Rankin County School District Bookkeeper Meeting via ZOOM
Rankin County School District Bookkeeper Meeting via ZOOM July 30, 2020
2 §ITEMS OF IMPORTANCE AGENDA §CODING & BUDGETS §ACCOUNTS PAYABLE §FIXED ASSETS §PURCHASING §ACTIVITY FUNDS §CLOSING COMMENTS 11/2/2020 2
Items of Importance 3
4 MOST IMPORTANT TWO QUESTIONS TO ASK: 1. How does this impact students? 2. How does this impact teachers? 11/2/2020 4
5 ACCOUNTING WEBSITE §Accounting Calendar §Accounting Forms §Accounting Manual §Bookkeepers Accounting on the Web §Budget Report for FY 20 §Principals and Supervisors Approving Requisitions on the Web §Purchasing Manual §Fixed Assets Policy and Procedure Manual 11/2/2020 5
6 ACCOUNTING FORMS Available on the website: Click: • MENU • Departments • Accounting Forms Click on applicable form you need. (May have to click twice) Make sure you are using latest form. 11/2/2020 6
7 ACCOUNTING MANUAL See “Accounting Manual” on website. Click: §MENU §Departments §Accounting Manual 11/2/2020 7
8 OTHER ACCOUNTING TOOLS §Activity Fund AS 400 Manual §Kronos Manual 11/2/2020 8
9 BOARD POLICIES On website click: §MENU §District Resources §RCSD Policy Manual 11/2/2020 9
0 SENSITIVE INFORMATION §Board Policy EFA §Purpose is to protect employees and students from misuse of sensitive information. §Mainly social security numbers and health insurance information §Must secure this information – locked offices or drawers, protected passwords and shredding of documents §Shred-It services 11/2/2020 10
1 DISTRICT VEHICLES • District vehicles may only be taken home after receiving approval from Assistant Superintendent, Shane Sanders. • All district vehicles should only be used for district purposes. 11/2/2020 11
2 ITEMS OF IMPORTANCE 1 to 1 Insurance Payments ($50) • Parents may pay online with credit card through Efunds • Parents may pay cash • Receipt must be issued to parent • Code deposit to: 11 xx-4610000 -000 -0461 • Send check made payable to RCSD for the balance in this account at the end of each semester • Code check to same account above 11/2/2020 12
3 ITEMS OF IMPORTANCE 1 to 1 Insurance Payments ($50) Refund to parent: • • • Refund will be paid through Activity Fund Letter or email requesting refund from parent, including parent’s name and address Verification by bookkeeper that parent made payment Copy of letter from parent with Principal’s approval attached to Activity Fund P. O. Code refund check to same account: 11 xx-4610000 -000 -0461 11/2/2020 13
4 ITEMS OF IMPORTANCE 1 to 1 Insurance Payments ($50) On website click: §MENU §District Resources § 1 to 1 11/2/2020 14
5 ITEMS OF IMPORTANCE Temporary Cleaning Services • Use of these services requires approval by Shane Sanders • Notify Melissa Barnes if you use these services so monies may be transferred into the account • The account number is: 1120 -9002620 -000 -439 -0 xx-0000 • You may not transfer funds from this account 11/2/2020 15
6 ITEMS OF IMPORTANCE • By law, the district must pay invoices within 45 days of receipt of invoice and goods or services. • Please pay all activity fund bills on time. • Submit district purchase orders/invoices by the monthly deadline. • Auditor has emphasized using “received” stamp on invoices, including initials and date received. 11/2/2020 16
7 ITEMS OF IMPORTANCE §Debarment Form (SAM. GOV) ØDocuments vendor is okay with federal government for school district to make purchases from ØRequired for each purchase with federal funds ØMust be attached to P. O. and invoice ØQuestions – contact Rico Buckhalter 11/2/2020 17
8 ITEMS OF IMPORTANCE WAL-MART • Submit bills for payment by the AP deadline of the month purchases are made. • Failure to submit these bills can effect the whole district. • Anyone using a Wal-Mart P. O. should turn in the receipt and the copy of the P. O. the following work day. • Do not allow personal purchases on the same receipt as district purchases for any reason. • Wal-Mart account number is the same as a credit card number. Protect it! 11/2/2020 18
9 ITEMS OF IMPORTANCE WAL-MART • Gum, candy, drinks, and/or other small items should not be purchased just to meet the amount of the purchase order. • The amount on the purchase order can be changed to a lesser amount, if needed. • Never accept a cash refund – all refunds must be credited back to the Wal-Mart account and you should be given a receipt showing refund amount. Use as a credit on purchase order. 11/2/2020 19
