FUND 22 Presented by Lori Dench Jessica Kirby

FUN(D) 22 Presented by: Lori Dench & Jessica Kirby March, 2019

Welcome Internal Audit! ◦Internal Audit Team: ◦ Jodie Renn-Director ◦ Sonya Miller, Auditor ◦ Greg Crump-Auditor ◦ Shari Mattingly-Clerk ◦Month End Reports ◦Principal’s Combining Budget

Understanding Fund 22 ◦ Fund 22 was established in 2013 as a result of Redbook Changes. ◦ Fund 22 & District Activity Funds are one in the same. ◦ Money in Fund 22 is actual dollars and checks that are received at the school level and because of the nature of dollars/checks they must be turned into MUNIS money. ◦ The State could not track exact dollars spent on students if instructional/operational items were paid through EPES – hence – Fund 22 was born! ◦ Applicable funds must be transferred or “swept up” to the district on a monthly basis. ◦ General rule of thumb: “If the money was not raised by student hands, it must be sent to Fund 22. ”

What goes up doesn’t come back down! ◦ School Registration fees or class fees ◦ Late Fees for Library Books, lost library books, lost textbooks May vary based o n S BDM po ◦ Donations that are not made specifically for a student group at each s licy chool ◦ Gates and concessions ◦ Festival proceeds (school-sponsored) ◦ Ticket sales unless students are selling the tickets as a fundraiser ◦ Student Parking Fees ◦ Locker Rental ◦ Picture Sales ◦ Yearbook Sales ◦ Any funds to be spent for operational, building improvements or grounds improvements, including cost of fuel used when mowing athletic fields

Can I keep some of my Fund 22 money in my school activity fund? ◦ Yes, but you must have a SBDM policy written and on file prior to receipt of the funds ◦ Best practice: write the SBDM policy at the beginning of the school year ◦ No cheating! You cannot write an SBDM policy to keep money for instructional or operational purposes ◦ Example of keeping funds at school level: ◦ to supplement non-revenue sports or field trips

Where does my money go? Deposit Funds to School Bank Account Ex/ book fair proceeds, class registration fees Write a check to JCPS Treasurer Exceptions: SSI Checks, Kroger Rewards, etc. PONY docs to Van. Hoose Accounting deposits check into MUNIS Spend Fund 22 money on students through PO MYTH: Fund 22 is not a separate software program – It is a part of the MUNIS system!!!

Which Revenue code do I choose when depositing funds in Fund 22? • First, it’s best practice to build a Fund 22 “KEY” • This is a cheat sheet for you since MUNIS has more generic names for project codes within Fund 22 • Ex/ MUNIS labels 712 X 0 as “Class/Dept. Fee” – your Key would specify that it is actually for “Band” • All Fund 22 object code descriptions are named identically: “Other Student Activities” (0679) • The common denominator between the Fund 22 Revenue code and Expense code is the PROJECT CODE (Ex/711 X) VS Revenue Code Expense Code

Build a Fund 22 Key ◦ These are specific fund 22 accounts set up for your school such as Registration fees, Book Fair, donations. This is an elaborate key. Use the your Fund 22 report and handwrite/type accounts

Fund 22 Revenues VS Expenses REVENUES (Fund 22 Form) EXPENSES (In MUNIS) Common Denominator = PROJECT CODE!

To Search your school’s Fund 22 expense accounts , type in the Fund “ 22” and your location # with asterisk

Fund 22 Report ◦ Periodically distributed via email by Accounting Services (about every 6 weeks) ◦ If new accounts are set up by Budget in the interim, it won’t be on your school’s current Fund 22 Report you will have to physically write the new revenue code on the form. ◦ You should see your new account listed the next time a Fund 22 report is distributed.

HELP! I need more codes! ◦ E-mail Kristi Hollinsworth (ext. 3459) requesting Fund 22 code set up ◦ Remember, you need a revenue code and an expense code: ◦ Revenue code is for depositing money ◦ Expense code is for spending the money All fund 22 codes are pre-determined and they are set up by a matrix – in sequential order ◦ Handy Tip: when entering a donation @ jcps. me/donations, specify in the comment section the fund 22 account where you intend to deposit the funds.

Does my Fund 22 money expire? NEVER Now that my money is in Fund 22 WHAT’S NEXT?

Spend it on students through PO’s ◦Follow normal MUNIS procedures to make purchases ◦What’s cool – the object code in Fund 22 is always 0679 except for payroll No budget amendments!

Expense Transfer Form ◦ E-mail forms to Halia Baxter ◦ Form located on website under Fund 22 section ◦ Cannot transfer funds from general funds to Fund 22 or vice-versa ◦ Moving Fund 22 is not done with a budget amendment ◦ Utilize Expense Transfer Form to move monies within Fund 22

What’s Cool about Fund 22? ◦ The monkey is off your back! ◦ Forces sponsors to be proactive and plan ahead! ◦ You will never get an audit comment for sending money monthly to Fund 22 ◦ Your purchase is approved by Purchasing-eliminates possible audit findings ◦ When in doubt, send it up!

