TRAVEL Employees authorized to travel for business and educational purposes on behalf of the District shall be reimbursed for usual and customary travel-related expenses incurred while conducting District business. Expenses are to be within the established District guidelines and will be reimbursed with proper documentation. These travel procedures and guidelines have been established to insure compliance with IRS regulations, applicable state laws, and to set a standard of equitable guidelines for all persons traveling on behalf of the District. The processes established herein have been developed on the premise that employees will use good judgment and prudence in the expenditure of District funds when traveling. Travelers are expected to select the most economical and proactive accommodations, arrangement and services in accordance with the needs of the trip. Approval for Travel Prior approval from Principal/Department Head for all travel including pre-registration fees,

shall be obtained before any expenses are incurred or before any Purchase Orders, commitments, etc., can be made; otherwise no payments/reimbursements will be made.

The Principal/Department Head must ensure sufficient funds are available in the travel budgetary account before travel is approved.

Expenses that can be approved are lodging, meals, transportation, parking, and registration. Purchase Orders should be issued for expenses such as hotel and registration fees to avoid duplicate payments and to ensure funds are available, since costs can be significant.

Out-of-State travel requires Superintendent or designee’s approval prior to travel. Overnight hotel stays are not allowable for Austin, unless with prior approval by Superintendent

or designee. The District will reimburse travel expenditures only AFTER the trip has occurred and original

receipts are turned in with an approved Travel Reimbursement Request Form (see Appendix). Travel reimbursements should be turned in on a monthly basis. (30 days from date of travel)

Any travel report turned in after 60 days will not be reimbursed. All August reimbursements must be submitted by September 15th.

Reimbursement Procedures The District may pay for employee travel expenses that are reasonable and necessary when the

travel clearly involves official District business including authorized staff development. Travel expenses will be reimbursed ONLY when submitted on the Travel Reimbursement

Request form found on the Elgin ISD website (and in the attached appendix), approved and signed by the Principal/Department Head. It shall be the responsibility of the employee requesting reimbursement and the employee approving the travel to insure that the travel is in accordance with the preceding guidelines.

An employee’s travel expense reimbursement shall not exceed the amount of funds available in the current budget for such travel.

When Federal or other State/Special Revenue Funds are used, travel reimbursements are not always allowable. Local funds can be used, but must be coded as such on the requisition and Travel Reimbursement Request forms.

Request for reimbursements MUST BE RECEIVED in Accounts Payable office BY FRIDAY to receive a CHECK THE NEXT FRIDAY.

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o NO advancements will be allowed. NO EXCEPTIONS, including charges to personal credit cards.

o Any trips taken without proper and prior approval will be at the employee’s expense.

Mileage Effective January 1, 2015, the mileage reimbursement rate will be the lower of .575 cents per mile or the state rate for ALL funds when traveling in a private vehicle. If commercial transportation is used, reimbursement shall be made for actual expenses and a

receipt is REQUIRED. Each employee is assigned a home campus. Mileage will not be paid for travel between the

employee’s residence and his/her home campus. When traveling to places other than the home campus, mileage shall be computed from the home campus or from the employee’s residence (whichever is less). For Itinerant Staff, your home campus is the first campus you visit for the day.

Coordination of travel must occur when two or more District employees employed at the same school/office travel on the same dates with the same itinerary to conduct the same official District business. Coordination of travel is not required if the employee’s Principal/Department Head determines BEFORE travel that the coordination of travel is infeasible.

The District may verify mileage and change accordingly when mileage is deemed excessive or unreasonable.

There shall be NO reimbursement for in-district travel expenses other than mileage. There are mileage reimbursement restrictions for administrators as follows:

o Travel by administrators (Principals, Assistant Principals, Directors and above) for in-district meetings (board meetings, monthly and quarterly principals meetings, athletic events, trips to Central Office or other campuses, etc.) is not reimbursable. Only travel outside of a 25 mile radius, computed from the home campus or from the employee’s residence (whichever is less), is reimbursable for administrators. The only exception to this is for administrators whose jobs are primarily instruction related and are required to travel on a daily or weekly basis. In-district travel for any other reason is not reimbursable unless it is approved in advance.

A map (Yahoo!, Google, or MapQuest) must be attached to the travel form for all out of district travel

Meals - Employee OVERNIGHT stays will be reimbursed up to a maximum of $36.00 per day and original receipts

are required. The employee must have incurred the expense in order to be reimbursed. This rate is subject to change if the state rate is reduced.

o $7 Breakfast - $12 Lunch - $17 Dinner Must indicate on Travel Report if there was an overnight stay. There will be no meal reimbursements for day trips. If conference fee includes meals, there will be no meal allowance for those meals.

Meals - Student Student meals will be allowed up to $10 a meal.

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Lodging A PURCHASE ORDER MUST BE ISSUED FOR LODGING. Personal credit cards should

NOT be used for lodging expenses. All names of individuals sharing a room and dates of stay must be listed on the Purchase Order. Example: 1 room for 3 nights for Sue Smith and Sally Brown.

Itemized original lodging receipts are required and must be turned in to Accounts Payable, with the PO number noted on receipt, when trip is complete. Any refunds issued should be returned and attached to the itemized lodging receipt. (credit card receipts are not acceptable)

Lodging reimbursement will be paid at GSA (U.S. General Services Administration – www.gsa.gov/portal/category/21287) lodging rates EXCLUDING STATE SALES TAX. A tax exempt form must be taken to the vendor.

Overnight hotel stays are not allowable for Austin, unless prior approval by Superintendent or designee.

Parking/Public Transportation A receipt or itemized statement is required for parking. Valet parking should not be used unless

it is the only viable option. As a general rule, tolls will not be reimbursed. Public transportation is approved for use when feasible. The District may reimburse an employee for the actual cost of transportation by bus or taxi. If two or more employees share a taxi, only the employee, who paid for the taxi, may be

reimbursed for that expense. Original receipts are required and must show the date, fare charged and transportation company.

