Business & Finance
- Contact Us
- Accounts Payable
- Activity Funds
- Benefits
- Booster Clubs & Parent Organizations
- Budget, Finance & Taxes
- Child Nutrition Services
- Fixed Asset Inventory Control
- Forms
- Online Payments
- Payroll
- Purchasing
- Records Management
- Required Postings for Texas School Districts
- Resources & Manuals
- State & Federal Programs
- Travel
- Workers' Compensation
Contact Us
| Elgin ISD Administration Building 1002 N. Avenue C Elgin, Texas 78621 |
Phone: (512) 281-3434 Fax: (512) 285-9933 |
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Jeffri Orosco | Chief Financial Officer | jeffri.orosco@elginisd.net ext. 1215 |
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Gina Stuart | Director of Finance | gina.stuart@elginisd.net ext. 1220 |
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Tamara Berding | Special Revenue Accountant | tamara.berding@elginisd.net ext. 1205 |
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Angela Hatchard | Purchasing Coordinator | angela.hatchard@elginisd.net ext. 1226 |
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Teri Shaw | Accounts Payable Specialist | tshaw@elginisd.net ext. 1213 |
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Rita Galvan | Payroll Coordinator | rita.galvan@elginisd.net ext. 1260 |
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Courtney Hall | Payroll Specialist | courtney.hall@elginisd.net ext. 1219 |
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Alicia Woehl | Records Management Specialist | awoehl@elginisd.net ext. 1207 |
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Teresa Aguirre | Administrative Assistant | teresa.aguirre@elginisd.net ext. 1216 |
Accounts Payable
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Teri Shaw Accounts Payable Specialist |
tshaw@elginisd.net (512) 281-3434 ext. 1213 |
- Accounts Payable Schedule: 2024-2025
- Instructions / Cheat Sheets:
Activity Funds
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Tamara Berding Special Revenue Accountant |
tamara.berding@elginisd.net (512) 281-3434 ext. 1205 |
- Activity Fund Manual
- Activity Fund Forms
- Quarterly Sales Tax Report
- Acknowledgement of Principal's Responsibilities Concerning Activity Funds
- Acknowledgement of Responsibilities of Faculty Sponsors of Student Groups
- Acknowledgement of Responsibilities of Campus Bookkeepers/Secretaries Concerning Activity Fund
- Fundraising/Sales Activity Application | Cheat Sheet
- Activity Fund Deposit Form | Excel Template
- Fundraising/Sales Activity Application | Cheat Sheet
- Crowd Source Fundraising & Online Donations Guidelines
Benefits
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Gina Stuart Benefits Manager |
gina.stuart@elginisd.net (512) 281-3434 ext. 1220 |
- Employee Benefits Center
- Enrollment Changes Mid-Year
- Employee Assistance Program
- Financial Wellness & Retirement
- Need a benefits ID card?
Employee Benefits Center
First Financial Group of America
Edith Bergman, Account Executive
edith.bergman@ffga.com | austin@ffga.com
Phone: (800) 672-9666 | Fax: (512) 707-9711
How to Login
- Go to First Financial Group of America
- Enter your social security number (#########)
- Enter your PIN (last 4 digits of your social and the last two digits of the year you were born (######)
- You will arrive at the Welcome screen
- Click Next to begin enrollment
- Then:
- Verify your personal information
- Verify all dependent information (SSN / date of birth) **Very Important**
Useful Information to Know
- Remember your PIN
- Contact First Financial at (855) 523-8422 with any technical questions
- No changes will be allowed until annual enrolment (unless you have an IRS S125 approved event)
Enrollment Changes Mid-Year
You may add or cancel coverage during the plan year if you have a change in family status. You must notify the benefits department within 31 days of the change.
IRS specified changes in family status include:
- Marriage
- Divorce
- Death of a spouse / child
- Birth or adoption of a child
- Termination of spouse's employment
For mid-year changes, email Amanda Caballero at amanda.caballero@elginisd.net or call (512) 281-3434 ext. 1214.
Section 125 Plan
As an Elgin ISD employee, you are eligible to participate in a Section 125 Plan. Enrollment opportunities are limited to the plan year dates for your employer.
