Thanks for Joining Us! • Listen to audio over your computer speakers. If you are not able to listen via the Internet, you can dial-in by phone using the numbers shown on your screen. • If you disconnect, simply repeat instructions to reconnect to the program. • If listening to audio by phone, you can adjust the volume by pressing *4. • To submit a question, type in the chat window and click “Enter” to send. • CPE and CEU Credits are NOT available for this forum. Welcome to the Debut of FYI • Our Intent and Purpose – Strategic Plan Outreach and Mentorship Effort for New and Newer PASBO Members in all aspects of School Business Management – Use PASBO Experts to Help New Entrants – Continuing Series • • • • February 14 at 9:00 a.m. April 4 at 1:30 p.m. May 9 at 9:00 a.m. June 13 at 9:00 a.m. • Who Are You?—Let’s Find Out 2 Today’s Agenda 1. What's New and What's Due – A Summary of Reporting Requirements to Keep You in Compliance – Calendar of State and Federal Reports 2. Planning Priorities from the Experts – What Should Be on Your "To Do" List 3. The Latest and (Not So) Greatest in School Business – A Quick Scan of School Business Management issues from Across the State 4. PASBO Tools You Can Use – Resources to Help You 5. Your Questions Answered – An Open Forum for Your Questions About Topics Covered and Uncovered! 3 Today’s Expert • Dr. Wayne K. McCullough • Born in Glen Rock, PA where he currently resides with his wife Becky. He is a graduate of the school system, Southern York County School District, where he has been employed since 1987. Wayne and Becky’s three children attended SYCSD. • After graduation from Elizabethtown College in 1980, he was employed Monmouth College where he served as Assistant Dean of Students/Operations and assistant basketball coach. He returned to Glen Rock and started in YCSD as transportation and tax coordinator with responsibilities for buildings and grounds as well. • In 2002 he earned his MBA from Phoenix University. He then moved through several positions at SYCSD in support services eventually being named Chief Financial Officer in 2011. He earned his doctorate last year from Phoenix University. 4 Dr. Wayne K. McCullough • Gary Reeser Award Recipient (March 2013) • Founder, PASBO School Business Administration Consulting Service • Immediate Past President, PASBO (July 2011 – Present) • President, PASBO (July 2010-June 2010) • President Elect, PASBO (July 2009-June 2010) • Vice-President, PASBO (July 2008-June 2009) • Director, PASBO (July 2005-June 2008) • Chair, Building Committee, PASBO (2008-present) • Chair, Strategic Planning Committee, PASBO (2008-2009) • Chair, Audit Review Committee, PASBO (2008-2009) • Chair, Facilities Management Committee, PASBO (2006-2008) • Chair, Materials Management Committee, PASBO (2005-2006) 5 Before We Start • The due dates on the calendar are intended as a guide not as absolute deadline dates. • The calendar is a work in progress and will be modified throughout the year. • This is not an “official” calendar although it has been reviewed by PDE. 6 Schedule of Reporting Deadlines First Quarter 2014 Due Date Report Name/Form Number Frequency Explanation 1-Jan NSL Report on PEARS Reimbursement for Lunches Monthly Served each Month 1-Jan 10-Jan New Hire Report Upload NPAS Reports and Send On-line Monthly Report of New Hires Report of Wages & Monthly Retirement Contributions 31-Jan Federal Income Tax - W-2's Annual Report of Local Wages 31-Jan PA Dept. of Revenue W-2's 31-Jan PDE-339 31-Jan IRS - W-2's 31-Jan 941 31-Jan Sales & Use Tax 31-Jan 1099's 7 Function al Area Where to file Food Service CN PEARS Dept. of Labor & HR Industry Finance PSERS Finance IRS Annual Report of State Wages Finance Dept. of Revenue Report of Soc. Sec. & Medical Quarterly Tax Contributions Finance PDE Annual Report of Employee Wages Finance IRS Employer's Quarterly Federal Quarterly Tax Return Finance IRS Sales Tax Collection and Quarterly Remission Finance Dept. of Revenue Annual Print and issue 1099's Finance IRS Schedule of Reporting Deadlines First Quarter 2014 Due Date 1-Feb 1-Feb 1-Feb 4-Feb 10-Feb 19-Feb 24-Feb 8 Report Name/Form Number New Hire Report NSL Report on PEARS Frequency Monthly Report of New Hires Reimbursement for Lunches Monthly Served each Month On-Site Review Before February 1 Annual Act 1 Opt Out Resolution/Tax Rate Annual Upload NPAS Reports and Send On-line Monthly Cert. of Use of PDE-2028 PDE-2028/Real Estate Tax Rate Report Explanation Functional Area HR Food Service Audit of Lunches Served in each Food Building Service Copy of