Employees are expected to use the most economical means of transportation available. Airfare The District may pay for the actual cost of commercial air transportation; however, the amount

may not exceed the cost of the lowest available airfare. An original passenger receipt issued by a commercial airline company must be included in the

supporting documentation for the cost of transportation on the airline. The receipt must include the name of the employee and airline, ticket number, class of transportation, fare, travel dates, amount, origin and destination.

Out of State Travel Requires Superintendent or designee’s approval in addition to the Department Head or Principal approval. Unallowable Expenses Unallowable expenses include, but are not limited to: Any expense incurred by family members and other types of personal expenses Dry cleaning and laundry Alcoholic beverage charges Telephone calls / Internet Services (unless prior approval in writing by supervisor) Movie charges, Personal entertainment Tips & Gratuities

*A DISTRICT EMPLOYEE SHALL ENSURE THAT HIS OR HER TRAVEL COMPLIES WITH THIS POLICY. FAILURE TO COMPLY WILL RESULT IN DELAYED REIMBURSEMENT OR REJECTION OF THE EMPLOYEE’S REIMBURSEMENT REQUEST.

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Federally Funded Travel If travel is funded by federal grants or programs, the rates shown above are the maximum that can be paid by the grant or program funds. If a hotel rate exceeds these amounts then the additional charges will be paid from local funds.

Use of School Vehicles Occasionally, employees have access to school vehicles. School district vehicles are to be used for school business only. Employees are not to use a school vehicle for personal use. (i.e., grocery shopping, or conducting other personal business). Student Group Travel Extra-Curricular activities often require that students travel to other sites. Students should be

transported in District vehicles because they are covered by the District’s insurance. When possible, all requests for Out-of-District travel should be processed at least two weeks in

advance. o It is the responsibility of each director, sponsor, etc, to determine when it is appropriate to

provide students with meals. General procedure dictates payment of meals for competition outside the city and in regional or higher activities.

o The athletic director, band director or group sponsor will make arrangements with a chosen restaurant for a meal for the group. The students will eat together as a group. The restaurant can then bill the district or a check can be prepared in advance based on a pre-arrangement. The restaurant should be aware that we do not pay sales tax and are exempt. A payment request should be made indicating the event, amount per person, how many. Meals for the coaches, sponsors, and bus driver can be included with the group. A written invoice must be turned in to the Business Office.

o If a pre-arrangement cannot be made then a meal allowance may be provided to each participating student, coach, sponsor and driver. A requisition should be entered for payment to be made to the coach. The requisition must include the following: event name, number of meals, amount (current $10.00). A receipt for each person receiving the funds should be turned in afterwards as well as any unspent funds. These two amounts added together should equal the requisition amount.

o Other allowable travel expenses of the sponsor and bus driver will be reimbursed on the District Travel Reimbursement Request form.

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PAYROLL AND BENEFITS Salaries, Wages, and Extra-Duty Pay Employees are paid in accordance with administrative guidelines and a pay structure established

for each position. The District’s pay plans are reviewed by the administration each year, adjusted as needed, and approved by the Board. All District positions are classified as exempt or non-exempt according to federal law.

Salaries and wages are reviewed on an annual basis and adjusted according to the budgeted amounts approved by the Board. All employees should review the accuracy of their salary through the TXEIS Employee Access system online before the start of each school year. Classroom teachers and librarians will be paid no less than the minimum state salary schedule.

Stipends for certain extracurricular and/or supplemental duties are approved by the Board. Most stipends are divided and paid equally over the employee’s paychecks for their contract period. Remaining stipends are paid on the last check of the month ½ in Dec and ½ in May, or after the event has occurred.

For other extra duty pay, a Request for Payroll Supplement form (see Appendix) must be completed and submitted to the Business Office by the person responsible for approving the supplement. The forms are due, completely filled out, by the dates outlined on the back of the form. If the form is not complete, payment may be delayed until the next payroll.

When employees work athletic events an Athletic Duty Sheet (see Appendix) must be completed and submitted to the business office by the person responsible for approving the supplement. The forms are due completely filled out by the dates on the back of the form.

Wage Statements ALL employees are paid semi-monthly and wage statements can be viewed online through TXEIS Employee Access. Direct Deposit As of June 10, 2003, ALL employees shall be paid by direct deposit to a financial institution of their choice. Contact the Business Office 30 days prior to closing or changing an account. Overtime Compensation The District compensates overtime for nonexempt employees in accordance with federal and

hour laws. Professional and administrative employees are ineligible for overtime compensation. Nonexempt employees are not authorized to work beyond their normal work day or week schedule without advance approval from their supervisor.

Overtime is legally defined as all hours worked in excess of 40 hours weekly and is not measured by the day or by the employees regular work schedule. Employees, who must work beyond their normal schedule but LESS than 40 hours per week, will be compensated in straight-time pay or compensatory time off. Nonexempt employees must work more than 40 total hours in a week to earn overtime compensation. If an employee takes paid leave during the week and then works late on another day, no overtime will be paid unless at least 40 hours is actually worked.

For the purpose of calculating overtime, a work week begins at 12:01a.m. Saturday and ends at 11:59 on Friday. Employees may be compensated for overtime with compensatory time off or direct pay at time-and-a-half rates. The following applies to all nonexempt employees:

o Employees can accumulate up to 40 hours of compensatory time. o Comp time must be used in the duty year that it is earned.

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o Use of comp time may be at the employee’s request with supervisor approval as workload permits.

