Local School Accounting · 7/1/2019 · The Local School Accounting Standard Operating Procedures, developed by the Financial Services Division of the Cobb County School District

Local School Accounting

Standard Operating Procedures

User Guide for Cobb County Employees Created for: The Cobb County School District 514 Glover Street Marietta, GA 30060 (770) 426-3300

Created by: CCSD Financial Services Local School Accounting & Internal Compliance 440 Glover Street Marietta, GA 30060

Published: 7/1/2019

Local School Accounting & Internal Compliance Department July 1, 2019

Cobb County School District Page | 2

Revision Chart The following chart lists the revisions made to this document. Use this to describe the changes or additions made to the document each time it is re-published (draft or final). The description should summarize the changes as possible.

DATE AUTHOR DESCRIPTION OF CHANGES

05/19/2016 LSA Initial Release

05/31/2017 LSA Edited for 2017-2018 School Year

08/01/2017 Cathy Strudthoff Update to Sales Tax and Parking Sections

12/06/2017 Cathy Strudthoff Change Fund Clarification

07/01/2018 Cathy Strudthoff Edited for 2018-2019 School Year

07/01/2019 Cathy Strudthoff Edited for 2019-2020 School Year



TABLE OF CONTENTS

Revision Chart .................................................................................................................... 2

Section I: Introduction ...................................................................................................... 9

Section II: Principal’s Fiscal Responsibilities ................................................................. 10

Armored Car Service ...................................................................................... 11

Athletics and Special Events ......................................................................... 11

Ticket Sales: Additional Procedures ..................................................... 12

Online Ticket Sales .................................................................................. 12

Special Event Ticket Sales Log ............................................................... 13

Sports Passes ............................................................................................ 13

Required Reports ..................................................................................... 13

Tickets Printed by the School ................................................................ 14

Cell Phones ...................................................................................................... 15

Change Funds ................................................................................................. 15

High Schools ............................................................................................ 15

Elementary and Middle Schools ............................................................ 16

Food and Nutrition Services .................................................................. 17

Checking, Savings and Investment Accounts ............................................. 17

Check Signing Authority and Responsibility on Accounts ................. 18

Changing Check Signers ......................................................................... 18

Lunchroom Account ................................................................................ 19

Taxpayer Identification Number ........................................................... 19

Ordering Bank Supplies .......................................................................... 19



Cashing Personal Checks ........................................................................ 20

Returned Checks ...................................................................................... 20

Contracts ......................................................................................................... 20

Contracts with Non-Employees Paid from County Funds .................. 21

Contracts with Non-Employees Paid with Local School Activity Funds…22

Contracts with Non-Employees Paid with both Local and County Funds ... 22

Contracts with Employees ...................................................................... 23

Book Fair Contracts ................................................................................. 23

Picture Contracts ..................................................................................... 23

Vendor Contracts ..................................................................................... 23

Control Documents ........................................................................................ 24

Counterfeit Money ......................................................................................... 24

Deficit Balances .............................................................................................. 24

Discretionary Accounts ................................................................................. 24

Disposition and Retention of Financial Records ........................................ 25

Electronic Cash Registers Procedures .......................................................... 25

Required Reports ..................................................................................... 25

FS-223 Register Inventory Log .............................................................. 25

FS-233 Gate Report for Cash Register Sales ......................................... 26

Pre-Event Procedures .............................................................................. 26

Post-Event Procedures ............................................................................ 27

Additional Electronic Cash Register Recommendations ..................... 27

Ethics................................................................................................................ 28

Faculty Accounts ............................................................................................ 28

Field Trips and School Activities .................................................................. 28

Field Trips ................................................................................................. 29

Parking ............................................................................................................ 30



Procedures to Sell Parking Decals ......................................................... 31

Procedures to Receipt Parking .............................................................. 32

Passwords and Usernames ............................................................................ 33

Payroll.............................................................................................................. 33

Supplemental Salary ............................................................................... 33

Cash Gifts to Employees ......................................................................... 33

Performing Arts .............................................................................................. 34

Professional/Institutional Dues .................................................................... 34

Property Control ............................................................................................ 34

Scholarships & Memorials ............................................................................ 35

School Budget and Financial Records.......................................................... 35

School Fundraising......................................................................................... 35

Collection Jars .......................................................................................... 35

Commitment Cards ................................................................................. 36

Raffles ....................................................................................................... 36

Community Fund Drives ......................................................................... 36

Employee Fund Drives ............................................................................ 36

Instructional Business Program ............................................................. 36

Online Fundraisers ................................................................................... 36

Picture Commissions ............................................................................... 37

School Store ............................................................................................. 37

Bingo Night .............................................................................................. 37

Vending Operations ................................................................................ 37

Non-Commission Basis Vending Procedures ....................................... 37

Yearbooks ................................................................................................. 38

School Payment Boxes .................................................................................. 39

Primary School Safes ..................................................................................... 39



Top and Middle Compartments............................................................. 39

Bottom Lock (Armored Car Compartment) ......................................... 40

Other Safes...................................................................................................... 41

School Support Organizations ...................................................................... 41

School Clubs ................................................................................................... 42

Student Organizations ................................................................................... 42

Tests ................................................................................................................. 42

Travel ............................................................................................................... 42

Travel with Students ...................................................................................... 42

Unclaimed Funds/Outstanding Checks ....................................................... 43

Use of School Facilities .................................................................................. 43

Solicitation on School Property ................................................................... 43

Advertising on School Property ................................................................... 43

Section III: Revenue Cycle ............................................................................................... 44

Revenue Sources ............................................................................................ 44

After School Program ............................................................................. 44

Book Fairs ................................................................................................. 44

Cell Tower Funds ..................................................................................... 46

Donations ................................................................................................. 46

Grants ........................................................................................................ 47

Interest Income ........................................................................................ 47

Online Payments ...................................................................................... 47

Summer School ........................................................................................ 48

Revenue Collection ........................................................................................ 48

Authorization to Receipt ........................................................................ 48

Elementary and Middle School Receipting ................................................. 49

Statement Receipting ............................................................................. 49



Use of FS-124 Cash/Check Tally Form .................................................. 50

High School Receipting ................................................................................. 50

Control Logs ............................................................................................. 51

Master Receipts ....................................................................................... 51

Voiding Master Receipts ......................................................................... 52

Use of FS-124 Cash/Check Tally Form .................................................. 52

Depositing ....................................................................................................... 53

Deposit Preparation ................................................................................ 54

Daily Bank Account Activity Verification ............................................. 54

Remittance of Revenue ................................................................................. 55

Remittance of District Invoices .................................................................... 55

Bank Reconciliation ....................................................................................... 55

Reconciling Items ........................................................................................... 56

Section IV: Spending Cycle ............................................................................................. 57

Cashless Transactions .................................................................................... 57

County Funds .................................................................................................. 57

Credit Card Accounts ..................................................................................... 57

Disbursements ................................................................................................ 58

Purchase/Payment Source Document (FS-381) ................................... 58

Munis Workflow Approval Authority ................................................... 58

Purchasing Regulations and Thresholds ............................................... 58

Supporting Documentation for Local School Checks ......................... 59

Additional Disbursement Guidelines .................................................... 59

Inventoried Property ..................................................................................... 60

Open Accounts ............................................................................................... 60

Petty Cash ....................................................................................................... 60

Purchase Card ................................................................................................. 60



Purchases Using Local School Activity Funds ............................................. 61

Local School Purchase Orders ................................................................ 61

County Requisitions ................................................................................ 61

Sales Tax .......................................................................................................... 62

Transfers .......................................................................................................... 62

Voiding Checks ............................................................................................... 62

Section V: Reporting ....................................................................................................... 63

Local School Accounting Reports ................................................................ 63

Activity Ledger Report ............................................................................ 63

List of Outstanding Checks..................................................................... 63

Reconciliation Report ............................................................................. 63

Sequential Lists ........................................................................................ 63

Monthly Reports ............................................................................................ 63

Annual Financial Reports .............................................................................. 64



Section I: Introduction The Local School Accounting Standard Operating Procedures, developed by the Financial Services Division of the Cobb County School District (CCSD), is designed to assist schools in administering an efficient local school activity funds accounting system. This manual has been developed in accordance with and references to the CCSD Board Policies and Administrative Rules and related regulations located on the CCSD homepage.

This manual contains 5 main sections:

1. Introduction 2. Principal’s Fiscal Responsibilities 3. Revenue Cycle 4. Spending Cycle 5. Reporting

Local School Activity Funds are collected from students, parents, staff, community organizations, individuals and student support organizations and are used to provide support to student activities, academics, athletic programs, clubs, student recognition and staff recognition. These funds are not taxpayer-generated funds.

The following sections contain important guidelines that should be used to manage the school’s financial operation. Additional instructions related to financial policies and procedures are further detailed in modules located on Cobb Teaching and Learning System (CTLS) and in the Munis Library.



Section II: Principal’s Fiscal Responsibilities Per Cobb County School District (CCSD) Administrative Rule DJEE-R, Local School Fiscal Management, Principals are responsible for the management of all funds and other assets involving school activity, including but not limited to the authorization of all purchases and payments and the management of inventory and equipment. Management of school funds requires strict compliance with Local School Accounting Standard Operating Procedures, Property Control User’s Guide, Board Policy, District Administrative Rules, Georgia and federal law.

In accordance with CCSD Administrative Rule GAGC-R, Employee Ethics, the Georgia PSC Code of Ethics for Educators, includes the following standard for Public Funds and Property – An educator entrusted with public funds and property shall honor that trust with a high level of honesty, accuracy, and responsibility. Unethical conduct includes, but is not limited to:

1. Misusing public or school-related funds; 2. Failing to account for funds collected from students or parents; 3. Submitting fraudulent requests or documentation for reimbursement of expenses

or for pay (including fraudulent or purchased degrees, documents, or coursework); 4. Co-mingling public or school-related funds with personal funds or checking

accounts; 5. Using school or school district property without the approval of the local board of

education/governing board or authorized designee.

Following are requirements regarding safeguarding assets:

1. The school Bookkeeper or backup Bookkeeper processes all school money and prepares deposits for armored car service pickup.

2. All school money and change funds must be secured in the primary school safe overnight.

3. Money must not be stored in the classroom or taken off campus. If a school has additional safes for temporarily storing money during the day, the money must be secured in the primary school safe overnight. Principals are to ensure the school staff complies with these procedures. This may include requiring reimbursement from the staff for the theft or loss of school funds or property.

http://www.cobbk12.org/centraloffice/finance/university/docs/Chart%20of%20Accounts.pdf



The Principal is responsible for delegating a backup Bookkeeper to perform the essential functions for their school operations in the absence of the school Bookkeeper.

