Palm Bay High School February 22 nd, Oak Park Elementary February 23 rd, Golfview Elementary February 27 th, 2017

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1 Bookkeeper Workshops Palm Bay High School February 22 nd, 2017 Oak Park Elementary February 23 rd, 2017 Golfview Elementary February 27 th, 2017 Rockledge High School (Secondary Only) February 28 th, 2017

2 2 Purchasing Q & A

3 FY16 Internal Accounts Audit 3

4 Audit Statistics Number of schools with no audit comments: FY16 52 FY15 50 FY14 37 FY13 37 FY schools received 1 audit comment 6 schools received 2 Audit comments 4

5 Audit Statistics Total number of comments decreased 28% from FY15 13 comments were recurring from FY Total Audit Comments FY16 FY15 FY14 FY13 FY12 5

6 Audit Statistics Total number of High risk comments decreased from 46 to 35 in FY15: Frequency of Remittance Authorization of Expenditures Total number of Medium risk comments decreased from 32 to 22 in FY15: Moneys Collected Forms Fundraising Activities Total number of Low risk comments increased from 5 to 8 in FY15: Dual Check Signers Deposit Activities 6

7 Areas Improved on Since FY15 Authorization of Expenditures Decreased from 12 to 7 Sales Tax Decreased from 5 to 4 Yearbook Sales Decreased from 6 to 1 General Ledger Review Decreased from 13 to 5 Documents of Disbursements Decreased from 4 to 2 7

8 Areas of Concern in FY16 Authorization of Expenditures (7 comments) Frequency of Remittance (14 comments) Fundraising Activity (9 comments) Monies Collected Forms (9 comments) General Ledger Review (5 comments) Sales Tax (4 comments) Mail Receipts log (3 comments) 8

9 Comparison of Top Audit Findings FY15 vs- FY16 Frequency of Remittance Authorization of Expendatures Fundraising Activity Official Receipts Monies Collected Forms Sales Tax Documentation of Disbursements General Ledger Review Frequency of Deposits Mail Receipts Log FY15 FY16 9

10 Audit Know it All! 10

11 Each table must chose a spokesperson. The first question will be chosen by the host. Game Rules After the question is read, all teams will have 15 seconds to discuss the question and determine the answer. A random table will then be selected to provide the answer. Only the spokesperson can provide the answer. If the team provides an incorrect answer then a new random table will be selected to provide the answer. The team that provides the correct answer will chose the category and point value for the next randomly selected question. 11

12 Authorization of Expenditure A PO must be issued prior to any obligation. o NO PO number equals NO authorization = NO Payment o PO s must be prepared for all purchases of $25 or more, unless it is on the exception list. o PO exception list - Chapter 6, Section A(2) Invoices/Receipts must be original and dated. o Date must be same day of PO or later Invoices 20% or greater than amount of the original PO require the principal s approval on the original PO. ALL checks require two signatures. Consultant agreements must be on file and approved by the Assistant Superintendent. ALL reimbursements require a PO issued before the purchase. 12

13 Frequency of Remittance All monies collected must be documented on the Monies Collected Form and submitted to the Bookkeeper on the same day of collection including monies collected during the school day on Friday. Monies collected should not be held over the weekend. If extenuating circumstances exist and this practice is not feasible, the monies must be turned into the Bookkeeper no later than the next business day. 13

14 Fundraising Activity Fundraiser Approval Form, IAM A16 o Completed by teacher/sponsor and approved by principal, prior to the start of fundraising activity o Upon receipt of Fundraiser Approval form any necessary POs should be opened before fundraising activity. 14

15 Fundraising Activity Fundraiser Reconciliation Form, IAM A17 o Must be completed, signed and filed within 60 days of the close of each fundraising activity o Supporting documentation must be attached General Ledger Invoices Purchase orders Receipts o Sales Tax must be accounted for (if applicable) o Teacher/Sponsor must sign and date o Bookkeeper should review the form for accuracy and mathematical correctness o Principal is the final reviewer; must sign and date o Bookkeeper should maintain Fundraiser file. 15

