D FISCAL MANAGEMENT. Administrative Leeway Student Activity Fund Management Sales of Merchandise/Fund-Raising Crowdfunding

Transcription

1 D FISCAL MANAGEMENT DA DB DC DFAA DFAC DFE DFK DFM DG DH DIBA DIC DJB DJCA DJE DJEB DJED DJEE DJEG DJEJ DJFA DJFAB DK DP DPA Goals and Objectives Budget Planning Annual Operating Budget Budget Forms Priorities Deadlines and Schedules Encumbrances Recommendations Preliminary Adoption Procedures Hearings and Review Grants and Other Outside Financial Resources Federal Fiscal Compliance Investment of Funds Posting Securities Gifts and Bequests Administrative Procedures Divisions of the Endowment Fund Equipment and Supplies Sales Direct Depositories Bonded Employees Activity Accounts Inventories Petty Cash Accounts Pay Day Schedules Purchasing Purchasing Authority Quality Control Specifications Standardization Quantity Purchasing Bids Bid Specifications Procedure Responsible Bidder Withdrawal of Bids Rejection of Bids Multi-State Purchasing Pools Local Purchasing Purchase Orders and Contracts Payment Procedures Purchasing Authority Administrative Leeway Student Activity Fund Management Sales of Merchandise/Fund-Raising Crowdfunding

2 DQ Guidelines for Capital Outlay Matching Funds for Joint PTO-USD Equipment Purchases

3 DA Goals and Objectives DA It shall be the policy of the board to adhere to strict fiscal ac accountability as outlined in board policies and rules. The board shall make every effort to secure goods and services from responsible merchants and vendors at a price and quality that will enable the district's staff to fulfill the educational goals of the district.

4 DB Budget Planning DB The board believes that a planned, systematically prepared budget is essential in the management of the district. Therefore, the board delegates to the superintendent the authority to develop a budget. DC Annual Operating Budget DC The district budget shall be prepared by the superintendent in cooperation with selected district employees and shall reflect the district s educational goals. The superintendent shall follow the adopted budget. The district shall fund the operating budget according to approved fiscal and budgetary procedures required by the State of Kansas. Budget Forms Budget forms used shall be those prepared and recommended by the Kansas State Department of Education. Budget summary documents shall be prepared on forms provided by the Kansas State Department of Education. Priorities The board will establish priorities for the district on a short-term, intermediate and long-range basis. Deadlines and Schedules Deadlines and time schedules shall be established by the board. Encumbrances An encumbrance shall be made when a purchase is made or when an approved purchase order is processed. All encumbrances shall be charged to a specific fund. All necessary encumbrances shall be made by the superintendent. Recommendations Recommendations of the superintendent and professional staff concerning the district s educational program and related budget figures will be presented to the board prior to submission of the tentative draft budget. All superintendent and staff recommendations will be presented to the board no later than the regular board meeting in June.

5 DC Annual Operating Budget DC Preliminary Adoption Procedures The superintendent will be responsible for developing the budget cover letter. It is recommended that the letter include a restatement of the goals and objectives of the district and list of budget priorities. An explanation of line item expenditures will be included in the letter. Fund expenditures and line categories will also be explained in terms of how the budget meets the goals and objectives of the district and enhances completion of priority programs. A preliminary draft of the district s budget will be submitted by the superintendent to the board on or before July each year. Hearings and Reviews The board shall conduct budget hearings according to state law. Management of District Assets/Accounts The superintendent shall establish and maintain accurate, efficient financial management systems to meet the district s fiscal obligations, produce useful information for financial reports, and safeguard district resources. The superintendent shall ensure the district s accounting system provides ongoing internal controls. The superintendent shall review the accounting system with the board. Fraud Prevention and Investigation All employees, board members, consultants, vendors, contractors and other parties maintaining a business relationship with the district shall act with integrity and due diligence in duties involving the district s fiscal resources. The superintendent shall develop internal controls that aid in the prevention and detection of fraud, financial impropriety or irregularity. Each member of the management team shall be alert for any indication of fraud, financial impropriety or irregularity within his/her area of responsibility. Reporting Fraud An employee who suspects fraud, impropriety or irregularity shall promptly report those suspicions to the immediate supervisor and/or the superintendent. The superintendent shall have primary responsibility for any investigations, in coordination with legal counsel and other internal or external departments and agencies as appropriate. September 8, 2003, Revised 10/08/2007