CCSD Administrative Rule DIE-R, Fraud Prevention, provides guidance to District staff on reporting financial fraud or other financial misconduct. Local School Accounting & Internal Compliance will follow the appropriate procedures as set forth in this Rule.

Armored Car Service An armored car service is provided to all schools to pick up deposits dropped in the bottom compartment of the primary school safe. Most schools are scheduled to receive service on Monday, Wednesday and Friday during the school year. Times of service may vary each day. Per the armored car service contract, the school is allotted four minutes for the pickup of school deposits.

The Principal is responsible for ensuring several staff members have access to the bottom compartment of the safe. Staff responsible for meeting the armored car guard must be available between 8:00 a.m. and 3:00 p.m., have access to the red armored car log book, know the school access code and be familiar with the operation of the safe’s bottom lock and armored car service procedures. Staff, if available, should assist the driver with pickup of deposits if the armored car service driver arrives before or after the above listed contractual times.

For further information regarding armored car service, refer to the Armored Car Procedures training module on the Cobb Teaching and Learning System (CTLS).

Athletics and Special Events The Principal should designate an Administrator or Special Event Sponsor to be responsible for each athletic or special event and the money collected at these events.

This designee is responsible for the following financial duties:

1. At the event, it is recommended a minimum of two people conduct the activity at the entrance or gate. One person sells tickets and collects money and a second person collects tickets from people entering the gate. It is the Principal’s discretion whether one or more persons are needed at gates where non-paying customers enter, or for smaller events.



2. For all high attendance events, a security officer should remain near the area in which money is being handled. At the Principal’s discretion, a security officer may be present at all events.

3. All revenues collected must be stored in the primary school safe on the day of the athletic event. No funds are to be taken off campus, stored on personal property or kept at the school in a location other than in the primary school safe.

4. Bank deposits of revenues collected should be prepared and dropped for armored car pickup within one business day of the event.

5. For school sponsored athletics and special events, gate receipts must be accounted for through the school’s annual financial records.

Ticket Sales: Additional Procedures

The following are additional procedures for ticket sales at athletic or special events:

1. Only School District employees are authorized to sell tickets on school grounds for school sponsored athletic events.

2. Ticket sales may be conducted at the event, before or after school and/or during student lunch periods.

3. If a date is indicated on the tickets, at the end of the school year, unused tickets should be recorded on the FS-178, Ticket Inventory Log, and the use of these tickets discontinued. These tickets should be kept with the school’s annual financial records.

4. If a date is not indicated on the tickets, a beginning inventory should be taken each year for tickets remaining from a prior year and recorded on the FS-178, Ticket Inventory Log.

5. Funds for ticket sales should not be collected off-site.

Online Ticket Sales

Schools may enter into a contract with a vendor for online ticket sales. Reports from online ticket sales should reconcile with amount received from online ticket sales. Contact the Cobb County School District Athletic Department or Performing Arts Department for more information.



Special Event Ticket Sales Log

Form FS-341, Special Event Ticket Sales Log, is optional and may be used in lieu of individual student receipts for Special Event ticket sales.

1. If the FS-341, Special Event Ticket Sales Log, is used and numbered tickets are sold, a corresponding FS-178, Ticket Inventory Log, should be completed.

2. The school Bookkeeper should issue a receipt to the cashier from their receipt book for the total receipts received.

3. The school Bookkeeper should issue a Master Receipt from activity accounting.

4. These procedures should be followed for any numbered item sold in lieu of tickets (i.e. numbered bracelets).

Sports Passes

High Schools are allowed to sell sports passes for attendance at multiple sporting events for one reduced price. Before the sale of these passes, the Principal and school Athletic Director should determine the percentage breakdown of the athletic pass receipts to the appropriate athletic sports. When the school Bookkeeper posts the sports pass receipts in activity accounting, this percentage breakdown may be used to distribute receipts to the appropriate athletic accounts, or the total of receipts may be posted in an Athletic Management Account. Refer to the Local School Accounting Chart of Accounts concerning the use of this account.

Required Reports

The following reports are required to be completed for athletic or special events involving the sale of pre-printed tickets:

FS-178 Ticket Inventory Log

1. The school must complete an FS-178, Ticket Inventory Log, for ticket inventory purposes. The packing slip from the current ticket order should be retained to verify the number of tickets on hand. A separate log should be kept for each ticket color. The staff member who has custody of the FS-178 should not be the same person who initials the tickets out for distribution.



2. When tickets are distributed for an event, including Complimentary Tickets, the FS-178, Ticket Inventory Log, must be completed with the date tickets are distributed (“date logged out”), the beginning ticket number issued, the type of ticket and description of the event. When tickets are returned to storage, the Ticket Inventory Log must be completed with the beginning ticket number returned and the number of tickets used. The log should be initialed in the space provided. The Principal is required to sign the logs at the end of the year.

FS-175 Gate Report for Ticket Sales

1. Each ticket seller (Cobb County School District (CCSD) employee) must complete the FS-175, Gate Report for Ticket Sales. This form provides a reconciliation of the ticket seller’s unused tickets with the cash returned. The Gate Supervisor or Administrator must approve each form.

2. Prior to the event and if applicable, the CCSD employee will initial the FS-175 acknowledging they have received the change fund and verified the change fund amount.

3. After the event and if applicable, the CCSD employee will initial the FS-175 acknowledging return of the change fund.

4. The school Bookkeeper should issue a receipt to the CCSD employee from her receipt book for the net revenue received.


6. The school Bookkeeper should issue a receipt to the CCSD employee from her receipt book for the change fund, if the change fund is being redeposited, and issue a Master Receipt from activity accounting.

7. The original FS-175, Gate Report for Ticket Sales, and FS-178, Ticket Inventory Logs, must be retained and filed with the school’s annual financial records. If desired, the Athletic Director, Event Sponsor, or their designee, may retain copies of these documents with their athletic or special event records.

Tickets Printed by the School

It is recommended schools use pre-printed tickets; however, the school may print its own tickets for use at events. These tickets must be numbered sequentially, and the software



program used must be controlled by a school Administrator, or their designee. These tickets must be issued using the Ticket Inventory Log procedures.

Cell Phones Principals are allowed to use local school activity funds to purchase cellular phone equipment and/or service for work-related communications providing the school has budgeted sufficient funds for these expenses. Please refer to Cobb County School District (CCSD) Administrative Rule ECI-R, Communications System, for additional information on communication procedures. For information regarding CCSD cell phone procedures contact the Vendor and Documentation Specialist, Technology Services.

Change Funds Change funds for ongoing activities including, but not limited to, school store and Instructional Business Program must be secured nightly in the primary school safe. At the end of the school year, the change fund must be redeposited and posted in activity accounting in the same amount as requested.

The school Bookkeeper should reconcile change funds for ongoing athletic or special events to the total change fund before and after each event.

High Schools

High schools with a checking account at the District’s bank order their change in compliance with the bank’s change order system. Sufficient time should be allowed for the change fund to be processed by the bank and delivered to the school.

1. An FS-381, Purchase/Payment Source Document, completed in its entirety and approved by the Principal, is required to request and document the change fund.

2. An FS-420, Change Order Entry Form, must be completed and phoned in to the bank to obtain the bank’s confirmation number.

3. Scan and email the completed FS-420 to Local School Accounting on the same day as obtaining the bank’s confirmation number.

4. The school Bookkeeper is required to post the requested change fund to the Change Fund account in activity accounting.



5. The change fund will be delivered to the school within five business days via the armored car service. If the change fund is not received timely, please contact Local School Accounting for specific instructions.

6. The school Bookkeeper will verify the amount received and secure the change fund in the primary school safe.

7. The school Bookkeeper should verify the amount of the change fund and issue a receipt from her Student Receipt Book to the person returning the change fund for football games or other special events.

8. The return of the change fund for all football games or other special events should be posted in activity accounting in the same amount as requested and should be deposited no later than the business day following the event.

9. The return of the change fund for all other athletic events should be posted in activity accounting in the same amount as requested and deposited at the conclusion of each athletic season.

High schools with a checking account at a bank other than the District’s bid bank should contact Local School Accounting for instructions.

If an emergency occurs and the change fund cannot be ordered from the bank in sufficient time for an event, all high schools may follow the procedures for elementary and middle school change funds. Refer to the Elementary and Middle Schools Change Fund section below.

Elementary and Middle Schools

Elementary and middle schools should make change fund checks payable to a Principal designated staff member without check signing authority.

1. Complete an FS-381, Purchase/Payment Source Document, in its entirety and obtain the Principal’s signature before writing a check for the change fund.

2. The check should be made payable to the name of the staff member/Petty Cash (ex. Jane Doe/Petty Cash).

3. The staff member will go to the bank with a state issued ID, cash the check, return to school with the change fund and give it to the school Bookkeeper to verify amount received and secure in the primary school safe.



4. The sponsor of the event to whom the change fund is given becomes the custodian of the fund.

5. The original change fund amount is verified and returned daily to the school Bookkeeper and must be secured in the primary school safe.

6. The change fund must be posted in activity accounting at the completion of the event and in the same amount as requested.

7. For book fairs, an FS-381 completed and requested by the Media Specialist and approved by the Principal, is required to request the change fund. Refer to the School Sponsored Book Fair section for additional procedures.

Food and Nutrition Services

Please refer to the Food and Nutrition Services Department for the financial procedures concerning lunchroom change funds.

Checking, Savings and Investment Accounts Following are requirements for all school checking, savings and investment accounts:

1. Each school is authorized to maintain one checking account for school funds.

2. The opening of all school bank accounts (checking, savings or investment accounts) must receive the authorization of the Accounting Manager in Financial Services.

3. All new school checking accounts must be opened in the District’s bid bank.

4. Once the Principal has received authorization from the Accounting Manager, completed and returned the signature card with any additional documentation required from the financial institution, the school may proceed to use the account(s).

5. All savings and investment accounts must be opened in a federally insured banking institution and must be held in the name of the school.

6. A copy of the most recent signed signature card should be kept with the school’s annual financial records.



7. Bank account information should never be provided to any vendor for debiting local school bank accounts directly without written approval from the Accounting Manager.

Check Signing Authority and Responsibility on Accounts

The Principal is required to be a signing authority on each bank account. The Principal is the only person authorized to have signing authority or access to savings and investment accounts. The Principal must have at least one additional school Administrator with check signing authority and may designate up to two school Administrators to have check signing authority on the school’s checking account. At the beginning of each school year, the Principal is responsible for verifying signing authorities are correct for all bank accounts. Any changes in school administration may result in needed changes in the signing authority on the bank account signature card (checking, savings, and investment accounts). Email Local School Accounting at [email protected] for assistance in updating the school’s bank account signature card.

