Extra Duty Pay Request

Teachers, Staff, and Exempt Employees who work Extra Duty outside of their contract hours and Substitutes that are working on a special project, Long Term Substitutes that are being paid with campus funds must complete both the Extra duty pay request form through the online link below:

https://app.informedk12.com/link_campaigns/extra-duty-authorization-to-pay-22-23-b907a97e-74e1-488f-909c-dc2b12326431?token=E4XCmHiL79c2UWBwqbGaZHob

Contracted Services Agreement

Contracted personnel (not employed by RRISD) will be paid through a CSA (Contracted Services Agreement). Forms below MUST be filled out thru total hours and work dates, then turn in original hard copy of this form in to Lorena Ruhlen no later than the 3rd of each month. The bookkeeper will complete budget code and pay information, get the appropriate signatures, and submit paperwork to payroll.

https://drive.google.com/file/d/1sqFEfCwdVpWsdEx9o6SiAkMks-7pN9q1/view

Making Purchases - 2022-23 RRHS Purchase Order, Warehouse, and Disbursement Requests - https://docs.google.com/forms/d/e/1FAIpQLSfsYAag0kmtwjOqU4YX6ayNtZBzS1kb7U4DSR3NoBVnUUWEIQ/viewform

DO NOT MAKE PURCHASES OR PLACE ORDERS WITHOUT APPROVAL OR SUBMITTING A QUOTE/ESTIMATE TO BOOKKEEPER.

If you are wanting to make purchases for snacks/food for a club you sponsor, please make sure it is for meetings 30 minutes before or after school. Make sure to turn in disbursement voucher, itemized receipt, and a list of everyone food was provided to. Turn all original paperwork in to the Bookkeeper.

Make sure any companies you are wanting to use are Approved Vendors.

PRIOR approval in writing from the accounting associate and supervising principal according the RRISD policy the sponsor does not have the authority to make purchase with out prior approval. To get approval follow the steps at the bottom of this page.

Check account balances to ensure sufficient funds exist in the appropriate activity account(s)

Consult with the accounting associate. We can provide specific guidelines and recommendations for proper procurement

Purchases >$500 must be done by PO (several vendors will require a PO for shirt/clothing purchases under $500)

Purchases >$2500 require Director of Finance Approval (HS Campuses Only)

Purchase >$5000 require consult with accounting and purchasing

Consider current district contracts; obtain quotes for all expenditures

All expenditures must be supported by original quotes, invoices and itemized receipts. No copies of receipts are allowed for reimbursements only original itemized receipts. ALL INVOICES MUST HAVE YOUR SIGNATURE AND DATE when submitting for payment with your Disbursement Form and shipping/packing slips.

Out-of-pocket expenditures should NOT exceed $250 per occurrence. Must have prior approval from accounting associate and principal.

Tax is not reimbursed for any purchases

Pre-payments WILL not be made for goods or services

Purchasing requests:

Do not submit SAMS or AMAZON orders through this online site.

Please make sure vendor you are wanting to use is an approved RRISD vendor.

Request a quote (not an invoice) from the vendor for items you are wanting to purchase. Vendor contact info is also located on approved vendor list.

Submit your purchasing request and attach your quote to the 2022-23 google form to the left.

Please make sure to answer all questions and add Budget/Activity account code/s that will be used to pay for this order. I will enter a PO for your request and once approved, a copy of the approved PO will be faxed to the vendor by the purchasing dept.

Purchases over $5000 will require written quotes from 3 different vendors. View

Purchasing Requirements.

No orders should be placed with vendors until an approved PO has been issued.

Allow 15 school days for complete processing of purchasing requests. If you have orders that are urgent, please send me an email letting me know, as all orders are processed and approved in the order they are received.

Reimbursement requests and Paying Invoices: Please submit request through Google form on the left of this page.

Reimbursements (max $250.00 per transaction with prior approval from bookkeeper)

Fill out a Disbursement Voucher , sign (not typed in), and attach itemized original receipts, such as HEB, Target, Walmart, etc. These hard copies and receipts must be turned in to the Bookkeeper Lorena Ruhlen, not through the online portal. If your request for reimbursement is for food/snacks/drinks that you have purchased for your club, you must attach a list of everyone that you provided this to.

All reimbursement requests must be received within 30 days of expenditure.

Please allow at least 30 days for reimbursements to processed.