6 DFAA Grants and other Outside Financial Resources DFAA The board encourages the superintendent to secure federal, state and private grants, or other alternative funding sources for use in curriculum development, staff development, instructional or activity programs and other areas as directed by the board. The board shall approve all grant applications before their submission. Approved: September 2004

7 DFAC Federal Fiscal Compliance (See CMA, CN, DFAA, and DFAB) DFAC The board shall ensure federal funds received by the district are administered in accordance with federal requirements, including but not limited to the federal Uniform Grant Guidance. This policy outlines the district s responsibilities when federal funding is considered. The board designates the Director of Business and Operations as the federal programs coordinator and district contact for all federal programs and funding. The Business Office shall establish and maintain a sound fiscal management system to include internal controls and federal grant management standards covering the receipt of both direct and state-administered federal grants and to track costs and expenditures of funds associated with grant awards. The superintendent, to assist in the proper administration of federal funds and implementation of this policy, may recommend additional procedures and regulations be adopted to supplement this policy. The district s fiscal management system shall be designed with strong internal controls, a high level of transparency and accountability, and documented procedures to ensure that all fiscal management system requirements are met. Fiscal management standards and procedures shall assure that the following responsibilities are fulfilled: Identification The district must identify, in its accounts, all federal awards received and expended and the federal programs under which they were received. Financial Reporting Accurate, current, and complete disclosure of the financial results of each federal award or program must be made in accordance with the financial reporting requirements of the Education Department General Administrative Regulations (EDGAR). Accounting Records The district must maintain records which adequately identify the source and application of funds provided for federally-assisted activities. Internal Controls Effective control and accountability must be maintained for all federal funds, real and personal property purchased therewith, and other assets acquired with federal funding. The district must adequately safeguard all such property and must assure that it is used solely for authorized purposes. Budget Control Actual expenditures or outlays must be compared with budgeted amounts for each federal award. Procedures shall be developed to establish determination for allowability of costs for federal funds. Cash Management The district shall maintain written procedures to implement the cash management requirements found in EDGAR. Allowability of Costs The district shall ensure that allowability of all costs charged to each federal award is accurately determined and documented. Time and Effort Reporting by Employees All district employees paid with federal funds shall document the time they expend in work performed in support of each federal program, in accordance with law. Time and effort reporting requirements do not apply to contracted individuals.

8 DFAC Federal Fiscal Compliance DFAC Recordkeeping The district shall develop and maintain a records management plan and related board policy, administrative regulations, and/or procedures for the retention, retrieval, and disposition of print and electronic records, including s. The district shall ensure the proper maintenance of federal fiscal records documenting: Amount of federal funds, How funds are used, Total cost of each project, Share of total cost of each project provided from other sources, Other records to facilitate an effective audit, Other records to show compliance with federal program requirements, and Significant project experiences and results. All records must be retrievable and available for programmatic or financial audit. The district shall provide the federal awarding agency, Inspectors General, the Comptroller General of the United States, and the pass-through entity, or any of their authorized representatives, the right of access to any documents, papers, or other district records which are pertinent to the federal award. The district shall also permit timely and reasonable access to the district s personnel for interview and discussion related to such documents. Records shall be retained for a minimum of three (3) years from the date on which the final Financial Status Report is submitted, or as otherwise specified in federal law or in the requirements of the federal award, unless a written extension is provided by the awarding agency, cognizant agency for audit, oversight agency for audit, or cognizant agency for indirect costs. If any litigation, claim or audit is started before the expiration of the standard record retention period, the records shall be retained until all litigation, claims or audits have been resolved and final action has been taken. The district shall ensure that all personally identifiable data protected by statute or regulation is handled in accordance with the requirements of applicable law, regulations, board policy, administrative regulations, and procedures. Subrecipient Monitoring If the district awards subgrants, the district shall establish procedures to: Assess the risk of noncompliance. Monitor grant subrecipients to ensure compliance with federal, state, and local laws and board policy, regulations, and procedures. Ensure the district s records are adjusted to cure recordkeeping issues discovered through the subrecipient s audits, on-site reviews, or other monitoring.