0 ITEMS OF IMPORTANCE Deadlines, deadlines!!! • Required because the Accounting Staff must meet deadlines for accounts payable, payroll, activity funds, fixed assets and budgets. • Please abide by the deadlines. • See “Accounting Calendar” on website. 11/2/2020 20
Coding and Budgets 21
2 ACCOUNT CODING Correctly coding financial transactions (see Accounting Manual) 24 digit account code (required by State Dept. of Education) 11/2/2020 22
3 ACCOUNT CODING EXAMPLES Revenue • 1154 -8001741 -000 -0001 Expenditures • 1154 -9001910 -000 -610 -008 -0500 Balance Sheet Accounts • 1154 -1120000 -000 -0100 11/2/2020 23
4 EXPENDITURE CODE 1120 -9002620 -000 -610 -001 -0000 • 1120 (Fund) • 900 (General Ledger Code) • 2620 (Function) • 000 (Program Code) • 610 (Object Code) • 001 (Department / School) • 0000 (Modifier) 11/2/2020 24
5 EXPENDITURE FUNCTIONS – (MOST USED) IMPORTANT – Audits will test to ensure correct coding at the function level – audit finding if not correct. • 11 x 0 - Instruction • 19 x 0 - Activity • 2120 - Guidance (Counselors) • 2220 - Educational Media (Library) • 2410 - Principal’s Office • 2620 - Building Services 11/2/2020 25
6 EXPENDITURE OBJECTS – (MOST USED) § 320 – Professional Services § 330 – Other Professional Services § 411, 412, 413 – Utilities § 414 – Telephone § 430 – Repairs & Maintenance § 440 – Rentals § 530 – Postage 11/2/2020 26
7 EXPENDITURE OBJECTS – (MOST USED) 320 – Professional Services • Use this object for online software licenses and subscriptions (like Powerschool) • Do not use for magazine subscriptions – use 652 11/2/2020 27
8 EXPENDITURE OBJECTS – (MOST USED) • 580 – Travel • 610 – Supplies • 660 – Resale Items • 700’s – Equipment • 810 – Dues and Fees • 420 – Cleaning Services / Lawn Care • 345 – Ball Officials • 439 – Temporary Cleaning Services 11/2/2020 28
9 MODIFIER CODES • • • 0003 - Educator of Year Awards 1220 - Interventionists (Fund 1145) 1903 - Elementary Curriculum (Schmidt) 1905 - Middle/High Curriculum (Rimes) 1912 - Elem. Instructional (Clark) 1913 - MS/HS Instructional (Graham) 1914 - Advanced Placement (Vanderford) 1917 - Support Services (Sanders) 2222 - Medicaid / Maximus 2290 - ITD Special 11/2/2020 29
0 ALLOCATION TO SCHOOLS §Monies are allocated to schools based on a per student and/or per teacher basis. §Principal is responsible for managing the school’s budget ( site-based management). §Monies may be transferred between accounts by Principal. 11/2/2020 30
1 ALLOCATION OF MONIES TO SCHOOLS Supplies: • Instruction $8 per student • Library $9 per student • Principal’s Office $2 per student • Maintenance $13 per student • Vocational $1, 000 per teacher • Special Ed $50 per teacher • Guidance $200 per teacher • Speech $50 per teacher 11/2/2020 31
2 ALLOCATION OF MONIES TO SCHOOLS Equipment: §Instruction $3 per student §Library $2 per student §Principal’s Office $2 per student §Maintenance 11/2/2020 $5 per student 32
3 ALLOCATION OF MONIES TO SCHOOLS Repairs & maintenance: §Library $4 per student §Principal’s Office $1 per student §Maintenance $13 per student (plus additional $ based on age of building) 11/2/2020 33
ADDITIONAL ALLOCATION BASED UPON AGE OF BLDG. 11/2/2020 34
5 ALLOCATION OF MONIES TO SCHOOLS Other: §Postage §Utilities §Copier rental 11/2/2020 $1. 00 per student Based on prior yr. Various 35
6 ALLOCATION OF MONIES TO SCHOOLS Other: §Copy paper (614) 2 cases per teacher Do not transfer funds into 614 or out of 614 PO can have an amount out of 610 & an amount out of 614 11/2/2020 36
7 BUDGETS §Your Principal, with your assistance, needs to monitor your budget closely. §“Budget to Actual” reports may be printed at your site at any time using the AS 400 menu. If you have any problems, call Brian Jolly. 11/2/2020 37
8 BUDGETS §If you run out of funds, your Principal will have to write a memo to Dr. Townsend and Melissa Barnes explaining the problem. §Your Principal may also have to meet with Dr. Townsend and Melissa Barnes to explain why he/she is out of monies. 11/2/2020 38
