School Financial Services Update

1

School Financial Services School Financial Services UpdateUpdate

Ask questions any timeAsk questions any time

School Financial ServicesSchool Financial Services SAFS System UpgradeSAFS System Upgrade FY 06–07 Accounting FY 06–07 Accounting

ManualManual FY 06–07 Budget UpdateFY 06–07 Budget Update FY 05–06 F196 UpdateFY 05–06 F196 Update

Other topics, comments, Other topics, comments, questions?questions?

2

SAFS System Upgrade ProjectSAFS System Upgrade Project

Why? The current system is old!!Why? The current system is old!! Who, What, When? A 2-part conversion using $1.9 Who, What, When? A 2-part conversion using $1.9

million appropriated in 05-07 budget.million appropriated in 05-07 budget. Part 1, to be completed by mid-September, will Part 1, to be completed by mid-September, will

“transform” the code from COBOL to C# and move it “transform” the code from COBOL to C# and move it from the old DEC Alpha server to new servers in a from the old DEC Alpha server to new servers in a web-based environment.web-based environment.

Part 2, to be completed by summer 2007, will make Part 2, to be completed by summer 2007, will make other enhancements and changes to the new system.other enhancements and changes to the new system.

WSIPC and the ESDs are already involved and we will WSIPC and the ESDs are already involved and we will assemble user-groups for input in the process.assemble user-groups for input in the process.

We will run parallel during 2006–07 but the details We will run parallel during 2006–07 but the details are not set.are not set.

STAY TUNED!!STAY TUNED!!

3

School District Accounting School District Accounting Manual Updates for Fiscal Manual Updates for Fiscal

Year 2006–2007Year 2006–2007 Christie M. HazlettChristie M. Hazlett Supervisor, School Supervisor, School

District & ESD District & ESD AccountingAccounting

4

2006–07 Accounting Manual Changes2006–07 Accounting Manual Changes Chapter 3 – Accounting GuidelinesChapter 3 – Accounting Guidelines

Added definitions and guidelines for:Added definitions and guidelines for: Carry Over of RevenuesCarry Over of Revenues Deferred RevenuesDeferred Revenues Short Term ObligationsShort Term Obligations

Moved the following sections from Chapter 1 to Moved the following sections from Chapter 1 to this Chapter:this Chapter:

Added Shared Service Arrangements section.Added Shared Service Arrangements section. Added General Fund Fundraising section.Added General Fund Fundraising section. Added Indirect/Direct Rate Accounting Added Indirect/Direct Rate Accounting

section (same as in ABFR).section (same as in ABFR).

5

2006–07 Accounting Manual Changes2006–07 Accounting Manual Changes

Chapter 3 – Accounting GuidelinesChapter 3 – Accounting Guidelines Updated Interlocal Agreement Updated Interlocal Agreement

guidelines:guidelines: RCW 39.34.040 only requires the RCW 39.34.040 only requires the

interlocal agreement be filed with interlocal agreement be filed with the County Auditor.the County Auditor.

Currently the accounting manual Currently the accounting manual states that the agreements needs states that the agreements needs to be filed with the City Clerk, to be filed with the City Clerk, OSPI, and the Secretary of State. OSPI, and the Secretary of State. This is not necessary unless there This is not necessary unless there is a board policy.is a board policy.

6

2006–07 Accounting Manual Changes2006–07 Accounting Manual Changes Chapter 5 – Revenue AccountsChapter 5 – Revenue Accounts

Inactivated Inactivated 4171 Traffic Safety Education 4171 Traffic Safety Education (Inactive Account since FY 02–03).(Inactive Account since FY 02–03).

Added 4163 Promoting Academic Success (GF).Added 4163 Promoting Academic Success (GF). Record revenue from OSPI for remediation for Record revenue from OSPI for remediation for

students who have not met standards in one or students who have not met standards in one or more content areas of the WASL in the spring of more content areas of the WASL in the spring of their tenth grade year and on each retake their tenth grade year and on each retake thereafter. thereafter.

School districts may carry over from one year to the School districts may carry over from one year to the next up to 20% of funds allocated under this next up to 20% of funds allocated under this program; however, carryover funds shall be program; however, carryover funds shall be expended for promoting academic success expended for promoting academic success programs.programs.