9 DFAC Federal Fiscal Compliance DFAC Compliance Violations Employees and contractors involved in federally funded programs and subrecipients shall be made aware that failure to comply with federal law, regulations, or terms and conditions of a federal award may result in the federal awarding agency or pass-through entity imposing additional conditions or terminating the award in whole or in part. KASB Recommendation 6/17 Board Adoption:

10 DFE Investment of Funds DFE The investment of school district monies shall be the responsibility of the superintendent. Any monies, not immediately required for the purposes for which the monies were collected or received and the investment of which is not subject to or regulated by contrary state or federal laws or regulations, may be invested to: Time deposits; open accounts or certificates of deposit in any or all commercial banks within the limits of the district; United States treasury bills or notes maturing in six months or less, if eligible institutions listed above cannot or will not make the investments authorized at an interest rate equal to or greater than the realized yield on 91-day treasury bills. Posting Securities All investments of district monies or any monies of its schools shall be 100% secured with pledged securities. Amended DFE-R Investment of Funds DFE-R Distribution of monies for investment shall be as follows: The treasurer or other person designated by the board shall inform each eligible bank of the total amount of money to be invested on a specified date and shall accept from each bank a single bid of the rate of interest it would pay on all or part of the funds to be invested. Monies shall be invested with the highest bidder in such amount as the bidder will accept, and any remaining amounts shall be invested with the next highest bidders in order of interest rate offered. No bidder shall be eligible to receive any funds in the same offering at a rate lower than its single bid. No bid less than the most recently determined 91-day treasury bill rate shall be accepted. Any monies not otherwise invested shall be used to purchase United States treasury bills or notes. DFG Fees, Payments and Rentals (Cf. KG) DFG Proceeds from fees for building or equipment use or rental will be credited to the general fund. DFG-R Fees Payments and Rentals DFG-R Textbook Rental Fees

11 Annually, the board shall approve fees to cover the rental of textbooks and other appropriate classroom fees. The following procedures for collecting enrollment and textbook fees will be as follows: 1. At the time of enrollment, three options are available to parents/guardians regarding the payment of student fees: a. Payment of fees in full. b. Establish a written payment plan for student fees with the building principal's approval. c. Establish a legal affidavit of indigence. 2. If the parent or guardian chooses the second alternative of payment by a plan approved by the principal, the first payment on the fee schedule must be made within 30 days after enrollment. All fees under approved plan must be paid in full by January 30th. 3. In the event the payment schedule is not maintained, the delinquent party's collection will be referred to the Business Office with the following steps of action to be followed: a. The Business Office bill for fees with payment due within 60 days. b. If payment of fees is not made before April 1st, the matter will be turned over to the board attorney. Parents and guardians without financial resources with which to satisfy fees and charges (even on an installment plan) may file an affidavit of indigence (poverty). Persons signing the indigence affidavit will be required to state their average monthly income. Unlawful signing of the affidavit will constitute willful attempt to defraud a non-profit organization.

12 DFK Gifts and Bequests DFK Income derived from gifts and bequests will be credited, if possible, to the fund requested by the donor. If the request of the donor cannot be fulfilled, the gift or bequest will be deposited in the capital outlay fund of the district or any other fund specified by the board. Administrative Procedures 1. All trust funds in the custody of USD 470 shall be placed in the Endowment Fund in accordance to the procedures listed below. 2. Records of all receipts and expenditures shall be maintained permanently in the business office of USD 470 and such records shall be audited yearly as a part of the general audit of all USD 470 funds. 3. Expenditures shall be made only with approval of the Board of Education and shall be recorded in the minutes of the Board of Education meeting when such approval is given. 4. A record shall be maintained of all donations and recognition of such donations as is deemed appropriate shall be made. 5. Scholarships awarded from the scholarship division of this fund shall be awarded following guidelines to be determined by the administration and the counselors at Arkansas City High School. 6. All funds shall be invested in local investment institutions by the Assistant Superintendent/Assistant Superintendent/Business Manager of USD A minimum of 5% interest shall be credited to each division in proportion to the investment of the funds from that division. Interest earned above 5% may be credited to any division of the fund at the discretion of the Assistant Superintendent/Business Manager. 8. A separate bank account shall be established for this fund and checks drawn on the fund must be co-signed by the treasurer of USD 470, the clerk of USD 470 and the head bookkeeper of USD A special treasurer's report for this fund shall be made to the board monthly with the regular treasurer's report. 10. Publicity regarding this fund shall be released at least annually and donations shall be actively solicited. Divisions of the Endowment Fund 1. Scholarships a. Purpose: To provide a source of funds for scholarships to be awarded to ACHS graduates. b. Donations: If an individual desires a scholarship to be in his name only, the minimum amount contributed must be $5,000. Scholarship would be designated as follows: Endowment Fund of Unified School District No. 470 John Smith Scholarship

