Preparing for 2011-2012
Budget Codes Student Club Charters Fundraisers & Sales Tax Cash Handling Purchasing Deliveries Payroll
Budget Codes
Codes are definedby the Texas Education Agency
199-11-6399-00-001-2-11-0-00
FUNCTION
OBJECT
SUB-OBJECT
BENEFICIARY
FISCAL YEAR2011-2012
PROGRAMINTENT
FUND
Student Clubs
What is the benefit to operating a Student Club?
Students have the opportunity to plan, budget, and execute projects with the assistance of a Sponsor.
Club has their own 2 tax free sale days per calendar year. This helps when the club fundraisers do not correspond with the 2 tax free sale days set by the Campus Principal.
Student Activity Fund (SAF)
Fund Code 865
Prepare a Charter
Get Principal approval
Send signed Charter to Business Office
Keep a copy with your student club records folder
Fundraisers & Sales Tax
PPISD Sales are TAXABLE by the State of Texas
Yearbooks T-shirts Spirit Shop School Supplies Crafts Extracurricular Program Publications Uniforms
Unless…Sold during one of 2 Tax Free days granted by the state. Coordinate sale date with your Principal
Fundraisers & Sales Tax
PPISD Sales that are EXEMPT from taxes:
Food and Beverages Concession Stand Annual Banquets Passbooks Car Washes Admission tickets Parking Permits to students Advertising space Rental of Facilities
Vendor Selection
Vendor Selection is Limited to:
Region XI CooperativeBuyBoardTCPN ContractsState ContractsSole Source Certified ProductsPrice QuotesCompetitive Bid and Board of Trustee
approved
Purchasing - PO Plan in Advance – Enter a Purchase Order
Do not order directly from a vendor Let the Business Office submit orders
Purchasing Cooperatives have done their homework – laws are followed
Non-Compliance can result in a Class B Misdemeanor
Purchasing - PA Purchasing Authorization
Travel reimbursements Credit card receipts
Warning: “After the fact” purchase Does not protect the buyer from unlawful
purchase Could cause buyer to overspend budget
Deliveries
When your order arrives
Inspect your order Receive the appropriate quantity in TxEIS Send invoice to Business Office
Payment within 20 days
of delivery
Purchasing
Keep All Receipts – Itemized detail is necessary
Return paperwork to Business Office timely
Payroll
Recording Absences Managing Absences Finding Preferred Substitutes http://www.aesoponline.com