CALCASIEU PARISH SCHOOL BOARD
EXTENDED DAY PROGRAM
May 7, 2009 In-Service
EDP In-service Agenda
1. EDP Packet:
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–
–
–
–
–
–
–
–
* Site Information Form
* Salary Information Form
Salary Schedules
Important Dates
Important EDP Memos
EDP Weekly Tuition Pro-rated Chart
Year-end tax statement instructions
EDP Survey
Forms:
• Employment Applications
• Registration Form
• Delinquent Account Form
EDP In-service Agenda
2.
Supplemental Payroll:
- New Form
- Payroll Codes
- Format
(Daily/Weekly)
- Due Dates
EDP In-service Agenda
3. ProCare:
- End of Year Close-out
- Converting to New Fiscal
Year
- Converting to Summer
Program
- New Back-Up Procedures
- NSF Checks
- Receipts
- Deposits
- Using the Log for Voids
- Monthly Financial Statement
- Feedback/Q&A
EDP In-service Agenda
4. Child Care Assistance:
- CCA Time Conversion
- Student Sign In/Out
Sheets
- Filing CCA Invoices
Timely
- CCA Contact
- Recording CCA
Payments in ProCare
EDP In-service Agenda
5. Summer EDP
-Field Trips
-New Summer Rates
-Contact Information
EDP In-service Agenda
5. Overview of Topics Covered at the
Beginning of the Year Inservice:
-Employees at your site
-Medication Certified
-Attendance Sheets
-Past Due Payments
-Brochures/Parent Handbooks
-Communication with Parent
-Communication with Staff
-Communication with Principal
-Organization
-Security
-Website
SITE INFORMATION FORM
•
EDP FORMS\Site Information Form 2009-2010.xls
• Blank form in Packet
EDP SALARY INFORMATION
FORM
•
EDP FORMS\Extended Day Salary Information Form.xls
• Blank form in Packet
EDP SALARY INFORMATION
FORM
• Each employee’s rate must be
initialed by the principal
• An updated salary information form
must be submitted to me with every
new employment application.
• Send all employment applications and
Salary Information Forms via
interoffice (please do not fax).
• Upon receipt of a new Salary
Information Form with an employee
eligible for overtime, I will interoffice
you an EDP Overtime Rate Form for
that employee.
• This form is VERY important! We
must have an approved rate for every
extended day employee each year.
•
EDP FORMS\EDP OVERTIME CALCULATION FORM.xls
EXTENDED DAY PROGRAM
SALARY SCHEDULES
• 2008-2009 Salary Schedules
Included in Packet (effective
through August 31, 2009)
• 2009-2010 Salary Schedules will be
given out at August 12th in-service
and will take effect September 1,
2009.
• How to Determine Experience Level
• How to Determine Tier Number
• How to Determine Wage
Supplements
EXTENDED DAY PROGRAM
SALARY SCHEDULES
Site Director Salary Schedule: ..\Brittany
Elmer Audit Workpapers\EDP\EDP Salary
Schedule - Site Director.xls
Assistant Site Director/Bookkeeper Salary
Schedule:
..\Brittany Elmer Audit Workpapers\EDP\EDP
Salary Schedule - Asst Site Dir Prog Dir
and Bkkpg.xls
Support Staff Salary Schedule:
..\Brittany Elmer Audit Workpapers\EDP\EDP
Salary Schedule - Support Staff.xls
EDP Salary Schedules:
Tuition Income
2008 – 2009 Tuition
Income:
- To be used to
determine Tier
Number on Salary
Schedule
- I will let you know
your Tier Number at
the August 12th inservice.
EDP SALARY SCHEDULE:
STEP INCREASES
• Step increases will take effect on
September 1st of each year.
• If an employee is hired prior to March
1st, the employee will be eligible for a
step increase on September 1st.
Employees hired on/or after March 1st
will not be eligible for a step increase
until September 1st of the next year.
• Employees who work only the
summer program will be eligible for a
step increase the next year.