13 If an individual desires his name to be a co-sponsor of a scholarship, the minimum amount contributed must be $2,000. Scholarship would be designated as follows: Endowment Fund of Unified School District No. 470 John Smith/Joe Brown/Mary Doe Scholarship Co-sponsored scholarships will not be awarded until the principle in the scholarship equals $5,000. Any individual may contribute any asset designated to be used for the scholarship division. Scholarships would be designated as follows: 2. Instructional Equipment: Endowment Fund Scholarship of Unified School District No. 470 a. Purpose: To provide a source of revenue for purchasing instructional equipment to supplement regular equipment acquisitions from district funds. b. Donations: Funds may be donated for a particular item and if the amount donated is equal to the cost of the item and the item is accepted by the board and the total cost is $2,500 or more, a plaque will be permanently attached to the item identifying the donor in this manner: Presented By John Jones For The Benefit of USD 470 Students Contributions of lesser amounts for a particular item will be accepted if the item is approved by the Board of Education. A certificate of appreciation or other means of expressing thanks will be presented to the donor Any contribution designated for instructional equipment to be selected the discretion of the board will be accepted. 3. Student Aid a. Purpose: To provide a source of revenue for assisting needy children with such items as school supplies, shoes, clothing, etc. b. Donations: Any size contribution will be accepted. Only the interest generated by the investment of this fund shall be used for the purpose stated. 4. Athletics/Activities

14 a. Purpose: To supplement the regular funds budgeted in order that special equipment, supplies or facilities may be purchased. b. Donations: Any size contribution will be accepted. Only the interest generated by the investment of this fund shall be used for the purpose stated. 5. USD 470 Special Projects a. Purpose: To provide a source of funds to be used for special projects in the district which could include equipment, supplies, services, trips, employee training or any other expenditure approved by the board. b. Donations: Any size donation will be accepted. All monies in this fund may be used for the above purchase.

15 DFM Equipment and Supplies Sales DFM Excess or unusable district-owned equipment and supplies will be disposed of at the discretion of the board.

16 DFK Gifts and Bequests DFK Income derived from gifts and bequests will be credited, if possible, to the fund requested by the donor. If the request of the donor cannot be fulfilled, the gift or bequest will be deposited in the capital outlay fund of the district or any other fund specified by the board. Administrative Procedures 1. All trust funds in the custody of USD 470 shall be placed in the Endowment Fund in accordance to the procedures listed below. 2. Records of all receipts and expenditures shall be maintained permanently in the business office of USD 470 and such records shall be audited yearly as a part of the general audit of all USD 470 funds. 3. Expenditures shall be made only with approval of the Board of Education and shall be recorded in the minutes of the Board of Education meeting when such approval is given. 4. A record shall be maintained of all donations and recognition of such donations as is deemed appropriate shall be made. 5. Scholarships awarded from the scholarship division of this fund shall be awarded following guidelines to be determined by the administration and the counselors at Arkansas City High School. 6. All funds shall be invested in local investment institutions by the Assistant Superintendent/Assistant Superintendent/Business Manager of USD A minimum of 5% interest shall be credited to each division in proportion to the investment of the funds from that division. Interest earned above 5% may be credited to any division of the fund at the discretion of the Assistant Superintendent/Business Manager. 8. A separate bank account shall be established for this fund and checks drawn on the fund must be co-signed by the treasurer of USD 470, the clerk of USD 470 and the head bookkeeper of USD A special treasurer's report for this fund shall be made to the board monthly with the regular treasurer's report. 10. Publicity regarding this fund shall be released at least annually and donations shall be actively solicited. Divisions of the Endowment Fund 1. Scholarships a. Purpose: To provide a source of funds for scholarships to be awarded to ACHS graduates. b. Donations: If an individual desires a scholarship to be in his name only, the minimum amount contributed must be $5,000. Scholarship would be designated as follows: Endowment Fund of Unified School District No. 470 John Smith Scholarship