Tuition - Children of Nonresident Employees As a benefit, children of nonresident employees may attend District schools tuition free. Nonresident employees must provide transportation as District transportation shall not be provided. Health Insurance Group health insurance is available to employees who are considered full time by TRS Care. Several different plans are available and you are encouraged to contact Human Resources for additional information. Employees must sign up for coverage within the first 30 days of employment for open enrollment. Supplemental Insurance Benefits At their own expense, employees may enroll in supplemental insurance programs for life, dental, disability, vision and flexible accounts. Premiums for these programs can be paid by payroll deduction. Contact Human Resources for more information. Cafeteria Plan Benefits (Section 125) Employees may be eligible to participate in the cafeteria Plan (Section 125) and, under IRS regulations, must either accept or reject this benefit. This plan enables eligible employees to pay certain insurance premiums and other costs on a pretax basis. A third party administrator handles employees claims made on these claims. Worker’s Compensation Insurance for Employee Accidents If an employee is injured at work, they must tell their supervisor immediately. The employee

will be responsible for completing the “First Report of Injury” items 1 - 29, along with the “Employee Notice of the Alliance Direct Contracting Program” and “Employee Notice of Alliance Requirements” (see Appendix). If the employee is unable to complete the initial “First Report of Injury”, anyone having knowledge of the injury can complete the form, i.e., campus secretary, nurse, principal or any other witness. Call the Business Office and submit completed forms so that the injury can be reported to the District’s Worker’s Compensation insurance carrier.

The employee must choose a treating doctor from the Alliance list of doctors. To find a treating doctor, visit the Alliance website at www.pswca.org or call 800-482-7276.

An employee who receives worker’s compensation wage benefits may choose to use sick leave or any other paid benefits. The “Form to Elect Leave Benefits with Worker’s Compensation” (see Appendix) must be completed. While an employee is receiving worker’s compensation benefits, the District will charge available leave proportionately so that the employee receives an amount equal to the employee’s regular salary. If eligible, employees who are on worker’s compensation will be placed on Family Medical Leave concurrently with worker’s compensation.

All forms and contact information can be found in the appendix and online under Business Office Department’s Worker’s Compensation link.

Teachers Retirement All personnel employed on a regular basis for at least one-half of the normal work schedule are

members of the Texas Retirement System (TRS). Substitute’s not receiving TRS service

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http://www.pswca.org/

retirement benefits who work at least 90 days a year are also eligible for TRS membership and to purchase a year of creditable service. TRS provides members with an annual statement of their account showing all deposits and credits.

Employees who plan to retire under TRS should notify the Human Resources office as soon as possible. Employees who are thinking of retiring should contact the TRS in Austin to set up a counseling session at least two months prior to the anticipated date.

Time Sheets Time Sheet and Payroll Change Schedule for the 2014-2015 School Year (see Appendix).

Time & Effort Reporting for Federal Grants All employees whose salaries are funded, at least in part, by federal grant dollars must report their time and effort. LEAs may use the traditional system of federal time and effort reporting or the substitute system publicized by the US Department of Education in September 2012.

• Substitute System Elgin ISD has chosen to participate in the substitute system for all employees that are paid using multiple funding sources, with at least one federal funding source. USDE requires participating employees to complete an employee schedule and certification form. Elgin ISD has chosen to use the forms developed by TEA to meet this requirement.

The employee schedule and certification are completed after the fact, to document time the employee has actually worked. Participating employees must complete the schedule and certification at least every six months. An employee must complete a new schedule and certification if his or her schedule changes by more than 10%.

• Semi-Annual Certification

Semi-annual certification applies to employees who do one of the following: Work 100% of their time under a single grant program Work 100% of their time under a single cost objective

These employees are not required to maintain time and effort records. However, all employees must certify in writing, at least semi-annually, that they worked solely on the program for the period covered by the certification. The certification must be signed by the employee or by the supervisor having firsthand knowledge of the work performed. Grant charges must be supported by the semi-annual certifications.

See Appendix for Time & Effort Reporting Forms.

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STATE SALES TAX GUIDELINES Overview Taxable Status of Purchases – Ruling No. 95-0.40 from the State Comptroller, effective October 1, 1969, states:

“The sale, lease, or rental of tangible personal property directly to an educational organization….., when such property is necessary to its function as such, and paid for by the organization is exempted from the computation of state and local sales taxes….”

In accordance with this ruling: Purchases for the school of equipment and materials for educational or instructional use, or for

administrative use necessary to the educational function of the school (office supplies, copy paper, etc.) are exempt from state and local taxes.

A school must provide the vendor with the Elgin ISD State ID #1-74-6000823-2 when claiming tax exempt status (contact the Business Office for the form).

Purchases from Faculty Funds for hospitality, condolence, etc., are generally not tax exempt as these expenditures are not related to the basic educational or instructional function of the school.

The Elgin ISD State ID number may not be used to claim tax exemption by individuals making purchases from personal funds, although such purchases are on behalf of the school. Payment must be made by school check to legitimately gain exemption from state and local sales tax.

The Elgin ISD State ID number may not be utilized by parent, patron, or alumni organizations to secure exemption from sales tax.

Meals purchased by the school for athletic teams, bands, etc., on authorized school trips are exempt from sales tax if the school contracts for the meals. The school must pay for the meals and provide the eating establishment with an exemption certificate.

o Individual members of the athletic team, band, etc., may not claim exemption of the sales tax on the meals they purchase themselves while on a school sponsored trip.

An exemption may also be claimed by the school from the Hotel Occupancy tax if the school contracts and pays for the accommodations (see Appendix).

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RECORDS RETENTION PROCEDURES Campuses and departments should, on an annual basis, review the following instructions concerning records; to ensure the efficient, economical and effective control over school district records consistent with the requirements of the Texas Local Government Records.

Find out how long to keep campus and departmental records by accessing the District’s Records Control Schedule found on the district’s website under the Business Office Forms and Templates.

How do I destroy records or send records to storage? A log of records eligible for destruction and a log of records to be stored must be maintained. Complete the “Request to Destroy Records Form” or “Request to Move Records to Storage” (see Appendix). The principal or department supervisor should sign for permission to destroy or send records to storage.

Storage boxes for records retention use are provided by the District and can be obtained by contacting the Business Office. Records to be destroyed should be packed in boxes no larger than a copy paper box (storage boxes should not be used to pack records to be destroyed).

