NHCS Assistant Principals Budget Training Presented by Joyce Bristow

Transcription

1 NHCS Assistant Principals Budget Training Presented by Joyce Bristow

2 Agenda Introduction Financial Roles Chart of Accounts Allotments Budget Transfers Purchasing/Contracts/Accounts Payable Travel Tracker - Travel Fixed Assets Federal Programs Supervisor Payroll Duties Important Dates 2

3 Introduction Mission Statement The mission of the Finance Department is to ensure that all resources of New Hanover County Schools are managed and accounted for in an effective and efficient manner, that all financial records are presented in a timely, accurate and meaningful format, and that all staff members work toward continuous improvement and professional service. 3

4 Introduction Chief Financial Officer Mary Hazel Small Director Finance Rhonda Turner Director Purchasing Kevin Lee Administrative Assistant VII Donna Rosser Accounting Specialist Laine McKnight Payroll Supervisor Jeanne Dubendorf Support Associate VI Accounting/Insurance Melissa Julian Accounting Supervisor Dawn George Support Associate VI Susan Pleasant Deborah Cannady Sue Ensley Budget Coordinator Joyce Bristow Budget Specialist Matthew Floto Budget Analyst Holly Acker Financial Analyst Allison Bridges Support Associate VI Payroll Trudy Ludwiczack Lead Monica Ballard Glenda Elliott Connie Salisbury Lyndsay Strobel Accounting Support Associate VI Glenda Sasser Malita Lane Caroline Wheeler Gladis Romero Adaliz Broadbridge Purchasing Officer Shauna Allen Warehouse Manager Brad Lackey Finance Computer Operator Tonice Brewer-Moss Print Shop Marcus Langley 4 3/30/2017

5 Financial Roles School Principal Responsible for all funds deposited into school s accounts, no funds may be spent without the knowledge and consent of the Principal. Ensure no obligations are incurred which cannot be paid by the end of the Fiscal Year (except as recommended by the Superintendent and approved by the Board). In effect, be a Trustee of School Funds and charged with responsibility of managing and spending these funds for their intended purpose in accordance with Board Policy and State Law. Review Check requests and invoices, in addition to supporting documentation, prior to printing and signing checks. Review and sign the following monthly reports from SchoolFunds: Statement of Receipts and Disbursements Outstanding Check List Bank Reconciliation Returned checks Ensure expenditures recorded in SunPac are not duplicated in SchoolFund. Ensure employees are trained in all areas of financial reporting, internal controls and budget. 5 Use original signatures for all financial records (no signature stamp). 3/30/2017

6 Chart of Accounts Basic Account Structure X-XXXX-XXX-XXX-XXX-XXX-XX Fund Function Program Object School Use1 Use2 Segments in blue must be in compliance with the State Chart of Accounts Segments in purple are locally defined: Use 1 Used for Department Numbers as needed for budget delegation purposes Use 2 Used as needed to define projects, program set-asides, or installment indicators 6

7 Chart of Accounts Funding Sources A fund is an Independent Fiscal Accounting Entity: 1 State 2 General 3 Federal 4 Capital Outlay 5 Enterprise (Child Nutrition) 6 Trust Funds 7 Not Used 8 Other Restricted Funds Funds 1, 2, 3, 5 and 8 are used for salaries 7

8 Chart of Accounts Purpose Code Purpose means the reason for which something exists or is used. Purpose includes the activities or actions that are performed to accomplish the objectives of a local school administrative unit. Purpose Codes are classified into five Categories of Expense, with the first 3 being used for salary codes: 5000 Instructional Services 6000 System-Wide Support Services 7000 Ancillary Services 8000 Non-Programmed Charges 9000 Capital Outlay Each Digit of the purpose code has a specific meaning/use: X X X X P U R P O S E F U N C T I O N S U B F U N C T I O N L O C A L / U S E 8 3/30/2017

9 Chart of Accounts Purpose Code Example: 5000 Instructional Services 5300 Alternative Programs and Services 5350 Extended Day/Year Instructional Services 5353 Summer School Instructional Services The Function (2 nd digit) is used to categorize the major operational activities of the district. The budget is approved and financial statements reported at this level. The sub-function level (3 rd digit) provides greater level of detail The use of 4 th digit is optional. We use when need to track program expenditures at a greater level of detail. Example: Summer School 5353 and Priority Funding

10 Chart of Accounts Program Code A Program Report Code (PRC) designates a plan of activities or funding designed to accomplish a predetermined objective. Program Codes are used to allocate funding from Department of Public Instruction (DPI) for State and Federal Programs. Local allocations are also made by program The Chart of Accounts for local program use must match State: Example: PRC 032 Children with Special Needs PRC 056 Transportation Locally defined programs have a locally defined chart: Example: PRC 856 Human Resources PRC 857 Finance 10