All Administrators who are authorized check signers will be held responsible for each check they sign. Each Administrator’s signature must be original and signed in black or blue ink. A signature stamp is not allowed. The authorized check signer is responsible for reviewing the disbursement package for the following requirements:

1. Pre-approval of purchase by the Principal or designee.

2. Validity and propriety of the disbursement.

3. Proper supporting documentation, signatures and account number(s).

4. Compliance with disbursement procedures in this manual.

Changing Check Signers

Approval from Local School Accounting is required to change the signing authority on all school accounts (checking, savings, and investment accounts). The Principal should acknowledge via email to Local School Accounting at [email protected], the name(s) and title(s) of the new check signer(s).

If the school’s account is with the District’s bid bank, Local School Accounting will prepare the new signature card(s) and then forward to the school. The Principal will obtain all necessary signatures and will forward the original copy of the new signature card to Local

mailto:[email protected]

mailto:[email protected]



School Accounting. The bank will be notified of the requested change(s) and the Principal will be provided a copy of the new signature card.

If your school’s account is not with the District’s bid bank, Local School Accounting will forward the Principal’s email or letter to the Accounting Manager. The Accounting Manager will notify the bank of the requested change(s) and provide a copy of the authorization request to the Principal. The bank will send the signature cards to the school for updating.

Lunchroom Account

Food and Nutrition Services maintains a separate depository account for all lunchrooms. Questions regarding the lunchroom account should be directed to the Food Services Accounting Department.

Taxpayer Identification Number

The Cobb County School District (CCSD) taxpayer identification number is to be used only for the local school accounts. This number must not be given to booster organizations, parent teacher organizations, school foundations, student organizations or other school support organizations to be used as their taxpayer identification number for bank accounts and vendors.

Ordering Bank Supplies

1. Checks for local school checking accounts are ordered by Local School Accounting each school year based on current inventory.

2. Bank supplies, including deposit slips, currency straps and deposit bags can be ordered from Local School Accounting by completing the FS-429, Bank of America Bank Supply Order Form. School Bookkeepers should request deposit slips, deposit bags, and other banking supplies timely.

3. Additional bank endorsement stamps may be ordered from an office supply company.



Cashing Personal Checks

The cashing of personal checks from cash on hand at the school is prohibited. This includes, but is not limited to, change fund checks for athletic or other extracurricular activities and local school checks made payable to staff, faculty or security officers.

Returned Checks

Local School Accounting receives returned check notifications from the banking institutions. Local School Accounting processes all returned checks and forwards copies to the schools at month end.

At the Principal’s discretion, parents or students who issue two or more returned checks may be prohibited from writing checks to the school.

Contracts Principals may enter into contracts obligating the school. The Principal must sign all contracts obligating school funds. There is no delegation of contractual authority to school staff. The following general guidelines apply to all contracts:

1. Per Cobb County School District (CCSD) Administrative Rule, JHA-R, Student Activities Fundraising, Principals may not sign fundraising contracts obligating school or county funds for a period longer than their current employment contract period.

2. If a Principal wants to enter into a fundraising contract for a time longer than their current employment contract period, they must seek approval from their Assistant Superintendent.

3. All contracts must comply with current State of Georgia and CCSD accounting and purchasing policies, including the Georgia Security and Immigration Compliance Act (OCGA 13-10-90) and HB 87 - Illegal Immigration Reform and Enforcement Act of 2011.

4. All contracts must comply with CCSD Board of Education Policy DI, Accounting and Reporting, and CCSD Administrative Rule JHA-R, Student Activities Fundraising.

5. An FS-213, Performance Contract, approved and signed by the School Principal is considered prior approval for local school disbursements made for the contract.



6. All contract payments paid with Local School Activity Funds, should have a completed and approved FS-381, Purchase/Payment Source Document in addition to the FS-212, Contract Remittance.

7. A faxed or scanned contract is acceptable.

8. Performance contracts are not required for book fairs, picture or vending contracts; however, an annual written agreement is required between the Principal and vendor. All fundraiser contracts must comply with the requirements as outlined in District Administrative JHA-R, Student Activities Fundraising.

9. Confirmation requisitions should be entered for payments on existing contracts with Procurement Services.

For further information regarding Performance Contracts refer to the Introduction to Performance Contracts module on the Cobb Teaching and Learning System (CTLS).

Contracts with Non-Employees Paid from County Funds

The FS-213, Performance Contract and the FS-212A Paid with Central Office/Local School Allotment Funds, Contract Remittance, are to be used for all services, commissions or other forms of compensation paid to corporations or individuals who are not employees of the Cobb County School District (CCSD) when paid from county funds.

Form FS-213, Performance Contract, must be completed and approved PRIOR to Contractor's performance of services and prior to the processing of the FS-212A, for payment when using county funds.

Form FS-213MOD, Performance Contract Modification, must be completed if changes are made to the contract terms and conditions, dates of service or payment schedule or if the contract amount increases.

All contracts paid with county funds will be held by Accounts Payable. Bookkeepers must ensure copies are maintained with the school’s annual financial records.

Questions regarding contracts paid with county funds should be directed to the Accounts Payable Department.



Contracts with Non-Employees Paid with Local School Activity Funds

In addition to a completed and approved FS-381, Purchase/Payment Source Document, the FS-213, Performance Contract, and the FS-212B, Contract Remittance Paid with Student Activity Funds, are to be used for all services, commissions or other forms of compensation made to corporations or individuals who are not employees of the Cobb County School District (CCSD) when paid from local school activity funds. Contracts must comply with State of Georgia and Cobb County School District accounting and purchasing policies and procedures.

Form FS-213, Performance Contract, must be completed and approved PRIOR to Contractor's performance of services and prior to the processing of the FS-212B for payment when using local school activity funds.

Form FS-213MOD, Performance Contract Modification, must be completed if changes are made to the contract terms and conditions, dates of service or payment schedule or if the contract amount increases.

If a check is issued to a non-employee and the non-employee is unable to perform the services, the check must be returned to the school Bookkeeper and voided in activity accounting.

All contracts paid with local school activity funds will be held by the school Bookkeeper with the school’s annual financial records. The FS-212B, and the first page of the FS-213, Performance Contract must be submitted to Local School Accounting at the time of payment for 1099 tax reporting purposes. Questions regarding contracts paid with local school activity funds should be directed to Local School Accounting.

Contracts with Non-Employees Paid with both Local and County Funds

If a contract is entered into using both county and local school activity funds, the school Bookkeeper will send a check for the local portion of the contract to the Cash Specialist in Accounting Services with instructions to post to the appropriate county account code. A pre-approved FS-381, Purchase/Payment Source Document, is required for the check issued from local school activity funds.



The FS-213, Performance Contract, must be completed, sent through the approval process, and assigned a contract number by Accounts Payable. All contracts paid with county funds will be held by the Accounts Payable Department. School Bookkeepers will ensure copies are maintained with the school’s annual financial records.

Contracts with Employees

All Cobb County School District (CCSD) employees must be paid through Payroll using the Supplemental Pay entry in Consolidated Time Management System (CTMS) for any services performed beyond their contracted workday. It is the Principal’s responsibility to obtain prior approval from the appropriate Human Resources Administrator before services are performed. Most types of additional compensation to employees are recorded on the FS-187, Supplemental Pay Form, and entered directly into CTMS by the school Secretary. This form and instructions are available on the CCSD Intranet Support Site in the Form Bank. It is the Principal’s responsibility to ensure dual pay does not occur.

Book Fair Contracts

The contract for the book fair sale sponsored by the school shall be between the local school and the book fair company, signed by the Principal and filed with the school’s annual financial records each fiscal year. This contract serves as pre-approval of costs incurred for the book fair.

Picture Contracts

A written agreement between the school and the picture company must be signed by the Principal and filed with the school’s annual financial records each fiscal year.

Vendor Contracts

A written agreement between the school and any company providing vending services to the school must be signed by the Principal and filed with the school’s annual financial records each fiscal year. The contract should clearly state the amounts of commission to be received on all products and the frequency of commission payments. Commission statements should be provided by the vending company to support the amount of commission paid.



Control Documents The Principal has responsibility for all control documents issued to the school. Control documents include local school checks, Master Receipts, Student Receipt Books, Classroom Remittance Report Books and Local School Purchase Orders. These documents should be properly secured.

Counterfeit Money We recommend purchasing a counterfeit detector pen from our office supply bid vendor. Please refer to the website below for additional information regarding counterfeit money.

http://www.wikihow.com/Detect-Counterfeit-US-Money

If you are presented with suspected counterfeit money, do not return the money to the payee and immediately notify the following:

1. Your Administrator

2. The Cobb County School District (CCSD) Police Department

3. Your Local School Financial Specialist

Deficit Balances Principals should monitor local school activity account balances throughout the year. It may be necessary for some accounts to have deficit balances while awaiting collections or reimbursements. All transfers to cover specific disbursements should be made at the time of the disbursement.

Discretionary Accounts Some sources of Local School Activity Funds, including but not limited to, Op: Principal Discretion, Op: Interest Income, FR: Vending Accounts and FR: Pictures may be used, per the Local School Accounting Chart of Accounts, at the discretion of the Principal and are therefore referred to as Discretionary Accounts.



Disposition and Retention of Financial Records Unaudited school financial records, including but not limited to documents scanned into Tyler Content Manager, must be maintained at the school. Schools may request their audited school financial records be removed from the school for retention at the warehouse each year. It is the responsibility of each school to ensure all retention schedules are followed. Procedures concerning the period of time to retain, as well as, disposal of the school’s financial records are found on the Procurement Services Home Page under Records Management. School records must never be thrown away or discarded by the school. In order to remove the records, the location will contact the Office of Records Management with details of the records they wish to remove and request a transaction number, packaging information and supplies.

Electronic Cash Registers Procedures Electronic cash registers can be used for ticket sales at the discretion of the Principal. Registers streamline the process of reconciliation and financial reporting. Athletic and special event revenue procedures should be followed. When using electronic registers, the FS-233, Gate Report for Cash Register Sales replaces the FS-175, Gate Report for Ticket Sales, and the FS-223, Register Inventory Log, replaces the FS-178, Ticket Inventory Log.

When selling tickets for multiple events, the cash register should be programmed so sales of individual event tickets may be tracked. For questions regarding the school’s electronic cash register operating instructions, programming or errors, refer to owner’s operating manual.

Required Reports

The following reports are required to be completed for athletic or special events involving the sale of tickets when using a cash register:

FS-223 Register Inventory Log

1. The FS-223, Register Inventory Log, should be maintained for each register.

2. Each entry on this form should correspond to an FS-233, Gate Report for Cash Register Sales. Each entry should include the date of use, the beginning and ending receipt number and event for which the register was used.



