Secretary Meeting SEPTEMBER 17 2008 Meeting Agenda Procedures

Secretary Meeting SEPTEMBER 17, 2008

Meeting Agenda Procedures and Guidelines Manual Forms Campus Activity Report Travel Reminders Travel Advance Card Student Travel Food Guidelines Future Meetings

Procedures and Guidelines Manual Updates Secretary List Calendar of Events Food Guidelines Travel Advance Card Charter Buses Student Travel Pentamation Instructions Budget Instructions Public Use of Funds Payroll Web Trips (xiv) (xv) (1. 4. 3) (2. 5. 4) (2. 10) (2. 12) (5. 1) (6. 2) (7. 1) (8. 2)

Procedures and Guidelines Manual Updates Notice of further Manual Updates will be sent out via Weekly Tips The Weekly Tips will be the method of communication between the Business Office and each campus/department.

New Business Office Forms DISD Website Sign-In Departments Business Office Forms Mileage Reimbursement for Use of Private Vehicle Deposit Ticket – Campus Activity Funds Deposit Ticket – Miscellaneous Add/Change Vendor Request • See Preferred Vendor List Fund Raiser Forms Camp Forms

Campus/Department Activity Funds Campus Activity Fund spreadsheets will be emailed to you on a monthly basis. This spreadsheet will contain a summary of revenue and expenditures during the previous month.

Travel Reminders Any receipt that has alcohol on it, will not be reimbursed. All receipts must be itemized. Credit Card slips are not an allowable receipt.

Travel Advance Card A credit card that can be advanced to employees to pay for their lodging expenses. Travel Advance Card Procedures Request to Travel Purchase Requisition for Lodging Only • Division: Travel-Airfare, Hotel, Car Rental, and Meals Travel Advance Agreement Authorization Letter Travel Reimbursement Form Signed Pink Purchase Order

Student Travel Procedures on student travel have been added to the Procedures and Guidelines Manual Web Trips procedures have also been added in the Appendix section of the manual New Hourly Rate: $13. 10 New Mileage Rate: $2. 50 Student meals have increased from $7/student per meal to $9/student per meal

Food Guidelines Allowable Expenditures Meals/Refreshments – May be provided based on type and duration of meeting. Reasonable expense person is $10/lunch and $18/dinner. Snacks cannot be more than $2/participant. Orders must be based on a reasonable estimated number of participants. Must use approved catering vendor

Food Guidelines Funding Campus – Food provided for staff at the campus level should be coded to the Campus Activity Fund, using a “TL” sub-object code. Department - Food provided for staff at the departmental/building level should be coded to the Campus Activity Fund, using a “TL” sub-object code. District-Wide Committees – May be funded from the appropriate departmental budget in the general fund, with certain restrictions. The cost of the refreshments should be reasonable in amount. Orders must be placed based on a reasonable estimated number of participants. Volunteer/Non District Staff – May be funded from the appropriate departmental budget in the general fund, with certain restrictions. The cost of the refreshments should be reasonable in amount. Orders must be placed based on a reasonable estimated number of participants.

New Secretary Meetings We will no longer have our traditional secretary meetings. We will start setting up individual meetings with the secretary and principal/director at each campus/department as needed. This will allow the meeting to focus on items that each secretary would like clarified. The next secretary meeting will be on February 18 th in the CS Board Room at the following times: Departmental Meeting: 9 am Elementary Campus Meeting: 1 pm Secondary Campus Meeting: 3 pm

Any Questions?