NORTHBOROUGH-SOUTHBOROUGH
REGIONAL SCHOOL DISTRICT
MANUAL OF FINANCIAL PROCEDURES
Table of Contents
Part I
Summary of Internal Control Polices and Law ........................................................1
A. Compliance with Laws ....................................................................................1
B. Security of Financial Records and Data ........................................................3
C. Property Management Guidelines..................................................................5
D. Procurement Guidelines ..................................................................................6
E. Travel Guidelines .............................................................................................7
F. Consultants and Contractors ..........................................................................8
Part II
Internal Control Procedures .......................................................................................9
A. General Accounting Procedures .....................................................................9
B. Cash Management Procedures .....................................................................11
C. Grant Receivable Procedures .......................................................................12
D. Payroll Procedures .........................................................................................14
E. Property and Equipment Procedures ..........................................................21
F. Accounts Payable Procedures .......................................................................26
G. Management Reporting Procedures ............................................................30
Appendix A - Student Activity Accounts .................................................................33
Procedures for Handling Finances for Student Activity Advisors ..................33
Procedures for the Student Activity Advisor to Utilize in Making
a Student Activity Deposit to Regional Treasurer ......................................33
Procedures for the Financial Coordinator to use to Make
a Deposit ..........................................................................................................35
Procedures for the Financial Coordinator to Utilize
When Writing a Student Activity Check .....................................................37
Procedures for the Financial Coordinator to Utilize when
Receiving a Check Returned from Bank due to Insufficient Funds .........39
Appendix B - Athletic Program Monies...................................................................41
Procedures for the Athletic Director/Athletic Secretary to Use For
Handling Athletic Ticket Sales .....................................................................41
Procedures for the Athletic Director/Athletic Secretary to Use For
Handling Athletic Fees ..................................................................................43
Appendix C - Procedures for the Cafeteria Manager to Use for Handling
Cafeteria Monies .................................................................................................45
Appendix D – Procedures for the Use and Rental of School Facilities .................47
Appendix E – Student Parking Permits and Violations .........................................49
Appendix F – Procedures to Use for Handling Student Activity Fee Monies ......52
Appendix G – Tiny Tomahawks Preschool .............................................................53
PART I
SUMMARY OF INTERNAL CONTROL POLICIES AND LAWS
INTRODUCTION
Internal control policies provide the Northborough-Southborough Regional School District with
the foundation to safeguard its assets properly, implement School Committee policies, provide
compliance with state and federal laws and regulations, and produce timely and accurate
financial information.
A. COMPLIANCE WITH LAWS
The Northborough-Southborough Regional School District will follow all of the relevant laws
and regulations that govern the school districts within the Commonwealth of Massachusetts.
Additionally, any Federal Government laws and regulations that relate to grant funding will be
adopted as the grant funding is received. The following are specific policies and procedures of
the Northborough-Southborough Regional School District:
1. Record Keeping

To provide an accurate and auditable record of all financial transactions, and to
ensure the Northborough-Southborough Regional School District’s records and
accounts are maintained in conformity with generally accepted accounting principles
as required by the Commonwealth’s statutes applicable to school districts.

The Northborough-Southborough Regional School District specifically requires that:
o No funds or accounts may be established or maintained for purposes that are
not fully and accurately described within the records of the NorthboroughSouthborough Regional School District.
o Receipts and disbursements must be fully and accurately described in the
records.
o No false entries may be made in the records.
o No false or misleading reports shall be issued.
o Payments may be made only to the contracting party and only for the actual
services rendered or products delivered.
o No false or fictitious invoices may be submitted or paid.
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2. Organizational Conflict of Interest or Self-Dealing (Related Parties)
The Northborough-Southborough Regional School District will follow MGL, Chapter
268A conflict of interest law and disclosure. Additionally, it may not be operated for the
benefit of an affiliated or unaffiliated organization or an individual in his or her own
private capacity or individuals related to the Northborough-Southborough Regional
School District or members of its management, unless the private benefit is considered
merely incidental. This private benefit preclusion will extend to the following:

Sale or exchange, or leasing, of property between the district and an affiliated or
unaffiliated organization or a private or related individual.

Lending of money or other extension of credit between an agency and an affiliated or
unaffiliated organization or a private or related individual.

Furnishing of goods, services, or facilities between the district and an affiliated or
unaffiliated organization or a private or related individual except for the rental of
district facilities as specified in the Northborough-Southborough Regional School
Committee Policy Manual.

Payment of compensation, unless authorized by the Northborough-Southborough
Regional School Committee, by the district to an affiliated or unaffiliated
organization or a private or related individual.

Transfer to, use by, or for the benefit of a private or related individual of the income
or assets of the Northborough-Southborough Regional School District unless
specifically voted by the Northborough-Southborough Regional School Committee.
Thus, the Northborough-Southborough Regional School District will be guided by the
principle of arms-length standards with all affiliated or unaffiliated organizations or with
a private or related individual(s). Related party transactions shall include transactions
between the school district and members of the Northborough-Southborough Regional
School Committee, administration, employees, related individuals and affiliated
companies. Related individuals within the scope of this definition include spouses,
parents, children, spouses of children, grandchildren, siblings, father-in-law, mother-inlaw, sister-in-law, and brother-in-law of a School Committee member or school district
employee.
3. Political Contributions
No funds or assets of the Northborough-Southborough Regional School District may be
contributed to any political party or organization or to any individual who either holds
public office or is a candidate for public office. The direct or indirect use of any funds or
other assets of the Northborough-Southborough Regional School District for political
contributions in any form, whether in cash or other property, services, or the use of
facilities, is strictly prohibited. The Northborough-Southborough Regional School
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District cannot be involved with any committee or other organization that raises funds for
political purposes.
The following are examples of prohibited activities include the following:

Contributions by an employee that are reimbursed through expense accounts or in
other ways.

Purchase by the school district of tickets for political fundraising events.

Contributions in kind, such as lending employees to political parties or using the
assets of the Northborough-Southborough Regional School District in political
campaigns.
B. SECURITY OF FINANCIAL RECORDS AND DATA
1. Security of Financial Data

The district’s accounting software should be reviewed regularly to ensure that only
properly authorized individuals, utilizing a security password, can access or modify
data.

The district’s financial data must be backed up daily to ensure the recoverability of
financial information in case or hardware failure. Such back-up shall be stored in a
fire-safe area that is properly secured.

The Regional Financial Coordinator and the Principal and the Financial Coordinator
shall keep unused checks in a secure location.

The Regional Financial Coordinator and/or the Principal shall keep unclaimed
paychecks and unclaimed pay statements in a secure location.

The Superintendent of Schools or the Superintendent’s designee shall secure all other
financial data.
2. Security of School Documents
Originals of the following district documents are maintained and their presence is verified
on a periodic basis:

Minutes of School Committee Meetings

Banking Agreements

Leases
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
Insurance Policies

Vendor Invoices

Grant and Contract Agreements

Fixed Asset Inventory List
3. Record Retention and Disposal
Records are maintained for the following indicated minimum periods:

Records, documents, and other supporting evidence including paid, cancelled or
voided checks, accounts payable records, vendors’ invoices, payroll sheets and
registers of salaries and wages, employees’ timesheets and other public documents
are retained for seven years after the original entry date.
The following records supporting Federal contracts, as required by the U. S. Office of
Management and Budget are retained for the indicated minimum periods:

For three years after submission of the final report of expenditures, all financial
records including spreadsheets, salary information, invoices submitted and paid, and
any other pertinent information, with the following exceptions:
o If any litigation, claim, or audit is started before the expiration of the three year
period, the records shall be retained until all litigation, claims, or audit findings
involving the records have been resolved and final action taken.
o Records of equipment acquired with Federal funds shall be retained for three
years after final disposition.

Permanently: Audit reports, annual district reports, School Committee minutes, tax
and legal correspondence, labor contracts, insurance claims and policies, and
retirement / pension records.

The disposal date determined under this procedure is the end of the fiscal year, or the
date of final payment of government grants.

All records not supporting government grants or otherwise covered by rules of the
Internal Revenue Service are retained for three years from the end of the fiscal year in
which the records were originally prepared.

All financial records are maintained, by category, in chronological order and fiscal
year.
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C. PROPERTY MANAGEMENT GUIDELINES
1. Use of School Assets

No employee may use any of the District property, equipment, material or supplies
for personal use without the prior approval of the Superintendent.
2. Use of School Credit Cards

There will be no District credit cards permitted.
3. Property and Equipment

The Northborough-Southborough Regional School District maintains detailed records
of all government-furnished property and equipment, with an identification and
segregation of property and equipment acquired through government grants.