9 BUDGETS • If your school or department has funds available at the end of the year, these funds (with the exception of Title funds) do not carry over into the next fiscal year. • Begin reviewing remaining balances in April. • Do not wait until June to make equipment purchases or use vendors that are slow to send invoices. • Do not wait until June to place large orders. 11/2/2020 39
0 ATHLETIC & BAND BUDGETS District budget item for Athletics, Band, and Show Choir: • $305, 000 allocated for athletics (funct. 1910) • $37, 000 allocated for band (funct. 1920) • $14, 500 allocated for show choir / choir (funct. 1920) 11/2/2020 40
1 ATHLETIC & BAND BUDGETS Athletic, Band Show Choir Expenditures: 1120 -9001910 -000 -610 -0 xx-0000 – Athletics 1120 -9001920 -400 -610 -0 xx-0000 – Band 1120 -9001920 -401 -610 -0 xx-0000 – Show choir 11/2/2020 41
Accounts Payable 42
3 ACCOUNTS PAYABLE §Principal should not sign any purchase order (to submit for payment) until goods or services and invoice are received. §Do not use a signature stamp for the Principal’s signature. §Assistant principals cannot sign purchase orders. 11/2/2020 43
4 ACCOUNTS PAYABLE §Purchase orders and invoices are due in for payment by 4: 00 p. m. on the last working day of the month (except where noted for holidays and year end and beginning of fiscal year). §Check your email each summer for June and July due dates. 11/2/2020 44
5 ACCOUNTS PAYABLE §Bills will be paid the second Wednesday of each month (unless the date of the regular board meeting is changed). §Please check the Accounting Calendar. 11/2/2020 45
6 ACCOUNTS PAYABLE §Make sure your P. O. is complete before sending it in for payment. This includes: ØP. O. is signed. ØAttach all invoices (no faxed or pro forma invoices). ØInvoices should be stamped “received” with initials and date. ØAttach any quotes, EPL’s or fixed asset forms. §Fixed Asset form should always be turned in WITH the PO and invoice! (not separately) 11/2/2020 46
7 ACCOUNTS PAYABLE §Do not wait until the end of month to send all of your P. O. ’s in for payment. §All overages must be reapproved by Lance Fulcher, Director of Purchasing. §Make vendor changes on the P. O. if using a different vendor than the one printed (the intent must be the same as originally approved). §It is okay to line through old info and write in corrections. 11/2/2020 47
8 ACCOUNTS PAYABLE §Check vendor address on P. O. against remittance address on invoice. §Make notes about order on yellow copy, not the pink. §Do not copy yellow purchase order onto pink paper to submit for payment – they are not the same. 11/2/2020 48
9 ACCOUNTS PAYABLE §Make sure to put the bid #, EPL #, contract # or single source # in description when typing requisition. §P. O. should only be used for items listed and described on the approved requisition. 11/2/2020 49
0 ACCOUNTS PAYABLE §If food or beverage purchases are made, include the purpose in the description. (For example: Student Award Ceremony 5 -18 -20) §If food or beverage is for an employee event, please attach a sign-in sheet and agenda. 11/2/2020 50
1 ACCOUNTS PAYABLE §One invoice cannot be split between multiple purchase orders. §Do not change an invoice in any way. §Maintain copy of travel form as you would any other invoice. §In the requisition description, list more than “see attached. ” Put a brief description. 11/2/2020 51
2 ACCOUNTS PAYABLE §If “see attached” is used, the list used to place the order must be attached to the purchase order in addition to the invoice. §Attach quotes to the purchase order if quotes are required or referenced for the purchase. 11/2/2020 52
3 REMITTANCE SLIPS • Do not stamp “received” on remittance slips. • Stamp “received” on the invoice. • Write in amount to be paid on the remittance slip. • Tear off slip and attach to P. O. with paper clip. • If the vendor info is only shown on the remittance slip, make a copy of it and attach it to the P. O. • Staple invoice(s) to P. O. 11/2/2020 53
Fixed Assets 54
5 FIXED ASSETS AUDIT §There is always the possibility of an annual audit by the State Auditor’s Office and other auditors. §Very little time to find asset for auditor. §If fixed asset is not on premises, then written documentation must be provided to auditor. §Off-Site Fixed Asset Request form must be completed for any asset that leaves district premises at any time. 11/2/2020 55