Records destruction will be scheduled annually in the fall to give each campus time to prepare. The Business Office will notify the campus offices of the scheduled date for records to be picked up by the Maintenance department.

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COMMUNITY USE OF FACILITIES Overview The Elgin ISD Board of Trustees may permit use of designated school facilities for educational, recreational, civic, or social activities, when these activities do not conflict with school use or with approved policy and procedures. Additional information regarding non-school use of school facilities can be found in EISD Board Policy GKD (Legal and Local). Facilities Use Process District personnel wanting to use school facilities for school-sponsored or school-related events should complete the Inter-District Facility Request Form (see Appendix). This form is only used for internal facility use requests that include: Regularly scheduled educational programs and instructional activities; Meetings, practices, and performances of school-sponsored groups; Staff meetings related to official school business; or Meetings and other activities of school support groups organized for the sole purpose of

supporting the schools or school-sponsored activities, such as parent-teacher organizations and booster clubs.

Individuals or organizations wanting to use school facilities for purposes other than those listed above must complete the EISD Request for Use of Facilities Form (see Appendix) as usage fees and personnel costs may apply. Request for Use of Facilities District personnel may obtain Inter-District Facility Request Forms from campus secretaries. The form must be submitted to the campus principal for approval. A minimum of 15 working days should be allowed for processing. Individuals or organizations wanting to use school facilities for purposes other than those listed above may obtain the EISD Request for Use of Facilities Form from the Business Office webpage and return it to the Business Office. A minimum of 15 working days should be allowed for processing.

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PROPERTY, VEHICLE, AND GENERAL LIABILITY INSURANCE CLAIMS

Property Damage to Buildings/Facilities In the event of theft, vandalism, accidental damage, wind, fire, hail, etc., to District buildings or facilities, the campus principal or designee will follow the procedures as outlined below: Contact the Superintendent, CFO, local law officials, the sheriff’s department or the fire

department to report the incident. Contact the Director of Purchasing who will conduct an investigation for the District, coordinate

repairs and insure that District property is secured until such time as repairs can be completed. Vehicle Damage In the event of a vehicular accident the driver (employee) of the vehicle should follow the procedures listed below: Do not move the vehicle. Call either the police department or the Department of Public Safety; call the EMS if necessary. Call your supervisor to report the accident. Obtain the following information from any other driver involved:

o Name, address and telephone number. o Name of insurance carrier. o License plate number. o Name of other person involved or witnesses. o Type of vehicle.

Provide the other driver with the following information: o Name of driver of District vehicle. o Telephone number of the business office (512-281-3434)

The supervisor should arrange to drive the District vehicle to bus storage area or arrange to have vehicle towed if necessary.

Contact the Director of Purchasing who will conduct an investigation for the District and coordinate repairs.

General Liability Claims General Liability Claims involve incidents resulting in bodily injury and/or property damage. When you become aware that someone has damaged property, suffered an injury, or incurred medical expenses, contact the Director of Purchasing who will conduct an investigation for the District. When in doubt, report it. TASB will handle the claim and act as the District’s advocate.

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Elgin Independent School District

BID QUOTATION RECORD Campus / Dept.:

Type of Solicitation (Telephone / Written):

Bid Deadline Date:

Vendor

Contact

Phone

Date

Product Description Quote Quote Quote Quote Quote

If not accepting low bid on any items, state reason:

When possible, obtain at least three (3) written price quotes before purchasing. All quotes should be written on vendor letterhead stationary. If circumstances preclude written quotes, they may be obtained telephonically. Minimum quote data: Vendor Name, Person Contacted, Date, Telephone Number. Use additional sheets if necessary to document all vendors and items.

Name of person completing form: Date:

This form and copies of ALL written bid quotes must be attached to purchase order when submitted to business office.

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Elgin Independent School District 1002 N. Ave C

Elgin, Texas 78621

Inter-Term Vendor Approval

This form serves as an administrative approval for the addition of vendors outside of the standard quarterly openings of Elgin ISD multiple award catalog bids. This form only applies to the following active series of bids (Select One):

RFP# 2014-01 Maintenance & Operations Goods and Services RFP# 2014-02 Transportation Goods and Services RFP# 2014-03 Athletics Goods and Services RFP# 2014-04 General Merchandise RFP# 2014-05 Instructional Supplies and Services

Vendor: _______________________________________________________________________

Contact Name: _______________________________________________________________________

Address: _______________________________________________________________________

_______________________________________________________________________ City State Zip

Email: _______________________________________________________________________

Phone: _______________________________ Fax: _________________________

I attest that the vendor named above is necessary to the continuance of operations and therefore cannot be postponed until the next contractual bid opening. Department/School staff has exhausted all other options through the approved vendor list and approved cooperatives. (Attach additional information as needed.) _____________________________________________________________________ Principal/Director Date _____________________________________________________________________ Purchasing Director & Organizational Planning Date _____________________________________________________________________ Chief Finance Officer Date The following bid packet items must be completed by the vendor and returned to the Purchasing Department before a Purchase Order can be generated.

Representations and Certifications EISD General Conditions Bid Submittal Form W-9

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Elgin Independent School District 1002 N. Ave C

Elgin, Texas 78621

Confirmation of Sole Source Compliance by Vendor

Texas Education Code 44.031 (www.tea.state.tx.us) states the following: (j) Without complying with Subsection (a), the Board of Trustees of a school district may purchase an item that

is available from only one source, including: (1) an item for which competition is precluded because of the existence of a patent, copyright, secret

process, or monopoly; (2) a film, manuscript, or book; (3) a utility service, including electricity, gas or water; and (4) a captive replacement part or component for equipment.