Paying an invoice (under $500.00)

Fill out a Disbursement Voucher, sign (not typed in), and attach the vendors Invoice. No quotes, carts, order forms will be accepted. All invoices must have your signature and dated verifying you have received your order. Also, please attach packing slip if available. Reminder: All orders must be delivered to Round Rock High School.

Exception - Registration fees over $500 with a Disbursement voucher are also submitted through the online portal

Parent/Student refunds - Fill out a Disbursement Voucher, sign (not typed in), with parent info and amount you are refunding and attach a copy of the tabulation form submitted for deposit showing when payment was received. Submit through the online portal: https://docs.google.com/forms/d/e/1FAIpQLSfsYAag0kmtwjOqU4YX6ayNtZBzS1kb7U4DSR3NoBVnUUWEIQ/viewform

All disbursement vouchers require your signature, no typed in name

Requisition Form-fillable TO PLACE AN OPEN PURCHASE ORDER -fill out the amount you want the PO for and submit this form through the online portal: https://docs.google.com/forms/d/e/1FAIpQLSfsYAag0kmtwjOqU4YX6ayNtZBzS1kb7U4DSR3NoBVnUUWEIQ/viewform

Warehouse Order Form - download warehouse form, complete, save as PDF, and submit through the online portal: https://docs.google.com/forms/d/e/1FAIpQLSfsYAag0kmtwjOqU4YX6ayNtZBzS1kb7U4DSR3NoBVnUUWEIQ/viewform

Booster clubs may NOT use RRISD or RRHS as the bill to address. They are NOT an agent of RRISD or RRHS and do not have purchasing power with us.

Booster clubs may use RRHS as the ship to address. However, RRHS is not responsible for the package if it does not have the sponsors name on it.

Students CANNOT participate in BOOSTER fundraisers

Booster clubs may NOT collect TEAM FEES or purchase mandatory team items

Booster clubs are not run or managed by RRHS students/teachers/staff.

BOOSTER PURCHASES

If your booster club wants to purchase something for your group they may NOT us RRISD or RRHS as the bill to address. This includes Rocksports!!!

Booster Donations

If your booster club wants to make a “Donation” for meals, buses, shirts.

It is fine if they make a “Donation”, but the check or deposit slip cannot have a specific item that is must be used for. Use of funds is at the discretion of the Sponsor.

District Rules:

https://drive.google.com/file/d/0B5fdRBdiW_puSnpWWTYxM0pKLTg/view?resourcekey=0-1hHxHXmP__PyeXiy7tlZtQ

UIL Rules:

https://drive.google.com/file/d/0B13hERGxqDqDN2NoNHE5OVI2eWc/view?resourcekey=0-l144mGZU4hp-9sC6ycAFDA

Deposit Form

https://drive.google.com/file/d/16moxoptyHh37u-xXoch6m3lHqsefF4mz/view

ALL Funds collected must be supported by receipt books, collection forms, and bank deposits and copies kept in your Account binder.

Do not write "cash" on your tabulation form, you must type in name of purchaser with amount paid. If check was received, you must type in last name from check and a check number on the tabulation form. Please include the Activity Account name and code in the Org/Club line. Please do not fold cash in half and make sure all bills are sorted by denomination.

Collection of Money:

All money collected by an organization, department, or club for fees, dues or other fund raising activities must be recorded in detail using prenumbered money receipts, tabulation of monies collected forms, or collection forms provided by fund raising vendors

All collections must be deposited in the school activity fund.

Money collected should not be kept overnight in a desk or file cabinet, nor should it be taken home by the sponsor. If, for some reason, all records cannot be completed and recorded before the end of the day, the funds should be locked in a locking bank bag or sealed in a tamper-evident bag and stored in the campus safe or vault. The sponsor should keep the key to the bag and the funds should remain secured until the sponsor can complete the deposit records. This must occur promptly, however, and, under no circumstances should personal checks be held for more than five days before being submitted to the campus bookkeeper for deposit

Personal check cashing by faculty members is prohibited by District policy.

Likewise, cash should not be removed from activity fund collections and replaced with the sponsor’s personal check. In addition, cash collections may not be used to purchase supplies, refreshments or for any other purpose. Activity fund collections must be deposited intact, in the same manner in which they were received. (See

Accepting Checks)

Sponsors will often be collecting money for more than one activity. Each activity should be clearly documented on the collection records. This will assist the bookkeeper in determining the sales tax due at the end of each month. It will also help the sponsor measure the profitability of fund raising efforts.