6 OFF-SITE FIXED ASSET REQUEST FORM §This form must be completed for any fixed asset that leaves district property. §Form must be signed by employee and supervisor prior to the item leaving the building. §Employee keeps a copy and the fixed assets manager keeps a copy. §Teachers should keep their copy with their fixed asset inventory listing. §Employee must reimburse district for any loss due to negligence. §Form is available on RCSD website. 11/2/2020 56
7 FIXED ASSETS The cost of equipment qualifying as a fixed asset is: $1, 000 (unless a “highly walkable item”) 11/2/2020 57
8 HIGHLY WALKABLE ITEMS These items will be considered fixed assets, regardless of cost, unless otherwise noted: • Computers and computer equipment (greater than $250) • Cameras and camera equipment (greater than $250) • Televisions (greater than $250) • Cellular telephones • Two way radio equipment • Lawn maintenance equipment, chain saws, air compressors, welding machines, generators, motorized vehicles 11/2/2020 58
9 NOT FIXED ASSETS These items are NOT considered fixed assets (unless item cost $1, 000 or more): • Computers and computer equipment costing $250 or less • Cameras and camera equipment costing $250 or less • Televisions costing $250 or less • Fax machines • Overhead projectors • DVD players • VCR/VCP’s • LCD panels 11/2/2020 59
0 FIXED ASSETS Account coding for fixed assets: • Object code 731 - Computers (and printers) costing less than $5, 000. • Object code 733 – Computers and printers costing $5, 000 and above. 11/2/2020 60
1 FIXED ASSETS Account coding for fixed assets: • Object code 735 - Other equipment and furniture costing less than $5, 000. • Object code 737 - Other equipment and furniture costing $5, 000 or more. 11/2/2020 61
2 FIXED ASSETS There also fixed asset codes for buildings, improvements and mobile equipment. Please see the Accounting Manual. 11/2/2020 62
3 FIXED ASSETS §Over 35, 000 fixed assets in district. §Annual inventory in Spring is very important. §Please have approval to dispose of an asset before you throw it away. §Thank you for your hard work relating to fixed assets. 11/2/2020 63
4 FIXED ASSETS §If an item is lost or stolen, a notarized affidavit will have to be prepared and signed by the responsible individual and supervisor and must be approved by the Superintendent. §A police report should only be filed when there is actually evidence of theft. §Inventory sheets (fixed assets listing) required in each classroom. §Use “Fixed Assets Policy and Procedure Manual”. 11/2/2020 64
5 FIXED ASSET LISTING §Must be maintained in each room in plastic sleeve. §Fixed Asset Listing will be generated by the fixed asset software. §Employee must sign the listing verifying fixed assets are located in that room. 11/2/2020 65
6 FIXED ASSET LISTING §If assets transfer into or out of your room, a new Fixed Asset Listing should be printed, signed, and placed in the plastic sleeve. §A current listing must be on file at the end of each school year reflecting inventory at year-end. 11/2/2020 66
7 FIXED ASSETS • You should have room numbers entered for all of your fixed assets. • Be consistent in entering room numbers – 4 characters. • You may print a report of fixed assets at any time (by room # with page break, by room # or by asset #). • Use bar code scanner to inventory the assets. 11/2/2020 67
8 BUDGET TRANSFERS Budget transfers: • Entered electronically by bookkeeper. • Sent electronically to Melissa Barnes. • Title 1 transfers will be sent electronically to Federal Programs office before going to Melissa Barnes. 11/2/2020 68
9 BUDGET RESTRICTIONS §Do not transfer amounts to or from: Water budget (object 411) Electricity budget (object 412) Gas budget (object 413) Subs (object 323) §May not transfer between different funds (e. g. , 1130 to 1120). §At year end, do not list all accounts in order to make a purchase – transfer to the proper account. §Be careful with coding. 11/2/2020 69
0 EDUCATION ENHANCEMENT FUNDS (EEF)Instructional Materials • Certified teachers will receive approximately $400 each to be used for instructional materials. • Cards will hopefully be distributed in early August. • Teachers are responsible for maintaining receipts and invoices for five years. 11/2/2020 70
1 EDUCATION ENHANCEMENT FUNDS (EEF)Instructional Materials • Teacher purchases may be audited by the Mississippi Department of Education. • Fixed assets purchased with procurement cards are the property of school district. • A fixed asset donation form must be submitted. 11/2/2020 71
