Forms

Budget Adjustment - Add New

Complete this form when additional funding sources become available. Attach documentation such as TEA Notice of Grant Award (NOGA), TEA Standard Application System (SAS), NEF Grant Award, Local Grant Letter, etc. for verification of funding source. Forward to the business office with attachments.

For budget adjustments due to growth attach Growth Detail Form

    Budget Amendment

    Budget amendments involving numerous accounts may be prepared in summary form.

    Cash Advance Requisition & Detail Receipt of Cash forms

    Advance payment may be requested for necessary meal expenses to be incurred by students/chaperones when engaged in approved out-of-town travel.

    The Cash Advance Requisition Detail/Receipt of Cash Form should be utilized as a detail listing mechanism. All individual names must be printed legibly and identified as: student (S) or non-District employee (N).

    *In situations where cash is disseminated to traveling individuals the Cash Advance Requisition Detail/Receipt of Cash Form must be signed by the individuals receiving cash. This signed copy must be forwarded to Accounts Payable upon completion of the activity.

    All expenditures will require an original itemized receipt as documentation. Any funds not accounted for with a receipt or signature of traveling individual are the responsibility of the staff member listed as responsible on the Cash Advance Requisition Form.

    Settlement with the campus/department bookkeeper must be completed within ten days of returning from the event. Upon completion of the activity, the sponsor shall return any unused funds to the original fund account with documentation for re-deposit.

    Deposit Forms

    This form is a detailed receipt prepared for submission to the individual responsible for preparation of the bank deposit.

    Donation Acknowledgement Form

    Northwest Independent School District is a public school district and is a political subdivision of the State of Texas. The district is not a tax-exempt entity under the Internal Revenue Service (IRS) Code Section 501(c)(3). However, the district is considered a tax-exempt organization that may receive charitable contributions according to the IRS Code Section 170(c)(1).

    The district may receive charitable contributions if they are for public purposes, such as benefiting a group and not an individual. These charitable contributions are deductible by the donor on their tax return. The federal identification number of Northwest ISD is 1-75-6003004-5.

    Fundraising/Sales Application and Financial Recap

    To request permission to conduct a fund raising activity, the event/activity sponsor must complete the application portion of the Fundraising/Sales Application and Financial Recap form. The principal, prior to the beginning date of the fund raising activity, must approve the fundraiser. A Fundraising/Sales Application and Financial Recap form must be prepared for each fund raising activity.

    Growth Detail

    For budget adjustments due to growth attach to Budget Adjustment - Add New form.

    Payment Authorization

    This form will be used in occurrences where the fiscal year cut-off for requisition entry has passed a payment needs to be charged to the prior fiscal year budget.

    Petty Cash Replenishment

    The completed Petty Cash Replenishment/Balance Form, with original itemized receipts taped to a plain sheet of paper, should be paper clipped to the Miscellaneous Payment Form

    Request for Professional Development Training

    Discretionary form for use at the campus/department level.

    Request for Reclassification of Funds

    The purpose of this form is to adjust accounts due to errors in posting or to record the transfer of funds between accounts.

    • May be used by one campus/department to assist another in helping to pay for something.
    • Are used to reimburse expenses incurred or paid for by one campus/department for another campus/department.
    • Used to correct a posted transaction relating to an incorrect expenditure/deposit code.

    Appropriate supporting documentation must be attached to all reclassification requests.

    If the correction is initiated by business services a copy of the form and documentation will be forwarded to the affected campuses/departments.

    Texas Sales and Use Tax Exemption Certification

    A school district is a political subdivision of the State of Texas and is, therefore, exempt from paying state sales tax.  A tax number is not required for exemption.  

    Purchases by the school for educational or instructional use or for administrative use necessary to the educational function of the school are exempt from tax (office supplies, duplicating paper, etc.).

    NOTE:  Parent/teacher/support organizations and booster clubs must apply for their own exemption.

    Individuals utilizing the exemption should take notice of the warning at the bottom of the certificate:

     "...it is a criminal offense to give an exemption certificate to the seller for taxable items that I know, at the time of purchase, will be used in a manner other than that expressed in this certificate and, depending on the amount of tax evaded, the offense may range from a Class C misdemeanor to a felony of the second degree."

    Request for Reclassification of Funds

    The purpose of this form is to adjust accounts due to errors in posting or to record the transfer of funds between accounts.

    ·        May be used by one campus/department to assist another in helping to pay for something.

    ·        Are used to reimburse expenses incurred or paid for by one campus/department for another campus/department.

    ·        Used to correct a posted transaction relating to an incorrect expenditure/deposit code.

    Appropriate supporting documentation must be attached to all reclassification requests.

    If the correction is initiated by business services a copy of the form and documentation will be forwarded to the affected campuses/departments.