Accounting Department 2019

ACCOUNTING DEPARTMENT POLICIES AND PROCEDURES

April 2019

TABLE OF CONTENTS

Mission ..................................................................................................................1 Organization Chart ................................................................................................2 Accounting, Payroll and Accounts Payable Personnel ..........................................3 Routing Information ...............................................................................................4 Accounts Payable Information...............................................................................5 Creating a Check Request ..................................................................................14 Account Splits ? Charging Multiple Accounts for Items .......................................17 Searching for a Request......................................................................................20 Printing a Copy of Your Check Requisition .........................................................22 Expediting Information.........................................................................................23 Payroll Information ..............................................................................................24 Fixed Assets Information.....................................................................................47 Cash Receipts .....................................................................................................50 Account Code Structure ......................................................................................51 Reminders for Budget Coding .............................................................................52 Capital Expenditures ...........................................................................................54 Budget Input and Reporting Instructions .............................................................55 Control Accounts/Account Inquiry .......................................................................67 Budget Amendments...........................................................................................69 Creating a Budget Transfer .................................................................................70 Budget Manager Report ......................................................................................78 Business Plus Account FAQ's & Tips..................................................................80 Out-of-District Travel Policies and Procedures....................................................84

ACCOUNTING DEPARTMENT

The Accounting Department is one of the Administrative Services departments of Alief Independent School District. Our mission is to provide useful financial information both internally to Alief ISD personnel and externally to vendors, the Texas Education Agency, and the public.

ADDRESS 4250 Cook Road Houston, Texas 77072

PHONE (281) 498-8110

FAX (281) 983-1693

Hours of Operation Monday ? Thursday 7:00am to 4:30pm

Friday 7:00am to 4:00pm

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Bookkeeper

Assistant Superintendent of Finance

Deanna Wentz

ORGANIZATION CHART

Controller Grace Chang

Accounting Supervisor Shannon Rohlfing

Accounting Coordinator Samantha Black

Bookkeeper Kayce Jenkins-Samuel

Fixed Assets/ Insurance Specialist

Judith Long

Expeditor Becky Schuessler

Accounts Payable

Lead Denise Martin

Accountant (P/T) Julee Patterson

Accounts Payable Clerk Debra Chimelak

Accounts Payable Clerk Cynthia Shack

Activity Fund Specialist Jeanette Berry

Accounts Payable Clerk Luz Reyes

Accounts Payable Clerk Laura Murphy

Payroll Supervisor Deborah Guinn

Accounts Payable Clerk Carre Heim

Payroll Specialist Linda Rubalcaba

Payroll Specialist Cathleen Wilson

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Accounting Department

Deanna Wentz, Assistant Superintendent for Finance Grace Chang, Controller Shannon Rohlfing, Accounting Supervisor Julee Patterson, Accountant Deborah Guinn, Payroll Supervisor Samantha Black, Accounting Coordinator Jeanette Berry, Activity Accounting Specialist Becky Schuessler, Expeditor Judith Long, Fixed Assets / Insurance Kayce Jenkins-Samuel, Bookkeeper

Payroll Department

Deborah Guinn, Payroll Supervisor Linda Rubalcaba, Specialist Cathy Wilson, Specialist

Accounts Payable Department

Denise Martin, Lead (Vendors B,F,N) Debra Chimelak, Clerk (Vendors E,P,R,T) Cynthia Shack, Clerk (Vendors H,I,J,W) Luz Reyes, Clerk (Vendors D,L,M,O) Laura Murphy, Clerk (Vendors G,S,U,X,Y,Z) Carre Heim, Clerk (Vendors A,C,K,Q,V) Becky Schuessler, Expeditor

Item

Checks/cash to be deposited Budget amendments Check requisitions

Extension

29178 29179 29180 29181 29175 29182 29184 29186 29185 29183

29175 29176 29177

29187 29189 29190 29191 29188 29230 29186

Send to

Kayce Jenkins-Samuel Kayce Jenkins-Samuel Accounts Payable Dept. (Preferably to the appropriate person ? by vendor)

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ROUTING INFORMATION

Submit to Accounts Payable: All Check Requisitions Partial Payments with spreadsheets for Blanket Purchase Orders All Invoices with Purchase Order numbers Travel and Expense Vouchers Address changes for existing vendors

Submit to Purchasing: Requests for new Vendor & W-9 Form

Submit to Expeditor: Requests to cancel items or entire orders Information involving damaged products Shortages or overages Duplicate shipments Orders received in error Returns or exchanges

Submit to Payroll: Timesheets, Extra Duty Pay, Stipends, etc. for payments after the appropriate

department has approved Employment verification for Retired TRS Members returned to work (Due in the

payroll office by the 1st of the following month)

Submit to Bookkeeper: Cash receipts to be deposited into District account Checks payable to the District for expenditures funded by Activity Fund with

appropriate budget code listed for deposit

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