Oklahoma City Public Schools Student Activity Fund Update 07.2014 1.
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Oklahoma City Public Schools Student Activity Fund Update 07.2014 1
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Transcript of Oklahoma City Public Schools Student Activity Fund Update 07.2014 1.
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Oklahoma City Public
SchoolsStudent Activity Fund
Update 07.2014
AGENDA
• Staffing Updates• Deadline Reminders• Student Activity Fund Manual Update• Treasury and Banking Services• Internal Controls• Year-end/Start of Year Updates• Recurring Questions• Q&A
STAFFING UPDATESReports and Questions on Student Activity Funds can be sent to
Jennifer McAnulty
Facilitator Accounting
405.587.0189
Lisa Rodgers
Facilitator Accounting
405.587.0108
Janet Cimbalo
Supervisor Accounting
405.587.0018
Sherrye Cravens
Director of Accounting
405.587.0479
DEADLINE REMINDERS• Monthly Reporting due the 10th of every month• Annual Budgets due September 15
ALL reporting may be submitted electronically
as long as all signatures are present.
NO handwritten adjustments are permitted
on the Custodial Report.
STUDENT ACTIVITY FUND MANUAL UPDATES
Student Activity Fund Manual Board approved July 21, 2014:
1. Student Activity Fund Policy (board approved annually) which includes all approved sub-accounts, program codes, revenues and expenditures
2. Student Activity Fund Procedures (updated as needed)
STUDENT ACTIVITY FUND UPDATES BOARD POLICY D-10• Each Principal is the activity fund custodian for
his/her building.• Deposits are to occur daily• Some duties may be delegated to a central
bookkeeper• Pre-numbered receipts (obtain from Central
Office)• Two signatures on all disbursements, one MUST
be the Principal!
STUDENT ACTIVITY FUND UPDATES cont…
REGULATION D-10 R1
• Disbursements from each fund must be made ONLY for the specific purpose for which the fund was created
• Checks cannot be written for “cash” or the bank on which it is drawn
STUDENT ACTIVITY FUND UPDATES cont…REGULATION D-10 R1
• Principal may NOT give, donate or loan money to any group, organization or individual regardless of circumstances or motive.
• No purchases shall be made in excess of funds on hand within the sub-account
STUDENT ACTIVITY FUND UPDATES cont…PRINCIPAL/CUSTODIAN RESPONSIBILITIES
• Notify Mark Waldrip, Treasurer ([email protected]) of any changes in staffing related to the Bank Signature Cards
Student Fundraiser Activities:
Appropriate Program Codes must be used when recording receipts for all fundraising activities.
Profit and Loss Required reporting (See manual page 163):
Detail by Code Ledger (Treasury Module) Profit/Loss reporting
New codes for fy2015:
Please see manual Page 34
START of the Year Actions:
Receipt Books
Beginning Check #
Beginning Balances• ROTC – Federal vs non-Federal• Class of 2013 now in 801• Dormant accounts submitted now in 801
START of the Year Actions:
Transportation Billings:
• ONE PO per trip, Transportation is requiring a copy of your PO• Call Transportation early and reserve early• Shared Trips with other Schools: notify
Transportation to bill sites separate• Pay each trip immediately upon receipt
DURING the Year Actions:
Submit payments to Central office for all balances remaining in sub-accounts monthly for any amounts in excess of $100:
#807 Day Care/Latchkey
#808 Preschool Tuition
#814 Lost Textbook Fees
#815 Lost Library Books
DURING the Year Actions:
Checks: enter DAILY• If over $200, need Goods Receipt Form attached to
your paperwork
Receipts: enter DAILY• computer entries ONLY are not approved.
Purchase orders: enter DAILY• do not wait for invoice to come in
Use Pre-Printed Numbers when entering into WenGage for ALL documents!
DURING the Year Actions:
State Tape Errors:OCAS coding errors for your site will be provided monthly by the last day of the following month.
For example, July errors will be provided by August 31
Use the following WenGage Transactions to research your errors:
Expenditures: Accounts Payable>Reports>Expenditure Analysis
Revenue:Treasury>Reports>Revenue Analysis
Year-End Actions:
Submit payments to Central office for all balances remaining in sub-accounts by June 30th, sub account must be zero balance on June 30th:
#807 Day Care/Latchkey
#808 Preschool Tuition
#814 Lost Textbook Fees
#815 Lost Library Books
NO Refunds are issued from Central Office.
Year-End Actions:
• Provide first blank check # in your book or box.
• Provide reconciled June reports.
• Provide list of dormant/inactive sub-accounts to transfer to 801.
• Provide request for Receipt books to last for your new school year.