Act 1 Opt Out Resolution and proposed tax rate increase-if not applying for exceptions Finance Report of Wages & Retirement Contributions Submit copy where district does not intend to adopt preliminary Annual budget Preliminary Budget and related Annual proposed tax rate increases Where to file Dept. of Labor & Industry CN PEARS PDE Finance PSERS Finance PDE Finance PDE Schedule of Reporting Deadlines First Quarter 2014 Due Date 1-Mar Report Name/Form Number Frequency Explanation Monthly Report of New Hires Reimbursement for Lunches Served NSL Report on PEARS Monthly each Month Upload NPAS Reports Report of Wages & Retirement and Send On-line Monthly Contributions Referendum Exception Application for Act 1 referendum Application Annual exceptions HR Food Service 10-Mar 2030 21-Mar Voter Referendum Question 1-Mar 1-Mar 6-Mar 25-Mar New Hire Report Functional Area Quarterly Reconciliation of cash on hand Submit referendum question to voters to raise taxes above Act 1 Variable Index without exceptions Finance PDE Finance Comptroller County Election Officials Finance 31-Mar Fuel Tax Refund 9 CN PEARS PSERS 31-Mar Annual Fuel Tax Refund Report Dept. of Labor & Industry Finance Retirement Payment Quarterly PSERS Q4 Employer Payment Finance Dept. of Revenue PIT Re-assignment of taxpayers who do Filers Annual not live in the district (Act 80) Finance Dept. of Labor Report of Unemployment Comp. &Industry UC-2 Quarterly Wages Finance 31-Mar Where to file Finance PSERS Dept. of Revenue Dept. of Labor & Industry Dept. of Revenue Schedule of Reporting Deadlines First Quarter 2014 Due Date Report Name/Form Number Frequency Explanation Functional Area 31-Mar PDE-4625 31-Mar Earned Income Tax 31-Mar IRS- 941 PA Dept. of Revenue Temporary Assistance to Annual Needy Families Finance Report of Local Wage Tax Quarterly Withholdings Finance FICA & Federal Income Quarterly Tax Finance Report of State Tax Quarterly Withholdings Finance PDE-339 (Act 29) Social Security & Quarterly Medicare Contributions Finance 31-Mar 31-Mar 31-Mar PSERS – Employer Contribution All State and Federal Grant reporting 31-Mar Voter Referendum Question Deposit of Employer Quarterly Retirement Due Finance Submit all grant reporting for State and Quarterly Federal programs. Finance Submit referendum question to voters if PDE Variable denied Act 1 exceptions Finance 31-Mar 819 Quarterly Sales and Use Tax Report Finance 31-Mar 10 Where to file PDE Local EIT Collector IRS Dept. of Revenue PDE PSERs County Election Officials Dept. of Revenue Sources of Filing and Reporting Info • PIMS Data Collection Calendar http://www.portal.state.pa.us/portal/server.pt/community/pimspennsylvania_information_management_system/8959 • Comptroller Forms http://www.portal.state.pa.us/portal/server.pt/community/forms _and_procedures/13472 • Food Service Calendar http://www.portal.state.pa.us/portal/server.pt/community/natio nal_school_lunch/7487/activity_calendar/964588 11 Your To Do List: Planning and Operational Priorities for Q1 2014 Dr. Wayne McCullough Chief Financial & Operations Officer/Board Secretary Southern York County School District [email protected] 717-235-4811, ext. 7274 Business Office • December 27: Should have filed “Continuing disclosure for bonds” on the MSRB Gateway (talk to your financial advisor) • December 31: Food and nutrition annual financial report on PEARS website - report was due, but extended to January 31 due to website problems • Provide independent audit report with your Board and make sure it is noted in Board minutes that the Board received the report Business Office • Act 1 budget resolution is due February 4 or use of PDE 2028 for preliminary budget – Act Now! • Inform and engage administrative team on 2014-2015 budget • If you collect your own taxes, check with your solicitor • Bond tax collector (most of the time the county takes care of this) – Check with your county tax collection office or another school business manager in your county – should get bonding paperwork Operations and Maintenance • Start now for summer projects – Board approve projects – Board approve going out for bid Technology • Become familiar with PIMS and your data quality network (DQN) in your IU and establish sound data governance practices in your school district. • Collection window currently open in PIMS is the course collection for highly qualified teachers (HQT) and PVAS roster verification – questions: reach out to local data quality network of another technology coordinator. • Disaster recovery: Establish organizational strategy for server back-up. Keep