(k) The exceptions provided by Subsection (j) do not apply to mainframe data-processing equipment and

peripheral attachments with a single-item purchase price in excess of $15,000. By signing below, we acknowledge that we have carefully reviewed Texas Education Code 44.031 and hereby certify that we meet the requirements of sole source as described in the Texas Education Code. My company claims sole source status for the following item(s): ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ Please check the exception being claimed:

Vendor is the exclusive manufacturer and sole provider

This is a film, book, or manuscript from the publisher

This is a utility service

This is a captive replacement part or component for equipment

Company Name: ____________________________________________________________________

Address: ____________________________________________________________________

Telephone: __________________________________ Fax: _________________________

Authorized Signature: _____________________________________________________________

Printed Name: _____________________________________________________________

Title: _____________________________________________________________

Date: _____________________________________________________________

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http://www.tea.state.tx.us/

Elgin Independent School District 1002 N. Ave C

Elgin, TX 78621

Consulting/Contracting Services Agreement

PO#:________________________________ Budget Code Number: ____________________

Campus/Department:___________________

Vendor/Consultant Information Name Individual: As it appears on Social Security Card Sole Proprietor: Enter individual name, business name, or \Dba\

Please check appropriate item: Individual/Sole Proprietor Corporation Partnership Other Social Security Number or Employer ID Number: Address: City: State: Zip: Telephone Number(s): Fax Number: E-Mail Address: Website:

This Consulting/Contracting Services Agreement (“Agreement”) is made this ____ day of , 20__, by and between the Elgin Independent School District (“District”) and ______________________(“Consultant”), having its principal place of business at _______________________________________________.

Recitals

The Consultant desires to perform and assume responsibility and obligations for services as hereinafter described on the terms and conditions set forth herein.

The District desires to contract for such services as hereinafter described on the terms and conditions contained herein.

Provisions

1. Scope of Services. The scope of services (“Services”) is attached and incorporated hereto as Exhibit A. In performance of these Services, Consultant shall comply with all applicable laws and regulations of the United States, the State of Texas, and local governments. If vendor provides a scope of services that has terms or conditions that conflict with any of the terms and conditions contained herein, the terms contained herein shall supersede any terms or conditions provided by Contractor.

2. Compensation. Consultant shall be paid $ for Services satisfactorily performed in

accordance with this Agreement. Details of compensation agreement are as follows:

Consultant shall present to the District at its Business Office (1002 N. Ave C, Elgin, TX 78621) an invoice setting forth in detail the Services performed, the date and location where such services were performed, the amount due Consultant as compensation for such Services and any other information reasonably requested by the District.

3. Term and Termination. This Agreement shall be and remain in full force and effect from

___________to (no longer than 1 year). Consultant shall have completed all work covered by this contract and this contract shall terminate unless extended by mutual agreement of the District and the Consultant at the time final performance is completed. This contract may be terminated by the District if for any reason the Consultant shall fail to fulfill in a timely and proper manner his/her obligations under this contract, in which event the District may

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terminate the contract by giving written notice of such termination and the effective date of the termination. In the event of termination prior to completion of the contract, the Consultant shall be entitled to receive just and equitable compensation for any satisfactory work completed to the date of the termination. The District may also terminate this contract at any time without cause by the furnishing of a five-day written notice from the Superintendent or the Assistant Superintendent to the Consultant, but the Consultant will be paid an amount which bears the same ratio to the total compensation as the Services actually performed bear to the total Services of the Consultant covered by this contract, less any compensation previously paid.

4. Additional Terms/Conditions. The following conditions apply to Consultant’s compensation for Services (Any

conditions that do not apply must be crossed out, initialed, and dated by both parties):

The District is not responsible for mileage reimbursement; The District does not pay overtime; Consultant will work only on instructional days (when students are in the District), unless requested by the

District’s designee; Consultant will not be paid for holidays; Consultant may not work extra hours to make up for a holiday; Upon completion of Agreement, Consultant is required to turn in all completed and pending documents during a

scheduled exit interview, including ID badge and other District property such as testing materials and folders, if applicable.

5. Multi-Year Agreements and Allocation/Allotment of Funds. The District may enter into a multi-year agreement for

Services to be provided by Consultant beyond the first fiscal school year covered by this Agreement. In the event of non-availability of funds in any fiscal year to make payments, the Agreement may be terminated.

6. Documents of Authority. The Consultant shall not perform Services without prior receipt of a fully executed copy of

this Agreement and a corresponding District Purchas Order (PO). Failure of Consultant to withhold Services until both documents of authority are provided by the District may significantly delay payment(s) or invalidate the contract.

7. Representation of Consultant, Guarantee of Service. Consultant represents and warrants that it is fully qualified

and, if required, licensed to provide the Services to be performed hereunder. 8. Relationship of Parties. Consultant shall be deemed an independent contractor during the term of this Agreement,

and this Agreement shall not create any partnership, joint venture, employee relationship or any other business relationship between the District and Consultant.

9. Insurance/Indemnification. The Consultant is employed as an independent contractor and the District shall

be in no way responsible for carrying group insurance, workmen’s compensation insurance, unemployment compensation insurance or any other plans adopted for the employees of the District. Consultant shall indemnify and hold the District, its trustees, officers, employees, agents and representatives harmless from any and all claims, damages, expenses, losses, suits, actions, judgments, costs, awards and fees, including attorney’s fees, arising out of Consultant’s provision of Services hereunder or the performance by Consultant of this Agreement.

10. Assignment. This Agreement may not be assigned by either party without the prior written consent of the other party. 11. Felony Conviction Notice. Consultant agrees to comply with the felony conviction notice requirements found in

Section 44.034 of the Texas Education Code by completing Exhibit B. 12. Access by Consultant to District Locations. The District shall provide Consultant with access to areas and/or

locations within the District as required by Consultant to perform the Services required hereunder. The Consultant, if having contact with students, shall submit to a criminal history review and certify compliance to the District (see Texas Education Code Chapter 22 for more detailed requirements) with Exhibit C.