Depositing Funds Collected:

When a sponsor submits funds collected to the campus secretary or bookkeeper for deposit, these funds should be verified by the bookkeeper in the sponsor’s presence. This is simply a prudent cash-handling procedure that protects both the bookkeeper and the sponsor. After counting the funds, the bookkeeper must provide the sponsor with a prenumbered money receipt or a copy of the tabulations of monies form documenting the amount of the deposit. If for some reason immediate verification is not possible, the funds should be locked in the sponsor’s locking bank bag or sealed in a tamper-evident bag and placed in the vault until such time that both individuals are present for cash verification. The sponsor will bear responsibility for any missing deposits or deposit shortages if funds are not verified in the presence of the bookkeeper.

Activity Account Codes: 8084 Band, 8085 Guard

The policies and procedures that govern student activity funds are set forth in the Financial Information Resource Manual. This supplement contains excerpts from the Manual that are relevant to faculty, staff, and sponsors of departments, clubs and student organizations.

Student Activity Funds:

Activity funds consist of monies received and held by the campus to be expended for the benefit of students in accordance with District policy.

There are two types of Activity Funds that are common for Texas public schools.

The first type is a clearing account that is used for such things as school pictures and yearbooks. These funds shall be used to promote the general welfare of each school and the educational development and morale of all students.

The second type consists of funds that are the property of student organizations such as student council, choir, and pep squad. The District is required to provide stewardship by properly safeguarding and accounting for these funds. Decisions on the use of student funds are the concern of the specific student groups to whom the funds belong, as long as the decisions regarding the use of funds do not conflict with Board policy and/or legal regulations or restrictions.

To secure the deposit of public funds, all activity funds must be deposited with the district’s banking institution. Additional bank accounts are strictly prohibited.

Faculty, Staff, and Sponsor Responsibilities:

Faculty, Staff, and Sponsors are required to sign a Faculty and Staff Acknowledgement of Responsibilities form and submit to bookkeeper

The sponsor of each student organization or department is required to maintain adequate records to support the financial activities of the group. Student Activity records should be retained for 5 years

These records are subject to review during the audit of the school’s activity funds and should include, at a minimum, the following:

Monthly financial reports for the organization (obtained from the bookkeeper)

Copies of money receipts and tabulations of monies collected

Copies of invoices or disbursement vouchers

Copies of fund raising applications

Detailed records, by student, of fund raising proceeds

Minutes of the organization’s meetings which detail, at a minimum, attendance, discussion of fund raising activities, and review and approval of expenditures and financial status.

Each month, the sponsor should compare his or her balances and financial records to those kept by the campus secretary/bookkeeper. If there is a discrepancy, the sponsor should promptly contact the bookkeeper. If necessary, the Internal Auditor or Financial Director may be requested to assist.

Activity Fund Expenditures

All expenditures from activity funds must be made by check. No expenditures should be made using undeposited cash. Prior to the expenditure of funds, an activity fund disbursement voucher must be completed and authorized by the principal.

Expenditures must be made in compliance with existing purchasing rules, laws, and regulations. Items currently available on bid must be purchased from a bid vendor. Expenditures in excess of $5000 not otherwise included on a bid should have three documented quotes. Under no circumstances should purchases be made without proper approval.

To the greatest extent possible, purchases should be planned in sufficient time to allow them to be made by a purchase order, activity fund check or purchasing card.

Round Rock ISD is not required to reimburse a sponsor for purchases not properly approved in advance by the principal. Therefore, sponsors’ requests for personal reimbursement should be limited in nature. The maximum out-of-pocket expense for a one-time purchase is $250. In addition, requests for reimbursement should be submitted within 30 days of the date of purchase.

Disbursement of Funds

Remember, too, that the principal is not required to reimburse sales tax paid by a sponsor if a purchase was not properly approved in advance.

Club and organization funds should be used for the benefit of the students who participate in the club’s activities. These funds should be expended on an annual basis so that the students who generated the funds can have the benefit of their use.

Student Permission Form: https://drive.google.com/file/d/1wBuxnmYXJXwnmOKzYkHVGm0oHks81dwn/view

Employee and Student Travel

Step 1 - Fill out the Employee Student Travel Request and Approval Form and include all account and expense information. Bus charges are $2.00 per mile round trip and $37.50 per hour for each driver. Suburban charges are $1.00 per mile and you must have your drivers license on file with transportation. Trips start and end at Transportation Estimate 1 hour before your pick up time and 30 minutes after drop off time. ALL STAFF TRAVELING that plans to request reimbursement for expenses, such as mileage, meals, fees, parking, etc., must fill out the estimated costs section of the RRISD travel form. All staff will need their own travel form submitted.