• Renew your Sam’s Card (must be in the name of the school)
• Do NOT close valid PO’s
• Do NOT void valid outstanding checks
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DORMANT and INACTIVE SUB-ACCOUNTS:
ANNUALLY: Please review your custodian report for inactive sub-accounts. With your June reports, please submit a separate memo stating the following:
I certify that the following Student Activity Fund Sub-Accounts are inactive since June 30, 2014. There are no outstanding invoices and there are no active student activities. Please transfer the balance to sub-account 801 for the benefit of all students effective July 1, 2015.
For Example: Sub-Acct # Description Amount
985 Cheerleading 49.52
Auditor update:
Sample Testing (reviewed through March, will review April – June on October):
• Deposits made daily or at least weekly when cash on hand is at least $100.00
• NO Casino, raffles, lottery activities.
• Expenditures are supported with invoice, non-kick back affidavit for purchases over $2,000.
Custodian Report
.
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FY2015 NEW CHANGES:
• Staff/Sponsor Receipts increased to $7
• Sales tax WILL BE REIMBURSED for individual reimbursements ONLY. Vendors cannot charge sales tax.
• Non-kickback affidavit NOT required
• Staff Hospitality sub-account will be established
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FY2015 NEW CHANGES:
• Vendor #99996 Concession & Start Up Cash
• Vendor #99997 Student/Parent Refunds
• Vendor #99998 Sponsor/Teacher Trip Cash
• Vendor #99999 OKCPS Central Office Payments (Transportation/Lost Textbook/Lost Library Book and Latchkey)
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FY2015 NEW CHANGES:
• SMART SNACK REGULATIONS• Effective July 1, 2014• Concession sales of “food” during the school day
which is midnight until 30 minutes after the school day must comply with Smart Snack Regulations.
• Concession sales of raw food (Blue and Gold Sausage or cookie dough) CAN BE SOLD anytime.
• Please contact CNS for any questions on qualifying products for resale.
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FY2015 NEW CHANGES:
SMART SNACK REGULATIONS Web Link
• http://rdp.healthiergeneration.org/calc/calculator/
• This site also allows you to print out the approved list after you’ve entered the data
Questions and Answers!1. We have someone who wants to make a donation, but they need a copy of the District’s audit, where can this be found?
The most recent audit and budget can be found on the District’s website:
www.okcps.org
Financial Services Dept. see the lower left corner
Questions and Answers!2. A group wants to rent our auditorium/gym, what do we do?
#1, Statutory Law clearly states that any revenues from the lease or rental of property or assets belonging to the School District MUST be remitted to Central Office. AND the activity must be pre-approved by the Superintendent’s office (District Policy E-13)
Questions and Answers!
3. Can we purchase stamps out of the Student Activity Fund?
Yes, postage is an acceptable expenditure
Questions and Answers!4. One of our teachers applied for a grant and was approved! Does this need to go to Central Office or can it stay in the Activity fund?
You MUST determine if this is a FEDERAL OR STATE Grant. If you see a CFDA #, it’s federal. If you are unsure, contact our Grant Department and we will help you determine.
Questions and Answers!
5. Is there anything I should always provide when I e-mail my questions?
Always include your site name, your fund # and your name and phone #. We are trying to learn everyone’s names, but this helps us!
Questions and Answers!
6. Can I give our school Sam’s card to a volunteer to use to buy items he wants to donate to the school?
NO, No and no. Sam’s cards are only for School purchases with a School check.
Questions and Answers!7. Sam’s Club is not honoring the pricing I pull from the website, what is going on?
Prices at Sam’s Club are constantly changing. Please take your dated faxed copy with you when you pick up your order, if it is an overcharge request the Manager. If they will not honor the pricing, please contact Marti Sturm-Sawyer in Purchasing.
Questions and Answers!
8. Our teachers have worked so hard, I’d like to buy lunch for them the first of each month, is that okay?
NO. Staff lunches and meals are NOT approved. One start of school and one end of school luncheon is allowable.
Questions and Answers!9. I want to go down the street and buy paper because they are having a sale today, but I understand the District has a PRIME vendor. Do I have to use them?
PRIME vendors are selected through a Competitive Bidding process to ensure the District’s fair selection process. You should use our PRIME vendors.
Questions and Answers!
10. What fund do I use to purchase awards for students?
A school district may NOT use tax-generated funds to purchase awards for student activities, but may use an established student activity fund.
Questions and Answers!11. I would like to use Student Activity Funds to pay for some professional Development, is that ok?
Before committing activity funds, please contact the Title I office and/or Purchasing to determine if any other sites in the District are using federal funds for the SAME PD. If they are and you use SAF funds, it will be supplanting WHICH IS VERY, VERY BAD.
Questions and Answers!12. I need to order something from a company, once I have my price quote what do I do next?