16 Monies Collected Forms Cash must be marked or check # must be listed next to each line item. Corrections to dollar amounts need initials of the teacher/sponsor and bookkeeper making the correction. MCF must have two signatures (teacher and bookkeeper). MCF must be dated by teacher and bookkeeper. Cash total on all MCF s must match cash total on deposit slip. Check total on all MCF s must match check total on deposit slip. Monies received by mail/courier must be recorded on the Mail Receipts Log. Receipts must be attached to MCFs if applicable. 16

17 General Ledger Quarterly General Ledger Dates: Printed by: Signed by: 1 st quarter X X 10/31 December 2 nd quarter X X 1/31 March 3 rd quarter X X 4/30 June 4 th quarter X X 7/31 September 17

18 General Ledger The teacher/sponsor should review their account activity and sign off on the report each quarter. Accounts with zero balance or no activity must be signed by the principal/sponsor. If there is not a teacher/sponsor responsible for an account, the principal or assistant principal should review and sign off on the report. The principal approves all accounts on the 4 th quarter general ledger report. The bookkeeper will maintain the reports separated by quarters. Note: The general ledger reviews will carry forward each quarter. For instance, at the end of quarter one, general ledgers for periods 1-3 will be printed out and reviewed. At the end of quarter 2 periods 1-6 will be printed out and reviewed, etc. 18

19 Sales tax must be paid on items purchased for resale or for rental purposes unless the item is tax exempt. Never reimburse sales tax. Sales Tax SBBC tax exempt number: Can only be used when accompanied by a school check. Cannot be used if the teacher/staff member is using their own personal money, even if they will be reimbursed. Non-taxable items: Coupon books Dozen Doughnuts Banquets Cookie Dough Taxable items: All Rentals Sales of Parking Permits All Resale items 19

20 Mail Receipts Log Funds received by Mail or Hand Delivered The School Secretary, Office Clerk or other designated person (other than the Bookkeeper) shall prepare a listing of monies received in the mail. A log is kept by assigned front office person until year end then it is filed with MCF as supporting documentation to the Monies Collected Form. 20

21 Panel Discussion 21

22 Panel Questions Who maintains your Mail Receipts Log and what is the process surrounding that at your school? How do you keep track of fundraising activities to ensure they are closed out in time? What is your process for preparing the daily deposit? 22

23 School Accounting Updates 23

24 Sales Tax Sales tax increase: Beginning on January 1, 2017 sales tax has increase to 7.0%. New Sales tax Spreadsheets can be found on the School Accounting Website. Know your filing frequency and due dates. You must file even if zero balance. There will always be a difference between monies collected and monies due (paid) (Balance in ). 24

25 Science Research Matching funds will be provided by the School Board of Brevard County to support Secondary school science research programs. Cash and in-kind equipment donations specifically supporting school science research programs will be eligible. New process for Science Research Matching funds: All Science Research Matching funds will be administered through internal accounts with a new project Once funds are received contact school accounting to set up the string. The Foundation will only be processing the donation portion with a turnaround check moving forward. 25

26 Revenue Share for Athletics Revenue shares will be made to Schools participating in business advertising for their athletics program. Payments are made annually from the Government & Community Relations Department. Payments will be sent in January/February. All revenue share funds must be deposited to Athletic Overhead (101010) internal accounts. 26

27 Bank Changes All schools that bank with Wells Fargo will require approval by the superintendent or his designee to make changes on the bank signature cards (includes opening, closing or changing of signatures on accounts). School should complete the electronic bank change request form which describes changes needed by your school. The form is located on the school accounting website on the intranet and should be submitted electronically. School Accounting will work with Wells Fargo representative to complete the signature card. Wells Fargo will provide revised signature cards electronically to the site to obtain appropriate signatures. School should obtain signatures of the authorized signers and provide completed signature card back to the District in a sealed courier envelope addressed to Maria Mair in School Accounting. 27

28 Audit Schedule June Interim Survey in May for Schedule Report period 07/01/16-05/31/17 July Year End Survey in May for Schedule Report period 07/01/16-06/30/17 28

29 AS400 Keyboarding Hints Pause Break key will move cursor to Panel F3 to go back one page F12 or Esc to go back to sign in page F9 toggles between 2 pages Put cursor on a line and press F11 for details on the transaction Never use backspace, always use arrows or tab Place an * in front of part of a name when using F4 look up this will bring up all entries with that name The + sign on the number pad (far right of the keyboard) works as a delete and moves to the next field use instead of backspace or delete key Press the Shift key and the Tab key together to go back one tab space Press the Alt + Print Screen key to grab a screen shot, then right click and paste into a word document or . 29