Click here for link to: Employee / Student Travel Request and Approval Form: https://app.informedk12.com/link_campaigns/travel-request-and-approval-form-22-23?token=WKpUhWYZdaEoP9kUadksQQPU

You must add a budget or activity code to your travel form.

If this travel is also a BDST event in which funds are provided by District for UIL and Beyond, Please make sure to fill out the BDST travel form once this form is complete.

Step 2 - Bus Request

https://docs.google.com/forms/d/1fTm-ibqNnGLdzL0J4Z4tvt9uV6i0VQd2XQpAOhCLbFY/viewform?edit_requested=true&pli=1

Step 3 - Complete a Disbursement Voucher for Entry Fee's and a Disbursement voucher for Meal Money for students if you are providing (must attach a list of all students) - $10 only per meal per student. Coach's/Sponsors will pay for meals out of pocket and request reimbursement after the event. Please make sure a travel form has been submitted as this is required for your reimbursement. Meal money for students is not a requirement. It is up to the Sponsor if this will be provided. https://docs.google.com/forms/d/e/1FAIpQLSfsYAag0kmtwjOqU4YX6ayNtZBzS1kb7U4DSR3NoBVnUUWEIQ/viewform

The daily rate for meals is “not to exceed” $55 (including tax and tip). There is no proration among breakfast, lunch, or dinner. However, this rate may be limited on the first and last day of travel.

a) On the first day of travel, if leaving after 6:00 am, the daily rate will be reduced to $43.

b) On the last day of travel, if returning prior to 7:00 pm, the daily rate will be reduced to $30.

NOTE: Meal reimbursements are only allowed for Out-of-District travel that includes an overnight stay. Meals must be purchased beyond 50 miles from the traveler’s campus location.

Step 4 - Complete online Absent From Duty Form

Step 5 - Need a sub, please visit Substitute Information Page

Forms to Complete:

Make sure when filling either of these forms out, you must enter date, leave date and return date. Steps to help complete your BDST form: https://app.informedk12.com/link_campaigns/request-for-beyond-district-student-travel-bdst-22-23?token=wfiwvUGZsHSeHve3d8Jg29B2

BDST Steps

Submit Request through online BDST form. You must attach all invoices or quotes for services or fees you are requesting BDST to pay for. Such as registration fees, truck rentals, charters, etc. Submit a disbursement voucher and attach a list of students that meal money is being requested for. Students are allowed $10.00 per meal. Non-Athletic/District Athletic travel sponsors/coaches must pay out of pocket for meals and request reimbursement no later than 30 days after the event.

Do not allow parents to book rentals, uhauls, etc. Volunteers driving rentals will need to submit all itemized gas receipts for reimbursements for. Please make sure all receipts are for the event date. Fuel purchases must be done the day before or day after the event.

The daily rate for meals is “not to exceed” $55 (including tax and tip). There is no proration among breakfast, lunch, or dinner. However, this rate may be limited on the first and last day of travel.

a) On the first day of travel, if leaving after 6:00 am, the daily rate will be reduced to $43.

b) On the last day of travel, if returning prior to 7:00 pm, the daily rate will be reduced to $30.

NOTE: Meal reimbursements are only allowed for Out-of-District travel that includes an overnight stay. Meals must be purchased beyond 50 miles from the traveler’s campus location.

Employee Travel Approval Form MUST BE SUBMITTED TWO WEEKS BEFORE YOUR EVENT. https://app.informedk12.com/link_campaigns/travel-request-and-approval-form-22-23?token=WKpUhWYZdaEoP9kUadksQQPU

Complete RRHS Bus Request form. https://docs.google.com/forms/d/1fTm-ibqNnGLdzL0J4Z4tvt9uV6i0VQd2XQpAOhCLbFY/viewform?edit_requested=true&pli=1

Fill out Absence From Duty for you leave. https://docs.google.com/forms/d/e/1FAIpQLSfqRcItz-mVQYnlujv1ojPvPz3IA320wkUVO9Wc_y5I47NB9Q/viewform

If needing a sub please visit Substitute Information Page. https://login.frontlineeducation.com/login?signin=d760097a44e208f5233fd5f887af8d6f&productId=ABSMGMT&clientId=ABSMGMT#/login

Fund Raising Application: https://app.informedk12.com/link_campaigns/fundraiser-application?token=CVrePpvZTZYTc7qYBhvVNVjd

In order to provide administrative oversight of the extensive fund raising activities promoted by the various campuses and organizations, all fund raising activities involving a vendor or requiring public solicitation must first be approved by the principal and designated Financial Services’ Representative.

