Introduction to Keystone and ISD Finance. Ways of ISD

Introduction toKeystone and ISD Finance

Ways of ISD

Terms to Know

Accounting: ◦Budget◦Requested, Encumbered◦Debits/Credits, Expense/Revenue◦Available

Groups: ◦Wildcards◦Budget Group◦Budget Control Number◦ASN

Textbook Funds

BCN = 13-11x1-6422-xxx-0000-0000Paper costs default to instructionalLibrary booksSupplemental materialsLost/replacement textbooks

◦17-////-////-xxx-0000-0320Does not carryover

Building Budget Funds

BCN = 10-11x1-6411-xxx-0000-000011x1 Instructional costs

◦SPED costs same as other students, ◦special equipment needs to SPED office

2122 Counselor office costs2222 Library Media Center costs2410 Office costs

Building Budget Funds

Library books ◦10-2222-6441-xxx or 13-2222-6422-xxx◦print, electronic or AR tests

Para and Secretary extra/overtime hours charged back to building budget

Copier costs (6363) pre-encumberedPrior year carryover calculated and posted

end of September each year

Activity Account Funds

Account groups for balance: ◦3111 fund balance, ◦51xx revenue, ◦6411 expense

ASNs: xxx-ACTX, xxx-ACTR, registrationRaised by students used for students for

intended purposeSocial Committee Activity AccountPTA Activity Account

Special Budget Funds

Attendance Awards BudgetPLTWJROTCProfessional Development

◦2214 State Building PD (PDC, Certificated)◦2215 Building budgets (non-cert & extra)◦2219 Grants

AthleticsTitle I(Elementary, Nowlin, & VHHS bldgs)Other Grants

Internal Services

Bulk Mail (minimize mailing) (6361)Print Shop (minimize printing) (6363 or 6494

forms)Facility projects and building rentalsTechnology (6412)Professional Development pre-approval PD officeTransportation trips (new program is teacher input

based, requires initiate 3 weeks prior)Catering: West Side Café or Nutrition ServiceVending: Nutrition ServiceFundraising: expectations and approvals

ISD Initiatives

Savings Rewards: ◦energy, student attendance, sub

usage=building share (Sep) / employees (Dec)Recycling:

◦Deffenbaugh contract, quarterly payments with email notice

Vending: ◦Nutrition Service with monthly revenue sharing

Healthy Foods: ◦staff, students, and fundraisers

ISD Initiatives - Community

Local Buying monthly report goes to administration

Foundation: ◦Holiday Helpers, Caring for Kids, Teacher

grants, Volunteers, etc.Special Activity Accounts:

◦United Way and other Donations Pass Thru◦CharacterPlus

Purchasing

Twice daily (10:30 and 3:00) POs processed/distributed and copy printed to building printer

Use PO vendorsNew vendor requests: submit to Accounting

Department, must accept PO, may be denied

Special Vendors (p 104)Quotes recommended, document in Text of

PO

Gift Cards

Same as cashMost grants do not allow themNone to staff for servicesPreapproval requiredSpecial documentation required:

◦copies of cards and list of recipients

Purchase Cards (UMB Visa)

Usage: travel costs, meals, field trip registrations, postage, emergency needs, not to circumvent the PO process

Entry: PO per transaction include vendor name, purpose, what

Text: Justifications for emergencies/out of ordinary

Documentation: original detail sales receipt of purchases and credit card payment receipt

Reconciled statement to Dr. Stout’s office

Payments

Weekly AP checks written Thursday/mailed FridayPersonal reimbursements accumulate until

greater than $15, original receipts, no sales taxCash receipt refunds: cash receipt

documentation, activity fund 17 then related expense, from fund 10 revenue (notify BBO)

Employee work is paid through payroll (except MSHSAA officiating)

Meals documentation required: who, purpose, when (credit card or catering)

Payments

We do not prepay for services except for the following:◦Deposits◦Registrations

Sales tax exempt: only be used by school district for district purposes◦Will not reimburse sales tax on reimbursements◦Sales tax charge on some sales to public