17 If an individual desires his name to be a co-sponsor of a scholarship, the minimum amount contributed must be $2,000. Scholarship would be designated as follows: Endowment Fund of Unified School District No. 470 John Smith/Joe Brown/Mary Doe Scholarship Co-sponsored scholarships will not be awarded until the principle in the scholarship equals $5,000. Any individual may contribute any asset designated to be used for the scholarship division. Scholarships would be designated as follows: 2. Instructional Equipment: Endowment Fund Scholarship of Unified School District No. 470 a. Purpose: To provide a source of revenue for purchasing instructional equipment to supplement regular equipment acquisitions from district funds. b. Donations: Funds may be donated for a particular item and if the amount donated is equal to the cost of the item and the item is accepted by the board and the total cost is $2,500 or more, a plaque will be permanently attached to the item identifying the donor in this manner: Presented By John Jones For The Benefit of USD 470 Students Contributions of lesser amounts for a particular item will be accepted if the item is approved by the Board of Education. A certificate of appreciation or other means of expressing thanks will be presented to the donor Any contribution designated for instructional equipment to be selected the discretion of the board will be accepted. 3. Student Aid a. Purpose: To provide a source of revenue for assisting needy children with such items as school supplies, shoes, clothing, etc. b. Donations: Any size contribution will be accepted. Only the interest generated by the investment of this fund shall be used for the purpose stated. 4. Athletics/Activities

18 a. Purpose: To supplement the regular funds budgeted in order that special equipment, supplies or facilities may be purchased. b. Donations: Any size contribution will be accepted. Only the interest generated by the investment of this fund shall be used for the purpose stated. 5. USD 470 Special Projects a. Purpose: To provide a source of funds to be used for special projects in the district which could include equipment, supplies, services, trips, employee training or any other expenditure approved by the board. b. Donations: Any size donation will be accepted. All monies in this fund may be used for the above purchase.

19 DFM Equipment and Supplies Sales DFM Excess or unusable district-owned equipment and supplies will be disposed of at the discretion of the board.

20 DG District Depositories DG The official depositories of the district are: The Home National Bank and the Union State Bank.

21 DH Bonded Employees DH The board shall purchase a blanket or surety bond for school employees. The amount of the bond shall be prescribed by the board. DH-R Bonded Employees DH-R A surety bond in the amount of $2, is required for the treasurer of the board. A blanket bond may be purchased by the board for district employees as follows: Clerk - $2, High School Financial Secretary - $2, Middle School Financial Secretary - $2, Director of Food Service Programs - $2, Elementary Principals - $1, Bookkeeper - $2,500.00

22 DIBA Activity Accounts DIBA The board has classified all activity accounts into three groups: Group 1 - Board Monies: Fees, Textbooks, etc. All money collected from fees, fines, or sales shall be deposited with the district's Activities Fund. The person collecting such money shall issue a receipt for all money collected. Charges shall be calculated in an amount sufficient to liquidate expenses advanced. Included under this group are woodworking, art, crafts, the bookstore, and other curricular activities. Teachers or sponsors shall requisition materials under normal procedure through the office of the board. Group 2 - Activities Open to the Entire Student Body This group shall include activities such as athletics, debate, instrumental music, vocal music, dramatics, and lyceum which are open and of general interest to the entire student body and which derive their income primarily from admissions. All revenue received from these activities shall be deposited with the treasurer of the Extra-Curricular Activities Fund. Monies from such fund shall be expended only in a manner approved by the superintendent. Any activity in this group may not expend more than its approved budget without the approval of the board. Group 3 - Organization and Club Funds All other activities which derive income from dues, assessments, special projects, or any other source shall account for their money in the same manner as required of activities in Group 2. At no time shall such activities be permitted to expend money beyond their actual income without the approval of the principal. Clubs, in general, will be limited in their fund-raising activities to dues and income from concessions or approved sales. All funds received shall be deposited daily with the depository designated by the superintendent. Each school financial secretary shall be bonded by surety bond in an amount specified by the superintendent. The financial secretary shall issue receipts for all monies collected and shall pay all verified claims by check.

