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TIER II TRAINING

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Title: TIER II TRAINING


1
TIER II TRAINING
  • As required by A.C.A 6-20-2204
  • Presented by
  • Mike Mertens
  • 2013

2
Tier II Sanctions
  • Any school district or charter school that does
    not comply with these rules shall be identified
    as being in fiscal distress.
  • Any ESC shall be sanctioned by the State Board of
    Education.
  • Any licensed employee that provides false
    expenditure information may have his or her
    license revoked.

3
Agenda
  • New Laws
  • Account Coding
  • Purchasing
  • Budget Management and Control
  • Employee Compensation
  • Fixed Assets
  • Fiscal Reporting
  • Audit and Ethics
  • Personnel Records
  • Issues of Local Concern

4
New Laws of the 89th General Assembly
  • Unless new laws have an emergency clause or
    specified start date, they become law on August
    16, 2013.
  • If they have an emergency clause, they become law
    on the date they are signed by the Governor.

5
Act 8 of 2013
  • Allows temporary license to be issued to spouse
    of an active duty military service member.
  • While completing the application process for full
    licensure.

6
Act 75 of 2013
  • Common Spring Break is not permanent.
  • 38th week of the fiscal year, which start each
    year with, the first Monday after the first
    Sunday in July.

7
Act 413 of 2013
  • Establishes an Accelerated Teaching Program which
    allows a method of obtaining a teaching license
    without traditional methods and includes
  • Teach for America
  • AR Teacher Corps Program offered by UA.
  • Others approved by the ADE.

8
Act 421 of 2013
  • The AR State Board of Education may grant a
    waiver to districts for combining or embedding
    curriculum from two separate courses into one
    combined course. Ex Oral Communications,
    Keyboarding.
  • Only applies in grades 5-12.

9
Act 424 of 2013
  • Aligns language for Kindergarten enrollment from
    other countries and removes obsolete language.

10
Act 459 of 2013
  • Master School Principal Program
  • Defines high-need public school.
  • Principals completing the Master principal
    Program are eligible for 25,000 salary increase
    for taking a principals job in a high-need
    public school.

11
Act 511 of 2013
  • Amends the Free Textbook Act
  • ADE will no longer develop an approved list.
  • Providers shall not charge AR schools a price
    that exceeds the lowest contracted price
    currently bid in another state.
  • Providers must sell products at some price for
    every school in Arkansas.
  • Providers must submit prices to ADE.
  • Instructional materials selection committee.

12
Act 709 of 2013
  • Amends TESS
  • Changes categories to domains.
  • Defines evaluator as a licensed administrator
    that is an employee of the school district.
  • Gives additional information and options for
    tested and non-tested areas.
  • Allows district-created external assessments
    measures including formative assessments.

13
Act 1117 of 2013
  • Extends the authority for the Athletic Trainer
    Task Force to meet the next 2 years.
  • AAEA, AREA, and AAA have representatives on this
    Task Force.

14
Act 1230 of 2013
  • Positive Youth Development Grant Program.
  • 5,000,000 appropriation.
  • Funds grants under the Positive Youth
    Development Program that was established by 2011
    legislation.

15
Act 1285 of 2013
  • College and Career Coaches
  • To be administered by the ACTE in partnership
    with ADE and ADHE.
  • Enabling legislation no funding.

16
Act 1289 of 2013
  • National Guard students who join and are 17
    while in the 11th grade.
  • May be granted additional absences in order to
    complete basic combat training, at the discretion
    of the superintendent.

17
Coding Who Cares??
  • The Governor
  • The Legislature and the Taxpayers
  • Adequacy Education Subcommittee
  • Arkansas Department of Education
  • The Superintendent and Board
  • The Finance and Personnel Office
  • Why?
  • Comparisons, Transparency

18
APSCN Data
  • Error rates.required by law.
  • of Journal Entries are tracked.
  • Code correctly
  • Check for accuracy.

19
Each District School Develop a Data Quality
Program
  • Designed to
  • Reduce errors.
  • Reduce the of code changes.
  • Reduce down time and data errors.
  • Reduce cycle tardiness.