A Section 125 Plan allows you, the employee, to select from a list of available benefits that will meet your family’s benefits needs. Certain benefit premiums are deducted from your gross earnings before federal with-holding taxes are calculated. The amount you elect to have deducted “pre-tax” actually lowers your taxable income. By implementing this plan, your employer is helping you reduce your taxes and increase your take home pay.
Employee Assistance Program
Financial Wellness & Retirement
Need a benefits ID card?
TRS ActiveCare is the medical insurance for the 2024-2025 plan year.
Blue Access for Members (BAM)
You can now use Blue Access for Members (BAM), BCBSTX's secure member site, by clicking on Log In in the top right corner of the TRS-ActiveCare web site's homepage. In BAM, you can:
- Get details about your benefits
- use Provider Finder to search for in-network doctors and facilities
- request or print an ID card
- sign up to receive texts or alerts on claims and other important topics
- view up to 18 months of claims activity
ID cards can be obtained by clicking the appropriate link below.
- Blue Cross Blue Shield ID Card
- Scott & White ID Card
- Prescription ID Card
- Temporary CareMark ID Card
Dental Insurance
Elgin ISD offers three dental plans to choose from:
- MetLife Low PPO
- MetLife High PPO
- MetLife DHMO
MetLife is the PPO dental insurance for the 2021-2022 plan year. The dental insurance cards can be downloaded or requested from www.metlife.com. Register for your secure member account at www.metlife.com. The one time setup is quick and easy! Using online services helps to minimize your risk of identity theft, protect your privacy, and get your benefit information faster than through the mail.
- Go to www.metlife.com
- Click Login (in the upper right corner)
- Type and select Elgin ISD in the Access MyBenefits field
- Login and follow the prompts to complete registration
- Select the My Account option to view your dental / vision details
MetLife Dental is the DHMO plan.
- Dental ID Card Generic MetLife DHMO Card
Vision Insurance
MetLife Vision is the vision insurance for the 2021-2022 plan year. The vision insurance cards can be downloaded or requested from www.metlife.com.
- Go to www.metlife.com
- Click Login (in the upper right corner)
- Type and select Elgin ISD in the Access MyBenefits field
- Login and follow the prompts to complete registration
- Select the My Account option to view your dental / vision details
Booster Clubs & Parent Organizations
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Tamara Berding Special Revenue Accountant |
tamara.berding@elginisd.net (512) 281-3434 ext. 1205 |
Budget, Finance & Taxes
- Budgets (Actual & Proposed)
- Financial Annual Report
- Financial Monthly Report
- FIRST
- Annual Local Debt Report
- Tax Rate Calculations
- Tax Rate Ordinances
- Chapter 313
- Texas Landowner's Bill of Rights
Budgets (Actual & Proposed)
By school year:
- 2024-2025: Proposed Budget | Budget Presentation | Budget Book | Adopted Budget
- 2023-2024: Proposed Budget | Budget Presentation | Budget Book | Adopted Budget
- 2022-2023: Proposed Budget | Budget Presentation | Adopted Budget
- 2021-2022: Proposed Budget | Adopted Budget
- 2020-2021: Proposed Budget | Adopted Budget
- 2019-2020: Proposed Budget | Adopted Budget
Financial Annual Report
Financial Monthly Report
FIRST
Annual Local Debt Report
Tax Rate Calculations
Truth in Taxation:
Visit Texas.gov/PropertyTaxes to find a link to your local property tax database on which you can easily access information regarding your property taxes, including information regarding the amount of taxes that each entity that taxes your property will impose if the entity adopts its proposed tax rate. Your local property tax database will be updated regularly during August and September as local elected officials propose and adopt the property tax rates that will determine how much you pay in property taxes.
