Slaton ISD Business Office
BUSINESS OFFICE INSTRUCTIONS
- If you have a question that concerns a budget change request, salary computation, staffing change, PEIMS correction, insurance claim, contract, lease, or tax contact the business manager.
- If you have a question that concerns budget balance or accounts payable issues, contact Cheryl.
- If you have a question that concerns an existing payroll/employee, workers comp claim or PEIMS data entry contact Jackye.
- All revenues must be turned into the business office as soon as collected. Textbook and Drivers Ed fees must be turned in at the end of May.
- Travel must be approved by all relevant parties prior to any check issuance or reservations placed.
- Use of credit cards will delay the payment and may cross over into a new budget year. Any late charges will be the responsibility of person who incurred the cost.
- All salary calculations or staff assignment changes require notification of the business manager for state budget compliance and monitoring.
- Updates will occur as needed and forwarded
- Checks are printed on Thursday before noon. Wednesday at noon is the deadline for getting items on the Thursday check run. (Training requirements, holidays, or illness may prevent a weekly run from occurring so plan ahead.)
PURCHASE ORDERS
- After selecting items to be purchased, staff members complete requisitions and submit them to their supervisor for entry into RSCCC. (Supervisor is building principal or program director, e.g., vocational supervisor, Title I director or campus designee.)
- Estimate the total for the requisition, if an exact amount is not known because all bills are paid from the final invoice and not from the purchase order (PO). Do not hold invoices or bills that you may receive, but immediately send them to the business office.
- Principals will enter the menu of RSCCC requisition and approve or reject the PO. If approved, the business office will print the PO. You will receive a white vendor copy without budget code, a white file copy with code, and a pink receiving copy.
- When and only when a PO number is issued, may items be ordered. Do not order before you receive a PO. If the invoice is dated before the date on the PO it will be sent to the campus for payment.
- When ordering, the campus designee will give the PO number to the company so it may be indicated on the billing or invoice.
- When the order is received, sign and return the pink receiving copy of the PO to the business office. This informs accounts payable that the order has been received and may now be paid.
- All original invoices and statements shall be sent to the business office. When you place an order make sure the billing address is 140 E. Panhandle, not your campus address. ALL STATEMENTS SHOULD COME TO THE BUSINESS OFFICE IF AND WHEN RECEIVED.
- Payment for any orders placed without a PO will be the responsibility of the campus principal.
- The budget is closed for purchasing on April 1st except for emergencies approved by an administrator at Central Office.
- Do not allow a PO to be created prior to or after this date as an attempt to “flush” the fund line. To help prevent this, all P.O.’s without an order will be removed from RSCCC in May.
PAYROLL
- Payroll information must be in by the 1nd Friday of the month for entry on current month payroll. Any late request will be worked in the next month payroll.
- AESOP (Sub) pay cut-off is the 1st Friday of the month.
- Receipts for Cafeteria Plan checks must be turned in by the first Thursday of every month. Cafeteria Plan checks will be ready on or before the 15th of the month. August 15th is the last day for submitting receipts for the final payment for the plan year.
PEIMS
- Any changes to student attendance coding that effects PEIMS must be reported to the business manager as he is the PEIMS coordinator and needs the information to determine the effect on current year revenues.
Revised 6-18-09