3. The person to whom the register was issued should initial the log entry.

4. The beginning and ending receipt numbers recorded should be continuous. If the numbers are not continuous, the reason should be documented.

FS-233 Gate Report for Cash Register Sales

1. The FS-233, Gate Report for Cash Register Sales, should be completed for each register at each event (or set of events). The FS-233 should be completed as outlined below. Any steps requiring the use of a manager (MA) key should be performed by an Administrator or the Special Event Sponsor.

2. Prior to the event and if applicable, the cashier or Administrator will initial the FS-233 acknowledging they have received the change fund and verified the change fund amount.

3. After the event and if applicable, the cashier or Administrator will initial the FS-233 acknowledging return of the change fund. The school Bookkeeper should issue a receipt to the cashier from her receipt book for the net revenue received and issue a Master Receipt from activity accounting.

4. The school Bookkeeper should issue a receipt to the cashier from her receipt book for the change fund if the change fund is being redeposited and issue a Master Receipt from activity accounting.

Pre-Event Procedures

1. At the desired location, plug the register into an electrical outlet.

2. The manager (MA) key holder selects the Z1 position on the mode switch using the manager (MA) key.

3. Press the decimal key followed by the CA/AT key. This will produce a Z1 report printed to a receipt. This receipt should have a zero total and no department totals. It will show grand totals. If the Z1 report shows anything but a zero total or displays department totals, the register has been tampered with since the last closing Z1 report was run. Once the report has been run, place the mode switch in the “OFF” or “REG” position and remove the manager (MA) key. Refer to your cash register manual as needed.



4. Complete the top portion of the FS-233, Gate Report for Cash Register Sales, including the Beginning Receipt Number (found on the Z1 report as the four digits following the register number).

The above four steps should be repeated for each register opened.

Post-Event Procedures

1. Run a Z1 report following the instructions above. Refer to your cash register manual as needed.

2. Record the following on the FS-233, Gate Report for Cash Register Sales:

A. The number sold (indicated on receipt as Q) and the sales amount for each department.

B. The Grand Total Sales (indicated on receipt as TL).

C. The Ending Receipt Number.

D. Count the money in the drawer and record the amount on the form.

E. Record any overage or shortage and explain the reason for the discrepancy.

F. Have the Administrator and/or Gate Supervisor sign and date the form.

Attach Z1 reports to the FS-233, Gate Report for Cash Register Sales. The original FS-223, Register Inventory Log, and FS-233, Gate Report for Cash Register Sales, should be filed together and kept with the school’s annual financial records. If desired, the Athletic Director, Event Sponsor, or their designee, may retain copies of these documents with their athletic or special event records. For questions regarding the school’s electronic cash register operating instructions, programming or errors, refer to owner’s operating manual.

Additional Electronic Cash Register Recommendations

1. If the register can accommodate a custom logo imprint on the top of each printed receipt to aid in the detection of fraudulent tickets, it is recommended to use this feature.

2. Presale tickets can be sold as Single Item Cash Sales in order for an individual receipt to print for each ticket sold. Refer to the school’s electronic cash register operating manual for further details on Single Item Cash Sales.



3. Rolls of actual tickets should be on hand for use in the event of a power failure.

4. Advancing the journal paper at the end of each day’s sales will aid in the search for daily activity.

5. When possible, programming functions should be performed between opening and closing Z1 reports to eliminate gaps in sequential receipt numbers from one day’s transactions to the next. If programming functions are performed at other times, the programming record receipt(s) should be filed and recorded in the FS-223, Register Inventory Log.

Ethics Per Cobb County School District (CCSD) Administrative Rule GAGC-R, Employee Ethics, all District employees have the responsibility to uphold the public trust and refrain from using their position for private benefit.

All professional employees are expected to adhere to The Code of Ethics promulgated by the Georgia Professional Standards Commission as referred to in CCSD Administrative Rule GAGC-R, Employee Ethics.

Faculty Accounts A faculty committee should be established at each school collecting faculty dues to approve the Faculty Account Budget. A budget should be established each year detailing expected sources of revenue and disbursements from faculty funds. The budget and a list of faculty committee members should be maintained with the school’s annual financial records. Minutes from faculty meetings should be maintained, as well, to document approved expenditures.

Field Trips and School Activities Field trips must comply with Cobb County School District (CCSD) Administrative Rule IFCB-R, Field Trips. CCSD Field Trip Procedures are located on the Employee Intranet Support Site. Please refer to the CCSD Travel Regulations for District travel regulations when staff will be traveling with students.

Each field trip or school activity should be self-supporting. Donations collected and/or payments disbursed should be assigned an account number from the Local School




Accounting Chart of Accounts and recorded on the appropriate FS-435 (A, B or C), Account Mapping form.

Field Trips

1. A field trip must be pre-approved by the Principal on IFCB-1, Field Trip Request form, and is considered prior approval for local school disbursements made for transportation, substitute billing and other costs related to the field trip.

2. All travel with students must be entered in the Field Trip Management System and comply with CCSD Administrative Rule IFCB-R, Field Trips.

3. Consideration should be given to the entire cost of the trip, including but not limited to, admission tickets, meals, transportation, tips and substitute teachers before determining how much to request from students.

4. Tip payments to bus drivers and tour guides are allowed if included in the requested donation amount. It is recommended to arrange payment of these amounts through the bus carrier or travel agency and to have the tip amount included in the Performance Contract.

5. Detail all costs of the trip in school correspondence to parents.

Prior to the day of the field trip or activity, the staff member organizing the field trip or activity should determine if donated funds collected will cover the cost of the entire trip or activity. If the donated funds are not sufficient, the trip or activity may be canceled unless the Principal chooses to cover the deficit with other local school funds. If the trip is canceled, parents should be issued a refund unless they designate in writing the trip fee may be considered a donation to the school.

The school will receive an invoice generated by Financial Services for payment of substitute teachers for field trips and transportation provided by official CCSD buses. The payment of these invoices should be posted to the assigned field trip account.

1. If a positive balance of less than $25 per student is remaining in the field trip/activity account after the field trip/activity is complete and all expenses have been paid:

A. The school may use this money, at the discretion of the Principal, for another current year trip or activity to benefit the same group of students who overpaid; or




B. Transfer the positive balance to the Main FT/ACT Account: 1000 (ES) 2000 (MS) 3000 (HS).

2. If a positive balance of $25 or more per student is remaining in the field trip/activity account after the field trip/activity is complete and all expenses have been paid:

A. Review the entries in the account to determine why the excess occurred and if any additional action is necessary prior to year-end.

B. The parent/guardian should be given the option of a refund or to apply the balance toward a future activity planned for the same group of students.

C. If no future activity is planned, the parent/guardian should be given the option to submit a written request for a refund or to donate the amount to the school.

D. If a refund is requested, a school check should be issued for the remaining balance.

3. If a deficit balance is remaining in the field trip/activity account after the field trip/activity is complete and all expenses have been paid:

A. Research the source of the deficit balance and consult with your Principal.

B. With the Principal’s approval, transfer funds for any deficit balance from a corresponding Grade Level & Multi-Grade FT/ACT or your Main FT/ACT Account to the appropriate Grade Level & Multi-Grade FT/ACT Account.

After all invoices have been received and field trip expenses have been paid, the balance in each field trip account should be brought to zero by transferring funds to or from the grade level Main FT/ACT Account. The grade level Main FT/ACT Account may maintain a balance of $2,500 or less. This will allow the school to provide for occasional minor overages or underpayments of field trips, since it is not always possible to calculate the exact cost of a trip. Any excess funds over $2,500 should be used for current year activities and field trips and should benefit all students equitably.

Parking Parking revenues are collected for semester parking fees, second car decals, one-day decals, fines and staff parking tags. Each type of revenue is posted to a separate account on the school’s annual financial records.



The following financial procedures are required for parking:

1. All money collected for parking (including one day parking receipts) should be remitted to the school Bookkeeper on the day collected. The school Bookkeeper must verify and deposit this money.

2. All revenue collected for parking must be received in Accounting Services within 10 business days after the end of the semester.

3. The FS-121, Parking Fee Remittance Report, should be completed and signed as per instructions. The original FS-121 and a copy of the school parking revenue check should be mailed to Financial Services within 10 business days of semester end.

4. All parking fines should be receipted in a Student Receipt Book unless paid online. The school may keep all collections from parking fines and use them in accordance with the Local School Accounting Chart of Accounts.

Procedures to Sell Parking Decals

The following procedures to sell parking decals should be followed:

1. Verify the quantity and sequence of decal numbers received from the Cobb County School District (CCSD) Police Department listed on the Transmittal Form are correct and all decals were received. Notify the CCSD Police Department of any discrepancy and send a copy of the correspondence to Local School Accounting.

2. Issue the decals in sequential order, beginning with the first number issued to your school by the CCSD Police Department in the category of first semester decals, second semester decals, one-day decals.

A. Any decals “On Hand” from first semester must be returned to Local School Accounting with the completed FS-121 Parking Fee Remittance Report, and not re-issued for second semester.

B. New decals sent by the CCSD Police Department must be issued for second semester.

C. One-day parking decals “On Hand” at the end of the first semester may be used in the second semester. One day decals “On Hand” should be returned to Local School Accounting at the end of the second semester.




3. Form FS-338, Parking Receipt Log, should be used for the sale of semester and second car decals. All information on the form should be accurately completed. A copy of a completed Parking Permit Application and Vehicle Registration form (Form PAVR) is the student’s receipt.

4. Form FS-338, Parking Receipt Log, should be totaled, signed and given to the school Bookkeeper with the correct amount of cash and checks each day decals are sold.

5. A new FS-338, Parking Receipt Log, is used each day decals are sold.

6. Online payments may be accepted for the purchase of parking decals.

7. A Classroom Remittance Report Book should be used to record the collection of daily parking receipts. Enter the decal number issued on individual signature lines of each receipt.

8. No refunds may be given in cash from funds collected while selling decals.

9. Refunds must be made via a school check issued by the school Bookkeeper. The refunded decal and student information should be given to the school Bookkeeper.

10. Voided decals must be returned to the school Bookkeeper with an explanation why the decal was voided.

11. Mark your calendar or use some method to note the dates and changes in prices of decals per the CCSD Police Department to ensure students are charged correct prices for each category and are not overcharged for the decals.

Procedures to Receipt Parking

The school Bookkeeper should balance the FS-338, Parking Receipt Log, and agree the totals on the form to the amount of money turned in.

1. The school Bookkeeper should issue a receipt from her receipt book to the person submitting the FS-338, Parking Receipt Log.