Fundraisers should include a service or product. Under no circumstances should campuses or organizations participate in door-to-door solicitation, “can shakes” or enter into agreements with solicitation firms other than Donors Choose.

Donors Choose and other campus specific donation campaigns will be considered on a case-by-case basis. Raffles, bingo, and other games of chance will not be allowed.

Each organization will be allowed two fund raising activities per year which involve an outside vendor. Additional funds may be generated through service projects with the prior approval of the principal and the designated Financial Services’ Representative. (Read more fundraising guidelines)

Sponsors desiring to begin a fund raising activity are required to complete a Fund Raising application which must be approved two weeks in advance by the Principal and the designated

RRHS Fundraising/Sales/Collection of Donations/Community Service Requirements:

CANNOT be made Mandatory by Sponsor

Students CANNOT participate in BOOSTER fundraisers

Fundraisers/Donation collections can only last 2 weeks!

Exception – World’s Finest Chocolate, popcorn, lollipop. – You will have one month after your fundraiser to complete your recap.

Prohibited Fundraisers by students: Raffles, Crowdfunding, Donation Dots, Any games of chance.

Financial Services’ Representative. Under no circumstances should a campus or organization enter into agreements or advertise an event until approvals from the Principal and the designated Financial Services’ Representative have been received. The fundraising application details the vendor, product to be sold or service to be rendered, and the estimated proceeds. Any amounts due from previous fund raising activities should also be noted on the application. Sponsors who do not properly manage their activities and have large monetary amounts outstanding will not be allowed to conduct subsequent fund raising activities. Under no circumstances should door-to-door solicitation be allowed, nor should the organization enter into a contract with an outside solicitation firm.

Within one month of the close of the activity, the fund raising recap must be completed and forwarded to the campus bookkeeper. This form details the total receipts and expenditures of the sale; it also provides a section to detail lost, damaged, or returned products. The fund raising recap can easily be completed from the “Tabulation of Monies Collected” forms. Money that is not collected due to a student’s failure to remit funds should be detailed on the recap form. The campus should maintain these records so that the monies due can be collected at registration or prior to graduation.

The Accounting Department will maintain records of vendor and product performance based upon the completed recaps and an annual campus survey. Vendors who repeatedly fail to meet established standards will not be allowed to conduct business within Round Rock ISD.

Public purchasing differs distinctively from private sector purchasing. Private businesses can purchase from only one vendor and their choice may be made on the basis of price, convenience, or on personal considerations. In sharp contrast, Public entities must conduct all of their dealings in the public eye and must adhere to strict legal guidelines.

As a public entity, our District must make its purchases within relevant statutes and policies. Although bound by these constraints, the school 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 Purchasing Office is the District’s centralized purchasing function that is responsible for purchasing all supplies, materials, and equipment, within the guidelines governing our District. Purchasing issues all formal bid requests, facilitates selection of vendors, and negotiates and establishes bids and other contract terms and conditions, delivery, and adjustments. Having a centralized purchasing function results in lower purchasing costs for the following reasons:

More items are bought in large quantities, which lowers the unit cost.

Fewer purchase are made, which lowers the cost of forms and time.

Increased oversight means that more vendor discounts can be taken.

Control over inventories greatly increases.

The Purchasing Office facilitates the adherence to applicable statute 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.

Buying certain items in bulk and maintaining an inventory of materials, supplies, and equipment necessary for daily operations of the District.

Establishing bids and contracts to cover repetitive procurements of goods and services.

Processing purchase requests and issuing purchase orders to vendors in a timely manner.

Any questions related to these procedures can be directed to the Round Rock ISD Purchasing Office at 512-464-6950 or emailing Rachel Perkins

Purchasing Flowchart - https://docs.google.com/drawings/d/1BKlnkNoTtWbDDWmmdDNpXNwHpEMdBzLdjAat0-HatdE/edit

● OFFICE DEPOT orders - submit through the Office Depot site

When ordering from Office Depot Please use the procedure below.