23 DIC Inventories DIC An accounting will be made annually for all property, real and personal, owned by the district. DIC-R Inventories DIC-R For the purposes of accountability of school-owned property, an inventory record system shall be developed by the assistant superintendent. All inventory records shall be updated annually showing deletions and additions of district-owned property, the estimated replacement cost, date of purchase, serial numbers (where available) and location and condition of each piece of property. Each building principal has the responsibility of taking an inventory of district-owned property in all buildings under his supervision. Inventory forms will be developed by the superintendent. One copy of each inventory taken in an attendance center will be filed by the principal or supervisor in that building, and one copy shall be filed in the central office with the clerk of the board.

24 DJB Petty Cash Accounts DJB An annual report of all petty cash funds will be included in the board's regular July agenda.

25 DJCA Pay Day Schedules DJCA Provisions for pay day schedules can be found in the current negotiated agreement.

26 DJE Purchasing DJE The purchasing receiving, storing and distribution of necessary supplies, equipment and services for use in the educational program and in the various auxiliary services represent a significant expenditure in the school budget. These items shall be procured efficiently and economically. Purchasing Authority A purchasing agent shall be appointed for the district. DJE-R Purchasing DJE-R The function of the purchasing agent of the district is to serve the educational program by providing the necessary supplies, equipment and service.

27 DJEB Quality Control DJEB The board reserves the right to establish the quality of any goods or services purchased by the district. Specifications It is the responsibility of the originator of a request to see that each item on a requisition is complete as to the specifications. Standardization Standard lists of supplies and equipment shall be developed in all budget areas whenever possible. Quantity Purchasing Quantity purchasing is encouraged whenever possible. Cost Control The board reserves the right to maintain cost control authority over any goods or services purchased by the district. DJEB-R Quality Control DJEB-R Specifications The purchasing agent shall seek any help needed to develop the best possible set of specifications for items to be purchased by competitive bid.

28 DJED Bids and Quotations Requirements DJED All purchases requiring competitive bids shall be made in accordance with current statutes. The purchasing agent shall develop and maintain lists of potential bid suppliers. Bid lists shall be used to notify potential bidders. Any supplier may be included in the list upon request. All bid lists shall be reviewed annually by the purchasing agent. Upon request, a copy of this policy shall be given to all bidders. All bids and supporting documentation shall be retained in the district office with the clerk for a period of three years after bids have been opened. Bid Specifications All bid specifications shall be written by the district's purchasing agent. Specifications shall include, when necessary: required performance, surety, bid and statutory bond information; compliance with preferential bid law; financial statements; the board s right to reject any or all bids; compliance with all federal, state and local laws, ordinances and regulations; the date, time and place for the opening of bids; and other items as the board directs. The board shall avoid negotiation of bid specifications after bids have been accepted and shall correct specifications if they are inadequately written and request new bids. If an error is discovered in the bid specifications all bids shall be returned unopened and the project shall be rebid using corrected and/or amended specifications. Procedure All bids must be submitted to the designated official in sealed envelopes with the name of the bidder and the date of the bid opening plainly marked in the lower left-hand corner of the envelope. All bids shall be opened publicly on the stated day and time. All bidders and other interested persons are invited to be present when the bids are opened. Bids may be opened by the purchasing agent or other person designated by the board and such opening shall be witnessed by one other district employee. The bids shall then be arranged in order from low to high before they are presented to the board for action. Responsible Bidder All bids shall be awarded to the lowest responsible bidder. The board remains the sole judge of whether or not a bidder is "responsible." Criteria that may be used to judge "responsible", by way of illustration and not limitation, are: financial standing, reputation, experience, resources, facilities, judgment and efficiency.

29 The board may investigate the "responsibleness" of any bidder by using information at hand to form an intelligent judgment, such as the district's architect, previous clients of the bidder, their own investigation, or an outside investigation agency. Withdrawal of Bids Any bid may be withdrawn and/or corrected prior to the scheduled time for opening of bids and no later than two days after the bids have been opened if a non-judgmental error has been made. Any bid received after the publicized date and time shall not be considered by the board. Rejection of Bids The board reserves the right to reject any and all bids and to ask for new bids. This reservation shall be so specified in the publication or notification of bid letting. DJED Bids and Quotations Requirements DJED The board reserves the right to waive any informality in or reject any parts of a bid. Multi-State Purchasing Pools The board may participate in multi-state purchasing pools. Revised: 2/9/93

30 DJEE Local Purchasing DJEE The purchasing agent shall make purchases from local vendors when the price, availability of the product and service are competitive with outside vendors for purchases not subject to the bidding law. The board shall not grant preferential bid percentages to local contractors or businesses except as provided by statute.