2. The school Bookkeeper should post receipts to the appropriate parking account in activity accounting.

3. The beginning and ending decal numbers sold should be listed on the “Note” line in activity accounting.




5. The school Bookkeeper’s deposit package should include:

A. A copy of the Master Receipt.

B. The original FS-338, Parking Receipt Log.

Passwords and Usernames Password and username information for online services should never be shared.

Payroll

Supplemental Salary

Payment to employees of the Cobb County School District (CCSD) for services, which are unrelated to their regular duties, is permitted, provided the services are not rendered during the employee’s regular workday.

All CCSD employees must be paid through Payroll using the Supplemental Pay entry in Consolidated Time Management System (CTMS) for any services performed beyond their contracted workday. It is the Principal’s responsibility to obtain prior approval from the appropriate Human Resources Administrator before services are performed. Most types of additional compensation to employees are recorded on the FS-187, Supplemental Pay Form, and entered directly into CTMS by the school Secretary. This form and instructions are available on the CCSD Intranet Support Site in the Form Bank. It is the Principal’s responsibility to ensure dual pay does not occur. For additional information, refer to the Contracts with Employees section of this manual.

Cash Gifts to Employees

Any cash gift, prize, award, gift card or gift certificate given to Cobb County School District (CCSD) employees from local school discretionary funds, including Principal discretionary funds, controlled by the Principal is not recommended due to IRS tax regulations. These cash gifts are considered taxable, employees would have the valued amount of the gift added to their total yearly earnings, and appropriate taxes would be withheld. Please contact the Payroll Department with any questions regarding taxable gifts to employees.

Any cash gift, prize, award, gift card or gift certificate given to CCSD employees from the following sources of funds do not have to be processed through the Payroll Department:



1. Gifts made by individuals;

2. Gifts made by class and clubs;

3. Gifts made by student and school support organizations;

4. Funds donated to the school and designated by donor to purchase gift cards for CCSD employee incentives and/or recognition; or,

5. Faculty/hospitality contributions.

Performing Arts The Cobb County School District (CCSD) collects donations from elementary and middle school parents for Performing Arts programs. These donations are collected at the schools and remitted to the District per instructions from the Performing Arts Supervisor.

Questions related to the Performing Arts program should be directed to the Performing Arts Supervisor.

Professional/Institutional Dues Professional organization dues and fees may be paid using local school funds if the membership is institutional and provides a benefit to the school. However, payments of non-professional, personal membership dues for individuals are not allowed.

Property Control Principals are responsible for all equipment and other school property used in school related activities, whether or not the activities occur during school hours or on school property. Equipment defined as Inventoried Property must be tagged with a District bar code decal and entered into the Munis Capital Assets module for inventory control purposes.

Refer to the Property Control Users Guide located on the Financial Services University. Questions should be directed to the Property Control Department.



Scholarships & Memorials Beneficiaries of scholarships and memorials should be approved by the Principal and/or committee.

School Budget and Financial Records It is recommended the Principal prepare a school budget to forecast local school revenues and the allocation of these revenues to anticipated and appropriate local school expenditures. This budget should be kept with the school’s annual financial records.

School financial transactions are recorded in activity accounting software. This program produces financial reports to assist school administration in monitoring the financial position of the school. The school Bookkeeper is trained on this program and is responsible for assisting the Principal in obtaining and interpreting financial information.

School Fundraising All school, school support organizations and After School Program fundraising projects must be approved in accordance with CCSD Administrative Rule JHA-R, Student Activities Fundraising. All school and After School Program fundraising projects must be pre-approved on JHA-1, Fundraiser Proposal and Approval form, and is considered prior approval for local school disbursements made for costs related to the fundraiser.

If the school Bookkeeper is involved with the collection of fundraiser money, another employee should assist with verification of funds.

Collection Jars

Collection jars for fundraising activities are allowed if the collection only takes place during non-instructional time, unless otherwise approved by the District. A staff member is responsible for securing the collection jar at all times.

Collections should be removed and counted daily by the staff sponsor or Administrator. The FS-124, Cash/Check Tally Form, should be completed by the staff sponsor or Administrator and turned into the school Bookkeeper with all the jar collections. The collection jar should be secured overnight.



Commitment Cards

Commitment card funds should be used in accordance with the company’s guidelines.

Raffles

Refer to Cobb County Sheriff’s Department for guidelines pertaining to operating a raffle: http://www.cobbsheriff.org.

Community Fund Drives

Community Fund Drives are to be conducted in accordance with CCSD Administrative Rule JHA-R, Student Activities Fundraising.

Employee Fund Drives

Fundraising and/or employee assistance drives are governed by CCSD Administrative Rule GAHA-R, Staff Participation in Community Activities and District Policy GAHA, Staff Participation in Community Activities.

Instructional Business Program

The application for Approval of Instructional Business Program, completed and signed by an Administrator, should be maintained in the school’s annual financial records.

After money is collected for each activity, the funds should immediately be counted, recorded on an FS-124, Cash/Check Tally Form, with approved signature of the Principal or appropriate Administrator and submitted to the school Bookkeeper for verification and deposit in the Instructional Business Program Account.

Questions concerning the Instructional Business Program should be directed to the Director of Special Education.

Online Fundraisers

The Principal shall ensure the prior approval of all fundraising activities, including those by school support organizations, in accordance with CCSD Administrative Rule JHA-R, Student Activities Fundraising.



Picture Commissions

Picture commissions earned by the school may be used at the Principal’s discretion in accordance with the Local School Accounting Chart of Accounts. For additional information concerning Picture Contracts, refer to the Contract Section in this manual.

School Store

The Principal shall ensure the prior approval of all fundraising activities, including those by school support organizations, in accordance with Cobb County School District (CCSD) Administrative Rule JHA-R, Student Activities Fundraising. Please also refer to Non-Commission Basis Vending Procedures if the School Store is selling, storing and replenishing snack product vending inventory.

Bingo Night

Refer to the Bingo Unit of the Georgia Bureau of Investigation (GBI) at http://investigative.gbi.georgia.gov/bingo-unit for specific guidelines dealing with operating a Bingo Night Fundraiser.

Vending Operations

School vending operations may be operated on a commission or non-commission basis. Vending commission earned by the school may be used at the Principal’s discretion in accordance with the Local School Accounting Chart of Accounts. For additional information concerning Vending Contracts, refer to the Contract Section in this manual.

Non-Commission Basis Vending Procedures

The following procedures should be followed when schools elect to operate their vending machines on a non-commission basis, including but not limited to drinks, snacks and pencil machines, (recommended for Elementary & Middle Schools only).

1. Vending products should be stored in one secure central location that has a deadbolt lock (or other secondary lock) installed on the door.

2. The Principal should designate two employees to fill the machines, collect and count money from the machines. These two employees should always accompany each other during the collection of money and/or filling the machines. It is

http://investigative.gbi.georgia.gov/bingo-unit



recommended the school Bookkeeper not assist in the collection of vending receipts; however, it is not prohibited.

3. A signed FS-124, Cash/Check Tally Form, should accompany the money turned into the school Bookkeeper.

4. The employees designated to collect and count money removed from the machines should remain with the money until the school Bookkeeper counts it. The school Bookkeeper and employees should agree to the count.

5. All vending machine money should be prepared for deposit and dropped for armored car pickup on the day it is removed from the machine. A copy of form FS-124 should be included with the deposit package.

6. Money collected from vending machines should be counted separately. Separate vending activity accounts are included in the Local School Accounting Chart of Accounts to provide an accurate accounting of each operation’s profitability.

7. All drinks, snacks or pencils provided to individuals or groups free of charge should be documented on the applicable form FS-113, Product Giveaway/Loss Report. This form lists the number of items given away, to whom they were given and the reason. Damaged or expired items should also be recorded on this form when the items are discarded.

8. The actual number of products purchased should be clearly marked on each receipt or invoice at the time of delivery. An inventory count should be performed and the results documented in the school’s annual financial records.

9. If a school is unable to follow the above procedures, it may be necessary for the Principal to place the vending operation with a company offering commission on a contractual basis. Any theft or suspected theft of product or cash must be immediately reported in accordance with Cobb County School District (CCSD) Administrative Rule DIE-R, Fraud Prevention.

10. If the vending operation changes from non-commission, the school must ensure money is collected or credit is received for products in the machines.

Yearbooks

Refer to Cobb County School District (CCSD) Administrative Rule JHA-R, Student Activities Fundraising, for information regarding the production of yearbooks.



School Payment Boxes In addition to the primary school safe, some elementary, middle, and high schools have a payment box (or boxes) for receiving student money. Each payment box has an electronic lock with only one (1) Personal Identification Number (PIN). The Principal is responsible for deciding how limited access to the PIN will be handled within the school. The Principal should know the PIN and serve as (or designate) a backup for the school Bookkeeper. The PIN should be changed anytime the number has been compromised. Refer Change a PIN on a Payment Box on the Financial Services University.

Primary School Safes The Principal is responsible for the security of school funds and maintaining the access to the school safe. The school safe is the primary safe for storing school money, contains either two or three compartments and is bolted to the floor. Electronic locks monitor each compartment of the safe and can provide a computer audit report listing each time the safe is opened and by whom. A Personal Identification Number (PIN) is used to identify the individual who opened the safe. This information will be used in case of a loss of funds at a school.

All school money and change funds must be secured in the primary school safe overnight. If a school has additional safes for temporarily storing money during the day, the money must be secured in the primary school safe overnight.

Occasionally, the Principal may decide to temporarily allow school support organizations to store their money in the primary school safe. This money should be retrieved within one or two business days by the support organization member and at a time considered convenient by school staff.

Any problems with the primary school safe or safe locks should be reported immediately to Local School Accounting.

Top and Middle Compartments

Personal Identification Number (PIN)

Based upon the needs of the school, the Principal should authorize who will have access to each lock. Each person authorized to access the primary school safe has a Personal



Identification Number (PIN) enrolled in the lock(s) to which the user has been assigned. Principals should have PINs enrolled in the top lock of two-compartment safes and top and middle locks of three-compartment safes.

All PINs must be kept confidential. Each employee with a PIN enrolled in a lock on the primary school safe must be listed on the FS-339, School Safe Authorization & Confidentiality Agreement. Refer to page 1 of the form FS-339 for instructions regarding the completion of the School Safe Authorization & Confidentiality Agreement.