7


Chapter 6 – Expenditure AccountsChapter 6 – Expenditure Accounts 63 Promoting Academic Success – State63 Promoting Academic Success – State Record expenditures for remediation for students Record expenditures for remediation for students

who have not met standard in one or more content who have not met standard in one or more content areas of the WASL in the spring of their tenth grade areas of the WASL in the spring of their tenth grade year and on each retake thereafter. year and on each retake thereafter.

The funds may be used for extended learning The funds may be used for extended learning activities, including summer school, before and activities, including summer school, before and after school, Saturday classes, skill seminars, after school, Saturday classes, skill seminars, assessment preparations, and in-school or out-of-assessment preparations, and in-school or out-of-school tutoring. school tutoring.

Extended learning activities may occur on the Extended learning activities may occur on the school campus, via the internet, or at other school campus, via the internet, or at other locations and times that meet student needs. Funds locations and times that meet student needs. Funds allocated under this section shall not be considered allocated under this section shall not be considered basic education funding and shall not supplant basic education funding and shall not supplant funding for existing programs and services.funding for existing programs and services.

8


Chapter 6 – Expenditure Accounts (cont.)Chapter 6 – Expenditure Accounts (cont.) Updated Activity 12 – Superintendent’s Office:Updated Activity 12 – Superintendent’s Office:

Deleted public information from the description.Deleted public information from the description. Added Activity 15 – Public Relations:Added Activity 15 – Public Relations:

This activity consists of writing, editing, and This activity consists of writing, editing, and other preparation necessary to disseminate other preparation necessary to disseminate educational and administrative information to educational and administrative information to parents, students, staff, and the general public parents, students, staff, and the general public through direct mailing, the various news media, through direct mailing, the various news media, e-mail, internet web sites, and personal contact. e-mail, internet web sites, and personal contact.

Opened in Programs 51, 52, and 97.Opened in Programs 51, 52, and 97. The same object codes as in Activity 12 will be The same object codes as in Activity 12 will be

allowed in Activity 15.allowed in Activity 15.

9


Chapter 6 – Expenditure Accounts (cont.)Chapter 6 – Expenditure Accounts (cont.) Updated Activity 64 – Maintenance:Updated Activity 64 – Maintenance:

Include expenditures for moving Include expenditures for moving portable structures and maintenance of portable structures and maintenance of service systems, including the repair service systems, including the repair and replacement of heating systems, and replacement of heating systems, electric lighting systems, bells, clocks, electric lighting systems, bells, clocks, intercommunication systems, intercommunication systems, network network and voice systemsand voice systems, sewers, fire safety , sewers, fire safety systems, plumbing systems, and systems, plumbing systems, and elevators.elevators.

10


Chapter 6 – Expenditure Accounts Chapter 6 – Expenditure Accounts (cont.)(cont.) Updated Activity 72 – Information Systems:Updated Activity 72 – Information Systems:

Include the operation of the district’s Include the operation of the district’s network including server equipment, network including server equipment, technology staff, maintenance agreements, technology staff, maintenance agreements, internet connection fees, right-of-way fees, internet connection fees, right-of-way fees, content filtering, and network security.content filtering, and network security.

11

2006–07 Accounting Manual Changes2006–07 Accounting Manual Changes Chapter 6 – Expenditure Accounts Chapter 6 – Expenditure Accounts (cont.)(cont.)

Added Activity 21 – Supervision to Programs Added Activity 21 – Supervision to Programs 88 (Day Care) and 89 (Other Community 88 (Day Care) and 89 (Other Community Services).Services).

12

2006–07 Accounting Manual Changes2006–07 Accounting Manual Changes Chapter 6 – Expenditure Accounts Chapter 6 – Expenditure Accounts (cont.)(cont.)

Transportation Vehicle Fund Expenditures Transportation Vehicle Fund Expenditures (Section 10)(Section 10)

Added descriptions to the following Program, Added descriptions to the following Program, Activity, and Object Codes:Activity, and Object Codes:

Program descriptions:Program descriptions: 97 Districtwide Support97 Districtwide Support

These are shared expenditures related to These are shared expenditures related to operations of the school district as a whole operations of the school district as a whole rather than any particular program.rather than any particular program.

99 Transportation99 Transportation Record expenditures for bus purchases, major Record expenditures for bus purchases, major

repair, rebuilding and related debt service repair, rebuilding and related debt service incurred for pupil transportation.incurred for pupil transportation.