Tax Rate Ordinances
Chapter 313
Texas Landowner's Bill of Rights
Child Nutrition Services
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Elizabeth Guajardo Child Nutrition Director |
eguajardo@elginisd.net (512) 281-9755 ext. 1924 |
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Lupita Martin Operations Coordinator |
gmartin@elginisd.net (512) 281-9755 ext. 1922 |
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Jennifer Marquez Administrative Assistant |
jmarquez@elginisd.net (512) 281-9755 ext. 1923 |
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Cynthia Trujillo Administrative Assistant |
cynthia.trujillo@elginisd.net (512) 281-9755 ext. 1923 |
Fixed Asset Inventory Control
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Teresa Aguirre Administrative Assistant |
teresa.aguirre@elginisd.net (512) 281-3434 ext. 1216 |
Steps for accessing and completing the Fixed Asset Inventory Control Change Form:
- Login to Eduphoria
- Choose Formspace
- Select "Submit New Form" in bottom left corner
- Choose Business Office
- Choose Fixed Asset Inventory Control - Change Form
- Select Move Item
- Complete Form
- Click Submit Form
Forms
- Bid Quotation Record Form
- Budget Amendment Form
- Donation Form
- Sales Tax Exemption Form
- TEA Justification Form for Field Trips with Federal Funds
- Activity Fund Forms
- Quarterly Sales Tax Report
- Acknowledgement of Principal's Responsibilities Concerning Activity Funds
- Acknowledgement of Responsibilities of Faculty Sponsors of Student Groups
- Acknowledgement of Responsibilities of Campus Bookkeepers/Secretaries Concerning Activity Fund
- Fundraising/Sales Activity Application | Cheat Sheet
- Activity Fund Deposit Form | Excel Template
- Audit Committee Report Form
- Records Transfer Request Form
- Records Disposition Log
- Record Box ID Label
- Pre-Travel Request Forms:
- Texas Hotel Occupancy Tax Exemption Form
- Employee Travel Reimbursement Form
- Request for Payroll Supplement (Extra Duty Pay)
- Time Clock Change Request Form
- District Card Use Agreement Form
- Contract Approval Agreement Form
- W9 Form
- W4 Form
- Direct Deposit Form
- Activity Fund Group Information Sheet
Online Payments
We are thrilled to announce that Elgin Independent School District is partnering with KEV SchoolCash Online to streamline and simplify our payment process for school-related fees and activities. This new online payment system will make it easier than ever to manage and pay for various school-related expenses from the convenience of your own home.
What is KEV SchoolCash Online?
KEV SchoolCash Online is a secure, user-friendly platform that allows parents and guardians to make payments for school fees and other items online. With this system, you’ll be able to:
- Purchase Yearbooks and other items
- Pay for SmartTag replacements
- Pay for Chromebook & iPad fees and replacement items
- Pay for Library fines
- And much more!
Key Benefits:
- Convenience: Access the system from anywhere, anytime.
- Security: Make payments securely with encryption and data protection.
- Efficiency: Receive instant confirmations and track your payment history.
Getting Started:
- Look for Email from SchoolCash Online: Coming soon with more information!
- Register: Visit KEV SchoolCash Online and create your account.
- Link Your Student(s): Add your child(ren) to your account using their student information.
- Explore: Browse available items and fees, and make payments as needed.
We believe this partnership will provide choice and opportunity for families making payments on behalf of your students, besides sending cash and checks to school with your children. Should you have any questions or need assistance, please do not hesitate to reach out to our campus secretaries, Elgin ISD Business Office, or visit the KEV SchoolCash Online support page.
Elgin ISD will continue to utilize MySchoolBucks for online meal payments and Ticket Spicket, powered by Hometown, for athletic event tickets.
Payroll
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Rita Galvan Payroll Coordinator |
rita.galvan@elginisd.net (512) 281-3434 ext. 1260 |
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Courtney Hall Payroll Specialist |
courtney.hall@elginisd.net (512) 281-3434 ext. 1219 |
- 2024-2025 Payroll Schedule
- Understanding Payroll
- Request for Payroll Supplement (Extra Duty Pay)
- Athletic Duty Sheet
- Time Clock Change Request Form
- Wage Statements: Use the Ascender Employee Portal site to view/print wage statements and other information.
Any changes needed for payroll need to be completed in person by the Deadline on the Pay Schedule for PR Changes. Please be sure to bring your ID for verification.
