New Principal Training

Local School AccountingJuly 21, 2014

Discussion Areas• Local School Accounting Department

• Local School Student Activity Funds

• School Collections and Receipting

• Safeguarding Funds

• Spending Guidelines

• Performance Contracts

• After School Program

• Rules and Guidelines

• Training

Local School Accounting Department David Baker, Manager

• Local School Accounting• School “customers” will rotate annually.• School Bookkeeper Training

• After School Program• Director, Clerk and Bookkeeper Training

Principal’s Financial Responsibilities• “School Principals are responsible for the management

of all funds and other assets involving school activity. Management of school funds and other assets requires strict compliance with the Local School Accounting and Procedures Manual, Property Control User’s Guide, Board Policy, District Administrative Rules, Georgia and federal law.” [District Administrative Rule DJEE-R]

• Authorize all school spending

Student Activity FundsSchool Collections

• Collected at the schools for student organizations, school clubs, and student activities.

• After School Program:

• Prepaid tuition program at elementary schools

Student Activity FundsSchool Collections

• Pictures

• Vending

• Book Fines

• Fundraisers

• Book Fairs

• Donations/Grants

Student Activity FundsSchool Collections

• Field Trips

• Athletic Ticket Sales

• Athletic Concessions

• Performing Arts

• Parking

• Summer School

Student Activity FundsSchool Collections

• Who May Collect Money on School Grounds?

• Employees

• Students for Fund Raising Activities Only and with Adult Supervision(See Local School Accounting Procedures Manual for exceptions)

• School Support Organizations

*Refer to District Administrative Rule JHA-R

Student Activity FundsReceipting Methods

• Statement Receipting

• Elementary and Middle Schools

• Payment envelopes dropped by parent/student into black payment boxes or top of school safe

• Receipt Books

• High School/Middle School Summer School

• School staff collect money, issue receipts, and turn money

into the Bookkeeper daily

Student Activity Funds Safeguarding Funds – Controls

• Bookkeeper processes all school money and prepares deposits for armored car service pickups

• Money must be secured in school safe overnight

• Do not store money in classroom or carry off campus

• Principal is responsible for delegating a Backup Bookkeeper in absence of Bookkeeper.

Student Activity FundsSpending Your Local School Money

• Pre-approve all purchases

• Comply with Chart of Accounts and Local School Accounting Procedures Manual

• No deficit spending! Make sure money is available before a purchase is authorized.

Student Activity FundsSpending Guidelines

• Principal’s Discretionary Funds

• Pictures

• Vending

• Interest Income

Student Activity FundsSpending Guidelines

• Designated Use of Revenue

• Fundraisers

• Book Fairs

• Donations

• Grants

• Field Trips

Student Activity FundsSpending Guidelines – Instructional Funds

• What is Instructional?

• Directly related to:

• Classroom

• Learning environment

• Other examples: postage to mail letters to parents, postage to mail student records to another school district, copy paper for letters to parents, test tubes for science classes, reading materials for English classes, agendas for students, printer cartridges for classrooms.

Performance Contracts • A contract must ALWAYS be completed and approved

BEFORE services are rendered!

• Only the School Principal can obligate the school to a contract and it must be in writing.

• An Assistant Principal, Coach, or Athletic Director cannot sign a Performance Contract on behalf of the Principal!

• Non-standard contracts must be forwarded to your Area Assistant Superintendent for legal review before signing.

Performance Contracts • If county funds are to be used, additional signatures

will be required.

• Contracts must comply with State of Georgia and Cobb County School District accounting and purchasing policies and procedures, the Georgia Security and Immigration Compliance Act (OCGA) 13-10-91 and HB 87-Illegal Immigration Reform and Enforcement Act of 2011.

After School ProgramRules and Guidelines

• The After School Program is self-supporting. ASP receives no support from taxpayer funds for its operation.

• Daily fees provide funds for the salaries of the ASP employees, supplies, refreshments, utilities, and indirect operational costs.

• Approve and review ASP employee payroll (hours and cost centers).

After School ProgramRules and Guidelines

• Requires prepayment of a $7 daily fee for students staying in the program.

• Charges a $10 per child District-wide non-refundable annual registration fee upon the first day of attendance in the program.

• After School Program Procedures Manual on Financial Services University (FSU).

After School Program Training• ASP Directors, ASP Clerks, and ASP Bookkeepers

• Training videos – ASP Online

• Recent ASP Trainings:• ASP Bookkeepers Online – held Monday, July 14th

• ASP Director “in classroom” training on operational and financial procedures – held Tuesday, July 15th

• ASP Directors/Clerks Online – held Wednesday, July 16th

Controlling your Financial Position

• Communicate and meet regularly with your School Bookkeeper

• Review Financial Information weekly with School Bookkeeper

• Review Monthly Bank Reconciliation and Instruction Memo

Local School AccountingContacts

• Debbie Mosher 770-590-4564

• Sue Donahoo 770-426-3481

• Vacant position 770-426-3305

• Karen Pritchard 770-426-3307

• Nancy Breu 678-581-6755

• Cathy Strudthoff-Brown 770-590-4515

• David Baker 770-426-3313