20
Do We Have a Statewide Uniform System of
Accounting?
  • Yes, it is called the..
  • Arkansas School and Educational Cooperative
  • Financial Accounting Manual (Handbook IIr²)

21
Uniform System of Accounting
  • APSCN (AR Public School Computer Network)
  • www.k12.ar.us
  • If using a copy over 18 months old, DOWNLOAD A
    NEW ONE!!!
  • FMS listserv

22
Basic Accounting Concepts
  • The basic purpose of any accounting system is to
    provide an organized and consistent method of
    managing funds.
  • Where do the funds come from..and where do they
    go???
  • Consistency is important when comparing financial
    data across multiple accounting periods.
    Andbeing able to identify the reasons for
    inconsistencies.

23
Reasons for Standard Chart of Accounts
  • Consistent method of reporting.
  • Allows for valid comparisons of finances.
  • Improves the value of statewide financial
    information.
  • ALLOWS DISTRICTS TO IDENTIFY
  • TRENDS..COMPARISONS.. and to make PROJECTIONS.

24
REMEMBER..
  • GUESSING IS NOT AN APPROVED METHOD OF DEVELOPING
    A BUDGET!!!
  • and..
  • The pieces have
  • to fit!!!

25
Indirect Cost Rate
  • Basically a reimbursement to local district for
    serving federal programs.
  • Budget it! Use it! (not required to use it)
  • ADE will tell districts what their indirect cost
    rate is each year through a Commissioners Memo.

26
How to Help Ensure Accurate Coding of Property
Taxes
  • To reconcile school district receipts for a
    calendar year to county collections for the same
    year, the month of January needs to be
    considered.
  • Districts receipts of property tax relief should
    agree, or be very close, to what the County
    received for the fiscal year.

27
Reporting
  • Act 633 of 2011 requires county treasurers to
    report property tax data to ADE by January 31.
  • Penalty clause 20 of reappraisal funds are
    withheld.
  • Districts are given time to review reported data
    for accuracy. Generally in March.
  • Why is accuracy important? Determines foundation
    funding, URT adjustment, etc.

28
Diagram of a Budget UnitXXXX-XXXX-XXX-XXX-XX-XXX
XX
  • Fund/Source of Funds (4)
  • Function (4)
  • Location (3)
  • Program (3)
  • Subject (2)
  • Object/Account (5)

29
FUNDXXXX-XXXX-XXX-XXX-XX-XXXXX
  • Each fund is created for a unique purpose
  • 1000 series Teacher Salary Fund
  • 2000 series Operating Fund
  • 3000 series Building Fund
  • 4000 series Debt Service Fund
  • 5000 series Capital Outlay/Dedicated MO
  • 6000 series Federal Grants Fund
  • 7000 series Activity Fund
  • 8000 series Food Service Fund
  • 9000 series Fixed Assets Fund

30
Building Fund
  • If part of the legal fund balance is being
    retained for future construction/renovation
    projects, it should be transferred to the
    Building Fund. An ADE recommendation!
  • School Board approval should be obtained whenever
    funds are transferred to or from the Building
    fund.

31
Student Activity Funds
  • Policies relating to the establishment and
    maintenance of all activity funds should be in
    writing and should contain good cash handling and
    accounting procedures.
  • All activity fund supervisors and sponsors should
    receive a copy of these procedures.
  • YOU GET WANT YOU INSPECT NOT WHAT YOU EXPECT!!

32
FUNCTIONXXXX-XXXX-XXX-XXX-XX-XXXXX
  • The Function describes the activity being
    performed when a service is provided or a
    material object is received.
  • 1000 series Instruction
  • 1110 Kindergarten, 1120 Elementary, 1130
    Middle/Junior, 1140 High School, 1150 Athletics,
    1160 Activities, 1220 Resource Room, 1330
    Business Education, 1360 Home Economics, 1910 GT
  • 2000 series Support Service
  • 2122 Counselor, 2134 Health Services, 2219
    Athletic Director, 2222 Library/Media Services,
    2410 Office of Principal, 2580 Technology, 2600
    MO, 2700 Transportation

33
LOCATIONXXXX-XXXX-XXX-XXX-XX-XXXXX
  • Each campus in your district has a unique
    three-digit location code assigned by the ADE.
    Do you know yours?
  • 000 District Wide
  • 001 _____Elementary School
  • 002 _____Middle School
  • 003 _____ Primary School
  • 004 _____ Junior High School
  • 005 _____ High School