The following forms will be turned into the Business Office:
The following forms and help can be provided by Human Resources:
Purchasing
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Carrie Arnold Purchasing Coordinator |
carnold@elginisd.net (512) 281-3434 ext. 1226 |
The Elgin Independent School District has partnered with Bonfire Interactive to create a new procurement portal that will allow you to receive notifications of business opportunities and submit bids and proposals to the Elgin Independent School District digitally.
The buttons to the right will direct you to the registration and login page. This is a new host, so you must register through this portal.
Please be sure to select NIGP codes associated with your type of business or organization. Our solicitations will be set up using those codes and will be matched to vendors and contractors with the same codes.
Elgin ISD is excited about the changes we are making to streamline our electronic bid process and we look forward to continuing our good relationship with you and appreciate your interest.
Contact Carrie Arnold if you have any questions.
Open Bids
Upcoming Bids
Closed Bids
- RFP # 2024-16: Student, Financial and Human Resources Information System (SIS/ERP)
- RFQ # 2024-14: Architectural & Engineering Services
- CSP # 2024-09: District-wide HVAC Improvement
- CSP # 2024-07: NES Freezer/Cooler
- RFP # 2024-10: Armed Security Guard Services
- RFP # 2024-11: Auditorium Furniture
- RFQ # 2024-12: Bond Underwriting
- RFQ # 2024-13: Program Management
- RFCQ/P # 2024-08: MPF Weight Room Equipment
- CSP # 2024-06: District-wide Security Fencing
- RFQ # 2024-05: 54-Passenger Body School Bus
- RFP # 2024-04: Furniture
- CSP # 2024-03: District-wide AV Projects
- RFP # 2024-02: Armed Security Service
- CSP # 2024-01: District-wide Security Upgrades
- RFP # 2023-16: Special Education Services
- RFQ # 2023-15: Testing, Adjusting & Balancing Services
- CSP # 2023-14: Elgin High School Roadway Extension/ Stone Creek Drive
- CSP # 2023-12: Elgin ISD Site Improvements and Paving Projects
- CSP # 2023-11: District-wide Security Projects
- CSP # 2023-10: Transportation Center Building Construction
- RFP # 2023-09: District Fleet Cargo Vans & Trucks
- CSP # 2023-08: Multi-Purpose Facility Construction
- RFP # 2023-07: School Health and Related Services (SHARS) and Medicaid Reimbursement Services
- CSP # 2023-05: Elgin High School Modular Building Relocation
- RFP # 2023-04: Demographic Services
- CSP # 2023-03: Elgin Middle School Football Field Regrading
- CSP # 2023-02: County Line Fiber Optic Relocation
Records Management
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Alicia Woehl Records Management Specialist |
awoehl@elginisd.net (512) 281-3434 ext. 1207 |
Campus and departments should, on an annual basis, review the following instructions concerning records; to ensure the efficient, and effective control over school district records consistent with requirements of the Texas Local Government Records.
- Find out how long to keep campus and department records by accessing the following links
- To destroy records or send records to storage
- A log of records eligible for destruction and a log of records to be stored must be maintained. The principal or department supervisor should sign for permission to destroy or send records to storage.
- Storage boxes for retention use are provided by the campus. Records to be destroyed should be packed in boxes no larger than a copy paper box (storage boxes should not be used to pack records to be destroyed).
Required Postings for Texas School Districts
- Adopted Budget
- Application for Appraised Value Limitation on Qualified Property
- Chapter 313 Agreement Documents - East Blackland Solar Project 1
- Energy Usage
- Texas Landowner's Bill of Rights
- Proposed Budget Summary of Proposed Budget
For other required postings for Texas School Districts, click here.
Resources & Manuals
- Cash Handling & Deposits
- How to Access Your Budget Codes
- How to Access Your Budget Codes Summary
- How to Enter a Requisition
- How to Add Documents to a Requisition
- How to Submit a Budget Amendment
- How to Check for Outstanding PO's
- How to Complete the Travel Reimbursement Form & Checklist
- Purchase Requisitions to Paid
- Accounting Code Structure Flipchart
- Account Codes: Chart of Accounts
- GSA.gov
- Records destruction will be scheduled annually in the fall. Refer to the Records Management Cheat Sheet for deadlines and timelines. The Business Office will notify the campus/department offices of the scheduled dates for records to be picked up by the Maintenance Department.