Travel costs / Prof Development

Professional development authorizations through PD office on Travel Request Form

Authorized leave entry and approval in SubFinder

Per day meal reimbursement limits

Mileage Reimbursements

IRS rate at July 1IRS rules start/end locationsin district use chartNon-ISD school use MapQuest at least monthly request on Mileage

Reimbursement Request Form

Returned Check Payments

Nutrition Service and Childcare removed from account balance

Office returns must be paid at CO by cash or money order

Obligations

GeneralDestiny (library)AthleticsMoving to next grade level

Chart of Account Structure

COA Elements Lookup

The most updated version of elements used for account codes and their description is available at the click of a button.

COA Element Sections

The account code is composed of 6 sections:

Fund FunctionProgram

ObjectUse

LocationOr Dept

GrantProject

Activity

10 2219 6131 420 0200 0000

xx xxxx xxxx xxx xxxx xxxx

Funds

10 General (Incidental) Fund13 Textbook Fund15 Phil Roberts Scholarship Fund16 Nutrition Services Fund17 Activity Funds20 Teachers’ Fund30 Debt Service Fund40 Capital Projects Fund

1xxx K-12 Regular Instruction

1111 Elementary1131 Middle School1151 High School119x Summer School Programs

◦1191 Summer School◦1193 Bingham Fine Arts Academy

13xx Vocational Programs14xx Student Activities

12xx Special Educ Instruction

1206 General Special Education 1222 Lifeskills1224 CBSS/Autism1226 BASS1232 Speech Language Therapy1236 Visually Impaired1237 Hearing Impaired1242 Multi-categorical Classrooms1243 Emotionally Disturbed1281 Early Childhood Special Education1291 Extended School Year IEP1295 Proportionate Share

12xx Other Special Instruction

1205 Homebound1223 Early Intervening Services1211 Gifted/Impact1251 Title I1261 IAP Section 5041271 English Language Learners

19xx Tuition Programs

1910 Local Effort Resident II1921 Vocational Tuition1931 State School Tuition1941 Special Education Full Tuition

21xx Pupil Support Services

2112 Attendance2113 FSL Social Work2122 Counselor Guidance2134 Nurse Services2136 Orientation & Mobility2137 Occupational Therapy2138 Physical Therapy2139 Other Health Services2142 Psychological Services2161 Long Term Suspension

221x Improvement of Instruction

2211 General Improvement of Instruction2212 Curriculum Services2213 Teacher Assistance Programs

◦Instructional Coaches (TIS)◦MU Fellow Mentors◦Process Coordinators, Testing Team

2214 State Professional Development2215 District Professional Development2219 Grant Professional Development

2xxx Building Support

2222 Library Media2410 Building Level Administration2491 Graduation

Administrative Services

231x Board of Education2321 Superintendent2323 Human Resources2525 Business Operations254x Operation of Plant (Facilities)2546 Security Services255x Transportation256x Nutrition Services2620 Public Relations2645 Employee Health Services

3xxx Community Programs

3112 Facility Rentals3211 Community Recreation (Aq/WC)3312 Foundation Volunteer Services3511 Parents as Teachers3519 Infant Toddler3520 Part Day Preschool3531 Full Day Pre-K / School Age Care3621 Homeless Support3651 Phil Roberts Scholarships3711 Non-Public Education Support3912 Parental Involvement3921 Caring Communities394x Post Employment Benefits

4xxx Facility Acquis/Improv

4021 Land Acquisition4031 Site Improvements4051 Building Construction/Improvements

5xxx Debt Obligations

5111 Bond Principal5211 Bond Interest5311 Bond/Lease Fees

Object Code Groups

61xx Salaries62xx Benefits63xx Services64xx Supplies and Materials65xx Equipment66xx Debt

