4/25/2017. Sample Agenda ~ Spring Meeting DEVELOPING A TRAINING PROGRAM FOR NEW LOCAL SCHOOL BOOKKEEPERS MAY 3, 2017

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1 DEVELOPING A TRAINING PROGRAM FOR NEW LOCAL SCHOOL BOOKKEEPERS MAY 3, 2017 AASBO Annual Conference Karen O Bannon, CSFO Madison County Schools kobannon@mcssk12.org Training Program for Local School Bookkeepers Professional Development: Four Times Per Year (Time Lines) April May (Budget Preparation and End of School Checklist) Summer Conference (Payroll/Accounting Manual Topics and Updates/Special Guests) September (Fiscal Year End Checklist) December (Calendar Year End) All Bookkeepers (Networking) Local Support (On Site Training and Job Shadowing) Financial Procedures Manual Sample Agenda ~ Spring Meeting Introductions (New Bookkeepers) Computer Services Budgets Extended Day/Daycare Rates Physical Inventory End of School Checklist May Calendar Deadlines Local School Accounting Bookkeeper s Meeting April 19, :00 AM Central Office Auditorium **Important Date** Summer Workshop June 20 & June 21 Career Technical Center Auditorium 1

2 Sample Agenda ~ Summer Conference FINANCE MATTERS Summer Workshop June 20 and June 21 Wednesday, June 20 th 7:30 a.m. Sign In 7:45 8:00 a.m. Welcome by Superintendent 8:00 10:00 a.m. Alabama State Department Dennis Heard Followed by Questions and Answers from Audience 10:00 10:15 a.m. BREAK 10:15 12:00 p.m. State Examiners Office Kathy Wren Followed by Questions and Answers from Audience 12:00 12:15 p.m. BREAK 12:15 1:00 p.m. LUNCH Presentation Karen O Bannon 2015 Audit Findings Our Weaknesses Our Strengths Auditor Recommendations for Improvement 1:00 2:45 p.m. Madison County Board of Education Financial Policy Breaking it all Down Principal and Bookkeeper Responsibilities Additional Information: Financial Reports Internal Auditing Ethics Policy Karen O Bannon, Chief Financial Officer Gena Groce, Accounting Supervisor Janet Elliott, Local School Accounting Supervisor 2:45 3:00 p.m. BREAK 3:00 4:00 p.m. Jim Owens Motivational Speaker Thriving on Changes Sample Agenda ~ Summer Conference Thursday, June 21 st 7:45 a.m. Sign In 8:00 9:30 a.m. General Meeting Back to School Janet Elliott Review and Feedback from Wednesday Your Thoughts? Auditor Review Recommendations 9:30 9:45 a.m. BREAK 9:45 10:30 a.m. Payroll Issues Payroll Manager 10:30 11:30 a.m. Round Table Discussion 11:30 1:00 p.m. LUNCH 1:00 2:00 p.m. Workshop (Laptop brought from school) Setting up Allocation Tracking (Will need listing of teacher names) Sample Checklist ~ September 2

3 Sample Agenda ~ December Meeting Christmas Breakfast (Potluck) ARI Funds Calendar Year Close/1099 Vendors Coding Issues Payroll Issues Accounts Payable Issues Receipting Issues Miscellaneous Accounting Items Contracts VS Personnel Actions Tickets Ticket Reconciliations EZ Tickets Absences AESOP Purchasing Cards My School Fees Deadlines Local School Accounting Bookkeeper s Meeting December 8, :30 AM Central Office Auditorium Mission of Budget Process The mission of the budget process is to help decision makers make informed choices about the services and needs of a particular activity or local school function. Elements of the Budget Process Develop a Budget Consistent with Goals Develop a process for preparing and adopting a budget/communication Evaluate financial resources and prioritize needs Prepare budget based on decisions from team Evaluate Performance Monitor, measure, evaluate, and report Adjust or amend if necessary 3

4 Budgeting for Activity Funds Budgeting is the process of planning resources and prioritizing needs of an organization. In most cases, for a governmental entity the budget represents the legal authority to spend money. The budget also provides an important tool for the control and evaluation of resources and the uses of those resources. It is a tool to evaluate financial performance by comparing budgeted and actual operations. Bottom line, the budget is linked to financial accountability. Budget Responsibilities Delegate responsibilities for the budget (Teamwork) The educational decisions and the expenditure of approved budget funds must be controlled by the appropriate sponsor. The local school office (administrators and bookkeepers) responsibility is to assist with the organization and administration of the budget, to monitor and track spending within established guidelines. BUDGETING CLASSROOM INSTRUCTIONAL SUPPORT (CIS) FUNDS 4

5 Student Materials Elements of CIS Technology Library Enhancement Professional Development Common Purchases Classroom Instructional Support Funds PERMISSIBLE EXPENDITURES. Monies allocated for classroom instructional support may be spent for classroom instructional support purposes only, to be used either by classroom teachers or students in each teacher s respective classes. It shall be permissible to expend these monies on instructional equipment and electrical equipment which is actually utilized with students in the teacher s classroom. UNSPENT FUNDS. Any funds appropriated for classroom instructional support but not expended according to this section by the end of each fiscal year shall revert to the Education Trust Fund. TRANSFER WITH TEACHER DISALLOWED. Classroom instructional support monies are to be expended on behalf of students at a specific school and are not transportable with the teacher if the teacher is transferred to another school. ANNUAL AUDIT. All expenditures for classroom instructional support and related documents by each county and city board of education shall be subject to audit by the Examiners of Public Accounts/Private CPA Firm. It s the Law Not the CSFO Ala. Code 1975, Student Materials (Teacher Fee) allocations may not be used to supplement common purchases (Ala. Code 1975, (13)) note: $200 per unit for common purchases was appropriated in These funds have not been allocated since that time. Student Materials (Teacher Fee) allocations are not subject to a vote by the budget committee. 5