EDP SALARY SCHEDULE – SITE DIRECTOR
2008-2009
EXPERIENCE
TIER 1:
$0$25,000
TIER 2:
$25,001$35,000
TIER 3:
$35,001$50,000
TIER 4:
$50,001$75,000
TIER 5:
$75,001$100,000
TIER 6:
$100,001$150,000
TIER 7:
> $150,000
1
9.00
10.00
11.00
12.00
13.00
14.00
15.00
2
9.15
10.15
11.15
12.15
13.15
14.15
15.15
3
9.30
10.30
11.30
12.30
13.30
14.30
15.30
4
9.45
10.45
11.45
12.45
13.45
14.45
15.45
5
9.60
10.60
11.60
12.60
13.60
14.60
15.60
6
9.70
10.70
11.70
12.70
13.70
14.70
15.70
7
9.80
10.80
11.80
12.80
13.80
14.80
15.80
8
9.90
10.90
11.90
12.90
13.90
14.90
15.90
9
10.00
11.00
12.00
13.00
14.00
15.00
16.00
10
10.10
11.10
12.10
13.10
14.10
15.10
16.10
EDP SALARY SCHEDULE – ASST. SITE DIRECTOR, BOOKKEEPER
2008-2009
EXPERIENCE
TIER 2: $0-$50,000
TIER 4: $50,001$100,000
TIER 6: > $100,000
1
8.00
9.00
10.00
2
8.10
9.10
10.10
3
8.20
9.20
10.20
4
8.30
9.30
10.30
5
8.40
9.40
10.40
6
8.50
9.50
10.50
7
8.60
9.60
10.60
8
8.70
9.70
10.70
9
8.80
9.80
10.80
10
8.90
9.90
10.90
EDP SALARY SCHEDULE – SUPPORT STAFF
2008-2009
EXPERIENCE
Class “A”
Class “B”
1
2
3
4
5
6
7
8
9
10
7.40
7.55
7.70
7.85
7.95
8.05
8.15
8.25
8.35
8.45
8.40
8.50
8.60
8.70
8.80
8.90
9.00
9.10
9.20
9.30
IMPORTANT DATES FOR 2009-2010
• Included in packet:
-school closures
-payroll dates
-financial statement
dates
IMPORTANT EDP MEMOS
•
•
•
•
Included in packet:
-Summer Field Trips
-New EDP Rates
-New Back-Up
Procedures
EDP WEEKLY TUITION
PRO-RATED CHART
Pro-rated
Fees
5 days 4 days
3 days
2 days
1 day
First Child –
AM & PM
40
32
24
16
8
Each Addl’
ChildAM & PM
25
20
15
10
5
First ChildAM Only
12
9.60
7.20
4.80
2.40
Each Addl’
ChildAM Only
6
4.80
3.60
2.40
1.20
First Child –
PM Only
35
28
21
14
7
Each Addl’
ChildPM Only
20
16
12
8
4
Year-End Tax Statement
•
•
Instructions for year-end tax
statement is included in your
packet.
Customer Payment Summary
(only shows payments made:
1. Begin at the main screen of Family
Data and Accounting.
2. Click on the General Button.
3. Select Accounting.
4. Select Letter G – Customer
Statement, then choose
Customer Payment Summary
from the drop-down menu.
5. Select Date Range – Last Year
(Jan1-Dec31)
In the Report Message include
your Address, Phone Number,
and Tax ID Number
EDP SURVEY
•
•
•
•
•
•
•
Survey is included in your
packet.
Survey is being conducted by
University of Louisiana of
Lafayette to provide the
Louisiana Department of
Education with information
regarding characteristics of
after-school programs.
Parent and student surveys are
included in your packet for you
to distribute.
Must use a number two pencil
Can not duplicate surveys.
Student must be in third grade
or above.
Return to me via interoffice by
Thursday, May 21, 2009.
EDP Forms:
Employment Application
•
•
•
•
•
•
Copy of Form in your Packet
From now on, Employment
Applications must be sent to Mr.
Duhon ONLY.
Upon receipt of a new employee
application, our office will then
forward a copy to Mr. Richard in
the payroll department.