34
PROGRAMXXXX-XXXX-XXX-XXX-XX-XXXXX
  • The Program classification is a plan of
    activities and procedures designed to accomplish
    a predetermined objective or set of objectives.
  • -200 Special Education
  • -115 Athletics
  • -116 Activity Funds (Extracurricular
    Activities)
  • -270 Gifted/Talented
  • -438 Alternative Education

35
Program Codes
  • Any one program can involve revenues from
    multiple funds and source of funds and require
    expenditures from multiple functions.
  • The program code is used to track
  • the total expenditures relating to
  • any one program.

36
SUBJECTXXXX-XXXX-XXX-XXX-XX-XXXXX
  • The subject classification is used for local
    accounting purposes. This is not required.
  • Can be used to identify courses (math, science,
    etc), sports, construction projects, mandated
    expenditures for elementary classrooms, etc.

37
OBJECT (Account)XXXX-XXXX-XXX-XXX-XX-XXXXX
  • The object classification is used to describe the
    service or commodity obtained as a result of a
    specific expenditure.
  • - 61000 series Salaries (Employees Only)
  • - 62000 series Benefits (Employees Only)
  • - 63000 series Purchased Professional
    Technical Services
  • - 64000 series Purchased Property Services
  • - 65000 series Other Purchased Services

38
Requisitions
  • Use correct vendor.
  • Be thorough in description who, what, where
    when.
  • Code correctly.
  • Code the expenditure for what you are buying.
  • Budget transfers.

39
Purchasing/Disbursements
  • A Purchase Order (PO) -
  • is a commercial document issued by a buyer to a
    seller, indicating the type, quantities and
    agreed prices for products or services that the
    seller will provide to the buyer.
  • constitutes a legal offer to buy products or
    services.
  • specify additional conditions such as terms of
    payment, liability and freight responsibility,
    and required delivery date.

40
Purchasing/Disbursements
  • A Purchase Order (PO)
  • is an official and binding document issued to a
    vendor authorizing the expenditure of funds for
    goods and services
  • creates an encumbrance dedicating funds at the
    time the PO is originated by the purchasing
    department.
  • By using a PO, everyone involved in the purchase
    process can track the order by referring to the
    unique PO number as a standard reference.

41
Purchasing/Disbursements
  • A purchase order (PO)
  • documents what youll be buying from a vendor.
    It details what you have agreed to pay for, what
    the terms of the purchase are, and the amount you
    have agreed to pay.
  • is instrumental in tracking expenditures.
  • is a control feature in the accounts payable
    process

42
Purchasing/Disbursements
  • Purchase orders are an internal control device.
    This is why it is important to execute a purchase
    order before the purchase is made.
  • A purchase order executed after the purchase is
    meaningless!

43
Purchasing/Disbursements
  • Internal controls provided by a purchase order
  • Authorization to purchase
  • Terms under which purchase will be made (price,
    quantity, delivery, payment, etc.)
  • Designates funds to be used for payment
  • Evidence of compliance with purchasing laws and
    policies
  • Matched to invoice for payment approval

44
Purchasing/Disbursements
  • Purchase orders are not official until signed by
    the authorized person.
  • Never alter a purchase order You will be
    altering a legal document and auditors may
    consider this evidence of fraud.
  • Keep voided POs.
  • Any purchase made without a properly authorized
    PO, is not an obligation of the school, but is a
    legal obligation of the person placing the order.

45
Purchasing/Disbursements
  • The billing address should be the BUSINESS
    OFFICE!!
  • This will ensure all invoices are paid in a
    timely manner.
  • Code accurately The state is becoming more
    demanding and particular in its reporting
    requirements. Getting it right at the beginning
    saves a lot of work later!

46
Purchasing/Disbursements
  • Getting things paid..
  • Pay only on invoices, not statements
  • Original invoices are preferred over copies
  • Invoices that are not turned in on a timely basis
    means we cannot pay on time which means our
    account may be suspended and that hurts
    everybody!!!
  • Turn in all paperwork promptly to ensure that the
    payment is process in a timely manner.
  • Make sure all paperwork is submitted. Missing
    paperwork holds up payment

47
Purchased Services
  • Always have vendor complete a W-9 prior to using
    their services.

48
What are your Reimbursement Rates for..
  • Mileage? (reimburse people or vehicles??)
  • Meals? (include tips, room service, valet
    parking?)
  • Overnight stays? (Actual cost or other?)