13. Indebtedness. Consultant represents that it is not indebted to the District. 14. Suspension and Disbarment. Consultant certifies that no suspension or disbarment is in place which would

preclude receiving a federally funded contract.

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15. Authority. The undersigned attests that they are a duly authorized agent or employee of their said organization to bind

said organization to the terms and conditions herein.

16. District Employees. Consultant attests that they are not an employee of the District and that there is no employee of the District who will have a direct financial interest in the Agreement.

17. Waiver. The waiver by either party of any right or remedy it may have hereunder shall not constitute a waiver of any

other or subsequent right or remedy arising. 18. Governmental Immunity. Nothing in this document should be deemed as a waiver of governmental immunity. 19. Applicable Law. This Agreement shall be governed by and construed in accordance with the laws of the State of

Texas, without regard to its choice of law principles, and the parties agree to personal jurisdiction and venue in the state and federal courts of the State of Texas, Bastrop County in any suit or proceeding arising out of the subject matter of this Agreement.

20. Amendment or Modification. This Agreement may not be amended or modified except by a written instrument

executed by both parties. 21. Severability. In the event any provision of this Agreement is deemed invalid or unenforceable by any court of

competent jurisdiction, such invalidity or unenforceability shall not affect the remaining provisions of this Agreement, if the rights and obligations of the parties are not materially prejudiced thereby and the intention of the parties continues to be effective.

22. Entire Agreement. This Agreement constitutes the entire agreement between the parties and there are no

understandings, agreements, or representations, oral, express or implied, respecting this Agreement or the Services to be provided hereunder.

IN WITNESS WHEROF, the parties hereto have executed the Agreement upon the date first set forth above.

_________________________________________________ __________________________

Consultant’s Signature Date

_________________________________________________ __________________________

Director’s/Principal’s Signature Date

_________________________________________________ __________________________

Superintendent’s/Assistant Superintendent’s Signature Date

_________________________________________________ __________________________

Chief Finance Officer’s Signature Date *Please include all necessary forms:

Exhibit A: Scope of Services Exhibit B: Felony Conviction Notice Exhibit C: 22.0834 Criminal History Record Information Review of Certain Contract Employees Exhibit D: Debarment Form Conflict of Interest Questionnaire Form W-9 Form: Request for Taxpayer Identification Number and Certification

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Exhibit A: Scope of Services

This form, or any other detailed explanation, may be used to describe the scope of services to be provided in the attached Agreement.

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Exhibit B: Felony Conviction Notice Section 44.034 Subsection (a) of the Texas Education Code requires a person or business entity that enters into a contract with a school district must give advance notice to the district if the person and/or an owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony. Subsection (b) states "a school district may terminate a contract with a person or business entity if the district determines that the person or business entity failed to give notice as required by Subsection (a) or misrepresented the conduct resulting in the conviction. The district must compensate the person or business entity for services performed before the termination of the contract.” Subsection (c) of this notice is not required of a publicly held corporation. I, the undersigned agent for the firm named below, certify that the information concerning notification of felony convictions has been reviewed by me and the following information furnished is true to the best of my knowledge (check only one item). 1. My firm is a publicly held corporation; therefore, this reporting requirement is not applicable. 2. My firm is not owned nor operated by anyone who has been convicted of a felony. 3. My firm is owned or operated by the following individual(s) who has/have been

convicted of a felony. Name of Felon(s): ____________________________________________________________ Details of Conviction(s):____________________________________________________________ _______________________________________ _______________________________________ Printed Name Date _______________________________________ Signature

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Exhibit C: 22.0834 Criminal History Record Information Review of Certain Contract Employees

Texas Education Code Chapter 22 requires an independent contractor who provides services to a school district to submit to a criminal history review if the independent contractor will have continuing duties related to the contracted services and direct student contact. Each independent contractor must certify to the District that the contractor has complied. A covered independent contractor with a disqualifying criminal history is prohibited from serving at a school district. The following offenses are disqualifying if, at the time of the offense, the victim was under 18 or enrolled in a public school: (a) a felony offense under Title 5, Texas Penal Code; (b) an offense for which a defendant is required to register as a sex offender under Chapter 62, Texas Code of Criminal Procedure; or (c) an equivalent offense under federal law or the laws of another state. The District reserves the right to designate other convictions or other criminal history information as disqualifying. I certify that I have obtained all required criminal history record information regarding myself through the Texas Department of Public Safety’s Fingerprint-based Applicant Clearinghouse of Texas (FACT). I further certify that I do not have a disqualifying criminal history. I agree to notify the District in writing within 3 business days if I am arrested or adjudicated for a disqualifying reason during the contract term. I agree to provide the District, upon request, my full name and any other requested information so that the District may obtain my criminal history record information. I understand that the District may terminate my services at any time if the District determines, at its sole discretion, that my criminal history is not acceptable. Noncompliance or misrepresentations regarding this certification may be grounds for contract termination. _______________________________________ _______________________________________ Printed Name Date _______________________________________ Signature

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Exhibit D: Debarment Form

Federal Law (A-102 Common Rule and OMB Circular A-110) prohibits non-federal entities from contracting with or making sub-awards under covered transactions to parties that are suspended or debarred or whose principals are suspended or debarred. Elgin ISD does not do business with parties that have been suspended or debarred. Firms receiving individual awards and all sub-recipients must certify that their organization and its principals are not suspended or debarred by a federal agency. By signing below:

I certify that the contractor/organizations and its principals listed below are not suspended or debarred. I further certify that I will inform the school district of any change in status within three business days.

Vendor Business Name: ____________________________________________________ Vendor Address: ____________________________________________________ Vendor Telephone: ______________________________ Authorized Company Official’s Name: (Printed) ______________________________________ __________________________________________ _______________________________ Signature of Company Official Date

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CONFLICT OF INTEREST QUESTIONNAIRE FORM For vendor or other person doing business with local governmental entity

This questionnaire reflects changes made to the law by H.B. 1491, 80th Leg., Regular Session. This questionnaire is being filed in accordance with Chapter 176, Local Government Code by a person who has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the person meets requirements under Section 176.006(a). By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the person becomes aware of facts that require the statement to be filed. See Section 176.006, Local Government Code. A person commits an offense if the person knowingly violates Section 176.006, Local Government Code. An offense under this section is a Class C misdemeanor. If no conflict of interest, please check this box and sign below

OFFICE USE ONLY Date Received

Name of person who has a business relationship with local governmental entity.