PIN Access Changes and Deletions / Personnel Changes

When a person who has access to the primary school safe leaves their position, their PIN access enrolled in the lock(s) must be removed. The Principal is responsible for ensuring one of the following is done before the employee leaves the school:

1. The safe access is transferred from the exiting employee to the replacement employee, if both are available; or,

2. If the replacement employee is not available, their PIN access is transferred from the exiting employee to a temporary PIN assigned and approved by the Principal or Principal’s designee. Later, when the replacement employee is available, the Principal or designee transfers the temporary PIN access to the new employee; or,

3. If the exiting employee is not replaced or the new employee does not require the same access to the safe, the PIN must be deleted from the lock(s). Contact Local School Accounting to arrange the deletion of the PIN.

Transfers occur by changing the PIN. The transfer only takes a few minutes. Instructions on How to Change a PIN On the School Safe can be found on the Financial Services University. The FS-339, School Safe Authorization & Confidentiality Agreement, must be completed and all signatures obtained each time changes are made to safe access. The Principal is responsible for ensuring the required forms are current.

Bottom Lock (Armored Car Compartment)

Each school has an assigned school access code for the bottom lock. When the school’s access code is used with the special armored car service key, the bottom compartment can be opened. The armored car guard carries the key during pickup service. It is important the armored car guards never know the school’s access code. All employees

http://support.cobbk12.org/formbank/localschoolaccounting/FS-339.pdf

http://support.cobbk12.org/formbank/localschoolaccounting/FS-339.pdf



with access to the bottom lock of the primary school safe must sign the FS-339, School Safe Authorization & Confidentiality Agreement.

The Principal is responsible for ensuring staff members are familiar with armored car pickup procedures and are available to open the bottom compartment for the armored car service.

Other Safes All money must be secured in the primary school safe overnight. Some schools may have other safes to serve as a temporary drop when the primary school safe is not readily accessible; however, change funds should not be stored in these other safes.

School Support Organizations School support organizations, including but not limited to Parent Teacher Association PTA/PTSA, booster organizations, school foundations, and Partners at Large, assist schools by providing volunteers and financial support. These organizations are separate legal entities and must have their own federal tax identification number. They are not allowed to use the District’s tax identification number.

School support organizations must have separate checking accounts and maintain their own financial records. Principals, Administrators and Coaches may not have signature authority on the organizations’ checking accounts or use the organizations’ debit/credit cards.

Fundraisers held by school support organizations must be approved by the Principal in accordance with Cobb County School District (CCSD)Administrative Rule JHA-R, Student Activities Fundraising. All purchases, including invoices, should clearly indicate the support organization has made the purchase. Invoices received at the school on behalf of the support organization indicating the school’s name should be corrected to indicate the support organization’s name.

If a support organization wants to make a purchase to benefit the school and take advantage of the District’s bid pricing, the organization should make a donation to the school. With the Principal’s approval, the school will then make the purchase per the intent of the donor.



School Clubs Funds collected by school clubs must be processed following the school’s financial procedures and accounted for through the school’s annual financial records. Refer to Cobb County School District (CCSD) Administrative Rule JHC-R, School Clubs/Organizations and Student Organizations, for additional information.

Student Organizations Funds collected by student organizations, which are not school clubs, must not be handled as part of the school’s financial procedures or accounted for through the school’s annual financial records. Refer to Cobb County School District (CCSD) Administrative Rule JHC-R, School Clubs/Organizations, and Student Organizations, for additional information.

Tests Test revenue is collected and accounted for in the school’s financial records. Refer to Cobb County School District (CCSD) Administrative Rule IDCE-R, Advanced Placement.

Travel All school personnel are required to follow Cobb County School District (CCSD) Travel Regulations and Procedures as set forth by the Payroll Department. The FS-125, Authorization for Out-of-Town or Overnight Travel, serves as pre-approval for costs incurred for travel. Refer to the Travel Regulations and Procedures located on the Financial Services University.

Travel with Students All travel with students must be entered in the Field Trip Management System, approved by the Principal and comply with Cobb County School District (CCSD) Administrative Rule IFCB-R, Field Trips. For the accounting of this travel, refer to the Field Trips and School Activities Section.



Unclaimed Funds/Outstanding Checks Uncashed checks are referred to as outstanding checks and/or unclaimed funds. Georgia State Law regarding The Disposition of Unclaimed Property Act, states all funds unclaimed by their owners (i.e., vendor, parent, student, etc.) must be tracked annually for a five-year period and the funds remitted to the Georgia Department of Revenue. For additional information refer to Unclaimed Funds module located on Cobb Teaching and Learning System (CTLS).

Use of School Facilities School facilities are substantial investments serving many community needs. Therefore, the District encourages the community use of school facilities be consistent with applicable law. Use of school facilities by community groups and organizations is regulated by the administration through the Facility Use Department. Contact the Facility Use Coordinator for additional information. Also, refer to Cobb County School District (CCSD) Administrative Rule KG-R, Use of School Facilities, for further information.

Solicitation on School Property Refer to Cobb County School District (CCSD) Administrative Rule KJ-R, Advertising in Schools, for regulations and specific information on solicitation on school property.

Advertising on School Property Refer to CCSD Administrative Rule KJ-R, Advertising in Schools, for specific information concerning allowable advertisements.



Section III: Revenue Cycle

Revenue Sources

After School Program

Refer to the After School Program Standard Operating Procedures Manual for specific information regarding ASP.

Book Fairs

Book Fairs Sponsored by the PTA

Collection and accounting of book fair money for PTA sponsored book fairs must be handled through the PTA’s financial records. If PTA collects all book fair money, no school receipting, posting, or depositing is involved.

Book Fairs Sponsored by the School

1. According to Cobb County School District (CCSD) Administrative Rule JHA-R, Student Activities Fundraising, school sponsored book fairs shall operate as an extension of the school media program and may be conducted during the instructional day.

2. Book fair offerings are allowed to be purchased during the student’s instructional time.

3. The book fair sale shall be by contract between the local school and the book fair company.

4. This contract must be signed by the Principal and serves as pre-approval of costs incurred for the book fair.

5. Under the Principal’s direction, the school Media Specialist is responsible for the operation of the school-sponsored book fair and ensuring District policies and procedures are followed concerning the collection of funds.

6. All book fair collections should be turned in to the school Bookkeeper daily. All cash and coins collected should be listed on an FS-124, Cash/Check Tally Form.



The cash and coin, together with checks received, should agree to the total book fair sales.

There are two methods to account for funds collected:

Cash Register

A. The use of a cash register is preferred.

B. A cash register may be supplied by the book fair vendor or purchased by the school with book fair profits.

C. Registers provide a receipt for each sale and a daily summary “Z” tape.

D. The “Z” tape should be printed daily and given to school Bookkeeper.

E. The amount posted must agree with the deposit made.

Classroom Remittance Report Book

A. The Classroom Remittance Report Book should be issued from the school Bookkeeper to a District employee.

B. Each staff member collecting book fair money should be issued a Classroom Remittance Report Book.

C. The pages used should be totaled and balanced to the money collected.

D. The staff member will be given a daily statement from activity accounting to correspond to the page(s) total.

Change Fund for School-Sponsored Book Fair

1. The Media Specialist must complete an FS-381, Purchase/Payment Source Document and obtain Principal’s signature prior to cashing the check for the change fund.

2. The check for the change fund should be made payable to the Media Specialist/Petty Cash or a name of the staff member/Petty Cash (ex. Jane Doe/Petty Cash).

3. The Media Specialist or Principal designated staff member will need a state issued ID to cash the check.

4. The change fund must be stored nightly in the primary school safe.



5. At the conclusion of the book fair, the amount of the change fund must be recorded on an FS-124, Cash/Check Tally Form, and must be returned to the school Bookkeeper.

Book Fair Operated by the Book Fair Company

The book fair may be contracted with the book fair company whereby the collection is performed by book fair company employees, processed in the book fair company’s financial records. A commission check should be issued to the school for books sold.

The contract must be signed by the book fair company representative and the Principal. The Principal is not allowed to delegate contractual authority. The commission to be received by the school must be clearly stated in the contract. The school Media Specialist should request a detailed listing of all books sold in order to verify commission received. This listing should be filed with the school’s annual financial records.

Cell Tower Funds

Refer to Cobb County School District (CCSD) Administrative Rule FEAE-R, Construction on District Property Funded by Others regarding allowable and unallowable uses of Cell Tower funds.

Donations

Cobb County School District (CCSD) is a political subdivision of the State of Georgia. Donations made payable to the District are deductible by the donors as provided under Section 170 of the Internal Revenue Service Code.

All donations must be used as specified by the donor. Gift cards should not be purchased with donated funds unless specified by the donor. Unspecified donations should be used for the instructional program, student recognition, or other school needs (excluding hospitality purchases).

Donations to be used at the Principal’s discretion should be supported with written documentation from the donor allowing this use.

All monetary donations of $250 or more received by the school must be acknowledged by a letter on school letterhead to the donor. This letter must include:

1. The name of the school receiving the donation;



2. The amount of the monetary donation, or a description of the non-cash donation, but not the value;

3. A statement that no goods or services were provided by the school in exchange for the donation.

These letters should be issued no later than June 30th of each year.

For information on donated property, refer to the Property Control User’s Guide on the Financial Services University.

Grants

Grant income should be receipted and disbursed in accordance with the Local School Accounting Chart of Accounts per the grantor’s instructions. For detailed procedures regarding the administration of grants and the grant application process, contact the Research & Grants Manager.

Interest Income

Interest income is considered a Principal’s discretionary account and can be used in accordance with the Local School Accounting Chart of Accounts. All interest income earned on the checking account and other school investments will be posted in activity accounting by Local School Accounting.

Online Payments

The District has implemented online credit card payment capabilities for the District’s High, Middle and select Elementary Schools.

Throughout the Local School Accounting Chart of Accounts, designated credit card accounts are identified in BLUE. These accounts are unique because, in addition to daily normal accounting activity, they will also be used for the processing and systematic posting of credit card payments through MyPaymentsPlus.

For further information regarding online-payments refer to Online Payments on CTLS or contact the Internal Compliance Coordinator.



Summer School

For detailed Summer School procedures, contact Assessment & Personalized Learning Department.

Revenue Collection All receipts received in the name of the school, whether or not they are received during school hours or on school property, must be deposited in the school’s bank account and accounted for through the school’s annual financial records.

Contact Local School Accounting, in advance, for recommended financial procedures if collecting school funds for school events not held on school property.

Authorization to Receipt

Only Cobb County School District (CCSD) employees are authorized to collect and/or process money with the following exceptions:

1. Students on the yearbook staff in high schools only may collect and receipt funds received for yearbook sales. These funds must be deposited and processed through the school’s financial records. Students should sign their own name to each receipt in the teacher’s individually assigned receipt book. All receipts and money must be submitted daily to the yearbook staff sponsor who will initial each receipt and then follow normal procedures for balancing money and turning it in to the school Bookkeeper. The yearbook staff sponsors are responsible for all money collected and receipts issued using their individually assigned receipt books.