49
  •   6-21-304. Manner of making purchases.
  • (a)  (1)All purchases of commodities by any
    school district, except those specifically
    exempted by 6-21-305, shall be made as
    follows 
  • (A)  In each instance in which the estimated
    purchase price shall equal or exceed ten thousand
    dollars (10,000), the commodity shall be
    procured by soliciting bids, provided that the
    purchasing official may reject all bids and may
    purchase the commodity by negotiating a contract.
    If the purchasing official, after rejecting all
    bids, determines that the purchase should be made
    by negotiation, then each responsible bidder who
    submitted a bid shall be notified of the
    determination and shall be given a reasonable
    opportunity to negotiate
  • (B) Bidder Assurance and Disclosure Forms- Now
    required on all solicited bids. 
  • (c)  Open market purchases may be made where the
    purchase price is less than ten thousand dollars
    (10,000)

50
Why Budget?
  • A budget is the financial map to achieve your
    districts goals.
  • IT IS REQUIRED!!

51
Budget Management and Control
  • A budget is required by Arkansas Code 6-17-914
  • prepare budget annually
  • approved by the board in a legally held meeting
  • electronically submitted by September 30 Cycle
  • State aid may be withheld

52
Budget Management and Control
  • Periodic Review (usually monthly) is a good way
    to find areas of concern.
  • Monthly reports are to be sent to each principal
  • Call the central bookkeeping office if budget and
    expenditures do not appear as they should
  • Provide reports to administrators and supervisors
    on specific budgets.
  • Detail Expenditure Status Reports what you get
    monthly
  • Audit Trails shows in-depth transactions when
    you need them
  • Accounts Payable Check Register shows
    expenditures by each check can be printed also

53
Budget Management and Control
  • What happens if a budget is overspent?
  • Budgets periodically reviewed
  • Budget oversight is a part of performance
    evaluation
  • Transfers from other accounts
  • Activity funds

54
Certified Staff
  • ACA 6-17-2403 minimum teacher salary
  • Bachelors Degree 29,244
  • Masters Degree 33,630
  • Minimum number of steps 15
  • BA Experience Steps 450
  • MA Experience Steps 500
  • BA Minimum Top Salary 35,994
  • MA Minimum Top Salary 41,130

55
Certified Staff
  • Benefits
  • Health Insurance The required state minimum is
    150.00 per month.
  • Dental Insurance No requirement to offer. A
    number of districts offer an individual policy at
    no charge with the option to purchase additional
    family coverage.
  • Sick Leave Each teacher shall be provided sick
    leave at a minimum rate of one (1) day per month
    or major portion thereof. Per month or major
    portion thereof is defined as twelve (12) or
    more working days. Can accumulate up to 90 sick
    days according to law. District policy can allow
    for more. School employees can transfer
    accumulated sick leave if they move from one
    district to another.
  • Personal Leave No requirement by law but many
    districts provide personal leave days.

56
Staff
  • ACA 6-17-1208 The number of days of sick leave
    provided by law are minimums only, and nothing
    shall prohibit any district from providing more
    days of sick leave or from having a more liberal
    policy for the administration of sick leave,
    including the establishment of sick leave pools
    or banks and allowing district employees who are
    husband and wife to utilize the others
    accumulated sick leave.

57
Teachers
  • ACA 6-17-1209 Whenever a schoolteacher is
    absent from his/her duties as a result of
    personal injury caused by either an assault or a
    criminal act committed against the teacher in the
    course of employment, the teacher shall be
    granted a leave of absence from school with full
    pay for up to one (1) year from the date of
    injury. Intervening in student fights are
    covered by this policy.

58
Classified Staff
  • Arkansas Minimum Wage is 6.25 (Effective
    10/01/2006).
  • Federal Minimum Wage is 7.25
  • Minimum public school hourly wage amount for
    2013-2014 is 8.15 (for 20 hours per week).
    This amount is adjusted annually to match the
    increase in the CPI (Consumer Price Index). (ACA
    6-17-2203.) FIN-13-079
  • Classified salary schedules should be posted on
    the district website.