31 DJEE Local Purchasing DJEE The purchasing agent shall make purchases from local vendors when the price, availability of the product and service are competitive with outside vendors for purchases not subject to the bidding law. The board shall not grant preferential bid percentages to local contractors or businesses except as provided by statute.

32 DJEJ Payment Procedures DJEJ Payment of bills shall be considered by the board at regular or special meetings upon the recommendation of the superintendent. Upon receipt of a request for payment by a district vendor, and upon receipt of all goods or satisfactory completion of all services from said vendor, the district will authorize payment to said vendor within 30 days and full payment within 45 days. The board may designate one or more employees to pay bills in advance of any board meeting in order to avoid a penalty for late payment or to take advantage of any early payment discount.

33 DJFA Purchasing Authority DJFA The superintendent is authorized to execute contacts on behalf of the district for the purchase of goods and services if the amount is less than $20,000. The board shall receive reports on any contracts. Approved March 24, 2003 Revised August 28, 2006

34 DJFAB Administrative Leeway (Cf. CMA) DJFAB In the event of an emergency situation such as a power failure, severe cold weather or other such natural disasters, the superintendent shall have the authority to purchase capital equipment needed to keep the schools of the district open or to reopen the schools. Any such purchase shall be ratified by the board at a special or regular meeting as soon as possible after the purchase is made.

35 DK Student Activity Fund Management (Cf. JH) DK All student activity funds will be audited annually at the same time as the general fund budget. DK-R Student Activity Fund Management (Cf. JH) DK-R The monthly student activity report shall show opening and closing balances of each fund. All payments from student activity funds shall be made from purchase orders signed by the custodian of the fund. Each student activity fund shall have a certified employee in charge of said fund. The custodian of the fund will be responsible for making a monthly report of the student activity fund to the superintendent. The board will assume control of all inactive activity organization funds and disburse those funds to the activity account selected or expend the funds as directed by the board in the best interests of students.

36 DP Fundraising (DPA) DP The board recognizes a need for ongoing fundraising support. The school board also recognizes a need for some restraint to prevent fundraising activities from becoming too numerous and overly demanding upon employees, students, local businesses and the general public. Building administrators will monitor all fundraising efforts associated with school programs and activities. For this policy, the Board recognizes two general forms of fundraising: 1. Solicitation or sales by school clubs, teams or organizations. Door-to-door sales by Middle School and Elementary students will not be permitted. Solicitation or sales by high school students should be done either: in teams of two or more students or under the direct and present supervision of a school-authorized sponsor or adult. In-school or site-based fundraising (such as book sales or within family/friends sales may be permitted for elementary schools and the middle school). Students representing the schools, and school organizations will not participate in fund-raising by non-school organizations unless approved by the District Office. 2. Charitable or benevolent efforts. Benevolent fundraising in the middle school and the high school will be referred to community civic clubs and middle school/high school student service organizations. The discretion to participate must be authorized and the planned events must be supervised by a designated adult school sponsor and approval from the building principal is required for district authorization. Fundraising Guidelines for all efforts: A. Student safety is foremost. B. Participation in fundraising activities is voluntary. C. Elementary and Middle School Parent/guardians will be notified of fundraising activities. D. Group (class or grade) incentives are the preferred means to motivate and reward students. E. Elementary student door-to-door sales are not permitted. Student door-to-door charitable fundraising activities will be of a limited nature for grades F. Fundraising activities during the school day will be limited and must not conflict with the instructional program or state/federal laws and regulations relating to food service programs. G. District funds cannot be used to off-set, front-fund, or pre-pay expenses for any fundraising and/or charitable giving campaigns. H. All fundraising monies will comply with District school accounting procedures. I. All fundraising activities must comply with state law. J. The School District expects all students who participate in approved fundraising activities to represent the school, the student organization, and the community in a responsible manner. All rules pertaining to student conduct and student discipline extend to student fundraising activities. K. Student organization fundraising and charitable giving campaigns must be developed in advance of the fundraising activity and be approved by the building administration.