2. If a Principal approves concession sales as a fundraising activity for a specific booster organization, booster club members may collect the concession revenue. Refer to CCSD Administrative Rule DK-R, Student Activities Funds Management, for more information.

3. Money collected by school support organizations during school support organization sponsored activities should be collected by non-employees of the school system if processed through the support organization’s financial records. All checks collected using this method must be made payable to the school support organization. All activities must be pre-approved by the Principal.



Students may assist with these collections under direct supervision of an adult volunteer.

4. Money collected by the picture company for student pictures must be receipted through the picture company’s financial records. All checks collected using this method must be made payable to the picture company.

5. Money collected by vendors selling graduation paraphernalia may be receipted through the vendor’s financial records. All checks collected using this method must be made payable to the vendor.

6. Students may assist with the collection of money during school sponsored activities when under direct supervision of a CCSD employee. The CCSD employee must complete the FS-124, Cash/Check Tally Form, and follow normal procedures for balancing money and turning it in to the school Bookkeeper.

7. Students are not permitted to receive money or write receipts, except as noted above. Students must not transport money to the school Bookkeeper for the teacher.

Elementary and Middle School Receipting

Statement Receipting

All elementary and middle schools use statement receipting. Under this process:

1. Student payment envelopes should be used for money collected on school property. These envelopes are furnished by the District and should be made available to parents and students at each school. Envelopes should be completed by the parent/guardian or student and dropped in the designated school payment box or primary school safe by the parent/guardian or student. Funds received in envelopes other than student payment envelopes may be accepted. If a loose payment is received without an envelope, place the payment in a plain envelope or a student payment envelope and mark all known detail. The school Bookkeeper collects the envelopes from the payment boxes and safe on a daily basis. Payments are posted in activity accounting to the vendor making the payment (such as student, school staff, support organization, vendor).

2. In the school Bookkeeper’s absence, the backup Bookkeeper should retrieve the envelopes, prepare the deposit and drop the deposit in the primary school safe for



armored car pickup. Upon her return, the school Bookkeeper will post, in activity accounting, all deposits prepared in her absence.

3. Student payment envelopes are part of the school’s annual financial records and must be retained at the school. Refer to the section on Disposition and Retention of Financial Records for additional information on record retention.

4. Receipts may be recorded in a detailed spreadsheet for students purchasing an end of the year envelope with postage for mailing student report cards and test results. The spreadsheet should include the student’s name, dollar amount and date.

Additional instructions related to statement receipting are further detailed in the EPES Posting Receipts for Elementary and Middle Schools training module located on Cobb Teaching and Learning System.

Use of FS-124 Cash/Check Tally Form

In addition to special events, the FS-124, Cash/Check Tally Form, may be used by elementary/middle schools to record fundraising collections. The Cobb County School District (CCSD) employee(s) must count, balance, and record collections received on the FS-124, Cash/Check Tally form. The CCSD employee(s) must sign the form and obtain signature from the Principal/School Administrator. All funds collected must be turned in to the school Bookkeeper daily.

High School Receipting Student Receipt Books and Classroom Remittance Report Books are issued by the school Bookkeeper in order for school staff to record money collected. All money collected must be turned in to the school Bookkeeper by the staff member with corresponding Student Receipts or Classroom Remittance Report Books on the day the money is collected. For detailed procedures regarding use of Student Receipt Books and Classroom Remittance Report Books, refer to the Receipt Books module on Cobb Teaching and Learning System (CTLS).

Contact Local School Accounting for guidance related to receipting procedures used at the beginning of school year registration events (i.e., Fall Madness, Go Day) and other special events.



Control Logs

Control logs are control documents and account for all receipt books assigned to a school.

1. A new control log for Student Receipt Books and Classroom Remittance Report Books must be prepared by the school Bookkeeper each school year.

2. Student Receipt Books are recorded on form FS-206, Student Receipt Book Control Log.

3. Classroom Remittance Report Books are recorded on form FS-231, Classroom Remittance Report Book Control Log.

4. If a Student Receipt Book or Classroom Remittance Report Book has unused sheets remaining, the books may be reissued.

5. Unused and incomplete Student Receipt Books and Classroom Remittance Report Books that will be issued or reissued should be listed on the control log.

6. All other Student Receipt Report Books and Classroom Remittance Report Books issued to schools from Local School Accounting for the current school year should be recorded on the control log by the school Bookkeeper when the books are received.

7. Receipt books with printing errors should not be issued. Defective receipt books should be returned to Local School Accounting with a completed FS-337, Return of Control Documents.

At the end of each year and after all receipt books have been balanced by the school Bookkeeper, each control log must be closed out and filed with the school’s annual financial records. The Principal must sign each page of the control logs indicating all receipts are accounted for and all used books have been balanced.

Master Receipts

Master Receipts are receipts issued by the high school Bookkeeper to reflect the posting of money collected by school staff. Master Receipts are control documents and must be issued in numerical sequence.

1. The school Bookkeeper must issue a Master Receipt in the name of the school staff member turning in school money and receipts.



2. Master Receipts should be issued in the name of the school Bookkeeper for receipts issued from her assigned receipt book.

3. The Student Receipt numbers or Classroom Remittance Report numbers used must be listed on the Master Receipt and posted in the school’s annual financial records.

4. Master Receipts will be printed by the school Bookkeeper and returned to the appropriate school staff member.

5. The staff member receiving the Master Receipt must staple the receipt to their Student Receipt Book or Classroom Remittance Report Book with the last associated receipt.

See Deposit Procedures for High School training module on the Cobb Teaching and Learning System (CTLS) for detailed procedures.

Voiding Master Receipts

Voided Master Receipts must be physically voided with “VOID” written clearly across the face of the receipt. Voided Master Receipts should be maintained in numerical order in a separate file with the school’s annual financial records. The reason for the void should be written on the face of the receipt, initialed, and dated by the school Bookkeeper. If applicable, a new Master Receipt for the appropriate amount should be issued on the same day to replace the voided receipt.

Master Receipts torn by the printer or rendered unusable should be posted in activity accounting to Account 5104, Op: Damaged Recpts/Checks with a zero amount. This entry ensures all Master Receipts are accounted for in the school’s annual financial records.

See Voiding Master Receipts - High School training module on the Cobb Teaching and Learning System (CTLS) for detailed procedures.

Use of FS-124 Cash/Check Tally Form

In addition to athletic and special events, the FS-124, Cash/Check Tally Form, may be used by high schools to record fundraiser collections. The Cobb County School District (CCSD) employee(s) must count, balance, and record collections received on the FS-124. The CCSD employee(s) must sign the form and obtain the necessary approval from the Principal/School Administrator. All funds collected must be turned in to the school Bookkeeper daily. The school Bookkeeper should issue a receipt to the CCSD employee completing the FS-124 from her receipt book for the total receipts received.



Depositing Principals are responsible for the timely deposit of all funds collected. This responsibility may be delegated and is normally performed by the school Bookkeeper. If the school Bookkeeper is absent, it is the responsibility of the Principal to appoint a backup for the Bookkeeper to ensure the daily deposit is prepared and dropped in the safe. For purposes of this manual, “deposit” means dropping the bank deposit into the bottom compartment of the school’s safe.

1. Receipts should be deposited intact, as received, to maintain the integrity of the deposit.

2. Change must not be given from cash received in the student payment envelope or cash on hand in the deposit.

3. Change must not be given from checks received.

4. School Bookkeepers should not hold post-dated checks.

5. Money must never be added or removed to cover a difference in a deposit.

6. The cashing of personal checks from cash on hand at the school is prohibited.

7. School Bookkeepers should limit their daily school deposit to one deposit per day, excluding the Elementary School ASP deposit.

8. If total collections for the current day are $100 or less, the money and receipts may be secured in the safe overnight; however, a deposit should be prepared the next business day regardless of the amount.

9. Receipts should be posted in activity accounting by the school Bookkeeper on the same day the deposit is prepared and no later than the next business day.

10. All money must be secured in the primary school safe overnight.

11. Elementary School ASP deposits should be prepared daily and secured in the primary school safe overnight.

12. No funds are to be taken home, stored on personal property or kept at the school in a location other than in the primary school safe.



Deposit Preparation

See EPES Posting Receipts - All Schools training module on the Cobb Teaching and Learning System (CTLS) for detailed procedures.

Daily Bank Account Activity Verification

Schools banking with the District bank will be provided on-line access to their account. Schools banking with other banks must work with their bank to obtain online information only access to their accounts. To assist with reducing the risk of fraud, the school Bookkeeper should access their bank account online daily to verify the financial activity on the school’s checking account. Daily verification documentation should be kept with the school’s annual financial records.

1. All schools should verify daily the deposits picked up by armored car service have been credited to the bank account.

A. The school Bookkeeper should clearly indicate credits have been verified by noting the posting dates to the bank account on the daily deposit report.

B. The school Bookkeeper should notify Local School Accounting if a deposit is not credited to the school’s bank account within four business days of pick up by the armored car service.

2. All schools should verify daily the disbursements posted in activity accounting have been debited to the bank account.

A. The school Bookkeeper should print a current list of outstanding checks from activity accounting.

B. The school Bookkeeper should verify the check number and dollar amount of any debits to the list of outstanding checks.

C. The school Bookkeeper should notify Local School Accounting as soon as practical of any noted discrepancies or unusual debit activity.



Remittance of Revenue All revenue due to Cobb County School District (CCSD) collected by the school must be received in Accounting Services as follows:

1. Performing Arts: Per the instructions received from the Performing Arts Supervisor.

2. Parking: Within 10 business days after the end of the semester.

3. Reimbursements for Adult Education classes and GED Testing: By the 10th of each month.

Remittance of District Invoices Schools will be invoiced (billed) for the following transactions. Payment is due to Accounting Services upon the receipt of the invoice and should be paid no later than 10 business days from receipt of the invoice. Each invoice must be paid in full and must be paid in a separate check. If you question an amount on the invoice, contact the Accountant Receivable Manager in Accounting Services so changes may be made to the invoice or a future invoice belonging to your school.

1. ASP Tuition collected at the school will be billed monthly.

2. Purchase card transactions posted by the school bookkeeper as a local school activity transaction will be billed monthly. Each school purchase card with a charge posted to a local school activity account will be billed on a separate invoice. Purchasing card statements do not follow a normal monthly billing but have a monthly billing period from the 5th of the month to the 4th of the following month.

3. Supplemental Pay/Substitute Pay posted by the school secretary as a local school activity transaction will be billed monthly.

4. Field Trips posted by the school field trip coordinator as a local school activity transaction will be billed monthly.