2 EDUCATION ENHANCEMENT FUNDS (EEF)Instructional Materials • Principal may not be involved in the spending of these funds. • The district does not have oversight or approval authority as to what is purchased. • Teachers will be required to sign a cardholder agreement. • Contact person is Pamela Reed-Simon in district office. 11/2/2020 72
Purchasing 73
4 LANCE FULCHER, DIRECTOR OF PURCHASING 11/2/2020 74
5 PURCHASING LAW Bid and quote requirements: • $0 to $5, 000. 00 purchases No bid or quote requirements • $5, 000. 01 to $50, 000. 00 Two written and signed price quotes • $50, 000. 01 and above Formal bids - newspaper advertisement 11/2/2020 75
FEDERAL PURCHASING LAW Bid and quote requirements: No bid or quote requirements • $0 to $10, 000. 00 for Services • $0 to $5, 000. 00 for Commodities/Equip Two written and signed price quotes • $10, 000. 01 to $250, 000. 00 for Services • $5, 000. 01 to $50, 000. 00 Commodities/Equip Formal bids - newspaper advertisement • $250, 000. 01 and above for Services • $50, 000. 01 and above Commodities/Equip 76
7 PURCHASING LAW It is always a good idea to compare prices!!! DO NOT split a purchase to avoid following purchasing laws! 11/2/2020 77
8 VENDOR NUMBERS Vendor number request is made through the RCSD website: • Click MENU, Departments, Accounting Forms, New Vendor Form • Complete form in its entirety and “submit”. • Vendor number will be emailed to you. 11/2/2020 78
VENDOR NUMBERS • For ANY NEW VENDOR, obtain W-9 form from vendor and submit it to the accounting department (Blank W-9 form is on website). • All vendors will now fill out the same form for legal status verification. Vendors will check the appropriate type of business and then fill out that section. 79
0 VENDOR NUMBERS • Also, any vendor that will be performing a service on RCSD buildings or property will have to include their certificate of insurance showing General Liability Insurance, Worker's Compensation Insurance and have RCSD listed as the Certificate Holder. • Memo explaining our payment process must be given to new vendor prior to using them as a vendor. 11/2/2020 80
1 TRAVEL §Two different travel forms ØRegular travel ØMileage only §Travel Form Instructions §Travel Card Procedures §One-way Travel Miles §Same forms should be used for travel paid with Activity Funds §Travel Card Procedures are online 11/2/2020 81
2 TRAVEL §Mileage reimbursement rate is $0. 57 per mile. (The mileage amount covers the cost of gas. Gas purchases are not reimbursed. ) §Original travel reimbursement requests must be submitted to Lance Fulcher by the 25 th of month. You will not key these. No faxes. §Check email for travel due dates during months with holidays. §Travel expenditure object code is 580. 11/2/2020 82
3 TRAVEL §Must use mileage schedule in purchasing manual. §Purchasing Policy P-15 (Purchasing Manual is on website) §Purpose of trip must be listed on any travel claim (daily or overnight). 11/2/2020 83
4 TRAVEL ADVANCES §Travel advances are for out-of-state travel only. §Must be approved by the Superintendent. §Must be reconciled within 15 days of your return. 11/2/2020 84
5 MILEAGE REIMBURSEMENT §Each employee must have one specific office work site. §The employee is not reimbursed for commuting mileage from home to the office work site. §If an employee travels to and from another work site or school after arriving at their office work site, then employee is reimbursed mileage for this trip. 11/2/2020 85
6 MILEAGE REIMBURSEMENT §If an employee travels to another work site after arriving at their office work site and then home from the second work site, then employee is reimbursed the difference in mileage to their home from second work site compared to their normal commuting mileage. If mileage to the employee’s home is less than their normal commuting mileage, then the employee is not reimbursed. 11/2/2020 86
7 MILEAGE REIMBURSEMENT §If an employee travels to another work site and never travels to their office work site during the day, then the employee is only reimbursed mileage for the difference in mileage from home to the other work site compared to their normal commuting mileage. 11/2/2020 87