11 Chart of Accounts Object Code Service or Commodity obtained as a result of a specific expenditure: 100 Salaries: Amounts paid to persons who are employed by the local school administrative unit All payroll expenditures 200 Benefits: Amounts paid by the local school administrative unit on behalf of employees, in addition to regular salary 300 Purchased services 400 Supplies and Materials 500 Capital Outlay 600 Reserved for Future Use Transfers 11

12 Chart of Accounts Educational Supply Object Codes Due to a trend towards electronic or digital materials we are asking that you review the following object descriptions to ensure materials are being requested utilizing the correct code: 411 Supplies and Materials Subscriptions to internet based educational resources and the purchase of on-line educational media/material that are used for instruction of pupils 413 Other Textbooks On-line textbooks that are used for the instruction of pupils 418 Computer Software and Supplies Annual renewable license code and maintenance fees for computer software 12

13 Chart of Accounts Uniform Chart of Accounts DPI website: COA produces an excel spreadsheet that can be filtered and saved to your desktop 13

14 Allotments Allotment Policy Manual The Allotment Policy Manual provides information on restrictions for each allotment (program): For each allotment, the manual provides information related to the: Term of the allotment (how long, is carryover allowed) Eligibility Allotment Formula Any Special Provisions Many allotment restrictions are unrelated to the Chart of Accounts, such as class size in K-3 or non-supplant requirements. 14

15 School Allotments School Budget Allotments Allotment formulas are used to determine number of positions and allocation of supplies Position Allotments: Finance Calculates based on projected ADM and sends to HR HR works with schools to implement position changes For programs with position allotments, the program directors are also involved in this process with recommended allotment changes based on need 15

16 School Allotments Supply Allocations: Allotted Per Pupil: PRC 061 Instructional PRC 805 Administrative Supplies PRC 808 Staff Development PRC Textbooks Allotted by Program Directors PRC 802 Custodial Supplies PRC 882 Athletics PRC 884 Arts Federal Funds: PRC 050 Title I School Plan based on Allotted Funding Priority Funding for High Need Schools Supplemental Funding from Various Sources School Plan Directed by Instructional Service 16

17 Allotments Summer Orders New Summer Order P-Card process: Purchasing will provide a list of recommended vendors, items and prices Items ordered will be shipped directly to schools Treasurer P-Card limit will be temporarily increased for these purchases Schools will receive 25% of anticipated instructional/administrative supply funds by May 31 st Requisitions for schools to encumber P-Card funds on 411 codes need to be sent to Purchasing by June 9 th School P-Card orders may be processed on or after June 15 th Traditional requisitions for outside vendors may be sent anytime in June, but will not be processed and sent to vendors until Monday July 3 rd 90% of remaining allotments will be sent to schools mid-june, but not available until July 1 st, remaining 10% allotted after 10 th day of school Make sure School Treasurers have a P-Card, POC Kevin Lee 17

18 Allotments Program Allotments/Assignments School Allotment Formulas and Program Assignments are posted on the Budget page of the Finance website. Each program is assigned a Finance Liaison (Budget Analyst), whose duties include providing financial program support by periodically reconciling budgeted positions and dollars to actual and providing analytical information to program directors. Budget Analysts are your primary point of contact for budget and grant compliance oversight. 18

19 Budget Transfers Budget Transfers Once budget has been approved, central office budget managers may request line item transfers by submitting a Budget Transfer (BT) Form. Schools must submit an annual School Budget Plan to allocate their allotments to the appropriate line items. School line item transfers within allotted programs should be submitted on a School Transfer Form, and transfers between programs should be submitted on a regular BT form. Transfer Restrictions: No transfers between funds, most local transfers allowable Federal Transfers must be submitted through Federal Budgeting System (LBAAS) Transfers between purpose codes in excess of $50K require Board Approval Do no request transfers between salary codes without first meeting with your assigned budget analyst to review impact 19

20 Purchasing/Contract Administration Policy Guidance All purchases and contracts shall be made in accordance with Board Policies 4610 (Purchasing Administration) 3410 (Contract Administration) Purchases of good and services must be supported by an encumbrance (Purchase Order), this includes P-Cards, unless listed in specific exceptions list for contracts not requiring a PO or Expenditures not requiring a PO or contract (this list is very short). Disbursement violations require a written justification and are subject to personal liability. 20

21 Contracts Contracts which require approval of the Board: Service Contracts in excess of $50,000 Contracts that extend into next Fiscal Year Format: Standard format on web site (will need vendor number or W-9 completed by the vendor before pre-audit) Pre-Audit: All service contracts must undergo a pre-audit Identify funding source (budget code) and check for availability of funds before submitting Chief Financial Officer (CFO) must sign first or second so contract is preaudited before it goes into effect 21

22 Disbursements/Contracts Contract Management: Once a contract has been approved and funds are properly encumbered, it is the responsibility of the Budget Manager to ensure the contractor s performance meets standards set forth in the contract. Contract Monitoring Verify the contractor is in compliance with terms and conditions of the contract including deliverables, quality, and timeliness. Monitor invoices to make sure amounts billed are consistent with the contract agreement and that all work was completed satisfactorily before approval. Monitor contract renewal process if applicable, including renewal terms, prices and notification timelines, make sure scope of work is appropriate for renewals. 22