Go to http://bsd.officedepot.com

Login: RRHSTEACHERS (case sensitive)

Password: Welcome1 (case sensitive)

Add items to cart

When you are finished view cart,

select check out, Please enter name in the PO section who this order goes to.

In comment box, please put 4 digit account code and account name, then at the bottom of order click SUBMIT

● Amazon orders - share spreadsheet with Lorena Ruhlen. Info required: link to item, name of item, quantity, and cost

https://docs.google.com/spreadsheets/d/1XDUE3n62hnv54uIX3ITU3G9SMt5zt8zpwCQ25fK1BJk/edit?pli=1#gid=980619100

● SAMS, Home Depot, Target, & HEB - share spreadsheet with Lorena Ruhlen. Required info: link to item, name of item, quantity, and cost; Please make your requests at least 2 weeks before your event. Orders placed less than 2 weeks may not be ordered if Pcard funds are not available.

https://docs.google.com/spreadsheets/d/1XDUE3n62hnv54uIX3ITU3G9SMt5zt8zpwCQ25fK1BJk/edit?pli=1#gid=980619100

Contracts and Agreements Library Cover Page

https://drive.google.com/file/d/1OE3heOLqShWkY5jrbnahW0QgDntCjrKb/view

Do not sign any contract.

If your group has a contract that needs to be signed

Bring contract to Bookkeeping Office with Contracts & Agreements Library Cover Page.

Once the Contract is approved, please submit the approved contract and quote on the Purchasing SOS site for request of Purchase Order.

Absence - All teachers & Staff: https://docs.google.com/forms/d/e/1FAIpQLSfqRcItz-mVQYnlujv1ojPvPz3IA320wkUVO9Wc_y5I47NB9Q/viewform

Please follow these steps when entering your absence. You must enter your absence even if its for District Business.

1a. If you will be calling in due to sickness/personal situation/emergency? Email or call Principal Matt Groff, your Department Head, and Assistant Principal PRIOR to proceeding to step 2.

1b. District Business/PD? Proceed to step 2.

2. Enter your AFD by completing the form below. ALL ABSENCES (sick, district business, jury duty, personal, etc) ARE ALL REQUIRED TO BE ENTERED IN ON THIS AFD FORM!

3. ALL NON-EXEMPT EMPLOYEES MUST TURN IN A KRONOS FORM ON FRIDAY NOT LATER THAN 4:30 P.M.

4. Enter your absence in Aesop by clicking here. If this absence is for District Business/PD, please make sure to indicate a budget code or enter the name or dept that is sending you to training on the Admin Notes section. https://login.frontlineeducation.com/login?signin=d760097a44e208f5233fd5f887af8d6f&productId=ABSMGMT&clientId=ABSMGMT#/login

*If you are out on PD/DISTRICT BUSINESS and you do not submit an AFD request by 4:30 pm on Friday your absence will be coded to your activity or budget account*

All T-Shirt’s must be approved BEFORE they are ordered from the vendor.

(This includes Booster Clubs)

Process for approval

Fill out the T-Shirt Design approval form: https://drive.google.com/file/d/0Bw5He7cgPNruMlFBRUJYeU5uVjZnbjBtUnNrMHNhWm5WcnFv/view?pli=1&resourcekey=0-0H3tpx8YbHvK_QtS7MQGXg

Attach a picture of the design, Front & back to the form.

Take all paperwork to Maria Hernandez.

The Principal will approve or disapprove and sign off on form.

Return all forms, and purchase requisition to the bookkeeping and she will process the Purchase order for payment.

RRHS Facility Coordinator - Shana Corbiere - 512-464-6099 - shana_corbiere@roundrockisd.org

RRISD Users Only - All Requests must be submitted 15 school days (3 weeks) prior to your event.

https://docs.google.com/forms/d/e/1FAIpQLScpS24PxTzgkpjMESQkXEPv0S3zA4AFM1qZaVkVkG-lutH9bg/viewform

All requests must be submitted by the site supervisor of event.

All RRISD and RRHS events must have a site supervisor present in the facility or your event may be canceled.

When submitting a facility request you agree that you have read the Site Facilitator Guidelines found at the bottom of this page.

Check that your event site and date is available by looking at the RRHSFacility_Request Calendar below.