8 MEAL REIMBURSEMENT • Meal reimbursement ONLY if employee has overnight travel. • Meal reimbursement only for ACTUAL expenditures up to daily per diem amount. • Daily meal reimbursement amounts depending on whether area is considered “high cost”. See Per Diem Rate chart. $46 (in state) $51 Southaven • Cannot claim more than daily meal allowance. 11/2/2020 88
9 MEAL REIMBURSEMENT Go to: www. dfa. ms. gov Click on: • State Purchasing, Travel, and Fleet Management Information • Purchasing and Travel • Meals, Miles & Reimbursements • Meal Reimbursement Rate - Includes High Cost Areas This changes annually. Make sure you are looking at the most recent list. 11/2/2020 89
0 MEAL REIMBURSEMENT §Meal tips should be included in actual meal expense unless the meal tips would cause the meal to exceed the maximum daily limitation. If so, include tips in “other expenses”. §Meal tips are limited to 20% of maximum meal limitations. §Cannot include alcoholic beverages. §Cannot include spouse’s meals. 11/2/2020 90
1 COPIER CONTRACTS §District moved to a district-wide copier contract 7 -1 -2020. §Most contracts should have end 6 -30 -2020. §Currently implementing. §Check new pricing sheet to verify charges. §Riso machines are not included. 11/2/2020 91
2 COPY PAPER §Schools will purchase copy paper. §Buy off of state contract. Current contract ends 9/30/20. §Funds have been added to school budget – can only be used for paper and toner cartridges. §Object code 614 11/2/2020 92
SHRED-IT • District does not pay for extra material picked up • Extra charges will be paid from the school’s 430 account. 93
Uniforms, Mats, and Mops • Unifirst should be back to normal delivery. • Check invoice each delivery to ensure correct pricing. 94
5 REQUISITIONS TO PO’S Requisitions submitted by 10: 00 a. m. will result in P. O. ’s in boxes by 2: 00 p. m. 11/2/2020 95
6 QUESTIONS FOR LANCE ? ? ? 11/2/2020 96
TRIP TICKETS AND BUS DRIVERS 97
8 TRIP TICKETS §Due monthly by 5 th for previous month. §All bus trips must have a trip ticket that has been approved by an Assistant Superintendent. §Follow procedures in “Bus Transportation and Trip Ticket Procedures” Handout. §Mileage fee for bus trips is $1. 00 per mile 11/2/2020 98
9 FIELD TRIP BUS DRIVERS §Rate of pay is: Ø$50. 00 for up to four hours Ø$12. 50 per hour after first four hours Ø$100. 00 per night for each overnight stay ØOn day of return trip, driver is paid $50. 00 for first four hours and $12. 50 per hour after four hours §Board Policy GCD-E 1 (Under GCD) 11/2/2020 99
0 0 FIELD TRIP BUS DRIVERS • IMPORTANT - This rate of pay applies to employees who are bus drivers only. • Custodians, assistant teachers and other employees who also drive buses will be paid at their regular job rate of pay – not the field trip rate. • These employees will not “clock out” when they are driving a field trip bus. 11/2/2020 100
0 1 FIELD TRIP BUS DRIVERS § The driving time for bus drivers to be paid through payroll will be submitted on a summary form with your regular payroll each month. § The completed original trip ticket for each trip to be paid must be submitted with this summary form. § You may list totals for each driver on summary form – you do not have to list each trip separately. § The school will pay trip ticket mileage to Emma Williams ($1. 00 per mile). 11/2/2020 101
0 2 FIELD TRIP BUS DRIVERS §An activity fund check payable to RCSD (use vendor # 545490) shall be attached for the total driver pay for the current payroll period. ØGeneral xxxx. Fund portion will be charged to 11 xx-9007120 -000 -990 -0 xx- §A separate check must be submitted for trip tickets mileage (use vendor # 542250). 11/2/2020 102
103
104
Activity Funds 105
0 6 ACTIVITY FUNDS Annual internal audit review of activity funds: • At least once per year • Receipts and disbursements • Fund raiser forms • Gate receipts • Fixed assets • If there is a finding regarding receipts not matching up with deposits or no receipt at all, then copies of receipts must be submitted to the district office each month. 11/2/2020 106
0 7 ACTIVITY FUNDS §Balances from June 30, 2020, were posted to the AS 400. §Balances will be correct except for bad checks not yet written off and any other corrections we may have to make to the fiscal year 2020 accounts. 11/2/2020 107