23 Account Payable Reminders: Receiving - Schools must verify goods are received and key the receiving into the accounting system so Accounts Payable can process invoices for payment Invoices should be mailed to Accounts Payable by Vendors, but if sent to the school in error, please scan and send to Account Payable Doc Agent in our electronic filing cabinet system Will send school secretary reminders if we have received invoices for which goods have not yet been received Reimbursement for travel expenses of employees traveling on behalf of NHCS are paid in accordance with policies, regulations and approved rates of the Office of State Budget and Management. All employee reimbursements paid through direct deposit 23

24 Travel In-County Travel Checklist Work related mileage must be pre-approved and submitted to Finance on an In-County Travel Reimbursement Form within 30 days after travel occurs Expenses for separate months must be submitted on separate forms To and From destinations and mileage must be completed for each one way trip. Mileage calculator is provided on Finance website for distances between NHCS locations. Out of County Travel Checklist Work related travel expenses submitted to Finance on an Employee Expense Reimbursement Form within 30 days after travel occurs Each trip on separate forms Original receipts, except for meals/tips If more cost effective to rent a vehicle it is recommended to do so 24

25 Travel Plan in advance to allow time for pre-payment of registration fees, hotel and non-personal vehicle travel expenses. These can be paid in advance through Finance via a Check Request or Procurement card. A Professional Leave form must be submitted and approved by employee s supervisor and program budget director prior to travel. If State or Federal funds used and daily sustenance or lodging exceeds max allowable an Excess Lodging Authorization must be submitted and approved by program budget director prior to travel. If Travel Advance was provided, the employee must account for it by submitting a second Employee Expense Reimbursement Form to Finance no later than 60 days after travel occurs. Additional information is located on the NHCS website and the link can be found in the resources page of this presentation. 25

26 Travel Tracker Travel Tracker is the bus scheduling program that is used for field trips Teachers/Coaches have the capability to enter their own trip requests Follow their trips through the approval process Send notifications to child nutrition for meal planning Print customized parent permission slips View their bus assignment on a trip calendar The system is internet-based, allowing access at any time from a web browser Either the treasurer or the funding source can identify whether the trip will be paid by budget code or school funds check The travel tracker system is located on the NHCS website and the link can be found in the resources page of this presentation 26

27 Fixed Assets Include Land, Buildings, Furniture, Equipment and Vehicles. Board Policy 3320 defines the capitalization levels for Capital Assets, those assets which are depreciated and reported in the Financial Statements. Administrators are responsible for each asset assigned and responsibilities include: Safeguarding assets Properly tracking and accounting for all assets Properly approving and tracking of transferred assets Ensuring annual physical inventory is conducted, timely and accurate 27

28 Federal Programs 2 Types of Federal Programs 1. Federal Grants that flow through DPI and begin with a 3 in the budget code 2. Federal Grants that come straight to the LEA from Federal Government Program Directors must carefully review all grant requirements or granting agency Time and Effort Semi-Annual Time Certification, those employees who worked on a single cost objective Monthly Personnel Activity Report (PAR), those employees who worked on multiple Cost Objectives 28

29 Federal Programs Federal Program allotments will not show on your reports until our grants are approved by DPI which usually occurs in August/September. Until this occurs funds are not available for expenditure by LEA s. Title 1 School Allotments: Changes in budget plan must be submitted in accordance with transfer schedule, there are 3 opportunities throughout the Fiscal year: Submissions due to Program Director October 15/January 15/March 1 Approvals are keyed to our GL by October 31/January 31/March 15 29

30 Supervisor Payroll Duties Supervisor Duties Ensure all procedures are followed in a timely/accurate manner Schedule and monitor work Approve monthly timesheets for accuracy, completeness, and verification of time worked Ensure all employees are trained on payroll related issues Designate a back-up for the primary payroll operator and ensure backup is adequately trained and has access to all required programs Standard Workweek: 40 hours for full-time non-certified non-exempt employees Workweek for licensed professional staff minimum of 37.5 hours and shall continue until the professional responsibilities to the student and school are complete Make sure school payroll operator notifies payroll if employee leaves before end of pay period to prevent overpayment. 30

31 Important Dates July 1 - Start of Fiscal Year 10 th day of month Monthly PAR forms due to Finance January 15 th & July 15 th Bi Annual Time & Effort forms due to Finance January - Next year budget process begins April 7 Last day for Student Supply Requisitions and PO amendments for outside vendors May 5 All other requisitions and PO amendments for outside vendors May 31 Last Day for use of P-Card with State and Federal Funds May 31 Print shop, custodial supplies, warehouse, and year-end items June 7 All invoices and employee reimbursements to Accounts Payable 31

32 QUESTIONS? 32