Complete Facility Request Form. All forms are processed in the order they were received. School and District Calendars are entered before any other event is entered. All requests are subject to be changed based on campus and district needs

You will receive a calendar invite if your event has been approved. If your event is denied you will receive email correspondence from the Facility Coordinator.

All Non-RRISD Users complete District Forms Please fill out forms and return to shana_corbiere@roundrockisd.org

Facility Request Calendar https://calendar.google.com/calendar/u/0/embed?src=rrhsfacilities_requests@roundrockisd.org

Sales Tax - Purchases

School purchases (Exempt from paying tax)

For school or group of the school

Individual purchases (Non-Exempt-must pay tax)

For an individual, such as an employee

For a student’s personal use & ownership

uniforms, instruments, supplies

Purchases by parents or others

Purchases from Faculty Fund

Sales Tax - Collections

All clubs, organizations, and departments must collect tax on taxable items (to view a listing of taxable and non-taxable items, visit the Financial Information Resource Manual on the Financial Services Website)

Each bona fide chapter [club/organization] of each school qualify to have two tax-free days per calendar year to sell taxable items

Organizations which do not meet the definition of "bona fide chapter“ (i.e. have elected officers, maintain minutes, and vote to expend funds) cannot benefit from the two tax-free fundraisers.

Taxable Sales vs. Non-Taxable Sales

Taxable Sales

Schools must collect & remit taxes for all taxable items that do not have a specific exemption

Examples: supplies, publications, school store, t-shirts

Non-Taxable Sales

Examples: Ad sales, admission fees, discount cards, parking permits, car washes, food items sold during fundraisers, labor for repairs, services

Vending, school pictures, library book sales, brochure sales are not “sales” of the school

The school is acting as a agent when it takes orders for the vendor and then receives a commission or percentage of sales revenue. In the “agent” relationship, the vendor is the responsible party for payment of sales tax to the Comptroller’s office. Taxes must be collected by the campus/student group, but are reported by the vendor as sales and they pay the tax to the State Comptroller’s office.

For sales in which the campus/student group is the “agent”, the one-day tax free sale provision cannot be used.

TAX-FREE DAYS (Only Applies to Bona fide Club / Fund 898)

How often?

Two, one-day tax-free sales each calendar year

One-Day defined:

24 consecutive hours - delivery should be made on the same day

Pre-sales & pre-paid sales count as 1 day on day of delivery

Bona fide clubs and organization only. If you have officers, hold meetings, and take minutes you are a bona fide club/organization.

Fundraising/Sales application: No application= tax being taken.

When classifying and expenditure, answering the following questions will assist in proper application of accounting codes:

1. How is the expenditure financed?

2. Who is the expenditure for and for what purpose?

3. Is the expenditure for a specific student population?

4. What is being purchased?

5. What is the unit price?

Budget Codes 1. How is the expenditure financed? FUND – A mandatory 3 digit code, is to be used for all financial transactions to identify the fund group and specific fund. Examples: * General Fund (199) * Federal/State/Local Grant (200-499) * Activity Funds (498)

Budget Codes 2. Who is the expenditure for and for what purpose? FUNCTION – A mandatory 2 digit code applied to expenditures that identifies the purpose of the transaction. Examples: * Instruction (11) * Professional Development (13) * School Leadership (23)

Budget Codes 3. Is the expenditure for a specific student population? PROGRAM INTENT CODE (PIC) – A 2 digit code used to account for the cost of instruction and other services that are directed toward a particulat need of a specific set of students. Examples: *CTE (22) * Special Education (23) * Bilingual (25)

Budget Codes 4. What is being purchased? What is the unit price? OBJECT – A mandatory 4 digit code identifying the nature and object of an account, or a source. Expenditures should be classified by the major object classes according to the types of items purchased or services obtained. Examples: * Teachers Extra Duty Pay (6117) * Rental (6269) *Supplies (6399)

Band Budget Codes

199-11-001-11-1321-6112 - Subs

199-11-001-11-1321-6117 - Extra Duty

199-11-001-11-1321-6121 - Ask Lorena, I don’t know

199-11-001-11-1321-6299 - Print Services

199-11-001-11-1321-6399 - Supplies

199-13-001-99-1321-6411 - Travel/Registration, fees for teachers/sponsors

199-36-001-99-1321-6412 - Travel/Registration, fees for students

199-36-001-99-1321-6269 - Rentals

199-36-001-99-1321-6494 - Buses