0 8 ACTIVITY FUNDS §Club funds were folded into Activity Funds in December of 2019. §No 7000 club funds should be used for any purpose. 11/2/2020 108
0 9 ACTIVITY FUNDS §IMPORTANT – Review your subsidiary activity fund balances each month. §No NEGATIVE balances for subsidiary activity accounts. §Be careful with modifier codes. 11/2/2020 109
1 0 ACTIVITY FUNDS § Do not use generic vendor numbers. Submit request for new vendor number through RCSD website. § Any expenditure for staff meals must be for scheduled staff development. § Meal may only take place at a restaurant if it facilitates the accomplishment of the mission of the meeting. Please submit sign-in sheet and agenda with your monthly transmittal. § The Auditor’s Office has required personal pay back by Principal if meeting is not legitimate. 11/2/2020 110
1 1 AUDIT CONCERNS §No unaccounted for “cash” fund maintained in Principal’s office. §Outside organization (PTO) using district’s tax identification number. 11/2/2020 111
1 2 ACTIVITY FUNDS - RECEIPTS VERY IMPORTANT! Board Policy DK – $100 or more in cash must be deposited daily. No employee checks can be cashed using school funds. 11/2/2020 112
1 3 ACTIVITY FUNDS - RECEIPTS §All money must be deposited to the school activity fund bank account. §A receipt book must be kept in office. §Payment for the purchase of supplies should never be made with cash or a personal check. 11/2/2020 113
1 4 FUNDRAISER APPROVAL FORM • Required for each fundraiser at your school. • Form is on website. • Include dates, group or club, description, estimated sales, estimated expenses and estimated profit. • Signatures of Sponsor, Principal and Bookkeeper. • These forms will be reviewed during your annual review. 11/2/2020 114
1 5 FUNDRAISERS §You must be able to show net profit of each fundraising event. 11/2/2020 115
1 6 FUNDRAISERS §A notice with adequate documentation should be given to parents explaining fundraiser. §No individual fundraisers whereby monies never make it to activity fund bank account. §Book Fairs – either Book company or school handles it completely. §Golf tournament entry fees may not be paid by the activity fund. 11/2/2020 116
1 7 FUNDRAISERS Sales Tax: • Do not have to pay sales tax on items purchased for fundraising purposes • Includes items purchased for resale such as candy, shirts, candles, etc. • Also applies to PTO’s and booster clubs • Law changed in 2013 11/2/2020 117
1 8 FUNDRAISER SUMMARY FORM §Must be prepared after fundraiser has completed. §Form is on website. §Summary of fundraiser showing net profit. §Give copy to Principal, Sponsor and district office accounting department. 11/2/2020 118
1 9 RECEIPT SUBMISSION FORM §This should be used for all receipts except for admissions. §Form is on website. §This form will be used by anyone submitting cash or checks to the bookkeeper. §The Receipt Submission Form is required. 11/2/2020 119
2 0 RECEIPT SUBMISSION FORM DAILY CASH SALES • Two employees must count cash and sign the RSF. • An administrator should approve the RSF for daily sales. 11/2/2020 120
2 1 RECEIPT SUBMISSION FORM §Teachers are required, at a minimum, to list names of students that have paid cash and checks, and the amount paid by each student (individual receipt vs. list) on a Receipt Submission Form (RSF). §An individual receipt is required to be issued by teacher if payment is for $5 (including checks received) or more. §Teacher should use pre-numbered receipt book and the book number(s) must be listed on the RSF. 11/2/2020 121
2 2 RECEIPT SUBMISSION FORM §Teacher submits money and RSF to bookkeeper. §Bookkeeper verifies the amount and keys receipt. Copy of AS 400 receipt is given to teacher. §Bookkeepers attach supporting documentation to their copy of the AS 400 receipt for their file. 11/2/2020 122
2 3 AUDIT CONCERNS §Issues with using Receipt Submission Forms: ØNot used at all ØMissing signatures ØMissing Teacher receipt numbers ØFilled out by bookkeeper only ØDoes not total correctly 11/2/2020 123
2 4 SCHOOL EVENT RECEIPT FORMS §“School Event Receipt Form” must be submitted with monthly transmittal. §Required if admission is charged and event will generate more than $100. §Must use standardized form from website. §Fill out form completely. §Person collecting money should fill out the majority of the form. 11/2/2020 124