Mr. Richard will only accept
employment applications from
our department.
We will not forward applications
to payroll unless the form is
completed IN FULL and a revised
Salary Information Form was
received.
EDP FORMS\Employment
Application.doc
EDP Forms:
Registration Form
•
Copy of Form in your
Packet
•
This is the registration
form that you should
be using now.
•
EDP FORMS\Registration Form.doc
EDP Forms:
Delinquent Account Form
•
Copy of Form in your
Packet
•
New Contact at the
District Attorney’s
Office: Mr. Keith
Prudhomme
•
Make sure to notify me
if a child leaves your
EDP program with an
outstanding balance.
•
Delinquent Accounts School Notification.doc
EDP Supplemental Payroll
• New Supplemental Payroll Form
available on CPSB Website which
reflects rates five decimal places.
Effective July 1, 2009, this is the only
form that will be accepted by the
payroll department.
• Go to www.cpsb.org, then click on the
employees tab, then payroll, then
forms, then supplemental pay form.
•
Payroll\PAYROLL SUPPLEMENTAL FORM 020509 .xls
• Payroll Codes:
– Account code for Site Director
should be 611117
– Account code for all other EDP
employees should be 611972
EDP Supplemental Payroll
- Dates worked should be
entered on either a daily or
weekly basis.
- Make sure you review your
payroll for completeness
and accuracy before
turning it in.
- Supplemental Payroll Due
Dates are listed on the
“EDP Important Dates
Form” in your packet.
PROCARE:
Year-End Closeout
• Instructions begin on
page 56 of ProCare
Manual
• Year-end closeout will be
through May 31.
PROCARE:
Year-End Closeout Procedures
• Year-end Closeout Procedures:
1. Back-up
2. Customer Statements
3. Family Billing Box
4. Withdrawal of 5th grade students
(Demonstrate Procedures in ProCare)
PROCARE:
Instructions for Starting a New Fiscal Year
• Instructions for starting
a new fiscal year in
ProCare begins on
page 59 of ProCare
manual
PROCARE:
Instructions for Starting a New Fiscal Year
• Steps for starting a new fiscal year:
1. Withdrawal of whole families
2. Withdrawal of select children in a
family
3. Changing family information for those
returning to your program from last
year
4. Adding new families
(Demonstrate steps in ProCare)
PROCARE:
Converting to Summer Program
• For those that have a summer EDP program,
you will need to convert students in ProCare
that will be attending Summer EDP.
• Instructions for Summer EDP start on page 63
of the ProCare Manual.
• Because our schools’ fiscal year runs from
June 1st - May 31st, the Summer Daycare
Program will be considered part of the next
school year for reporting purposes.
• For those schools with Summer Daycare
Programs, you will need to withdraw only the
5th grade students who are not attending your
Summer Daycare Program.
PROCARE:
Converting to Summer Program
•
1.
2.
3.
Steps for Converting to Summer EDP:
Withdrawal of 5th Grade Students
Setting up Summer Daycare Students
Transferring Students from regular
EDP to Summer Program
4. Month-End Procedures
5. Closing out the Summer Program
(Demonstrate procedures in ProCare)
PROCARE:
New Back-up Procedures
• Change in ProCare Manual
regarding back-up procedures (pg.
55 of ProCare Manual)
• At the screen titled “Back-up and
Restore Operations,” leave the
default checkmarks next to
ProCare Configuration and Family
Data and Accounting before
selecting “Backup Datafiles.”
(Demonstrate steps in Procare)
PROCARE:
New Report Procedures
• From now on when printing
month-end reports in
ProCare, leave the boxes
checked next to de-active and
potential under the
“Customer Status” section.
(Demonstrate steps in Procare)
PROCARE:
NSF Checks
- Instructions for NSF checks
is on page 19 of the ProCare
manual.
- Requires two entries:
1. NSF Charge Reversal Fee
(amount of the NSF check)
2. NSF Fee ($25.00)
(Demonstrate in ProCare)
PROCARE:
Receipts
- Instructions to issue receipts can
be found on page 23 & 24 of the
ProCare Manual.