Bank Reconciliation The school is required to submit an FS-172, Bookkeeper Month End Report, each month to Local School Accounting to assist in the preparation of the bank reconciliation.



The school’s monthly bank reconciliation is prepared by Local School Accounting to enhance internal control procedures. The school’s bank statements and bank documentation are sent directly to Local School Accounting from the banking institution. Local School Accounting records the bank information in activity accounting and then forwards all bank correspondence to the school to be filed with the school’s annual financial records.

After the reconciliation is complete, the Principal and school Bookkeeper are notified, via email from Local School Accounting, of any adjustments or concerns. This email should be filed with the school’s annual financial records. Any questions regarding bank reconciliations should be directed to Local School Accounting.

Reconciling Items A reconciling item is a difference between an amount posted to activity accounting and an amount posted to the bank statement.

1. Differences of $25 or less are considered immaterial and are posted by Local School Accounting to Account 5118, Op: Reconciling Items, without further research.

2. Differences greater than $25 are posted by Local School Accounting to Account 5118, Op: Reconciling Items, and the school Bookkeeper should research to determine the cause of the difference.

3. After an item has been researched, a correction is made by Local School Accounting to Account 5118, Op: Reconciling Items, and the correct account(s) debited or credited.

4. If a correction cannot be made and the shortage or overage is less than $100, the Principal may authorize a transfer to or from an allowable account, per the Local School Accounting Chart of Accounts, to clear the shortage or overage.

All differences over $100 should be reported by the Principal in writing to Local School Accounting. A written response will be provided to the Principal as to the disposition of the overage or shortage. At the end of the fiscal year, differences will be handled per the instructions given in the year-end closing procedures by Local School Accounting.



Section IV: Spending Cycle

Cashless Transactions When a Principal or department makes an internal school purchase, a cashless transaction will need to be posted in activity accounting. Examples of internal school purchases include, but are not limited to, school purchases from an approved fundraiser or purchases from one department to another. The cashless transaction is posted in activity accounting by transferring funds from one student activity account to another.

All cashless transactions resulting in transfers between student activity accounts must be approved by the Principal and documented on form FS-116, Request for Transfer, and filed with the school’s annual financial records.

County Funds Refer to the Check Request Procedures module on the Cobb Teaching and Learning System for procedures on requesting reimbursement from county funds.

For other information or questions regarding county funds and expenditures, contact the Financial Planning and Analysis Department.

For questions regarding county purchase orders and purchasing procedures, contact Procurement Services.

Credit Card Accounts Purchases should be made with a school check, purchase card or an open account. Credit card accounts are not recommended to be maintained by the school. If a credit card account is required, the credit card must be properly secured at the school to prevent fraudulent use. Credit card accounts must be monitored closely to ensure purchases are pre-approved and appropriate.



Disbursements

Purchase/Payment Source Document (FS-381)

The FS-381, Purchase/Payment Source Document is required for check requests paid for with Local School Activity Funds. The Principal must pre-approve all check requests paid with Local School Activity Funds. Each FS-381 should be completed in full and provide an explanation and sufficient documentation to support the amount disbursed. All approvals must have original signatures. A digital signature or signature stamp is not allowed. Payments to Cobb County School District (CCSD) may be approved by the Principal at the time the check is issued.

Approval of local school check requests up to $1,000 may be delegated by the Principal to another school Administrator with check signing authority. This delegation of approval authority must be documented in writing and maintained in the school’s annual financial records. Delegation of approval authority of local school check requests over $1,000 must be obtained, in writing, from the Principal’s Assistant Superintendent.

Munis Workflow Approval Authority

Munis workflow approval authority may be forwarded by the Principal to another school administrator with Munis workflow access.

Purchasing Regulations and Thresholds

Purchasing regulations and limits are established by the School Board and implemented by Procurement Services. Purchasing regulations apply to all District purchases of goods and services, regardless of the funding source. The term “purchases” refers to the total amount on the purchase order and not the cost of the individual items purchased.

Refer to the Purchasing Regulations on the Procurement Services Home Page for competition thresholds. Direct all questions regarding purchasing procedures to the Procurement Services Department.



Supporting Documentation for Local School Checks

All school checks issued should be maintained in numerical order in monthly files with sufficient supporting documentation attached. The following documentation, at a minimum, should be filed in the order shown:

1. School check stub.

2. Pre-approved FS-381, Purchase/Payment Source Document.

3. Local School Purchase Order (inventoried property or if required by a vendor).

4. The invoice, itemized cash register receipt or other itemized approved document specifying the basis for payment. Internet orders should be supported by the internet invoice/order confirmation. If a receipt was not provided or the receipt is lost, an explanation for no receipt should be documented and attached to the disbursement package.

5. Additional supporting documentation such as packing slips, if available, or correspondence with the vendor.

6. FS-212B, Contract Remittance, for FS-213 Performance Contracts paid with Student Activity Funds.

7. All supporting documentation required by the Purchasing Regulations.

8. All supporting documentation required by the Travel Regulations and Procedures.

9. All supporting documentation required by the Purchase Card Policy Manual.

10. Supporting documentation from Endowments, Foundations and other support organizations, including copies of invoices should be attached, if appropriate.

Additional Disbursement Guidelines

1. Checks must never be made payable to cash, petty cash, or to the school itself. Checks should only be made payable to employees for reimbursements, refunds or change funds.

2. All invoices should be paid in accordance with the terms of payment on the invoice. If no payment terms are listed, the invoice should be paid within thirty days. Invoices received during the summer should be paid immediately upon the school Bookkeeper’s return from summer break. Applicable discounts should be taken



when offered for early payment. Payment is pending the receipt of goods, services and supporting documentation.

3. All invoices should be in the school’s name. Invoices for purchases by school support organizations must be billed to the organization in their name.

Inventoried Property Contact Property Control for additional information about inventoried property or refer to the Property Control Users Guide on Financial Services University.

Open Accounts When purchases cannot be made with the purchase card, it may be necessary for the school to have open accounts with vendors from whom regular purchases are made. Open accounts allow for purchases to be made from a vendor who will invoice the school on a monthly basis. The Principal should approve the opening of accounts and document the authorization of specific individuals allowed to make purchases using the open accounts. All documentation regarding open accounts must be kept in the school’s annual financial records. Open accounts should be monitored closely to ensure purchases are pre-approved and appropriate.

Petty Cash Schools are not authorized to maintain petty cash. All miscellaneous or emergency purchases should be fulfilled using a purchase card.

Purchase Card The Principal will review and approve all purchase card charges in Munis. Unaudited school financial records, including but not limited to documents scanned into Tyler Content Manager, must be maintained at the school. For further information regarding sufficient supporting documentation, refer to the Supporting Documentation for Local School Checks section in this manual. For further information regarding purchase cards, refer to the Purchase Card Policy Manual on the Financial Services University or contact the Procurement Card Specialist.



Purchases Using Local School Activity Funds Purchase orders should be prepared for purchases of inventoried property items or if required by a vendor. Purchase orders using local school activity funds may be initiated using a local school purchase order or may be entered in Munis as a requisition.

Local School Purchase Orders

Local School Purchase Orders are:

1. Control documents and should be properly secured.

2. Pre-numbered forms provided to the schools by Local School Accounting.

3. Completed manually by the school Bookkeeper. If a purchase order is voided, all copies of the voided purchase order should be marked “VOID” and filed in the school’s annual financial records.

4. Pre-approved by the Principal prior to the purchase.

County Requisitions

To enter a requisition in Munis using local school activity funds:

1. Issue a check to Cobb County School District (CCSD) out of your local school activity funds.

2. Send the check to the Cash Specialist in Accounting Services with instructions to place the money in the school’s local school billing account.

3. Enter the requisition in Munis when the funds are available in the school’s local school billing account.

4. Contact the Financial Planning & Analysis Department if you need assistance with a county account code.

5. Contact Procurement Services Department for questions about purchasing regulations or entering requisitions.



Sales Tax At the discretion of the Principal, sales tax may be reimbursed to individuals from school funds. Refer to the Purchase Card Policy Manual for additional information concerning sales tax on purchases using the purchase card.

Transfers A transfer is an internal bookkeeping transaction whereby money is moved from one account to another. Each transfer should be related to a specific disbursement or purpose and should be made at the time of the disbursement. Transfers to move credit card revenue to the appropriate account will routinely occur. Lump sum transfers, other than lump sum credit card revenue transfers, are made by Local School Accounting only.

All transfers made from Class or Club Accounts to any other account must be documented on form FS-116, Request for Transfer, and filed with the school’s annual financial records. The class or club sponsor and the Principal should approve the transfer of funds from the specified account.

Transfers to and from certain accounts are not permitted. Refer to the Local School Accounting Chart of Accounts for details.

Voiding Checks Voided checks should be clearly marked VOID and the signature line defaced (for example, a “V” could be cut out of the signature space in order to deface the document and make it clearly unusable). Voided checks should be maintained in numerical order in a separate file with the school’s annual financial records.

Checks torn by the printer or rendered unusable should be recorded in Account 5104, Op: Damaged Rcpts/Checks, with a zero amount and physically voided. This entry ensures all checks are accounted for in activity accounting.

If a check is voided and noted as “lost”, a copy of the check stub from the disbursement package should be placed in the voided check file.



Section V: Reporting

Local School Accounting Reports Below is a list of commonly used local school financial reports. For detailed instructions on how to create the following reports, refer to Cobb Teaching and Learning System (CTLS).

Activity Ledger Report

Lists beginning balances, net receipts, net disbursements, net transfers and ending balances of all accounts for the time period requested. A ledger report for each day should be viewed online to ensure the ledger totals agree to the total of the day’s bank deposits and checks issued. The transfer column on the daily ledger should always be zero. A final Activity Ledger Report for the fiscal year should be filed with the school’s annual financial records.

List of Outstanding Checks

Lists all outstanding checks as of a selected date.

Reconciliation Report

Lists all financial activity relating to a particular account and reflects the cash balance of the account(s). This report can be run at any time for any period (day, week, month and year).

Sequential Lists

Sequential lists can be run based on selected criteria.

Monthly Reports FS-172, Bookkeeper Month End Report, and applicable FS-435 (A, B or C), School Mapping document, must be completed monthly and submitted to Local School Accounting by the required date. Refer to the instructions printed on the report.



Annual Financial Reports A Year-End Closing Checklist, provided by Local School Accounting, must be completed in its entirety and submitted by the required deadline in order to close out the school’s annual financial records. You will be notified if any other forms are required. The FS-224, Closing Information Update, provides a listing of all transactions between the time the school Bookkeeper closes the school’s annual financial records to leave for summer break and the last business day in June. The Principal is responsible for submitting this information to Local School Accounting by the last business day of June.