6 Budget Committee Each school must have a budget committee. The budget committee should be comprised of 5 members Principal (or designee) 4 Teachers Elected Annually Voting by Secret Balllot Majority Vote Budget Committee The committee should elect: chairperson secretary responsible for keeping minutes and actions taken to approve the budgets during the secret balloting process. The committee may form advisory committees. The committee must propose a budget for CIS, excluding student materials/teacher fee. Budgets for Library Enhancement funds are to be developed in consultation with the school s media specialist. Professional Development and Technology budgets should be consistent with the system s PD and Technology Plans Approval of Budgets Proposed budgets should be submitted to teachers at a called meeting. Teachers must be given at least two workdays to review the proposed budget prior to taking a vote. Voting must be by secret ballot. Budget must be approved by majority vote. 6

7 Local School Funds Lines of Authority Board of Education. The Board of Education adopts policies to govern the establishment and operation of all activity funds. The district s auditors reviews these policies for sound accounting and reporting principles. The Board approves the budget and financial statements as recommended by the Superintendent. Superintendent. The Superintendent is directly responsible to the Board of Education for administering all Board policies and recommends the budget and financial statements to the Board for approval. Chief School Financial Officer. The Chief School Financial Officer has the overall responsibility for accounting for and reporting all funds, including district and student activity funds, to the Board. The Chief School Financial Officer is also responsible for implementing and enforcing appropriate internal control procedures as well as monitoring and managing the financial resources. Principal. The Principal at each school is the activity fund supervisor and has overall responsibility for the operation of all activity funds, including collecting and depositing activity fund monies; approving disbursements of student activity fund monies; and adequately supervising all bookkeeping responsibilities. The activity fund supervisor should be a signatory to all disbursements, including checks drawn on the activity fund. Fiduciary Responsibility of the Principal Ultimately it is the Principal s responsibility to ensure that funds are collected and disbursed in accordance with local board policies. The Principal should be familiar with the Financial Procedures for the School District to have a basic understanding of the accounting regulations for schools. (mcssk12.org/departments/finance/financial Procedures) The Principal should work with the bookkeeper and staff when preparing the local school annual budgets. (April May) 7

8 Local School Activity Funds Activity funds are established to direct and account for monies available and used at the local school level. Activity funds are unique to school districts. The distinction is based on the purpose of the funds, that is, the programs and activities supported by the funds. The classifications which are commonly recognized are: district activity funds student activity funds parent support or school related organization funds Public Local School Funds Funds received from public (tax) sources /appropriations for the general operations of the local school under the control and direction of the Principal. Public funds are restricted to the same legal requirements as system funds at the district level. Funds are generally classified as public when the following criteria are met: A) Money generated school-wide B) Money used for all students instead of individual group C) Money controlled by the Principal or a school employee Public Funds - Revenue Admissions Appropriations Concessions Commission Dues & Fees Required Fines & Penalties Fund Raisers* Grants Sales Donations* *In specific situations, these may be considered Non-Public 8

9 Non-Public Local School Funds Funds received by an organization s or club s sponsor or officer not usually used for the general operations of the school. Non-Public funds are restricted to the intent and authorization of various organizations (their officers and members), and are not under the direct control of the Principal, although he/she has the authority to prohibit inappropriate expenditures. Funds are generally classified as non-public when the following criteria are met: A) Money generated by a particular group B) Money used for that particular group C) Money controlled by the students and/or a parental organization Non-Public Funds - Revenue Dues & Fees Self imposed by clubs or classes Fund Raisers* Donations* Accommodations* Other* *In specific situations, these may be considered public funds School Related Organizations 9

10 Non-Public Activity Funds Parent Support Organization Funds (School Related Organizations) School districts and student groups are also increasingly benefited by affiliated organizations that support curricular, co curricular, and extracurricular activities. Affiliated organizations include groups such as Parent-Teacher Associations (PTAs), Parent-Teacher Organizations (PTOs), school foundations, and athletic booster clubs. Contributions by these groups often include supplies, materials, equipment, and even school facilities, such as weight training rooms. Financial records may be included in the school books and classified as non-public funds or may be maintained outside the school records depending on the board s policy. Additional procedures should be in place for those records maintained outside the school books. (Only PTA/PTO Funds for MCBOE) Specific Requirements Parent organizations such as PTAs and PTOs that maintain their own financial records must provide: Proof of employer identification number Annual audit report Financial records to the school s auditors and authorized school employees upon request Required financial reports Fidelity Bond for Treasurer Again, a school employee may not hold a leadership role in a parent organization, i.e., President or Treasurer, if the funds are to remain non-public. Standardized Account Codes LEA Manual 10

11 Principal s Activity Report HIGH SCHOOL 11

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13 MIDDLE SCHOOL ELEMENTARY SCHOOL Questions & Answers 13