61xx Salaries

6111 Certificated Regular Salaries 6112 Career Ladder Payments 6115 Certificated Sick/Vacation Buybacks 6131 Certificated Substitutes 6133 Certificated Extra Work 6134 Certificated Summer School Pay 6137 Certificated Travel 6151 Classified Office Salary (not directly w/students –

adm/office secretary) 6155 Classified Sick/Vacation Buybacks 6161 Classified Program Salaries (w/students–para, bus driver) 6163 Classified Extra Hrs/Extra Work 6164 Classified Summer School Pay 6165 Classified Overtime 6167 Classified Travel 6171 Classified Substitutes

62xx Benefits

6211 Teacher Retirement 6221 Non-Teacher Retirement6231 FICA6232 Medicare6241 Health Insurance6243 Life Insurance6244 Dental Insurance6252 Long Term Disability Insurance6261 Workers’ Compensation6281 Unemployment Insurance

63xx Services (most common)

6311 Tuition6312 Consultant for Program

Improvement6313 Pupil Services (therapists)6316 Testing6319 Professional and Technical Services6343 Travel Between Buildings (mileage)6344 Prof Dev and Travel Out of District6349 Field Trip Costs (bus & admission)

63xx Services (most common)

6361 Postage & Mail Costs6362 Advertising6363 Printing Costs (print shop & copiers)6364 Telephone6365 Cell Phones

6371 District Dues & Memberships6391 Other Purchased Services6399 Financial / Background Fees

63xx Services (most common)

6324 Water & Sewer6331 Cleaning & Trash6332 Outside Repair Services6339 Maintenance Agreements (includes

software)6333 Rent Land & Bldg6336 Vehicle Leases6381 Contracted Improvements6383 Unplanned Maintenance6392 Uniform Services

641x General Supplies

6411 Supplies & Materials6412 Technology Supplies (toner,

cameras, printers, computers, etc.)6413 Project Supplies (classroom,

significant specific program)6414 Printed Forms (district wide)6416 Maintenance Supplies6417 Janitorial Supplies6418 Grounds Upkeep Materials

642x Textbook Supplies

6421 Textbooks – District Adoption6422 Textbooks – Building Level

(supplemental, replacement, graphing calculators, paper costs)

6423 Textbooks – District Print Shop

6441/51 Library Media Supplies

6441 Library Books (print, electronic, AR tests, rebinding, barcoding, etc.)

6451 Library Periodicals

Important to code here for MSIP reports

64xx Support Supplies

6471 Nutrition Service Food Supplies

6481 Electricity6482 Natural Gas6486 Vehicle Fuel6489 Petro Products

6492 Uniform Expenses

649x Other Supplies

6490 Unreimburseable Adult Meals6491 Snacks & Meals6499 Other Supplies

65xx Equipment

6511 Land Acquisition6521 Building Construction / Renovation6531 Site Improvements6541 Non-instructional Equipment (office)6542 Instructional Equipment (classroom)

6551 Vehicles (not buses)6552 School Buses

Cost > $1000 each (or set) and would repair rather than replace

Navigating Keystone Client

Log in/outIconsButtons: OK, Cancel, Clear, Options, Delete,

etc.Tab, Enter, ClickMenu systems and creating your ownPrinting and other options: Preview, Excel,

PDFClearing the Task screen, picking a

background picture

Navigating My Benefits

Teacher RequisitionsSchool Specialty Requisitions

Tips & Tricks

Shortcut keys ◦ (F5=New, F6=dupe, F8=lookup, F9=zoom, CTRL-X/C/V, Shift-

arrow/click=block, CTRL-click=select, CTRL-home/end=go to, Window-D/L=desktop/lock) [Tech Tips Sheet]

Folder system◦ request, open PO, paid

Review system◦ daily PO requests, weekly open PO

Monthly reports to supervisor◦ budget group, activity, PD

Teaching and learning sheetsBusiness Office at a Glance

◦ Use the general numbers…more people answer

Common Reports

Budget Group ProposalBudget GroupActivityGrantsAccount Analysis Summary versus

Wildcard Account AnalysisRequisition DetailOpen PO List (3-4 x a year from AP)Cash Receipts Listing

Inquiry

Alternate Funding Sources