37 DP Fundraising (DPA) DP Only fund raising by groups affiliated with the schools will be permitted at school functions. Fundraising by groups affiliated with the schools shall have prior approval of the Activities Director and the Principal with notification to the District Business Office. Original Adoption: September 27, 1993 Board Update First Reading: February 12, 2018 Board Adoption: February 26, 2018

38 DPA Crowdfunding (see DP-fundraising) DPA Crowdfunding is an alternative method of funding that should be used only when the potential financial benefit exceeds the capacity of the district to fund the same purchasing effort. USD 470 may approve some limited and/or need-specific crowdfunding efforts as a fundraising method. The following general guidelines will apply to any crowd funding effort: 1. All crowdfunding must adhere to Board crowd funding policies and procedures. Crowd funding must have the approval of both the building administrator and the district administration. Any crowd funding effort must adhere to and be fully compliant with local, state and federal regulations of fairness and equity and must bring learning experiences within the curricular guides and standard practices of USD Both building and district administration must pre-approve a crowd funding project request PRIOR to it being posted on a crowdfunding platform. 3. Platforms terms: Principals or directors should understand the terms and obligations of the project funding. These include the name of the platform site and provider (such as GoFundMe). The requesting person must be familiar with terms such as: AON-All or nothing (the amount requested is not reached, the project does not get funded) or KIA- Keep it all: (any amount raised will go to the school district-even if the goal is not reached). Building-level personnel must take down sites when the event or request is completed. 4. Equipment-If the request or proposal involves technology equipment or hardware, preapproval must also be obtained from the Director of Technology. If applicable, some projects may require review from the Director of Maintenance (related to space, electricity, connectivity, plumbing, ADA or local Codes). 5. Property Rights-All monies and non-monetary items (supplies, equipment) obtained, are the property of USD 470 and all inventory and use procedures apply.

39 Policy: Crowdfunding (cont.) 6. All monetary donations must be recorded by the school treasurer in the school funds accounting system. A line item may need to be set up for a new account. (IMPORTANT: No school or district banking information should ever be given out.) Funding checks should be mailed to the school in the name of the school, not to an individual person (including direct deposits). All expenditures are subject to USD 470 policy guidelines and Kansas law. 7. When developing and completing a crowd funding effort, the established intent of the request must always be followed. When posting pictures/videos/images of any buildings, classrooms, students or staff, all USD 470 policies and procedures must be followed and privacy laws and parental permission forms apply. Some platforms require their own student permission forms. A school file is to be maintained for all crowd funding project request. This must include: the written details of the project(s) a screenshot of what is posted on the platform website, photos or images posted and all signed approval forms. Upon project completion, a copy of all expenditures and acquisitions must be retained on file. Discussion: November, 2017 First Read: January 22, 2018 Possible Adoption: February 12, 2018

40 DQ Guidelines for Capital Outlay Matching Funds for Joint PTO/USD Equipment Purchases 1. Up to $1, may be budgeted for each elementary school to be used for the purchase of equipment or for other capital outlay expenditures in joint PTO/ USD projects. 2. To be eligible for this expenditure, the school PTO must make a good faith effort to supplement this budgeted amount. The principal of each elementary building shall determine if the building PTO is capable of matching the amount budgeted by the USD. 3. The equipment or projects to be funded must be a joint recommendation of the PTO and the elementary administrator (from a list of items recommended by the administrator...and approved by the central office administration). 4. Only equipment or projects which directly benefit all students or a designated portion of the student population (example: 1st grade, kindergarten, music students, art classes, etc.) will be approved. 5. The equipment or projects approved under this matching fund program are not classified as gifts to the school and gifts are not considered as matching funds. 6. The purchase of equipment or contracting shall be done through the central office as follows: 1. Project approved by central office administration; a. At the beginning of each school year, the elementary administrator shall submit a list of items to be submitted to the PTO and to the central office; b. The central office administration will return the list to the building administrator indicating items approved for consideration by PTO and building administrator; and c. The list shall indicate approximate cost of each item and portion of cost to be paid by the PTO. 2. Project approved by PTO and building administrator after approval as per 1; 3. Project submitted to board for approval; 4. Purchase or bidding procedure approved by business office; 5. PTO check sent to business office; 6. Purchase order initiated as directed by business office; and 7. Any item of equipment or the tangible results of any project shall be the property of the district