Check this box if you are filing an update to a previously filed questionnaire. (The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date the originally filed questionnaire becomes incomplete or inaccurate.)

Name of local government officer with whom filer has employment or business relationship. Name of Officer This section (item 3 including subparts A, B, C & D) must be completed for each officer with whom the filer has an employment or other business relationship as defined by Section 176.001(1-a), Local Government Code. Attach additional pages to this Form CIQ as necessary. A. Is the local government officer named in this section receiving or likely to receive taxable income, other than investment income, from the filer of the questionnaire? Yes No B. Is the filer of the questionnaire receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer named in this section AND the taxable income is not received from the local governmental entity? Yes No C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an ownership of 10 percent or more? Yes No D. Describe each employment or business relationship with the local government officer named in this section. _____________________________________________ ____________________ Signature of person doing business with the governmental entity Date

1

2

3

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ALL BUDGET CODES MUST HAVE 20 DIGITS Fund/Group: 199 Local/General Fund 211 Title I, Part A-Improving Basic Programs 212 Title I, Part C-Migrant Ed 224 IDEA-B, Formula (SPED) 225 IDEA-B, Preschool (SPED) 240 Child Nutrition 242 Summer Feeding Program 244 Title I, Part C-Carl D Perkins C&TE 255 Title II Part A, TPTR (Recruit & Reten of HQT/Prin) 263 Title III, Part A-LEP 272 MAC Program 289 Federally Funded Special Revenue Funds 410 Instructional Materials Allotment 461 Campus Activity Funds 498 Education Foundation 865 Student Activity Funds

BUDGET CODE STRUCTURE

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Function: The function code describes the purpose to be served through the expenditure. The question is “How will the product/service be used?” Functions are grouped according to related activities in the following major areas/classes: 10 Instruction and Instructional-Related Services 11 Instruction

This function includes those activities dealing directly with the instruction of students and the classroom. (All band, drama and other performing arts classroom instruction expenses must be budgeted under Function 11.

12 Instructional Resources & Media Services

This function is used for expenditures/expenses that are directly and exclusively used for resource centers, establishing and maintaining libraries and other major facilities dealing with educational resources and media.

13 Curriculum/Instructional Staff Development

This function is used for expenditures/expenses that are directly and exclusively used to aid instructional staff in planning, developing and evaluating the process of providing learning experiences for students. Expenditures and expenses include in-service training and other staff development for instructional or instructional-related personnel (Functions 11, 12, and 13) of the school district.

20 Instructional and School Leadership 21 Instructional Leadership

This function is used for expenditures/expenses that are directly used for managing, directing, supervising and providing leadership for staff who provide general and specific instructional services.

23 School Leadership This function is used for expenditures/expenses that are used to direct and manage a school campus. They include the activities performed by the principal, assistant principals and other assistants while they, supervise all operations of the campus, evaluate staff members of the campus, and assign duties to staff members maintaining the records of the students on the campus.

30 Support Services - Student (Pupil) 31 Guidance, Counseling & Evaluation Services

This function is used for expenditures/expenses that are directly and exclusively used for assessing and testing students’ abilities, aptitudes and interests; counseling students with respect to career and educational opportunities and helping them establish realistic goals. This function includes costs of psychological services, identification of individual characteristics, testing, educational counseling, student evaluation and occupational counseling.

32 Social Work Services

This function is used for expenditures/expenses that are directly and exclusively used for activities such as investigating and diagnosing student social needs arising out of the home; school or community, casework and group work services for the child, parent or both; interpreting the social needs of students for other staff members; and promoting modification of the circumstances surrounding the individual student which are related to his or her social needs. (This includes referrals to and interaction with other governmental agencies.)

33 Health Services

This function is used for expenditures/expenses that are directly and exclusively used for providing physical health services to students. This includes activities that provide students with appropriate medical, dental and nursing services.

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34 Student (Pupil) Transportation This function is used for expenditures/expenses that are incurred for transporting students to and from school.

35 Food Services

This function is used for food service operation expenditures/expenses, including the cost of food, labor, and other expenditures/expenses necessary for the preparation, transportation and storage of food to provide to students and staff. Expenditures/expenses are used directly and exclusively for supervision and maintenance of a food service operation.

36 Extracurricular Activities

This function is used for expenditures/expenses for school-sponsored activities outside of the school day. These activities are generally designed to provide students with experiences such as motivation and the enjoyment and improvement of skills in either a competitive or noncompetitive setting. Co-curricular/Extracurricular activities that are not essential to the delivery of instruction are coded to Function 36 (e.g. band class would be Function 11, Marching band expenses would be Function 36).

40 Administrative Support Services 41 General Administration

This function is for expenditures/expenses that are for purposes of managing or governing the school district as an overall entity. This function covers multiple activities that are not directly and exclusively used for costs applicable to specific functions. General administration is an indirect cost applicable to other expenditure functions of a school district.

50 Support Services - Non-Student Based 51 Facilities Maintenance and Operations

This function is used for expenditures/expenses for activities to keep the facilities and grounds open, clean, comfortable and in effective working condition and state of repair, and insured. This function is used to record expenditures/expenses for the maintenance and operation of the physical facilities and grounds. This function also includes expenditures/expenses associated with warehousing and receiving services.

52 Security & Monitoring Services

This function is used for expenditures/expenses that are for activities to keep student and staff surroundings safe, whether in transit to or from school, on a campus or participating in school-sponsored events at another location.