storage to optimum. Student Transportation PDE Forms and Due Dates • • • PDE-2089 Summary of Pupils Transported and PDE-1049 EOY Transportation Report – September each year PDE-1043 Certification of Intent to Provide Pupil Transportation – December 1st each year PDE-4101 Certification of Fulfillment of Fire and School Bus Evacuation Drill Requirements – April each year Worksheets and Reports • • • • Worksheet to estimate pupil transportation subsidies – data entry sheet: http://www.portal.state.pa.us/portal/server.pt?open=space&name=Dir&i d=cached&psname=Dir&psid=1&in_hi_userid=2&cached=true&control=D irRepost&rangeFrom=21&rangeTo=27&subfolderID=181094&DirMode=1# Preliminary Summary of Pupil Transportation Subsidy typically comes out in February each year Final Summary of Pupil Transportation Subsidy typically comes out in June each year Audit forms – mileage forms and driver records Human Resources • If your health insurance program runs July 1 – June 30, start planning for open enrollment period Food Service • If contracted service ends June 30, 2014: you should be already involved in RFP process – Checklists and directions on PEARS website (forms download) http://www.pears.ed.state.pa.us/ 20 Entity and Legislation Public School Code (24 P. S. §§ 1-120, 7-751 and 8-807.1) 21 Public Bid Written/ Telephonic Bid 19,100.00 10,300.00 Separate Bids 19,100.00 Hone your skills at the PASBO 59th Annual Conference & Exhibits Build a Solid Foundation with Elements & Applications Workshops ELEMENTS OF FACILITIES MANAGEMENT - March 26 in Mars & March 27 in Kulpsville ELEMENTS OF FOOD SERVICE ADMINISTRATION - January 28 in Mars & January 30 in Kulpsville ELEMENTS OF PURCHASING - April 9 in Harrisburg ELEMENTS OF SCHOOL LAW - April 2 in Kulpsville & April 3 in Mars ELEMENTS OF TRANSPORTATION - May 6 in Harrisburg APPLICATIONS IN DATA MANAGEMENT - Online Course (January 27 through February 28) APPLICATIONS IN REVENUES - May 1 in Harrisburg For a complete course listing, visit http://www.pasbo.org/workshops A “must attend” for all people new to a position in school business. School Operations Academy July 24-25, 2014 Penn State Conference Center State College, PA Tracks in Business, Facilities, Food Service and Transportation will help you to: - learn proven techniques from experienced practitioners - gain ideas to create efficiencies and reduce costs - exchange challenges and solutions with your peers - build a network of contacts across the state Valuable Benefits Our members share a common goal. To support classroom learning in schools during good and bad economic times through smart business practices. PASBO helps make that goal a reality. • Connect for Professional Networking Opportunities • Stay Abreast of State policy and Legislative Developments • Maximize Professional Growth and Career Opportunities There’s a doc for that… at the Electronic Resource Center www.pasboerc.org Delivering Best Practices and Good Ideas Need to fine-tune operations? Bring in the PASBO team! School Business Administration Consulting Service · On-site evaluation and analysis · Comprehensive report · Focused on best practices For more info call PASBO at (717) 540-9551 Streamline your procurement payment process— and earn a rebate! It’s a return on expenditure! EasyProcure Annual Spend $80,000,000 $70,000,000 $8,230,298 $60,000,000 $3,353,818 $50,000,000 $40,000,000 Easily manage your cards and earn rebates for your LEA with every purchase $30,000,000 $20,000,000 $10,000,000 $- $61,477,819 $51,254,164 $35,342,577 $30,994,173 $26,422,820 $19,599,472 $15,685,624 $9,983,604 2005-06 2006-07 2007-08 2008-09 2009-10 2010-11 2011-12 2012-13 PA Annual Spend OH Annual Spend For more info visit www.easyprocure.org Add PASBO to your social networks Follow PASBO Like PASBO Quickly and easily solicit bids for supplies, services, contracts and other purchases for your LEA Have surplus equipment? Sell it with • • • • Reach a wider audience No Fees for sellers Greater ROI for your surplus Items Easy to use and free training is provided For more information, visit www.pasbo.org/PublicSurplus Increase your buying power with • • • • • Savings from leading suppliers Office supplies & furniture Fleet vehicle parts Food products and distribution services And more! For more information, visit www.pasbo.org/uscommunities Time for Questions! Send text questions using the “Chat” function at the left side of your screen. Type message in box and click “Enter” to send. Thank you for your participation! CPE and CEU Credits are not available for this forum.