Communication is the Key! ◦ Secretary (payroll clerk), order/receiving and bookkeeper must be on the same page when handling Fund 22 money ◦ Communicate with your payroll clerk to make sure salary codes don’t go negative when paying extra service ◦ Communicate with your order/receiving clerk to coordinate Fund 22 deposits and spending

Donations: Keep it or Send it ◦ Kroger Rewards from Parents/Community ◦ Gets swept up to Fund 22 if the check is not marked as such: ◦ Report as a donation at jcps. me/donation ◦ Deposit the check to a “general” Fund 22 code ◦ Use these funds on ALL students ◦ Kroger checks that are marked for a student group or organization and are an approved fundraiser are not considered a donation. ◦ Stay in your school activity fund if a school club/group or organization has submitted FSA-2 Fundraiser Approval Form & it is a fundraiser for that group

Fund 22 and Athletics & Salaries (771 X) ◦ No negatives! ◦ Project 771 X - payroll codes in Fund 22 – are STRICTLY for extra service for Athletics & Academics ONLY. ◦ Athletics Ex/ concession stand workers, scorekeepers, security, ticket takers, activity bus drivers, pay for additional coaches/sponsors for unsanctioned sports, & assistant coaches that are not board paid. ◦ Extra-curricular Ex/ Quick Recall, Debate and Future Problem Solving. ◦ You can use concession stand gate sales to pay for additional coaches/sponsors that are not funded by the district ◦ Must complete an expense transfer form to move the funds from Fund 22 to the appropriate payroll code

Fund 22 and Athletics & Salaries (General Fund) ◦ For extra service pay that does not involve extra curricular activities or athletics (not 771 X), the bookkeeper must work with the school’s payroll clerk to obtain the General Fund salary code that was used to pay the extra service pay. ◦ Ex/ Security for a homecoming dance or a field trip activity bus driver ◦ Payment for this extra service can be processed two ways: ◦ Expense Transfer Form ◦ Cut a check from EPES, make a copy of your F-SA-7 Purchase Request as back-up (indicating the MUNIS payroll code) and send to Accounting

Scholarships-High School Only ◦ All scholarship awards should be transferred to Fund 22. ◦ It is easier to manage if you have a separate Fund 22 account for each scholarship, but not required – you can manage with a spreadsheet. ◦ Require student to provide the financial statement from the university which evidences they are enrolled. The financial statement must have a balance greater than or equal to the amount of the scholarship. Accounts Payable (AP) will remit up to the amount owed to the university. ◦ Require student to provide award letter from counselor or the awarding agency. ◦ It is recommended that you have procedures in place for the student to accept the awarded scholarship with a established deadline date. ◦ Once the purchase order has been obtained, complete the receiving ticket, scan and e-mail the financial aide statement and student award letter to AP to process payment. ◦ Scholarships should be handled on a case by case basis.

Introducing: NEW EPES W-9 Database! What is it? • All of the District’s EPES W-9’s in one place! • No more paper copies needed • Upload W-9 s here instead! Where is it? • \jcpsfsApp. DataFinanceEPES W-9 FILE • Save it in your Quick Access menu How do I use it? • Go here first to search for a specific vendor • Add your own! Write contact name & number on file as well • AP has added many already and more to come

How to Name the EPES W-9 Files ◦ Folders organized A - Z and Numerical ◦ Naming convention: VENDOR NAME & DATE ◦ Ex/ ARCHERY SQUAD 1. 17. 19 ◦ What about DBA’s? ◦ Ex/ BIG HUG LLC (KATHRYN KIYO) 6. 4. 18 ◦ Hotel/Restaurants: Add a Street Name/City for easy searching: ◦ Ex/ HOME 2 SUITES –HUNTSVILLE 1. 3. 18 ◦ “The Spaghetti Shop” is filed in the “S” folder

Miscellaneous Q&A: EPES W-9 Database ◦ Will this database start over again every year? NO. will continue to grow indefinitely It ◦ Could we accidentally delete files? NO. You can add files but not delete them ◦ Who will manage it? ◦ Bookkeepers will be in charge of adding their school’s W-9 s for the benefit of all ◦ AP will also add them if/when they receive any ◦ AP will delete old W-9 s periodically if a newer one (i. e. more recent date) is available ◦ How do I add files? - DEMO ◦ Can I add files all at once or do I have to add them individually? - DEMO

Steps to Locate an Existing W-9 FIRST! • Check the EPES W-9 database SECOND, • Check Lori’s Monthly EPES Report THIRD, No Ne ed for Bookk W-9 eeper -All em ails! • Check MUNIS Vendor Inquiry LAST RESORT • Ask the vendor!

Introducing! Rachel Hardin Computer Education Training Specialist