The Northborough-Southborough Regional School District tags all property and
equipment acquired through government grants.
4. Identification of Property

Lists of grant-purchased materials shall be kept in databases kept by the technology
department.
5. Record and Report of Property

The School district maintains records for every item of property purchased for $5,000
or more as follows:

Name and description

Serial number, model number, or other identification

If title vests with any entity other than the school district, specific information relative
to which specific entity

Location and condition of the equipment

Ultimate disposition data, including date of disposal, sales price, or method of
disposal.
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6. Physical Inventories

The school district performs a physical inventory of all equipment and furnishings on
an annual basis per School Committee policy. The principal is responsible for this
inventory.

The physical inventory records include each such asset, its location, and a brief
description of its condition.

The physical inventory is reconciled to the detailed fixed asset list. Any differences
are investigated and reconciled.
7. Disposal of Property and Equipment

No item of property or equipment shall be removed from the premises without the
prior approval of the Superintendent.

As previously approved by the School Committee, textbooks and materials, which are
outdated or in poor condition may be discarded at the discretion of the building
principal.

Any other items of value no longer needed by the school district may be disposed of
after it has been offered for sale. The Superintendent determines the method of
disposal.

If equipment is no longer needed by the school district, such equipment shall first be
offered to other town departments.

If items are not useful to other town departments, the Superintendent shall arrange for
its disposal and shall ensure that any revenues obtained for the equipment shall be
returned to the Regional School District’s general fund.

If items are disposed of, appropriate adjustments shall be made of the physical
inventory list.
D. PROCUREMENT GUIDELINES
1. The Northborough-Southborough Regional School District procures only those items and
services that are required to perform their mission and/or fill a bona fide need.
Procurements are made using best value contracting, which includes assessing the best
value considering quality, performance, and price.
2. MGL, Chapter 30B is required to be followed.
3. The district adheres to the following objectives:
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
Procurement will be completely impartial based strictly on the merits of the supplier
and contractor proposals and applicable related considerations such as delivery,
quantity, etc.

Make all purchases in the best interests of the district and its funding sources.

Obtain quality supplies / services needed for delivery at the time and place required.

Buy from responsible sources of supply.

Obtain maximum value for all expenditures.

Deal fairly and impartially with all vendors.

Maintain dependable sources of supply.

Be above suspicion of unethical behavior at all times; avoid any conflict of interest,
related parties or even the appearance of a conflict of interest in the school district
supplier relationships.
4. The district will execute a purchase order for all purchases.

The building principal and the Superintendent and/or Business Director must approve
such purchase order.
5. All lease agreements will be evidenced by a signed agreement identifying all of the terms
and conditions of the lease.
6. Any real estate agreement to rent or sell will require a beneficial interest disclosure as
required in MGL Chapter 7, section 40J.
E. TRAVEL GUIDELINES
1. Employee Mileage Reimbursement

All employees are reimbursed at the standard mileage rate per mile as determined by
the State of Massachusetts for state employees for use of their own vehicle for
business related travel or at the rate per mile negotiated through the collective
bargaining process. In addition, parking fees and tolls paid are reimbursable if
supported by receipts.

All employees requesting such mileage reimbursement are required to furnish an
expense reimbursement form containing the destination of each trip, its purpose, and
the miles driven,

Receipts for any parking fees or tolls paid must be attached to the travel report.
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
Reimbursement requests must be made within the fiscal year during which the
expenses were incurred. Failure to submit reimbursement requests prior to the close
of a given fiscal year will result in no reimbursement.
F. CONSULTANTS AND CONTRACTORS
1. Consultant Utilization

The utilization of all consultants and contract personnel are sufficiently evidenced by
the following:
o Details of all agreements (e.g., work requirements, rate of compensation, and
nature and amount of other expenses, if any, with the individuals or organizations
providing the services and details of actual services performed).
o Invoices or billings submitted by consultants, including sufficient detail as to the
time expended and the nature of the actual services performed.
o The use of a management contract for educational and administrative services will
clearly identify the contractor’s performance requirements, including student’s
academic achievement, contractor’s compensation, and the district’s rights to
educational curricula and intellectual property developed.
2. Independent Contractors

The use of consultants is closely monitored so as not to vary from the rules of the
Internal Revenue Code. In particular, consultants will:
o Not be controlled as to what services will be performed and how these services
will be performed. Consultants will not have set hours of work.
o Adhere to a precise contract scope of services, recomputed or at least adjusted
annually. This consultant agreement will specify the obligation of the consultant
to pay his or her own self-employment taxes, if applicable.
o Not receive any fringe benefits as such, although their fee may include provision
for fringe benefits.
o Not be assigned a permanent workstation.
o Make their services available or work for a number of firms or persons at the
same time.
o Use their own stationery or time sheet in billing for services.
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PART II
INTERNAL CONTROL PROCEDURES
INTRODUCTION
The following section of the Guide will provide procedures, which will support the policies and
laws referenced in Part I of the Guide.
A.
GENERAL ACCOUNTING PROCEDURES
In this section, procedures are described for the overall accounting system design, accounting
activity, and closeout of the accounts at year-end.
1. Overall Accounting System Design

Control Objective
o To establish a coding structure that supports financial reporting and decisionmaking.

Major Controls
o The Business Director and Budget Officer are involved in designing the Chart of
Accounts / Coding Structure.
-
To support the decision making, the Business Director and Budget Officer
shall be involved in ensuring that DESE guidelines, as updated July 1, 2001,
are used for recording and reporting purposes using the district’s software.
2. General Accounting Activity

Control Objective
o To ensure that all accounting entries are current, accurate, and complete.

Major Controls
o Timeliness of Entries
-

All entries are made soon after the underlying accounting event to ensure the
financial record and reporting are accurate.
Support Documentation
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o All entries are supported by adequate documentation that clearly shows the
justification and authorization for the transaction.

Audit Trail
o A complete paper trail should be kept so that the auditors will be able to
reconstruct and / or justify all entries.

Procedures
o Financial data on source documentation is verified against original documents
(e.g., invoice, purchase order, etc.) by the Business Director before entering into
the software system.
-
Each entry in the accounting software is reviewed and approved by the
Business Director.
-
Non-recurring entries, such as for correcting entries, are prepared as
circumstances warrant and submitted to the Northborough-Southborough
Regional Treasurer within two business days of preparation. Documentation
shall be attached to all such correcting entries.
3. Account Reconciliation and Close-out

Control Objective
o To ensure the accuracy of financial records and reports.

Major Controls
o Reconciliation of All Accounts and Sub-accounts

Procedures
o The designated person for each fee-based program shall ensure that those
accounts and sub-accounts are reconciled with the balances carried by the
Regional Financial Coordinator on a monthly basis, sending a copy to the
Superintendent and/or the Business Director. These fee-based programs include
Tiny Tomahawks preschool, student activity, and athletics.
o The Regional School District is the fiduciary for the Northborough and
Southborough Preschool programs.
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o At fiscal year end and after the annual audit, all accounts are closed out and the
balances of revolving funds and grants are agreed to the audited financial
statements.
B. CASH MANAGEMENT PROCEDURES
In this section, procedures are described for cash receipts.
1. Cash Receipts

Control Objective
o To record receipts completely and accurately and to prevent the diversion of cash
assets.

Major Controls
o Cash Receipts Procedures
-
The Northborough-Southborough Regional School District has internal
control systems in place to monitor cash receipts and to ensure that deposits
are made in a timely manner.
o Internal Accounting Controls
-
Opening of mail assigned to an employee with responsibilities independent of
access to files or documents pertaining to accounts receivable or cash
accounts.
♦ Listed receipts and credits compared to accounts receivable and bank
deposits.
♦ Accounts are reconciled with balances carried by the Regional School
Treasurer

Procedures
o General
-
Mail is opened by the Receptionist or File Clerk who sorts the checks.
-
Receptionist or File Clerk then forwards them to the individual responsible for
the sub-account.
-
Detailed procedures for the Student Activity Accounts, previously approved
by the auditor, appear in Appendix A.
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-
Detailed procedures for the handling of handling of athletic funds, previously
approved by the auditor, appear in Appendix B.
-
The Business Director reviews the reconciliation of these accounts with the
balances carried by the Northborough-Southborough Regional School
Treasurer.
C. GRANT RECEIVABLE PROCEDURES
1. Grant Writing

Control Objective
o To ensure that grant funding is pursued to the greatest extent possible.

Major Controls
o The Assistant Superintendent has been assigned as the point person on all grants.
The Director of Student Support Services is the designated point person on all
grants related to special education.

Procedures
o All information relative to grant opportunities is funneled to the Assistant
Superintendent.
2. Entitlement Grants and Competitive Grants

The Assistant Superintendent shares information relative to competitive grants with
appropriate members of the professional staff.

Any professional staff member interested in pursuing a competitive grant must
consult with the Assistant Superintendent to ensure that the proposed grant
application concept is compatible with the district-wide goals of the NorthboroughSouthborough Regional School District.

After the above consultation with the Assistant Superintendent, the member of the
professional staff will complete the grant application, ensuring that any positions
within such a grant are specified at salary rates listed in collective bargaining
agreements, if appropriate.

When the competitive grant application has been completed, the Assistant
Superintendent will review it for completeness, accuracy, and consistency with
district-wide goals.
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
After the Assistant Superintendent has determined that the competitive grant is ready
for submission; he/she shall bring it to the Superintendent for signature and
submission.

The Superintendent will review the application with the Assistant Superintendent and
sign three copies in blue ink.

The Secretary to the Superintendent will make the required copies of the grant and
arrange to have the needed copies submitted via certified mail or its equivalent.

The Secretary to the Superintendent will send a copy of the signed grant application
to the Assistant Superintendent, Budget Officer, the grant author/administrator, and
the Business Director.

The Budget Officer will maintain a copy of all awarded grants.
3. Grant Amendments

Any proposed amendments to grants, either entitlement or competitive, must be
discussed with the Superintendent prior to preparation.

After consultation with the Superintendent, the grant author/administrator may
prepare a draft of the amendment.

The grant author/administrator must then meet with the Business Director and/or
Budget Officer to ensure that the proposed amendment can be accomplished within
the remaining fund balances.

After the Business Director and/or Budget Officer has cleared the amendment, the
form shall be submitted to the Superintendent for signature.

The Superintendent shall sign three copies of the proposed amendment in blue ink.

The Secretary to the Superintendent will send a copy of the signed amendment
request form to the Assistant Superintendent, the grant author/administrator, and the
Business Director.

The Budget Officer will maintain a copy of all awarded grants.

When approval of a grant amendment arrives, the Secretary to the Superintendent
shall make copies of it and distribute those copies to the Assistant Superintendent, the
grant author/administrator, the Budget Officer and the Business Director.

The Secretary to the Superintendent shall file an additional copy of the approval in
the GRANT NOTEBOOK in the Central Office. This copy shall be stapled to the
copy of the amendment application in the GRANT NOTEBOOK.
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4. Requesting Grant Payments

The Budget Officer will work with the Business Director to monitor the expenditure
of funds.

The Budget Officer shall be responsible for requesting additional funds from DESE at
regular intervals throughout the year.

The Budget Officer shall ensure that the final grant payment is requested in a timely
manner so that the Treasurer prior to the close of the fiscal year will have received all
funds.

The Budget Officer will work with the Business Director to ensure that the grant is
reconciled to the balances carried at the end of each month.

The Budget Officer will draft and submit to The Business Director a final report
within 45 days of the end of the grant.

The Budget Officer shall submit the final report on the grant within 60 days after the
end of the project.
D. PAYROLL PROCEDURES
Payroll procedures are organized under six categories: personnel requirements, personnel data,
timekeeping, preparation of payroll, submission of payroll, distribution of checks or statements.
1. Personnel Requirements

Control Objective
o To ensure that the District hires only those employees, full or part-time, it
absolutely needs and exerts tight control over hiring new employees.

Major Controls
o Payroll Procedures
The District has adopted payroll procedures for installing new employees on the
payroll system and removing terminated employees from the system, as well as
monitoring vacation and sick pay.
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
Procedures
o New Employees
-
Request for new employees are initiated by the building principal or
supervisor and submitted to the Superintendent of Schools.
-
The Superintendent shall review the request to ensure that it falls within the
approved School Committee budget.
-
The Superintendent shall maintain a spreadsheet to ensure that the funding of
the positions being vacated is greater than the cost of the new hires.
-
A CORI is completed prior to the hiring of any new employee.
-
A complete application packet shall be on file for any individual being
considered for a position. That packet shall include the following:
♦ Letter of Application
♦ Resume
♦ Letters of Reference
♦ Certification / License (when appropriate)
-
References shall be checked prior to hiring.
-
Any individual being hired shall receive an appointment memo detailing
position, salary step, pertinent collective bargaining agreement or individual
contract, actual salary, and date of hire.
-
The individual being hired shall be given, and shall acknowledge receipt of (in
writing), copies of the following:
♦ Harassment Policies; (Sexual, Racial, Disability, Gender, Sexual
Preference)
♦ Internet Acceptable Use Policy;
♦ E-mail Policy;
♦ Restraint Policy.
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-
The individual being hired shall complete an IRS W-4 Form, a Massachusetts
Form M-4 and I-9. Copies of a social security card, driver’s license, and/or
passport shall be provided to the Superintendent’s Office.
-
The individual being hired shall complete all necessary paperwork with regard
to retirement.
-
The individual being hired shall complete all necessary paperwork with regard
to insurance, if it is appropriate.
-
An individual will be entered onto the payroll only after all of the above steps
have been completed.
-
The Personnel Assistant shall notify the Technology Director so that an e-mail
account can be established and a laptop assigned, if necessary.
o Vacation and Sick Pay
-
Employees accrue vacation time based on either their collective bargaining
agreement, School Committee policy, or his/her individual contract.
-
Employees must secure the approval of their supervisors in advance. Under
usual circumstances, this approval should be secured two weeks in advance.
-
Regular part-time employees will earn vacation time as detailed in the
applicable collective bargaining agreement, School Committee policy, or in
his/her individual employment contract. Usually this vacation time is on a
pro-rated basis.
-
Employees’ vacation balances are adjusted bi-weekly to reflect vacation time
taken.
-
Sick leave taken is monitored against each employee’s available time and is
recorded on a bi-weekly basis.
-
The Personnel Assistant monitors vacation and sick time by maintaining
individual records for each individual.
o Non-renewals
-
Upon recommendation of the school principal the Superintendent of Schools
will sign letters of non-renewal.
-
Such letters will be given to the non-renewed individual by June 1 of any
given year. The letter will be handed to the individual personally. Copies will
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be given to the Business Director, Business Secretary, Personnel Assistant and
Regional Financial Coordinator.
-
The Business Director shall remove the individual from the payroll effective
June 30.
-
The Regional Financial Coordinator and Business Secretary handle all issues
relative to insurance, COBRA, pension, etc. for an individual who has not
been renewed.
o Terminations
-
Any time an administrator or supervisor is considering terminating an
employee, the Superintendent shall be notified immediately.
-
If necessary, the administrator or supervisor and the Superintendent shall
consult with the School Committee attorney to ensure that all appropriate
steps are taken relative to the termination.
-
The Business Director shall arrange with the Regional Treasurer to cut a final
check in compliance with state law.
-
The Business Director shall remove the individual from the payroll according
to the advice of the School Committee’s legal counsel.
-
The Regional Financial Coordinator and Business Secretary handles all issues
relative to insurance, COBRA, pension, etc. for an individual who has not
been terminated.
2. Personnel Data

Control Objective
o To calculate and record payroll data accurately and completely for all employees.

Major Controls
o Internal Accounting Controls
o A precise paper trail covering all transactions is required.
o The Superintendent approves changes in personnel data.
o Separate payroll and personnel files periodically reviewed and reconciled.
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
Procedures
o Changes to personnel data are initiated with an “Appointment Memo” which is
signed by the Superintendent.
o A copy of the signed “Appointment Memo” is sent to the Budget Officer,
Business Director, Business Secretary, and Regional Financial Coordinator
whenever a change is made.
o The Regional Financial Coordinator processes the authorized changes to the
payroll data.
o A copy of the “Appointment Memo” is retained in the employee’s personnel file.
3. Timekeeping

Control Objective
o To ensure that payment for salaries and wages is made in accordance with
documented time records.

Major Controls
o Timekeeping Procedures
o Employees are instructed on the proper charging of time to assure the accuracy of
recorded time to cost objectives.
o Time Sheet
-
With the exception of cafeteria workers, the payroll system is a payroll by
exception system. Payroll by exception means that the initial payroll
information is set up for each employee, and, after that, the only information
entered for each pay period are any exceptions to the normal information
(sick, vacation, overtime, etc.).
-
Labor hours are accurately recorded and any corrections to timekeeping
records, including the appropriate authorizations and approvals, are
documented.
o Internal Reviews
-
The Business Director monitors the overall integrity of timekeeping.
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o Internal Accounting Controls

Reconciliations of hours charged on time sheets to attendance records are made
on a bi-weekly basis.
Procedures
o Time Sheet Employees - Preparation
-
Time sheets for Cafeteria and Custodial employees are prepared on a biweekly basis.
-
In preparing time sheets, personnel will:
♦ Enter hours in ink or on a computer spreadsheet.
♦ Make all corrections in ink by crossing out the error and initialing the
change.
♦ Submit the completed time sheet to the appropriate supervisor for approval
and signature.
o Approval and Collection of Time Sheets
-
Timesheets for all hourly personnel are forwarded to the Principal’s office on
a bi-weekly basis. The time frame ensures that all timesheets are submitted in
a timely manner.
-
Attendance is recorded on a computer spreadsheet by the Principal’s Office,
approved and signed by the Principal and forwarded to the Regional Financial
Coordinator and Personnel Assistant.
o Reconciliation of Payroll to Time Sheets
o Hours shown on time sheets are reconciled to the hours recorded on the payroll forms by
the Regional Financial Coordinator.
o The Regional Financial Coordinator will reconcile timesheets submitted for substitutes to
the attendance forms submitted for salaried employees.
o Non-Time Sheet Employees (Contracted employees)
-
Absences are recorded on a computer spreadsheet by the Principal’s Office,
approved and signed by the Principal and forwarded to the Regional Financial
Coordinator and Personnel Assistant
19
4. Preparation of Payroll

Control Objective
o To ensure that payment of salaries and wages is accurately calculated.

Major Controls
o Internal Accounting Controls

-
Time records are reconciled with payroll records twice a month by the Budget
Officer.
-
The responsibility for checking the accuracy of payroll calculations is
separated from the responsibility for payroll preparation to the extent possible
for the size of the district.
Procedures
o The school secretary forwards approved computer spreadsheet (sub list) to the
Regional Financial Coordinator and Personnel Assistant.
o Hours shown on spreadsheet are entered into the payroll system by the Regional
Financial Coordinator.
5. Payroll Payment

Control Objective
o To ensure payment for salaries and wages by check or direct deposit is made only
to employees entitled to receive payment.

Major Controls
o Internal Accounting Controls
-

All payroll checks and direct deposit are handled through the NorthboroughSouthborough Regional Business Office.
Procedures
o After the Business Office has cut payroll checks or direct deposit statements,
these are put into sealed envelopes for distribution.
o The File Clerk shall sort the sealed envelopes for distribution.
20
o The File Clerk shall send each batch of sealed envelopes to the appropriate
administrator for distribution to the individual employee.
o Each school administrator will monitor those checks or statements, which cannot
be delivered to the individual employee and will mail the check or statement to
those employees who cannot pick up the check or statement.
6. Payroll Withholdings

Control Objective
o To ensure that payment withholdings are correctly reflected and paid to the
appropriate third parties.

Major Controls
o Reconciliation of Payment and Payroll Withholdings

Procedures
o All payroll withholdings are handled through the Regional Financial Coordinator.
o Copies of the original withholding and benefit election forms shall be maintained
in the individual employee’s personnel file.
o The Receptionist in the Central Office shall provide employees seeking to change
their withholding or benefit elections with the appropriate forms to request these
changes from Central Office.
E. PROPERTY AND EQUIPMENT PROCEDURES
This section is organized into six parts: P & E acquisitions, record keeping over P & E,
depreciation, inventory of P & E, disposal of P & E, and Government-furnished and Schoolacquired P & E.
1. Property and Equipment (P & E) Acquisitions

Control Objective
o To control the acquisition of P & E and completely and accurately record fixed
asset acquisitions in order to safeguard fixed assets from loss.

Major Controls
o P & E Acquisitions Tied to Budget
21
-
All acquisitions of property and capital equipment are either designated in the
approved budget or subsequently approved by the School Committee.
o P & E Acquisitions Based on Approved Requests
-
Official approval is obtained before a P & E purchase is made. This is
performed by reviewing the purchase order prepared for the item.
o Internal Accounting Controls

Reconcile fixed assets acquisitions with capital expenditure authorizations.
Procedures
o Authorization requests for the acquisition of fixed assets are reviewed and
approved by the Superintendent.
o Each item of property and equipment received is identified and tagged in a visible
area on the asset.
o A copy of purchase orders for capital expenditures is entered into the record for
proper identification of all fixed assets to be included in the accounting records.
o Information on each tagged asset is entered in the fixed asset inventory.
2. Recordkeeping Over Property and Equipment

Control Objective
o To record fixed asset acquisitions, transfers and dispositions completely and
accurately on a current basis.

Major Controls
o Capitalization Policies
-
The district follows the policy of capitalizing all fixed assets purchased
greater than $5,000.
o Fixed Asset Classification
-
Fixed assets are accounted for by the following classifications: land, building,
betterments, furniture, and computer hardware/software.
22
o Complete Record of P & E Acquisition Costs
-

The fixed asset inventory list contains the full history of each capital asset
acquired, original acquisition cost, and any costs incurred to prepare the asset
for use.
Procedures
o Asset acquisitions, transfers, and dispositions are entered in the fixed asset
inventory list on a periodic basis.
o The fixed asset inventory list is reconciled with the financial accounts on a
periodic basis. Any differences are analyzed and resolved by the Superintendent.
3. Depreciation

Procedures
o The district records assets when acquired and records the historical cost of these
items.
o The estimated useful life of district assets are as follows:
Buildings……………………… 40 years
Building Improvements………. 20-40 years
Furniture and equipment……… 5-10 years
o When calculating the current value of an asset, straight-line depreciation over the
above estimated useful life shall be utilized.
4. Inventory of Property and Equipment

Control Objective
o To ensure that all recorded assets exist and are in use.

Major Controls
o Internal Accounting Controls
-
All property and equipment is tagged when received.
-
Physical inventories are performed annually.
-
Differences between physical inventories and amounts recorded on the fixed
asset inventory list are analyzed and reconciled monthly.
23

Procedures
o The Business Director secures a printout of the fixed asset inventory list by asset
classification.
o An inventory of fixed assets is taken annually.
o The physical inventory of fixed assets is compared to the figures recorded on the
fixed asset inventory list.
o Differences are investigated and resolved by the Superintendent.
5. Disposal of Property and Equipment

Control Objective
o To ensure that assets no longer in use are disposed of in accordance with existing
policies.

Major Controls
o Disposal Policies
-
The School Committee has adopted policies on the disposition of property and
equipment.
o Internal Accounting Controls

-
Use of fixed asset disposal authorization forms.
-
Disposal or transfer of fixed assets only with proper authorization.
-
Periodic count of fixed assets that is reconciled with the fixed asset inventory
list.
Procedures
o A determination is made by school personnel as to the usefulness of a fixed asset.
o An asset disposal form is prepared with proper written authorization by the
appropriate administrator.
o The asset disposal form is reviewed and signed by the Superintendent.
24
o A copy of the asset disposal form is routed to The Business Director who enters
the dollar amount of the disposed fixed asset as a reduction in the fixed asset
inventory list. Any proceeds realized from the disposition of these assets are
turned over to the Regional Treasurer.
6. Government-Furnished and School-Acquired Property and Equipment

Control Objective
o To ensure that Government-furnished and School-acquired property and
equipment are properly obtained, used, and managed during the life of a federal or
state grant.

Major Controls
o Record Keeping
-
The district maintains detailed records on all property and equipment.
o Custody
-
All Government-furnished and School-acquired property and equipment,
when not in use, is stored in a secure area.
o Inventory

All Government-furnished and School-acquired property and equipment is
inventoried.
Procedures
o All Government-furnished and School-acquired property and equipment on
Government grants are assigned tag numbers and properly identified with this
number in the fixed asset inventory list.
o On an annual basis, administrators inventory all property and equipment and
ensure that fixed assets are being used for the purpose intended.
o The disposition of Government furnished and School-acquired property and
equipment is authorized by the Superintendent and reported to the proper
Government Agency as required by that agency.
25
F. ACCOUNTS PAYABLE PROCEDURES
This section is organized into three major parts: accounts payable, purchasing, and expense
reimbursement.
1. Accounts Payable

Control Objective
o To ensure that invoices are accurately recorded on a timely basis for authorized
purchases.

Major Controls
o Reconciliation of Accounts Payable Records
-
Reconciliation of source data is performed periodically to ascertain the
accuracy of accounts payable entries.
o Internal Reviews

Internal reviews are conducted to determine if duplicate payments or
overpayments exist.
Procedures
o Authorization of Payment for Purchases and Preparation of Warrants for Payment
o Invoices are received by the Central Office, which forwards them to the
requisitioner for approval. If invoice amount exactly matches purchase order
amount then approval may be obtained through a signed receiving copy.
o Approved invoices are forwarded to the Central Office.
o Invoices are compared to the Purchase Order and the packing list.
o The invoice is reviewed for the following:
-
The nature, quality, and quantity of goods ordered and the related price.
-
Accuracy of all arithmetic calculations and extensions.
-
Completed 30B form if applicable.
-
The Regional Financial Coordinator reviews the above and enters the amounts
into the software program.
26
o Completed warrants, with supporting documents attached are prepared for the
Signatures of the Superintendent, the Business Director, the Budget Officer, and
School Committee Warrant Subcommittee.

Reconciliation of Accounts Payable Records
o The Budget Officer balances on at least a monthly basis with the NorthboroughSouthborough Regional Treasurer.
2. Purchasing

Control Objective
o To ensure that goods and services are required at fair and reasonable prices and
the highest personal standards of conduct are maintained in all relationships with
vendors, suppliers, and subcontractors.
o To ensure that transactions are accurately classified and recorded in the financial
records.

Major Controls
o Purchase Requirements
-
The district has developed cost-effective and efficient purchase requirements
in order to achieve full and open competition, meeting delivery schedules,
controlling inventory and material, and expediting and following up on
purchases.
o Required Competition
-
The district utilizes the following procurement guidelines:
Contracts under $10,000 – The district uses sound business practices when
procuring goods and services for amounts less than $10,000.
Contracts from $10,000 to $25,000 – The district seeks price quotes from at
least three vendors and awards the contract to the responsible vendor
offering the supply or service needed for the lowest price.
Contracts greater than $25,000 – The district conducts a formal advertised
competition using sealed bids or proposals. An award is offered to the
qualified bidder who meets the district’s specifications and offers the lowest
price.
27
Where possible, the district utilizes the Commonwealth of Massachusetts –
state contract, or the cooperative bids solicited by area collaboratives.
o Selecting the Vendor
-
The district selects the most responsive and responsible vendor to provide
required materials and services, and promotes competition in order to obtain
fair and reasonable prices.
o Internal Accounting Controls
-

Implementation of procedures that require the reporting of unethical conduct
to the Superintendent and the subsequent restitution of any gain resulting from
such conduct.
Procedures
o Purchase Requirements
-
After approval of the annual budget, the Superintendent reviews the district’s
needs to uncover patterns of orders and opportunity for clustering orders to
achieve volume discounts.
-
In preparing a purchase requisition, the requestor identifies only minimum
needs.
o Processing Purchase Requisitions
-
Purchase orders are approved by the appropriate principal or other supervisor
and forwarded to the Central Office. In instances of multiple requests for
similar items, the Central Office prepares a combined order for the vendor.
-
Purchase orders must include the following:
♦ A description of items ordered;
♦ A cost estimate;
♦ The required delivery information;
♦ The account to be charged; (DESE guidelines should be used to determine
appropriate function and object codes.)
♦ Signed approval of the building principal or other comparable supervisor.
28
o Processing Purchase Orders
-
Purchase requisitions, after having been signed by the building principal or
other comparable supervisor, are then forwarded to the Superintendent and/or
Business Director who checks for accuracy prior to approval
-
The Business Director or the Superintendent approves purchase orders.
-
Three copies of the purchase order are printed. One copy is filed
alphabetically by vendor in the Central Office. Two copies are returned to the
administrator submitting the purchase order. The Receiving copy will be
signed and returned to Regional Financial Coordinator upon receipt or order.
o Obtaining Bids and Quotations
-
The Business Director ensures that the requesting administrator has obtained
and documented the required quotations on transactions not expected to
exceed $10,000, and has obtained these in writing for transactions between
$10,000 and $25,000. All of these require the completion of the quote form
and the attachment of the required documentation. Items greater than $25,000
will require formal bid requests and evaluation before the purchase order is
issued.
-
In evaluating bids received, the recommending administrator performs and
documents a cost or price analysis for submission to the Superintendent.
o Negotiation and Award
-
Awards may be made to other than the low bidder in circumstances where the
higher bid demonstrates best value contracting procedures to the district (can
use MGL c30B as guide). In such situations, the Superintendent shall prepare
a justification statement for such awards, furnishing a brief explanation of the
factors leading to such a decision.
3. Expense Reimbursement

Control Objective
o To ensure the district pays for only authorized business expenses.

Major Controls
o Travel Policies
29
-
Collective bargaining agreements and individual contracts address the issue of
travel reimbursement.
o Employee Expense Reimbursement Documentation
-
Employees are required to obtain and furnish documentation for all individual
expenses.
o Internal Accounting Controls
-
Justification for travel approved by the Superintendent.
-
Documentation for incurred employee expenses.
-
Prohibition against the issuance of district credit cards.
o Expense Reimbursement
-
An employee who seeks reimbursement for authorized travel expenses
completes a travel report detailing the expenses incurred, attaching copies of
supporting documentation.
-
If payment was made by check, copies of both the front and back of the
cancelled check must be provided.
-
The employee’s travel report reimbursement request is reviewed and approved
by the Superintendent.
-
All reimbursement requests must be submitted within the fiscal year in which
the expenditure was made.
G. MANAGEMENT REPORTING PROCEDURES
In this section, procedures are covered for supporting the annual budget and financial reporting.
1. Annual Budget

Control Objective
o To support effectively the preparation of the annual budget and its periodic
review.

Major Controls
o Budget Process
30
-
The building administrators develop budget requests utilizing input from their
faculties and School Councils. These requests shall include requests for
operating budgets and for warrant articles. The budgets are submitted to the
Superintendent. After compilation of the requests, the Superintendent shall
forward them to the School Committee for initial approval.
o Internal Accounting Controls

Accuracy and completeness of the budget and projections.
Procedures
o In preparation of the annual operating and capital budgets, the building
administrators consult with faculty members and his/her School Council.
Requests for additional resources and / or significant programmatic changes shall
be submitted in priority order.
o Building administrators shall meet with the Superintendent to discuss the initial
requests.
o The Superintendent shall prepare the initial budget request, compiling the requests
from the district administrators.
o The Superintendent shall submit this preliminary budget request to the School
Committee for its consideration.
o After consultation with the Towns’ Financial Committees, the School Committee
will adopt a final budget request to be submitted to Town Meetings for approval.
2. Financial Reporting

Control Objective
o To ensure the accuracy, completeness, and timeliness of financial reporting to
support decision-making.

Major Controls
o Schedule
-
Monthly managerial reports are prepared.
o Review and Approval
-
Financial reports are reviewed for accuracy and completeness.
31
o Audit

A certified public accounting firm audits the annual financial reports of the
district.
Procedures
o The Budget Officer shall prepare periodic financial reports for the Superintendent,
Business Director, Principal, and other administrators.
o The administrators will review the reports for accuracy.
o The Superintendent shall report any significant trends to the School Committee.
o If necessary, the School Committee will approve transfers from one account to
another.
o The district submits to an audit of its financial statements by a qualified certified
public accounting firm as required by law.
3. Payroll Tax Compliance

Control Objective
o To prepare and file required tax documents accurately and on a timely basis.

Major Controls
o This section is handled exclusively by the Northborough-Southborough Regional
Treasurer.
32
APPENDIX A
Note: Although payment for student activities, athletic fees and
parking permits/fines can be made in the form of cash, checks, and
online, the school district strongly encourages the use of the online
payment system.
STUDENT ACTIVITY ACCOUNTS
A student activity account may be used for monies raised by student organizations and which
will be expended by those students for their benefit. Chapter 66 of the Acts of 1996 governs
monies deposited to a student activity account. Monies governed by any other laws which
specify other ways in which the money must be handled cannot be deposited to a student activity
account. Also, monies in student activity accounts cannot be used for payroll purposes.
PART I
PROCEDURES FOR THE FINANCIAL COORDINATOR TO
USE TO MAKE A DEPOSIT
A. INTRODUCTION
1. Each Student Activity Advisor (Advisor) must utilize the blue deposit slips that are
provided by the Financial Coordinator.
2. Advisors must transfer to the Financial Coordinator any funds collected no less often than
once per week. If the Advisor reaches $250.00 in receipts, he/she must deposit all funds
immediately.
33
B. PROCEDURES
1. Funds must be kept under lock and key at all times.
2. When a “deposit” or transfer of funds is to be made to the Financial Coordinator, the Advisor
must utilize one of the blue deposit slips available from the Financial Coordinator.
3. The Advisor must complete the deposit form, tallying the checks and cash.
4. The Advisor must then re-count the deposit to verify its accuracy.
5. The Advisor must then place the deposit slip, cash and checks in an envelope with the
account name on the outside.
6. The Advisor must contact the Financial Coordinator via phone or email to arrange a time to
confirm deposit amount.
7. The Advisor must hand the envelope to the Financial Coordinator who will count the funds
in the presence of the Advisor. Once amount is confirmed, Financial Coordinator and
Advisor will initial/date deposit slip, seal the envelope and Financial Coordinator will place
the envelope in the safe until deposit is made.
34
PART II
PROCEDURES FOR THE FINANCIAL COORDINATOR TO
USE TO MAKE A DEPOSIT
A. INTRODUCTION
1. The Financial Coordinator creates a school deposit every 2-3 days depending on the
amount of activity.
B. PROCEDURE
1. The Financial Coordinator counts the cash and/or checks that go with each deposit slip to
verify that the amounts are correct and totals a cash deposit and a check deposit.
2. After the amounts have been verified, the checks are run through the bank scanner by the
Financial Coordinator and the totals are matched. The checks are then filed by date with
the deposit slip in the vault.
3. After the amounts have been verified, the cash can be combined and prepared for the
deposit. Band the cash as follows:




$20’s
$10’s
$ 5’s
$ 1’s
$500.00 batches
$250.00 batches
$100.00 batches
$ 25.00 batches
4. The school cash deposit is put together by the Financial Coordinator, put in a sealed bag,
and kept in the vault until the Financial Coordinator or approved designee delivers to the
bank. A Sealed Bank Deposit Bag Signature Log is signed off by the bank official to
verify the total number of bags being deposited.
35
5. All deposit information is put on Deposit Spreadsheet to balance by the Financial
Coordinator. Individual activity account information is posted in Quickbooks by the
Financial Coordinator.
6. A copy of the Deposit Spreadsheet is sent to the District Treasurer.
7. All deposit slips are held in a file until the bank deposit slip is received from the bank.
8. When the deposit slips are received from the bank, the Financial Coordinator pulls the
matching blue deposit slips and files in the vault.
9. At the end of the month, the Financial Coordinator creates a Warrant for the School
Committee totaling all deposits. The Warrant is forwarded to the School Treasurer and
Superintendent and/or Business Director.
10. The Superintendent and/or Business Director signs the Warrant and presents it to the School
Committee at the next meeting.
36
PART III
PROCEDURES FOR THE FINANCIAL COORDINATOR TO
UTILIZE WHEN WRITING A CHECK
A. INFORMATION
1. The Financial Coordinator cannot write over $50,000 in checks from the activities account
in between warrants. If the amount is close to $50,000, two warrants are done per month.
2. Blank checks are kept locked in a desk in the vault. Voided checks are retained on file.
B. PROCEDURE
1. Advisor verifies amount of invoice matches order, fills out standard student activity
voucher including signature, and gives to Financial Coordinator. A copy of the standard
student activity voucher is attached.
2. The Financial Coordinator will verify the following:

The voucher had been signed by the Advisor;

Proof of the expenditures has been attached (receipt, bill, etc.) and matches the
amount on the voucher;

No sales tax has been included.
3. The Financial Coordinator then must write the check, which automatically posts to the
ledger, sign the check, and give the check to the School Principal for countersignature.
4. School Principal countersigns the check and returns check to Financial Coordinator.
5. The Financial Coordinator will add the check number and the date to the voucher and
attach a copy of the invoice (with “Paid” stamped on invoice) to the voucher. This will
get filed by check number in the vault.
37
6. The Financial Coordinator will mail the check with the invoice or hand back both to the
Advisor for the advisor to mail.
7. At the end of the month, the Financial Coordinator creates a Warrant for the School
Committee totaling all checks payable. A detailed expenditure list and copies of the
invoices/receipts being paid will be attached to the Warrant. The Warrant is forwarded to
the School Treasurer and the Superintendent and/or Business Director.
8. The School Treasurer adds the total of all deposits made to the Warrant.
9. The Superintendent and/or Business Director signs the Warrant and presents to the
School Committee at the next meeting.
38
PART IV
PROCEDURES FOR THE FINANCIAL COORDINATOR TO
UTILIZE WHEN RECEIVING A CHECK RETURNED FROM
BANK DUE TO INSUFFICIENT FUNDS
A. INFORMATION
1. The bank, upon receiving a check from an account with insufficient funds, sends the
check and notification to the Superintendent’s office. The Superintendent’s office then
forwards the check and notification to the Financial Coordinator.
B. PROCEDURE
1. The Financial Coordinator sends an insufficient funds letter to the party that submitted
the check. Basic language of the letter is as follows:
Your check in the amount of $10.00 dated October 5, 2011 payable to the order of Algonquin Regional High School has been
dishonored by the bank or other depository upon which it has been drawn because:
Insufficient Funds
If you do not make payment within thirty days of the above date, you may be sued to recover payment. If a judgment is rendered
against you in court, it will include not only the original face amount of the check but also additional liquidated damages of not
less than one hundred dollars ($100.00) nor more than five hundred dollars ($500.00).
** PAYMENT MUST BE MADE BY CASH OR MONEY ORDER ONLY AND INCLUDES A $25.00 FEE**
Please make payment in the amount of $35.00 payable to:
Algonquin Regional High School
79 Bartlett Street
Northboro, MA 01532
ATTN: Mrs. Capalbo
Principal’s Office
2. The Financial Coordinator enters the check and fee amount into Destiny student
obligations system under the student’s name, for whom the check was written.
3. The Financial Coordinator posts the returned amount in the Ledger under the appropriate
account.
39
4. When check amount and fee is received it is handled as follows:

If the check is for a student activity, the Financial Coordinator sends information to
Advisor, who submits a deposit slip for total amount using procedure from Student
Activity Accounts Part I

If the check is for parking, the Financial Coordinator sends information to the Office
of the Assistant Principal of the Upper Office, who clears the parking permit and
submits a deposit slip for the total amount using procedure from Appendix E Student
Parking Permits and Violations Section B.

If the check is for Student Activity fee, the Financial Coordinator handles using
Appendix F Student Activity Fee.

If the check is for Athletic fees, the Financial Coordinator sends information to the
Athletic Director and/or Athletic Secretary.
5. The Financial Coordinator processes the deposit using Part II Procedures for the
Financial Coordinator to use to make a Deposit.
6. If there is no response to the insufficient funds letter, a standard obligations letter
generated using Destiny will be sent at least 2 times per year until payment is received or
senior obligations is held, whichever occurs first.
7. If obligation is not paid by the end of student’s senior year, it will be assessed to student
during Senior Obligations with the Financial Coordinator.
40
PART V
PROCEDURES FOR THE PLAY DIRECTOR/FINE AND
PERFORMING ARTS DEPARTMENT CHAIRPERSON TO USE
FOR HANDLING MUSICAL/DRAMATIC PERFORMANCE
TICKET SALES
A. INFORMATION
1. The Fine and Performing Arts Department Chairperson is responsible for the monies
collected at Band and/or Choral performances. The Play/Musical Director is responsible
for the monies collected at the play/musical.
B. PROCEDURES – TICKET SALES
1. The Director/Department Chairperson will secure two-part coupon tickets on rolls for
utilization at performances or will ensure that pre-printed tickets are sequentially
numbered.
2. The Director/Department Chairperson will write down the starting ticket number(s) on an
“ARHS Ticket Sales Reconciliation Sheet.”
3. The Director/Department Chairperson will assign one (or more if necessary) ticket seller
and provide the seller with the tickets, a cash box, and the sheet described in #2 above.
41
4. The ticket seller will sell tickets by giving one part of the coupon in exchange for the
approved price and retaining the other half of the ticket or giving a sequentially numbered
ticket in exchange for the approved price. The money given by the buyer will be placed
in the cash box.
5. After ticket sales have been completed, the ticket seller will record the number of the
final ticket sold on the ticket reconciliation sheet.
6. The ticket seller will give the ticket reconciliation sheet, the cash box, and all unsold
tickets to the Director/Department Chairperson.
7. The Director/Department Chairperson will have the cash box placed in the vault along
with the ticket verification sheet and all unsold tickets.
8. On the next school day, the Director/Department Chairperson will reconcile the
information on the ticket reconciliation sheet with the total number of tickets sold and
money in the cash box. If there are any discrepancies, they will be identified and
addressed at this time. The reconciliation sheet and retained ticket stubs will be filed in
the Main Office for one year.
9. On the day of ticket reconciliation, the Director/Department Chairperson must complete
the blue deposit slip – tallying the checks and cash.
10. The Director/Department Chairperson must place the deposit slip, cash, and checks in an
envelope with the account name on the outside.
11. The Director/Department Chairperson must contact the Financial Coordinator via phone
or email to arrange a time to confirm deposit amount.
12. The Director/Department Chairperson must hand the envelope to the Financial
Coordinator who will count the funds in the presence of the Director/Department
Chairperson. Once amount is confirmed, Financial Coordinator and Director/Department
Chairperson will initial/date deposit slip, seal the envelope and Financial Coordinator will
place the envelope in the safe until deposit is made.
42
APPENDIX B
ATHLETIC PROGRAM
PART I
PROCEDURES FOR THE ATHLETIC DIRECTOR/ATHLETIC
SECRETARY TO USE FOR HANDLING ATHLETIC TICKET
SALES
INFORMATION
1. There are 4 cash boxes
 (2) $300 boxes – each with $150 in $1’s and $150 in $5’s. These are used for smaller
games.

(2) $400 boxes – each with $200 in $1’s and $200 in $5’s. These are used for larger
games (i.e., football)
A. PROCEDURES – TICKET SALES
1. The Athletic Director/Athletic Secretary will secure two-part coupon tickets on rolls for
utilization at games.
2. The Athletic Director/Athletic Secretary will write down the starting ticket number(s) on
a ticket verification sheet.
3. The Athletic Director/Athletic Secretary will assign one (or more if necessary) ticket
seller and provide the seller with the roll of two-part tickets, a cash box, and the sheet
described in #2 above.
4. The Ticket Seller will sell tickets by giving one part of the coupon in exchange for the
approved price and retaining the other half of the ticket. The money given by the buyer
will be placed in the cash box.
5. After ticket sales have been completed, the ticket seller will record the number of the
final ticket sold on the ticket verification sheet.
6. The Ticket Seller will give the ticket verification sheet, the cash box, and all unsold
tickets to the Athletic Director.
43
7. The Athletic Director will place the cash box in the Athletic Office safe along with the
ticket verification sheet and all unsold tickets.
8. On the next school day, the Athletic Director or Athletic Secretary will reconcile the
information on the ticket verification sheet with the total number of tickets sold and
money in the cash box. If there are any discrepancies, they will be identified and
addressed at this time. The reconciliation sheet and retained ticket stubs will be filed in
the Athletic Office for one year.
9. On the day of ticket reconciliation, the Athletic Secretary will fill out a deposit slip,
verify the amount of cash, seal the cash and deposit slip in a bank bag and turn the bag in
to the Financial Coordinator, who will keep the bag in the vault until Financial
Coordinator or approved designee delivers to the bank. The Athletic Secretary will
complete the appropriate sections of the Sealed Bank Deposit Bag Signature Log when
turning in the bank back to the Financial Coordinator.
10. On the day of ticket reconciliation, the Athletic Secretary will run the checks through the
bank scanner and match the totals. The checks are then filed by date with the deposit slip
in the Athletic Office.
11. The Athletic Secretary will post to the spreadsheet the total receipts from the game. A
copy of the spreadsheet with the deposits is kept by the Athletic Secretary. A copy of the
spreadsheet will be sent to the Treasurer.
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PART II
PROCEDURES FOR THE ATHLETIC DIRECTOR/ATHLETIC
SECRETARY TO USE FOR HANDLING ATHLETIC FEES
A. INFORMATION – ATHLETIC FEES
1. Once tryouts end, and the team is finalized, a team roster is submitted by each coach to
the Athletic Director.
2. The student or parent can pay the user fee via cash, check, or online payment system.
3. The student will not receive a uniform until the user fee is paid
4. Parent can apply for a financial hardship waiver. Parent fills out a confidential
application which is reviewed and approved/disapproved by Athletic Director. A
percentage of the waiver amount is replenished by Booster Club. Waivers are tracked
and noted on the spreadsheet. This information is kept confidential throughout the
process.
B. PROCEDURE – ATHLETIC FEES
1. Athletic Director or Secretary receives athletic fee payments from the coach, parent, or
student or via the online payment system.
2. Athletic Secretary tracks payments through each team roster spreadsheet, noting when fee
is paid.
3. Deposits for all funds must be done by the end of each school day in which the money
was collected.
4. The Athletic Secretary will fill out a deposit slip, verify the amount of cash, seal the cash
and deposit slip in a bank bag and turn the bag in to the Financial Coordinator, who will
keep the bag in the vault until the deposit is taken to the bank. The Athletic Secretary
will complete the appropriate sections of the Sealed Bank Deposit Bag Signature Log
when turning in the bank bag to the Financial Coordinator.
45
5. The Athletic Secretary will run the checks through the bank scanner and match the totals.
The checks are then filed by date with the deposit slip in the Athletic Office.
6. The Athletic Secretary will check the online payment system, noting who has paid the
user fee via this method.
7. The Athletic Secretary will post to the spreadsheet the total receipts from the user fees. A
copy of the spreadsheet with the deposits is kept by the Athletic Secretary. A copy of the
spreadsheet will be sent to the Treasurer.
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APPENDIX C
CAFETERIA
PROCEDURES FOR THE CAFETERIA MANAGER TO USE
FOR HANDLING CAFETERIA MONIES
A. INFORMATION
1. There are 4 cash drawers with a beginning balance of $100 in each for the student
registers and 1 cash drawer with a beginning balance of $75 for a la carte area. The four
main drawers also accept Nutrikids. The a la carte register does not accept Nutrikids.
There is a teacher lounge cash box with a beginning balance of $10.
2. The Cafeteria Manager (CM) assigns one person to each register on a given day.
3. Parents/students may use the Nutrikids system to prepay for meals. They do this in one
of two ways: pay online via credit card on the Nutrikids website or bring cash/check to a
cafeteria worker.
B. PROCEDURE
Cash Registers
1. The CM puts one drawer in each of the three registers and opens each register each day.
2. The CM assigns one person to each register each day.
3. At the end of the lunch period the person operating the register closes out the register
with a Z reading which gives a total of everything rung up for the day and then zeroes
everything out.
4. The person operating the register gives the cash drawer and Z reading to the CM.
5. The CM counts down the drawer and leaves in the original beginning balance. The cash
drawer is then locked up until the next shift begins.
6. The CM then counts the money that was taken out of the register and writes it down on
the cash sheet along with the information from the Z reading.
7. If the drawer is short/over, the CM notes the difference on the cash sheet.
8. The CM then fills out a deposit slip, verify the amount of cash, seals the cash and deposit
slip in a bank bag and brings to the bank for deposit. A Sealed Bank Deposit Bag
47
Signature Log is signed off by the bank official to verify the total number of bags being
deposited. If the Financial Coordinator is depositing the bank bag the CM will turn the
bag in to the Financial Coordinator, who will keep the bag in the vault until the deposit is
taken to the bank. The CM will complete the appropriate sections of the Sealed Bank
Deposit Bag Signature Log when turning in the bank bag to the Financial Coordinator.
9. The deposit slip copy is then filed with the cash sheet.
Nutrikids
1. Parents/students may pay for meals in advance using the online system with Nutrikids.
An account is created and a credit card is used to pay for meals. This system
automatically updates the cafeteria system so that money will be available immediately.
2. Parents/students may pay for meals in advance by turning in cash or check to cafeteria
worker. Worker enters student ID number and amount of prepayment into the system.
3. The CM adds the cash and checks for prepayment into the regular cafeteria deposit
following the procedure above.
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APPENDIX D
USE AND RENTAL OF SCHOOL FACILITIES
PROCEDURES FOR THE USE AND RENTAL OF SCHOOL
FACILITIES
A. INTRODUCTION
1. Information regarding availability of school facilities; rental and service fees; user’s
responsibilities and restrictions; schedule of fees; and rental agreement can be found in
the Policy and Procedures for Use and Rental of School Facilities – E-110 (1410).
2. Once application is approved, a 50% deposit is required.
3. Site Administrators are assigned to the system and are responsible for approving the
rental of specific areas. Site Administrators include:
Site Administrator
Department Chairperson Fine & Performing Arts…
Library Director…………………………………….
Athletic Director……………………………………
Principal’s Office…………………………………...
Responsible Area
Auditorium, Small Theater
Library
Gyms, Weight Room & Fields
All Other Areas
B. PROCEDURE
1. The
person/organization
first
must
set
up
an
account
online
at
www.nsboro.k12.ma.us/algonquin. Account application gets forwarded to Principal’s
Office for approval.
2. The person/organization that wants to rent part of the facility fills out and submits the
application online at www.nsboro.k12.ma.us/algonquin.
3. The submitted application gets forwarded to the appropriate Site Administrator for
approval/disapproval.
4. If disapproved because of a prior rental, Site Administrator contacts applicant to arrange
an alternative date or place.
5. If approved, application gets forwarded to Facilities Manager for custodial pricing based
on policy.
49
6. Once pricing is established, application gets forwarded to School Principal for approval
and activation.
7. Once approved by Principal, Principal’s Office sends out estimate to renter which must
be signed and returned with a 50% deposit.
8. Once the event is held, the Main Office Secretary verifies the amount charged for
custodial services, adds it to the invoice with the balance due for rental and mails the
invoice to the customer.
9. The Main Office Secretary inputs the custodial labor onto the regular payroll sheets.
These are submitted to Central Office as part of the regular payroll process (on sub
sheets).
10. When the check is received from the customer, the Main Office Secretary records the
payment and gives to the Financial Coordinator to deposit.
11. The Financial Coordinator makes the deposit, breaking out rental fees versus custodial
overtime.
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APPENDIX E
STUDENT PARKING PERMITS AND VIOLATIONS
PROCEDURES FOR THE ISSUING OF STUDENT PARKING
PERMITS AND PARKING VIOLATIONS
A. INTRODUCTION
1. Parking Permits and Parking Violations are handled through the Office of the Assistant
Principal of the Upper School.
2. Cost for a parking permit is $100 per semester. At the beginning of the 2nd/4th quarters,
students who have just received their driver’s license and/or bought a new car may
purchase a parking permit for the remainder of that semester for $50.
3. Only juniors and seniors are allowed to purchase a parking permit. Sophomores with
drivers license are allowed to park for free beginning in June (date to be determined each
year by Upper School Assistant Principal).
4. Fines and loss of parking privileges may result in the following offenses (as per
Algonquin Student Handbook):









Parking in an unassigned space
Parking in the faculty area
Parking in a NO PARKING area
Parking in a RESERVED OR DESIGNATED area
Parking in more than one space
Blocking/confining another vehicle
Parking on the grass or fire lanes
Failing to have a valid parking permit visible on the rear view mirror
Proceeding wrong way in a One-Way area
5. The consequences of the above violations are outlines below (as per Algonquin Student
Handbook):
 1st offense
$10 fine
nd
 2 offense
$20 fine
 3rd offense
$20 fine and loss of parking privileges for remainder of semester
 Fines must be paid within ten (10) school days
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B. PROCEDURE
1. Parking Permits

Student fills out Parking Permit Registration form completely, signs it, gets parents to
sign it (unless student is 18 years of age or older).

In-Person procedure
o Student hands in Parking Permit Registration form with fee, payable by cash or
check, to Upper School Assistant Principal’s secretary.
o Secretary double checks Parking Permit Registration form for completion, ensures
all required forms are handed in by student, and takes payment.
o Secretary enters all pertinent information into Parking Permit database.
o Secretary issues a parking permit to student which is displayed on the front
windshield of student’s car.
 Online procedure
o Student goes online, pays for parking permit and prints receipt off.
o Student brings completed Parking Permit Registration from to Upper School
Assistant Principal’s secretary.
o Secretary double checks Parking Permit Registration form for completeness,
ensures all required forms are handed in by student, and takes payment.
o Secretary enters all pertinent information into Parking Permit database.
o Secretary issues a parking permit sticker to student which is affixed to front
windshield of student’s car
2. Parking Violations

Tickets are issued for violation by a member of administration. A copy of the ticket
is given to the secretary in the Upper School office.

Secretary enters the ticket information into the Parking Violation database.

Upon receiving a parking violation, student must bring in ticket and cash or check for
amount of ticket to the secretary in the Upper School office.

Secretary enters the payment information into the Parking Violation database.
Monies get applied to Depository Revolving Account.
52
3. Deposit Information
 Funds must be kept under lock and key at all times
.
 Deposits for all funds must be done by the end of each school day in which the
money was collected. If, for any reason, a deposit cannot be made by the end of the
school day, Secretary will have cash box stored in vault in Principal’s Office.

When a “deposit” or transfer of funds is to be made to the Financial Coordinator, the
Secretary of the Upper School must utilize one of the blue deposit slips available
from the Financial Coordinator.

The Secretary must complete the deposit form, tallying the checks and cash.

The Secretary must then re-count the deposit to verify its accuracy.

The Secretary must then place the deposit slip, cash and checks in an envelope with
the account name on the outside.
The Secretary must contact Financial Coordinator via phone or email to arrange a time to
confirm deposit.
 The Secretary must then hand the envelope to the Financial Coordinator who will
count the funds in the presence of the Secretary. Once amount is confirmed,
Financial Coordinator and Secretary will initial/date deposit slip, seal the envelope
and Financial Coordinator will place the envelope in the safe until deposit is made.
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APPENDIX F
STUDENT ACTIVITY FEE
PROCEDURES FOR HANDLING STUDENT ACTIVITY FEE
MONIES
A. INTRODUCTION
1. Student Activity Fee is handled through the Principal’s Office.
2. Cost for the Student Activity Fee is $50 for the 2013-2014 school year.
3. All students must pay the Student Activity Fee, unless financial hardship exists.
B. PROCEDURE
1. Parent/student may pay Student Activity Fee through the online payment center or may
pay via cash/check which is brought to the Principal’s Office.
2. Principal’s Office receives payment and enters payment information next to student name
on Student Activity Fee payment listing.
3. Principal’s Office enters payment information in Destiny.
4. Funds must be kept under lock and key at all times.
5. The Financial Coordinator must utilize one of the blue deposit slips available.
6. The Financial Coordinator must complete the deposit form, tallying the checks and cash.
7. The Financial Coordinator must then re-count the deposit to verify its accuracy.
8. The Financial Coordinator must then add the money to regular deposit using the
procedure in Appendix A Part II.
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APPENDIX G
TINY TOMAHAWKS PRESCHOOL
PROCEDURES FOR HANDLING TUITION FEE MONIES
A. INTRODUCTION
1. Tiny Tomahawks Preschool is a learning laboratory for high school students enrolled in
the Early Childhood Education and Early Childhood Development courses. Local
parents with three and four-year old children may enroll their child in Tiny Tomahawks
by contacting teacher of course (Preschool Coordinator). There are two sessions:
Tuesday, Wednesday, and Thursday afternoons and Wednesday, Thursday, and Friday
mornings. A maximum of 15 children are admitted to each session to keep the student:
teacher ratio no higher than 1:1.
2. Annual Tuition Fee is $400 per session for the 2014-2015 school year.
3. Parents of child enrolled in Tiny Tomahawks must pay the Tuition Fee unless financial
hardship exists. If parent feels a financial hardship exists, he/she may contact
Administrative Assistant to the Business Director to obtain proper paperwork.
4. All prior outstanding balances for tuition must be paid prior to accepting new registration.
5. If payment falls into arrears of ? days, Administrative Assistant for the Business Director
will contact Preschool Coordinator to speak with parent/guardian. If payment is still not
made after ? days, Administrative Assistant for the Business Director will contact
Preschool Coordinator to notify parent/guardian of discontinuation of preschool services
for child unless payment of entire tuition is made immediately.
B. PROCEDURE
1. Parent interested in enrolling their child in program contacts Preschool Coordinator to
obtain enrollment form.
2. At beginning of school year, Preschool Coordinator provides a list of Tiny Tomahawks
for each session to the Administrative Assistant for the Business Director. List includes
name of child, name of parents, address of parents and amounts owed for current school
year.
3. Administrative Assistant for the Business Director creates a spreadsheet with amounts
owed, broken down quarterly.
55
4. Payments may be made in the following manner:

Parent may send check/money order directly to the Administrative Assistant for the
Business Director.

Parent may use credit card with online payment system.

If parent gives check/money order to Preschool Coordinator, Preschool Coordinator
will submit check/money order with name of Tiny Tomahawk to Administrative
Assistant for the Business Director immediately.

5. Administrative Assistant for the Business Director logs all payments into spreadsheet and
Quickbooks. Administrative Assistant then gives checks/money orders to the Regional
Financial Coordinator for deposit.
6. Once deposit is made, Regional Financial Coordinator gives the deposit with the cover
sheet to the Budget Officer who does a journal entry to move cash into the correct
account.
7. Once journal entry is complete, Budget Officer gives entire entry to the Regional
Treasurer for her records.
56