13

2006–07 Accounting Manual Changes2006–07 Accounting Manual Changes Transportation Vehicle Fund Expenditures (Section 10) Transportation Vehicle Fund Expenditures (Section 10)

(cont.)(cont.) Activity Code descriptions:Activity Code descriptions:

57 - Cash Purchase or Major Rebuild of Buses57 - Cash Purchase or Major Rebuild of Buses Record cash expenditures for the purchase or major Record cash expenditures for the purchase or major

rebuild of buses to this activity. (Major rebuild requires rebuild of buses to this activity. (Major rebuild requires OSPI approval).OSPI approval).

58 - Contractual Purchase or Major Rebuild of Buses58 - Contractual Purchase or Major Rebuild of Buses Record contractual service expenditures for the purchase Record contractual service expenditures for the purchase

or major rebuild of buses to this activity.or major rebuild of buses to this activity. 83 Interest83 Interest

Record warrant interest and all other interest Record warrant interest and all other interest expenditures, including interest on conditional sales expenditures, including interest on conditional sales contracts, purchase agreements, and interfund loans to contracts, purchase agreements, and interfund loans to this activity.this activity.

84 Principal84 Principal Record the principal portion of matured debt to this Record the principal portion of matured debt to this

activity.activity.

14


Transportation Vehicle Fund Expenditures (Section 10) Transportation Vehicle Fund Expenditures (Section 10) (cont.)(cont.) Activity Code descriptions:Activity Code descriptions:

85 Debt-Related Expenditures85 Debt-Related Expenditures Record expenditures necessary to issue debt. Also Record expenditures necessary to issue debt. Also

record expenditures made to the U.S. Treasury record expenditures made to the U.S. Treasury rebating arbitrage earnings.rebating arbitrage earnings.

Object Codes descriptions:Object Codes descriptions: Object 7 Purchased ServicesObject 7 Purchased Services

For description, please refer to chapter 6, section 6, For description, please refer to chapter 6, section 6, page 5, as appropriate for qualified expenditures in page 5, as appropriate for qualified expenditures in the TVF.the TVF.

Object 9 Capital OutlayObject 9 Capital Outlay For description, please refer to chapter 6, section 6, For description, please refer to chapter 6, section 6,

page 7, as appropriate for qualified expenditures in page 7, as appropriate for qualified expenditures in the TVF.the TVF.

15


Chapter 7 – Journal EntriesChapter 7 – Journal Entries New sections added:New sections added:

Section 11 – Capital Lease Section 11 – Capital Lease Section 12 – Short Term Obligation Section 12 – Short Term Obligation Section 13 – Accounting for Bond Issues Section 13 – Accounting for Bond Issues

and Refundingsand Refundings

16


Appendix A – GlossaryAppendix A – Glossary Check it out when you get the update – lots Check it out when you get the update – lots

and lots of new terms added.and lots of new terms added.

17


Appendix B – Notes to the Financial StatementsAppendix B – Notes to the Financial Statements Added Agency Fund description to Note 1b.Added Agency Fund description to Note 1b.

Agency Funds.Agency Funds. These funds are used to These funds are used to account for assets that the district holds for account for assets that the district holds for other agencies in a custodial capacity.other agencies in a custodial capacity.

18

How To Contact Me:How To Contact Me:

Christie Hazlett, Christie Hazlett, Supervisor, School Supervisor, School District and ESD District and ESD AccountingAccounting 360-725-6303360-725-6303 [email protected]@ospi.wednet.

eduedu

If you have If you have suggestions or suggestions or comments on the comments on the School District School District Accounting Manual – Accounting Manual – please let me know!please let me know!

19

FY 06–07 Budget UpdateFY 06–07 Budget Update

Mike DooleyMike Dooley

Supervisor, School District/ESD BudgetSupervisor, School District/ESD Budget

(360) 725-6305(360) 725-6305

[email protected]@ospi.wednet.edu

Live link to Mike sitting Live link to Mike sitting back at the office!back at the office!

20

FY 06-07 Budget UpdateFY 06-07 Budget Update

F195/F203 Status:F195/F203 Status: Both systems are available now.Both systems are available now. PAS (Promoting Academic Success) Program PAS (Promoting Academic Success) Program

63 and revenue account 4163 were added in 63 and revenue account 4163 were added in April. If a budget extension is required to April. If a budget extension is required to create capacity for the 05–06 PAS summer create capacity for the 05–06 PAS summer program, OSPI recommends using revenue program, OSPI recommends using revenue account 4100 and expenditure account 69 in account 4100 and expenditure account 69 in the F-200 process.the F-200 process.