59
Classified Staff
  • Benefits
  • Health Insurance The required state minimum is
    150.00 per month.
  • Dental Insurance Most districts offer the same
    policy as that offered certified employees.
  • Sick Leave Generally the same as certified
    employees.
  • Personal Leave Generally the same as certified
    employees.

60
Classified Staff
  • ALL classified staff (except supervisors exempt
    from overtime) should maintain a daily record of
    work hours.
  • All hours beyond the employees contract require
    approval from the supervisor and/or
    superintendent
  • Time records of all classified employees will be
    forwarded to the business office by a date
    established by the business office.

61
Pay for Extra Duties/Overtime
  • Overtime and extra duty pay MUST have prior
    authorization.
  • Examples include tutoring, home-bound, stipends
    (not included in contracts), gate workers,
    officials.
  • Do not hire temporary staff without approval!!
  • All employees with extra duty pay must have a
    completed Temporary Work Agreement or
    Supplemental Contract on file before beginning
    their extra duty work.

62
Extra Duty/Overtime
  • DO NOT PAY ANYONE ABOVE THEIR CONTRACT AMOUNT
    UNLESS YOU HAVE DOCUMENTED AUTHORIZATION TO DO
    SO!!!
  • Numerous audit findings.

63
Certified and Classified Staff
  • Other Mandated Benefits Approximately 23.5 of
    salaries
  • Arkansas Teacher Retirement
  • FICA
  • Medicare
  • Workers Compensation

64
Fixed Assets

65
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66
Inventory
  • DO NOT discard or destroy any item that has an
    inventory tag/sticker/number on it. Any item
    that was previously listed as a fixed asset will
    have an inventory tag/sticker/number. In order
    to remove any fixed asset you need to complete an
    inventory deletion form and have it approved by
    the superintendent/business office.

67
Fiscal Reporting
  • State, Board of Education, Public

68
State
  • Written Reports
  • Electronic Reports (SIS from APSCN data)
  • Cycle 1 September 30 salary, budget, revenue,
    expend.
  • Cycle 2 October 15 equity, employee, student,
    HQT
  • Cycle 3 November 15 bus, ADM, Attendance, Fire
    drill
  • Cycle 4 December 15 SPED, Parent Mailing
    Address
  • Cycle 5 February 15 bus, ADM, Smart Core, Fire
    drill
  • Cycle 6 April 15 bus, ADM, student status,
    Federal
  • Cycle 7 June 15 discipline, SPED, ADM, bus
  • Cycle 8 July 31 FTE, professional development
  • Cycle 9 August 31 AFR (Annual Financial Report)

69
Public
  • Budget published in paper prior to school
    election
  • Finance on the website
  • Budget (annually)
  • Contracts (annually)
  • Salary and benefit expenses (monthly)
  • Fund balances (monthly)
  • Revenue status (monthly)
  • Personnel (classified and certified) policies
  • Audit (annually)
  • Annual Statistical Report (annually)

70
Audit and Ethics

71
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72
Ethics Guidelines
  • State law (A.C.A. 6-24-101) requires full open
    disclosure and approval before a school district
    employee may sell, lease, provide services, or
    enter into other transactions with the school
    district where he/she is employed.
  • Therefore, every district employee will be
    required to disclose any potential vendor
    relationship by completing a disclosure form
    provided by the district. Failure to fully
    disclose could result in criminal felony charges
    being brought against the employee.

73
Ethics Guidelines
  • Act 1599 of 2001
  • Applies to Board Member, Administrators, and
    Employees.
  • Act 1599 sets the guidelines for business
    transactions between the school district and its
    board, administrators and employees.
  • May require both local board approval and state
    board approval.
  • Refer to Arkansas Code 6-24-100 through 6-24-120
    for detailed information.

74
Ethics Guidelines
  • Act 1599 of 2001
  • The spirit of this act is to provide for full
    disclosure of business activities between the
    local school district and its board members,
    administrators and employees.
  • Board Members and Administrators are held to
    higher ethical standards, since they are in a
    position of control.