30 Reminders- Reversals & Voids School Accounting and provide the following: Reversals: JE number JE date JE amount Reason for the reversal Voids: Purchase order Check stub Due diligence letter (if stale check) If reissued, include new PO and replacement check stub 30

31 Unclaimed Property You have received one of two s: 1. Your school doesn t have anything to report to Florida s Unclaimed Property Department for 2017 (this includes any checks written between January 1, 2015 and December 31, 2015 that are still outstanding). 2. ABC Awesome School has XX check(s) from 2015 that is/are still outstanding. Check#: XXXX Issue Date: XX/XX/15 Payee: ABC Outstanding Amt: $XXX.XX Please your response to me for the questions below: Did you send the outstanding check letter to this payee at six months outstanding? Did you send the outstanding check letter to this payee at 1 year outstanding? Do you have copies of these letters on file? Have you received any response to these letters? 31

32 Unclaimed Property (cont d) Next you received ed instructions to void the checks and send funds to SBBC c/o Jenifer Howe. All Unclaimed Property should be completed no later than February 28 th. Any delays in meeting this deadline should be communicated to Jenifer Howe. 32

33 Purchasing Reminders All agreements/contracts should be routed through the Office of Purchasing. Purchasing should first review any Agreement or Terms and Conditions which a vendor requires to be signed. Blanket PO s need a precise description. 33

34 PROCESSING WAREHOUSE/PRINT SHOP AND FIELD TRIP BUS REQUISITIONS All initial payments MUST be charged to a district (BRE) account NOT FUND 800 Enter a district (BRE) string on ALL requisitions If reimbursing from INT charge to: WAREHOUSE 100.XXXX XXXX.XXX.XXX PRINT SHOP 100.XXXX XXXX.391.XXX FIELD TRIP BUS 100.XXXX XXX Process a direct pay invoice to reimburse the district string charged. Send check to ESF Accounting - Sharon Hartford be sure to note on the check stub the string to be deposited into. For field trip busses you will receive a statement of charges monthly that you can use to issue the reimbursement from internal. Putting Internal on the requisitions causes delays and additional work in processing the payments PLEASE ALWAYS USE A DISTRICT STRING ON THE REQUISITIONS DO NOT MARK INTERNAL 34

35 Procedures for Dual Enrollment Textbooks Monies are being collected at the school sites for lost or damaged Dual Enrollment Textbooks. This procedure will occur three time a year; August, December-January and May-June. The designated school Collegiate Book Personnel will be processing a monies collected form and collecting the money using school based procedures. Use the following procedures when processing the receipt of these monies. 1. Deposit the monies collected into the following internal accounts string: 800-XXXX Three times a year, process a check payable to Brevard Public Schools and send to Cathy Hernandez, Registrar/Data Specialist of High School Programs at ESF, to clear out the string. Months to process checks: No later than the third week in August No later than the third week in January No later than the second week in June 35

36 Other Reminders IRS standard mileage rates decreased for cents per mile: effective 1/1/17 Keep and file all original banking documents at the site. Please make sure all of your site s employees have and use the new travel form when requesting travel reimbursements. If you do not bank with Wells Fargo you must provide, via courier, copy of statements w/ original signature. Do Not Scan Statements. 36

37 Trouble Shooting Month End 37

38 Ticket Sales 38

39 Bookkeeping Assistance Notify School Accounting if you will be out for an extended period of time. Designate a back-up person to collect and deposit all cash receipts. School Accounting provides the following services to schools experiencing bookkeeper turnover: Provide interview questions Participate in all bookkeeper interviews Administer a bookkeeper test to chosen applicants Assist with bookkeeper duties for 4 hours per week while bookkeeper position is vacant 39

40 Contact Us Jenifer Howe Accounting Specialist II EXT 615 7:00 3:30 Maria Mair School Accounting Auditor EXT 602 8:00 4:30 Michelle Coppola Manager, School Accounting EXT 617 7:30 4:00 40

41 Questions 41