2 5 • First SCHOOL EVENT RECEIPT FORMS and last ticket stubs must be attached to form • Separate deposit slip must be used for any school event • Attach this form with deposit slip • Game official sheets should be signed by Principal or Athletic Director. 11/2/2020 125
2 6 AUDIT CONCERNS §Problems with School Event Forms: ØNot used at all ØMissing signatures ØNot listing ticket numbers sold ØNot sending copy of forms with monthly transmittal ØFilled out by bookkeeper only ØNumber of tickets sold does not reconcile to money received 11/2/2020 126
2 7 ACTIVITY RECEIPTS Questionable Cash Transactions: • Cash and/or checks on receipts not matching with deposit slip • Sloppy receipt records • No detailed receipts – only a total • Forms from teachers/others must be completed by person submitting it. You should only verify receipt total to monies submitted. If it doesn’t match, return it to teacher/others for correction. 11/2/2020 127
2 8 ACTIVITY FUND PURCHASE ORDER • Standardized for all schools. • Begins with a letter (unique to your school) and 4 digit number. • Two part : White = School Copy Green = District Office 11/2/2020 128
2 9 ACTIVITY FUNDS SUBMISSION OF INVOICES AND PURCHASE ORDERS • The State Auditor’s Office is always concerned with activity funds. • Green copy of P. O. ’s and copy of invoices (in check # order) must be submitted with monthly transmittal. 11/2/2020 129
3 0 AUDIT CONCERNS §Purchase order was prepared after invoice date. §Purchase order did not include adequate explanation of items being purchased. §Cannot reimburse meal cost unless employee stays overnight. 11/2/2020 130
3 1 ACTIVITY FUNDS §Gifts or flowers for employees may not be purchased with general activity funds. §No teacher flower funds through activity funds. 11/2/2020 131
3 2 ACTIVITY FUNDS §Bad checks and/or the bad check account (account 112) need to be monitored closely. §Key invoices for payment individually. §Use proper function codes: 11 X 0 – Instruction 1910 – Athletics 1920 – Student Activity 2220 – Library 2410 – Principal’s office 2620 – Building Related 11/2/2020 132
3 3 VOIDED CHECKS §Original voided checks must be submitted to district office each month. §Checks will be voided by you in the accounting system. §You will need to key voided checks under the menu option “Void AP Checks”. §Only checks from the current year can be voided. §Stop payments are keyed the same way as voided checks. A copy of stop payment order must be submitted with monthly transmittal. 11/2/2020 133
3 4 ACTIVITY FUNDS Questions? 11/2/2020 134
Closing Comments 135
3 6 MS EDUCATOR CODE OF ETHICS STANDARDS OF CONDUCT An educator shall not knowingly misappropriate, divert, or use funds, personnel, property, or equipment committed to his or her charge for personal gain or advantage. 11/2/2020 136
3 7 MS EDUCATOR CODE OF ETHICS STANDARDS OF CONDUCT 7. 1. Ethical conduct includes, but is not limited to, the following: a. Maximizing the positive effect of school funds through judicious use of said funds b. Modeling for students and colleagues the responsible use of public property. 11/2/2020 137
3 8 MS EDUCATOR CODE OF ETHICS STANDARDS OF CONDUCT 7. 2. Unethical conduct includes, but is not limited to, the following: a. Knowingly misappropriating, diverting or using funds, personnel, property or equipment committed to his or her charge for personal gain b. Failing to account for funds collected from students, parents or any school-related function. 11/2/2020 138
3 9 MS EDUCATOR CODE OF ETHICS STANDARDS OF CONDUCT c. Submitting fraudulent requests for reimbursement of expenses or for pay d. Co-mingling public or school-related funds with personal funds or checking accounts e. Using school property without the approval of the local board of education/governing body. 11/2/2020 139
4 0 ALL OF US Miss. Code Ann. § 99 -19 -18 Mandatory minimum sentence for embezzlement or other unlawful conversion of public funds. This law requires a mandatory minimum sentence of one year for anyone convicted of embezzlement of public funds in the amount of $10, 000 or more or any other unlawful conversion of public funds. 11/2/2020 140
4 1 NEED HELP? ? ? §Call us 601 -825 -5590. §Accounting Fax 601 -825 -1934 §Brian’s cell number – 601 -260 -1037 §E-mail us. §We will come to you or you can come to us 11/2/2020 141
- Slides: 141