75
Ethics Guidelines
  • Act 1381 of 2005
  • SECTION 2. Arkansas Code 6-24-105 is amended
    to read as follows
  • (a) General Prohibition. Except as otherwise
    provided, it is a breach of the ethical standards
    of this chapter for a board member to contract
    with the public educational entity the member
    serves if the board member has knowledge that he
    or she is directly or indirectly interested in
    the contract.
  • (b)(1)(A)(i) Employment of Family Members. This
    chapter does not prohibit family members of board
    members from being employed by the public
    educational entity the board member serves if the
    board determines that the employment is in the
    best interest of the public educational entity A
    board member's family member may not be initially
    employed by the public educational entity the
    member serves during the member's tenure of
    service on the local board for compensation in
    excess of five thousand dollars (5,000) unless
    the Director of the Department of Education
    issues a letter of exemption and approves the
    employment contract based on unusual and limited
    circumstances.

76
Ethics Guidelines
  • Act 1381 of 2005
  • (ii) The determination of unusual and limited
    circumstances shall be at the sole discretion of
    the Director of the Department of Education and
    may be further defined by rule of the State Board
    of Education.
  • (B) A family member of a school board member who
    was employed by the public educational entity
    during the school year immediately preceding the
    election of the board member may continue
    employment with the public educational entity
    under the same terms and conditions of the
    previously executed contract and any renewal of
    the contract under 6-17-1506.
  • (C) Subject to the local board's written policy,
    a qualified family member of a board member may
    be employed as a substitute teacher, substitute
    cafeteria worker, or substitute bus driver for a
    period of time not to exceed a total of thirty
    (30) days per fiscal year for the public
    educational entity served by the board member.

77
Ethics Guidelines
  • Act 1381 of 2005
  • (2)(A)(i) No employment contract that is
    prohibited under subsection (b) of this section
    is valid or enforceable by any party to the
    employment contract until approved in writing by
    the Director of the Department of Education.
  • (ii) The Director of the Department of
    Education's approval of an employment contract
    may include restrictions and limitations that are
    by this subsection incorporated as terms or
    conditions of the contract.

78
Ethics Guidelines
  • Act 1381 of 2005
  • (B) Excluding any renewal of a contract under
    6-17-1506, any change in the terms or conditions
    of an employment contract, a promotion, or a
    change in employment status for a family member
    of a school board member employed by a public
    educational entity that will result in an
    increase in compensation of more than two
    thousand five hundred dollars (2,500) must be
    approved in writing by the Director of the
    Department of Education before any change in the
    terms or conditions of the employment contract or
    promotion or changes in employment status are
    effective, valid, or enforceable.

79
Common Audit Findings
  • Misuse of credit cards
  • No receipts for activity fund transactions
  • Deficit cash balance in activity funds
  • Inappropriate travel payments
  • Undocumented expenditures
  • Overstating deposits
  • Not timely on payments
  • Non-compliance with ethics law
  • Not taking bids when required
  • Inventory mismanagement

80
Recent Audit Experiences
  • Fundraiser proceeds not deposited timely
  • Cash card gifts for students
  • Activity receipts without individual received
    from name (only organization)
  • Stipends paid not on board approved schedule
  • Corrective Actions?

Arkansas Division of Legislative Audit
81
Personnel Records

82
Personnel Records
  • Does everyone understand the need and requirement
    for PRIVACY?

83
Personnel Records
  • Employment records
  • Personnel records
  • Public disclosure
  • Application forms and process
  • Health records
  • HIPPA

84
Issues of Local Concern,Activity Funds, Etc.
85
Receipting Money
  • What does your auditor say regarding receipting
    money?
  • Who handles money?
  • Who is allowed to receipt money?