ABFR Status:ABFR Status: ABFR Handbook is complete and on our ABFR Handbook is complete and on our

website at website at http://www.k12.wa.us/safs/INS/ABF/0506/hbhttp://www.k12.wa.us/safs/INS/ABF/0506/hb.asp.asp

21

FY 05–06 F196 UpdateFY 05–06 F196 Update

Pam PeppersPam Peppers

Supervisor of School District/ESD Financial Supervisor of School District/ESD Financial ReportingReporting

(360) 725-6304(360) 725-6304

[email protected]@ospi.wednet.edu

22

FY 05–06 F196 UpdateFY 05–06 F196 Update

Indirect Cost Rate Calculation-additional guidance for the Indirect Cost Rate Calculation-additional guidance for the distorting and indirect expenditure manual input items.distorting and indirect expenditure manual input items.

GL 536, Other Financing Uses – Transfers Out is now open GL 536, Other Financing Uses – Transfers Out is now open on the Statement of Revenue, Expenditures and Changes on the Statement of Revenue, Expenditures and Changes in Fund Balance report and the Budgetary Comparison in Fund Balance report and the Budgetary Comparison Schedules (Item 533). GL 535, Other Financing Uses Schedules (Item 533). GL 535, Other Financing Uses (Item 5603 and 5613) is still open in the DSF.(Item 5603 and 5613) is still open in the DSF.

Traffic Safety Education input item numbers have been Traffic Safety Education input item numbers have been removed from the F-196.removed from the F-196.

Expenditures recorded in Program 63 and revenue Expenditures recorded in Program 63 and revenue account 4163, Promoting Academic Success, have been account 4163, Promoting Academic Success, have been added to the 05–06 F-196.added to the 05–06 F-196.

23

Financial Reporting UpdateFinancial Reporting Update

2004–05 Statewide SD/ESD Financial Reporting 2004–05 Statewide SD/ESD Financial Reporting Summary is complete and on our website at Summary is complete and on our website at http://www.k12.wa.us/safs/PUB/FIN/0405/fs.asphttp://www.k12.wa.us/safs/PUB/FIN/0405/fs.asp. . Section 3 reports are in pdf and MS Excel format.Section 3 reports are in pdf and MS Excel format.

5-Year Financial history reports have also been 5-Year Financial history reports have also been updated and posted to our website at updated and posted to our website at http://www.k12.wa.us/safs/FiveYearReports.asphttp://www.k12.wa.us/safs/FiveYearReports.asp..

24

Maintenance of Effort and Maintenance of Effort and Recovery and Carryover TemplateRecovery and Carryover Template

The Federal Cross-Cutting MOE tests are The Federal Cross-Cutting MOE tests are complete and the 04-05 vs. 05-06 template has complete and the 04-05 vs. 05-06 template has been posted to our website under Training/Tools been posted to our website under Training/Tools at at http://www.k12.wa.us/safs/TT/tt.asphttp://www.k12.wa.us/safs/TT/tt.asp. This . This template can be used to test mid-year MOE as template can be used to test mid-year MOE as well as assisting districts during the 06–07 well as assisting districts during the 06–07 budget process. budget process.

The Special Education MOE tests are also The Special Education MOE tests are also complete. The template will be posted to our complete. The template will be posted to our Training/Tools website soon.Training/Tools website soon.

Steve Shish has updated the 2005–06 Recovery Steve Shish has updated the 2005–06 Recovery and Carryover Spreadsheet through April on our and Carryover Spreadsheet through April on our website at website at http://www.k12.wa.us/safs/TT/tt.asphttp://www.k12.wa.us/safs/TT/tt.asp..

25

SDAAC UpdateSDAAC Update

Meetings are scheduled now through Meetings are scheduled now through December 2006 for the 2007–08 SD December 2006 for the 2007–08 SD Accounting Manual Updates.Accounting Manual Updates.

http://www.k12.wa.us/safs/PUB/COM/SDAAChttp://www.k12.wa.us/safs/PUB/COM/SDAAC.asp.asp

Any suggestions for projects?Any suggestions for projects?

26

Thank you for comingThank you for coming

Other topics of Other topics of discussion?discussion?

Comments?Comments? QuestionsQuestions

School Financial Services Update

Documents

Transcript of School Financial Services Update