53 Data Processing Services

This function is used for expenditures/expenses for data processing services, whether in-house or contracted.

60 Ancillary Services 61 Community Services

This function is used for expenditures that are for activities or purposes other than regular public education and adult basic education services. These types of expenditures are used for services or activities relating to the whole community or some segment of the community. This includes providing resources to non-public schools, institutions of higher education, and any proprietary types of services incurred for outside entities in the community.

Object: All expenditures are in the 6000 series. The 2nd digit of the code indicates certain properties of the thing. All 6100 accounts are for payroll, 6200 accounts are used for purchased and contracted services (such as consultant services and maintenance contracts on machinery), 6300 accounts are used for purchases of supplies and materials, 6400 accounts are used for “Other Expenditures” such as travel expenses, awards, fees and dues, and insurance premiums. 6500 accounts are used for debt service, and managed at the central administration, so these accounts should not be found in campus budgets. The 6600 accounts are the last in the series, and indicate capital outlay.

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6100 Payroll Costs

6110 Teachers and Other Professional Personnel 6112 Substitutes for Teachers 6117 Extra Help for Students or Teachers Provided by Professionals 6119 Salaries or Wages for Teachers and other Professional Personnel 6120 Support Personnel 6121 Extra Duty Pay/Overtime - Support Personnel 6122 Substitutes for Support Personnel 6127 Extra Help for Students or Teachers Provided by Support Personnel 6129 Salaries for Support Personnel 6140 Employee Benefits 6141 Social Security/Medicare 6142 Group Health/Dental/Life Insurance 6143 Worker’s Compensation 6144 Teacher Retirement/TRS Care - On-Behalf Payments 6145 Unemployment Compensation 6146 Teacher Retirement/TRS Care

6200 Professional & Contracted Services 6210 Professional Services 6219 Other Professional Services – Independent Contractors who are licensed professionals or

professionals registered with the state (e.g. engineers, auditors, etc.) 6239 Education Service Centers 6249 Contracted Maintenance and Repair – Maintenance and repairs on furniture, computers,

equipment, vehicles, buildings, grounds, buses, etc. 6259 Utilities - Electricity, Gas & Water 6269 Rentals - Operating Leases 6291 Consulting Services – Outside Consultants who help improve performance through analysis of

existing problems 6299 Miscellaneous Contracted Services – includes contracted software

6300 Supplies & Materials 6319 Supplies for Maintenance and/or Operations 6321 Textbooks 6329 Reading Materials – library books, other reading materials, subscriptions, etc. 6339 Testing Materials 6395 Supplies (Includes Postage) – Consumable supplies and equipment costing less than $500. 6396 Technology Supplies – Consumable technology supplies and equipment and software costing

less than $500 6398 Technology Equipment – Technology Equipment and Software costing $500 - $4,999 and

technology items subject to inventory control that cost less than $500 6399 General Supplies & Equipment – All other non-consumable items costing $500 - $4,999 and all

other items subject to inventory control that cost less than $500

6400 Other Operating Costs 6411 Travel and Subsistence - Employee Only (Includes Registration) 6412 Travel and Subsistence – Students (Includes Registration) 6495 Dues 6499 Miscellaneous Operating Costs – Awards, fees (not associated with travel), bid notices,

graduation expenses, food/refreshments for school related meetings, newspaper ads

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Local Option Codes 1 & 2: CUSTODIANS 05 SPECIAL EDUCATION 08 BAND-DIRECTOR 13 BAND-DISTRICT 13 TRANSPORTATION 14 GIRLS ATHLETICS 15 BOYS ATHLETICS 16 CHEERLEADING 19 UIL 20 INSTRUCTIONAL TECHNOLOGY 21 PEIMS 23 GIRLS & BOYS MISC ATHLETICS 24 BILINGUAL 25 CTE 26 NETWORK TECHNOLOGY 27 MAINTENANCE 29 GT 30 ADMIN& STUDENT SERVICES 32 ACADEMIC & SCHOOL IMPROVEMENT 33 ORGANIZATIONAL PLANNING 34 CHOIR 36 DRIVERS ED/COMMUNITY ED 37 EVEN START/ADVOCACY OUTREACH 46 COMP ED 48 DAEP 49

Organization: The 3-digit numeric code of your campus or department.

001 Elgin High School 002 DAEP 003 Bastrop County Boot Camp 004 Phoenix High School 041 Elgin Middle School 101 BTW Elementary School 102 Elgin Elementary School-North 103 Neidig Elementary School 104 Elgin Elementary School-South 699 Summer School 999 District Wide

Fiscal Year Code: A mandatory single-digit code that identifies the fiscal year of the transaction or the project year of inception of a grant project.

Example: For the 2014-2015 fiscal year of the school district, the 5 would denote the fiscal year.

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Program Intent Code: The student population or special program served.

11 Basic Educational Services 21 Gifted/Talented 22 Career and Technology 23 Services to Student w/Disabilities (Special Education) 24 Accelerated Education 25 Bilingual Education and Special Language Programs 26 Non-disciplinary Alternative Education Programs – AEP Services 28 Disciplinary Alternative Education Programs – DAEP Basic Services 29 Disciplinary Alternative Education Programs – DAEP State Compensatory Education

Supplemental Cost 30 Title 1, Part A, School-wide Activities Related to State Compensatory Education (SCE) & Other

Costs on Campuses with 40% or More Educationally Disadvantaged Students 32 Pre-K - Regular Instruction 33 Pre-K - Special Education 34 Pre-K – Compensatory Education 35 Pre-K – Bilingual Education 91 Athletics & Related Activities 99 Undistributed. All charges that are not readily distributed to program intent codes are classified

here.

Local Option Codes 3:

Letter Description

A Contract Maintenance & Repair

B Rental-Operating Leases

C Capital Projects

D Textbooks

E Band Rental

F Band-Tech Computers

H Misc. Supplies

J Misc. Contracted Services

K Utilities

L Insurance

M DO