- Intra-District Mileage Chart
- FASRG (Financial Accountability System Resource Guide)
- FAR Appendices Update 19
- Elgin ISD Purchasing Thresholds
- Purchasing Guidelines
- Activity Fund Manual
- Fundraising/Sales Activity Application | Cheat Sheet
- Crowd Source Fundraising & Online Donations Guidelines
- Audit Guidelines
State & Federal Programs
- 2016-2017 EDGAR Review Leadership Meeting
- EDGAR: State and Federal Grants Financial / Administrative Procedures Manual
- EDGAR: District & State Purchasing Processes Flowchart
- Appendixes
- 1: Contract Management
- 2: Purchasing
- 3: Vendor Management
- 4: Cash Management Procedures
- A: Chart of Accounts
- B: Elgin ISD Semi-Annual Personnel Certification Program
- C: Sample of Personnel Activity Report (PAR)
- D: TEA Substitute System of Time-and-Effort Schedule for Employees Supported by Multiple Cost Objectives
- E: TEA Management Certification for Substitute System of Time-and-Effort Reporting for Local Educational Agencies
- F: Internal Control Procedures
- G: Grant Management Procedures
- H: State Programs - Allotment
- I: Federal IDEA-B Grant Manual
- J: Intra-District Mileage Chart
- K: TEA Justification Form for Field Trips with Federal Funds
- L: 2020-2021 TxEIS Commodity Codes
Travel
- Travel Guidelines
- Pre-Travel Request Forms:
- Texas Hotel Occupancy Tax Exemption Form
- Sales Tax Exemption Form
- Intra-District Mileage Chart
- Employee Travel Reimbursement Form
- Instructions / Cheat Sheets:
- GSA.gov
Workers' Compensation
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Amanda Caballero Benefits Specialist |
amanda.caballero@elginisd.net (512) 281-3434 ext. 1214 |
Elgin ISD provides workers' compensation benefits to employees who are injured at work. This benefit will cover only a work-related injury or illness, not other medical problems. Once a claim is reported and accepted by the HC department, your workers' compensation benefits begin. This is the only medical benefit you may use for treatment of your specific claim/injury, including medical examinations and medications.
Process for Workers Compensation Claims:
If you are injured at work, think the injury was caused by work, or a doctor tells you the injury/illness is work-related, the following steps must be taken:
- You must immediately report the incident to your supervisor (e.g., principal, director, manager, or coordinator).
- Your campus/department Administrative Assistant needs to complete an online First Report of Injury or Illness report with specific information and email Amanda Caballero.
- In the event of an emergency, the employee may find a provider at the Political Subdivision Workers' Compensation Alliance web site.
- If the incident is minor, you may seek medical attention from your campus nurse, Community Family Health Center or FastMed Urgent Care (located in Bastrop and Manor). These clinics are on a walk-in basis and do not require an appointment. Please let the front desk know that you are on a Workers' Comp incident and are employed with Elgin ISD. These facilities will notify us to get further information if needed. If you have not notified your supervisor, please do so as soon as possible.
- Amanda Caballero will submit your incident report with TASB Risk Management and an adjuster will notify you. Once an adjuster contacts you, a treatment plan may be developed. It may be as simple as first aid, or ice and over-the-counter pain or anti-inflammatory medication. However, immediate medical care may be necessary.
- It is your responsibility to stay in touch with your manager and/or supervisor during your absence. The workers' compensation staff does not call in any absences for work-related injuries.
- According to the Texas Division of Workers Compensation DWC law, Elgin ISD does not pay injured workers for the first seven days off work. In the event that you need to be absent from work during this time due to injury, you must use your paid leave.
TASB Risk Management Fund
PO Box 2010
Austin, Texas 78768
Phone: (800) 482-7276
Resources: