New Principal Training
Local School Accounting
July 21, 2014
Discussion Areas
•
Local School Accounting Department
•
Local School Student Activity Funds
•
School Collections and Receipting
•
Safeguarding Funds
•
Spending Guidelines
•
Performance Contracts
•
After School Program
•
Rules and Guidelines
•
Training
Local School Accounting
Department
David Baker, Manager
• Local School Accounting
• School “customers” will rotate annually.
• School Bookkeeper Training
• After School Program
• Director, Clerk and Bookkeeper Training
Principal’s Financial
Responsibilities
• “School Principals are responsible for the management of all
funds and other assets involving school activity. Management of
school funds and other assets requires strict compliance with the
Local School Accounting and Procedures Manual, Property
Control User’s Guide, Board Policy, District Administrative Rules,
Georgia and federal law.” [District Administrative Rule DJEE-R]
• Authorize all school spending
Student Activity Funds
School Collections
• Collected at the schools for student organizations, school
clubs, and student activities.
• After School Program:
• Prepaid tuition program at elementary schools
Student Activity Funds
School Collections
• Pictures
• Vending
• Book Fines
• Fundraisers
• Book Fairs
• Donations/Grants
Student Activity Funds
School Collections
• Field Trips
• Athletic Ticket Sales
• Athletic Concessions
• Performing Arts
• Parking
• Summer School
Student Activity Funds
School Collections
• Who May Collect Money on School Grounds?
• Employees
• Students for Fund Raising Activities Only and with Adult
Supervision
(See Local School Accounting Procedures Manual for exceptions)
• School Support Organizations
*Refer to District Administrative Rule JHA-R
Student Activity Funds
Receipting Methods
•
Statement Receipting
•
Elementary and Middle Schools
•
Payment envelopes dropped by parent/student into black
payment boxes or top of school safe
•
Receipt Books
•
High School/Middle School Summer School
•
School staff collect money, issue receipts, and turn money
into the Bookkeeper daily
Student Activity Funds
Safeguarding Funds – Controls
• Bookkeeper processes all school money and prepares deposits
for armored car service pickups
• Money must be secured in school safe overnight
• Do not store money in classroom or carry off campus
• Principal is responsible for delegating a Backup Bookkeeper
in absence of Bookkeeper.
Student Activity Funds
Spending Your Local School Money
• Pre-approve all purchases
• Comply with Chart of Accounts and Local School Accounting
Procedures Manual
• No deficit spending! Make sure money is available before a
purchase is authorized.
Student Activity Funds
Spending Guidelines
• Principal’s Discretionary Funds
• Pictures
• Vending
• Interest Income
Student Activity Funds
Spending Guidelines
• Designated Use of Revenue
• Fundraisers
• Book Fairs
• Donations
• Grants
• Field Trips
Student Activity Funds
Spending Guidelines – Instructional Funds
•
What is Instructional?
•
Directly related to:
•
Classroom
•
Learning environment
•
Other examples: postage to mail letters to parents, postage
to mail student records to another school district, copy
paper for letters to parents, test tubes for science classes,
reading materials for English classes, agendas for students,
printer cartridges for classrooms.
Performance Contracts
• A contract must ALWAYS be completed and approved
BEFORE services are rendered!
• Only the School Principal can obligate the school to a contract
and it must be in writing.
• An Assistant Principal, Coach, or Athletic Director cannot
sign a Performance Contract on behalf of the Principal!
• Non-standard contracts must be forwarded to your Area
Assistant Superintendent for legal review before signing.
Performance Contracts
• If county funds are to be used, additional signatures will be
required.
• Contracts must comply with State of Georgia and Cobb
County School District accounting and purchasing policies
and procedures, the Georgia Security and Immigration
Compliance Act (OCGA) 13-10-91 and HB 87-Illegal
Immigration Reform and Enforcement Act of 2011.
After School Program
Rules and Guidelines
• The After School Program is self-supporting. ASP receives no
support from taxpayer funds for its operation.
• Daily fees provide funds for the salaries of the ASP
employees, supplies, refreshments, utilities, and indirect
operational costs.
• Approve and review ASP employee payroll (hours and cost
centers).
After School Program
Rules and Guidelines
• Requires prepayment of a $7 daily fee for students staying in
the program.
• Charges a $10 per child District-wide non-refundable annual
registration fee upon the first day of attendance in the
program.
• After School Program Procedures Manual on Financial
Services University (FSU).
After School Program Training
• ASP Directors, ASP Clerks, and ASP Bookkeepers
• Training videos – ASP Online
• Recent ASP Trainings:
• ASP Bookkeepers Online – held Monday, July 14th
• ASP Director “in classroom” training on operational and
financial procedures – held Tuesday, July 15th
• ASP Directors/Clerks Online – held Wednesday, July 16th
Controlling your Financial
Position
• Communicate and meet regularly with your School
Bookkeeper
• Review Financial Information weekly with School
Bookkeeper
• Review Monthly Bank Reconciliation and Instruction
Memo
Local School Accounting
Contacts
• Debbie Mosher
770-590-4564
• Sue Donahoo
770-426-3481
• Vacant position
770-426-3305
• Karen Pritchard
770-426-3307
• Nancy Breu
678-581-6755
• Cathy Strudthoff-Brown
770-590-4515
• David Baker
770-426-3313