86
Receipting Money
  • Encourage the practice of counting money in the
    presence of person bringing money in for deposit
    ( two people count the money and two people
    initial the receipt). This protects both
    parties.
  • Appropriate documentation should accompany all
    money brought in. Make sure all teachers and
    sponsors have a copy of the form being used. The
    teacher/sponsor must complete this form (or
    something similar).
  • Date
  • Received From Name of Individual
  • Amount
  • How Paid Cash and/or Check
  • For Be specific
  • Total amount of money to be deposited
  • Signature of Teacher/Sponsor

87
Receipting Money
  • NO MONEY IS TO BE LEFT IN CLASSROOMS OVERNIGHT!!!

88
Receipting Money
  • Miscellaneous
  • Make copies of all information submitted and keep
    in your office for questions, audit purposes,
    etc.
  • Return Receipt Books to the business office after
    all receipts have been used. Do not throw them
    away. The auditor will request them.
  • All money receipted in month has to be deposited
    in that same month.
  • Please contact the Business Office if you have
    any questions regarding the receipting process.
  • Secure receipt books in safe location.

89
Tickets for Events
  • Pre-numbered
  • Shall be used to account for cash received
  • If mistakes are made in collecting or making
    change, have the gate worker describe what
    occurred in writing
  • If out of balance, do not tear off more tickets
    to make the amount match.
  • Report any other irregularities and provide
    written account of incident

90
Cash Handling Procedures
  • All coin, currency and checks received from any
    source should be counted by two people and
    receipted on a pre-numbered receipt the same day
    they are received. Both people should initial the
    receipt.
  • The receipt shall be completed with date, source
    of funds (who it is received from), short
    explanation describing the receipt (for), the
    total amount received, as well as the composition
    of the funds (cash and checks). The person
    receiving the funds should sign the receipt.

91
Cash Handling Procedures
  • The individual receiving funds is responsible for
    those funds until deposited in the school
    district bank account or until receiving a
    receipt from another school district employee.
  • When monies change hands between school district
    employees, it is recommended that the funds
    should be counted in the presence of both
    employees and a receipt issued at that time. Both
    people initial the receipt.
  • All receipts shall be deposited intact. No
    payments of any kind shall be made from coin,
    currency or checks received by the school
    district.
  • All receipts shall be deposited at least weekly
    and whenever the total receipted amount on hand
    exceeds ( ). All receipts should be
    deposited before weekends or holidays, regardless
    of the amount.

92
Cash Handling Procedures
  • All copies of voided receipts must be kept in
    receipt book. An administrator should initial all
    voided receipts.
  • Deposit tickets shall include the receipt number
    or range of receipt numbers that make up the
    deposit.
  • All monies collected for school activities shall
    be deposited in school accounts.

93
Cash in Classrooms
  • The principals office is the only appropriate
    location to keep funds collected for any reason.
    No money (cash, checks, whatever) should be left
    in classrooms or other offices overnight. No
    school funds will be taken away from school
    property. Employees are responsible for any
    cash, money left in their room or office
    overnight.

94
Voiding Receipts
  • All copies of voided receipts must be kept in
    receipt book. Administrator should initial all
    voided receipts.

95
Spending the Publics Money
  • If its paid for with the school districts or
    activity funds check, it is public money.
  • When spending, ask yourself these questions
  • Is it a school purpose?
  • What does your gut tell you?
  • Would it cause an outcry if published in the
    paper?

96
Credit Cards
  • Suggestions
  • Have PO in hand to sign card out.
  • Return immediately or else.
  • Original receipts!!!!!

97
Expense Travel Reimbursements
  • Original receipts must accompany all requests for
    reimbursement. For a receipt to be valid, it
    should contain the name of the issuing company,
    the date, specific and detailed items purchased
    and amounts. Credit card receipts with only the
    total amount shown should NOT be accepted.
    Require a detailed itemized receipt.
  • Mileage allowance shall be reimbursed at a rate
    established by the district.
  • Meals for overnight travel shall be reimbursed
    based on our current per diem rates.
  • Use the district approved Travel Reimbursement
    Form!!

98
Expense Travel Reimbursement (Continued)
  • Expenses not covered
  • Alcoholic beverages
  • Entertainment expenses
  • Replacement due to loss or theft
  • Discretionary expenses for items such as clothing
    or gifts
  • Medical expenses
  • Optional or supplementary insurance obtained by
    the employee for the period covered during the
    travel

99
Questions???
  • Contact Information
  • AAEA website www.theaaea.org
  • AAEA Twitter The_AAEA
  • AAEA Facebook Arkansas Association of
    Educational Administrators
  • AAEA Telephone 501-372-1691
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