Go to Accounts Payable and search for the vendor name. IF IT COMES UP, then confirm that the SSN_Taxid shows a 4 digit number (2012, 2013, 2014 or next year 2015). That means this is an approved vendor. You can now prepare your Purchase Requisition, always include the vendor # by the vendor name.
Questions and Answers!13. Can the sponsor for Senior Class 2014 spend leftover funds from the Class of 2013 sub-account?
After all payments related to the Class of 2013 have been paid, the remaining balance must be transferred to 801 General Activities. Class of 20XX funds are left for one year after graduation to ensure all invoices are paid.
Questions and Answers!14. How are receipts over $7 each handled for fundraising in the classroom?
The individual teacher should be assigned a receipt book. They will write receipts to the students. Teachers then bring the collected funds and related receipts to the secretary who will write one receipt per teacher referencing the receipts the teacher provides.
Questions and Answers!15. I need to remit money to Central Office to pay for payroll costs for a ticket taker at a game. Do I just pay the flat fee listed in the Athletic Manual?
No. All payroll reimbursements must include 38% benefit costs. Any payments received that are incomplete will be returned by Treasury in full to the school site for correction and no payroll will process.
Questions and Answers!16. My sponsor will not return the change from their advance for their student trip, what do I do?
IMMEDIATELY notify your principal to assist you with collections. If the funds are not returned, the Activity Fund Custodian (Principal) could be liable for these missing funds.
Questions and Answers!17. I don’t remember some of my WenGage processes, I can’t reach anyone at Central office, what do I do?
All training materials are now posted on the District website, under Financial Services>Activity Funds.
www.okcps.org
Questions and Answers!
18. Who can be a signor on our bank account?
Middle and High Schools – PRINCIPAL, Principal Secretary, Financial Secretary
Elementary Schools – PRINCIPAL, Principal Secretary
Questions and Answers!19. When we go on a fieldtrip, can the students hold their own admission fees?
Students must turn in their admission fees and receive a written receipt $7 or more or if less than $7 then a teacher/sponsor receipt list is used. A check is then written to the approved vendor.
Questions and Answers!
20. I need to purchase some technology, do I need a TPR (Technology Purchase Request) form?
Yes. It is located on the District’s website under the IT department tab.
Questions and Answers!21. My school is going on a field trip and sharing a bus with 2 other schools how do we reserve this and pay it?
Transportation has requested that you let them know this UPFRONT, each school create a PR for their site’s costs, and Transportation will send 3 separate invoices with separate trip numbers.
Questions and Answers!
22. We have received a donation to buy school uniforms, Academy Sports is not an approved vendor, who do we use?
#777 School Outfitters
#9352 JC Penney
#38 Walmart
Questions and Answers!23. Do we have to issue refunds on fundraiser or fieldtrips?
Encourage your staff to already have an inclement weather plan for their fieldtrips, such as an inside game day with Pizza.
Otherwise, this is a site (Principal) decision based on your students and families. Please be consistent.
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Questions and Answers!24. My coach wants to spend student activity funds on multiple clinics, what is approved and appropriate?
These are to be paid from subaccount 821 (Gate receipts, Coke money, donations) only.
The Annual Oklahoma Coaches Association Clinic is approved as it does include student health and safety agenda items.
In addition, one other sport specific clinic per year, per sport that is NOT extravagant may be approved, please e-mail Keith Sinor ([email protected]) for his approval.
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Questions and Answers!25. How many Coaches are allowed to attend the
Annual Coaches Clinic and an approved sport specific clinic per year?
All Head Coaches and Assistant Coaches on staff are approved to attend the Annual Coaches Clinic and one sport specific clinic per year approved by the District Athletic Director Keith Sinor.
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Questions and Answers!26. How do we handle Gift Cards donated to our
schools?
Please discourage GIFT CARDS! These are just like cash. If you do receive them, prepare a receipt clearly notated as GIFT CARD (but DO NOT ENTER INTO WENGAGE). Copy the front and back of the gift card to attach to the receipt and lock the gift card up.
Prepare your order and spend the full amount. Attach the store receipt to the copy of the receipt and gift card and file in your monthly reports.
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Questions and Answers!27. If we do not have the funds to purchase office
equipment such as a printer to replace ours that is not working well what are our options?
You can check with Client Services in IT. They may have used equipment that works, but is out of warranty. But if the equipment quits they will not be able to repair it.
You can contact Michael Willeford, Director of Client Services at [email protected] to check for used equipment.
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Questions and Answers!28.Who should we send the School Financial
Monthly Reports to?
You can send them or any questions to [email protected]
This will go to everyone in the Financial Accounting department. So if anyone is out of the office, then someone will see it immediately.
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Q&A from the audience