- A receipt must be printed for all
money collected
- One copy is kept for your records
and the other goes to the parent
- When voiding a receipt, retain both
copies of the receipt and write
“VOID” on both copies. In
addition, you must void the receipt
in ProCare.
PROCARE:
Deposits
- Instructions for closing bank deposits
can be found on page 25 of the
ProCare Manual.
- After all receipts have been printed,
run deposit report.
- Verify printed report to deposit ticket.
- If the two amounts are in agreement,
close the deposit report.
- If the two amounts do not agree, DO
NOT CLOSE THE DEPOSIT REPORT!
You must make the necessary
corrections on the ledger cards
before closing.
- Deposits should be made DAILY
PROCARE:
Using the LOG for Documentation of Voids
The LOG can be a very useful
tool to document things in
ProCare.
- Example: voids, errors on
deposit reports
(Demonstrate Receipts,
Deposits and LOG in
ProCare)
PROCARE:
Monthly Financial Statement
- Instructions for the
Month-End Balancing
Procedures begin on
page 48 of the ProCare
Manual.
- Financial Statement due
to me by the 5th of the
month.
PROCARE:
Monthly Financial Statement
•
1.
2.
3.
4.
5.
The following should be submitted to
me in this order by the 5th of the
month:
Financial Statement Cover Sheet
Total Charge/Credit Summary Report
Account Aging 30 Day - All Families
Account Aging 30 Day – CCA
**Supplemental Payroll Forms**
PROCARE:
Monthly Financial Statement
•
The following should be distributed
to the parents each month:
1. Customer Statements
(This will enable any errors to be
detected early, rather than at yearend. It will also make them aware of
their balance.)
PROCARE:
Monthly Financial Statement
•
1.
2.
3.
4.
The following should be kept on file for
audit purposes:
Receipt Report
Transaction Summary
Customer Statement (this report should
be separated by families so that each
family will have each month’s statements
together. This will enable you to quickly
reference information for a particular
family.)
Monthly Back-up Disk
PROCARE:
Monthly Financial Statement
•
Problem noticed with Financial Statements:
BEGINNING BALANCE DOES NOT AGREE WITH PRIOR
MONTH’S ENDING BALANCE.
*Before submitting your financial statement, verify that the
ending balance on your previous month’s Total
Charge/Credit Summary agrees with the beginning
balance on your current month’s Total Charge/Credit
Summary.
-The reason this would occur is if an entry is made with a
prior month date
-Do NOT back-date transactions!
(Demonstrate how to correct prior month’s errors in
ProCare)
EDP FORMS\EDP Financial Statement Cover Sheet.doc
CHILD CARE ASSISTANCE
• Filing Invoices Timely
• Provider Invoice
Instructions
• CCA Contact Information
• CCA Time Conversion
• Recording CCA
Payments in Procare
CHILD CARE ASSISTANCE:
Filing CCA Invoices Timely
• According to CCA’s Provider Reporting
Responsibilities: “You may not hold invoices
and submit several at a time. Invoices
issued monthly by the Child Care Assistance
Program System must be submitted for
payment by the end of the month following
the month the care was given. Invoices
issued for care given in prior months must
be submitted for payment by the end of the
month following the month the invoice is
issued.”
CHILD CARE ASSISTANCE:
Provider Invoice Instructions
• Two copies of the Provider Invoice will be
mailed on the third to last workday of each
month (one copy to complete and return and
one copy to keep). It is generated by CAPS.
• The invoice lists each child eligible for CCAP
who was authorized to receive child care
services during the month.
• Complete the invoice to document each
child’s monthly attendance. The completed
invoice is used to generate payment for the
provider of those children.
CHILD CARE ASSISTANCE:
Provider Invoice Instructions
• The invoice must be returned or postmarked (no
earlier than the first day of the month after the
service is provided and no later than the last day
of that month) to the office handling Child Care
Assistance at the preprinted address in the
upper left and bottom right of the invoice.
• Keep the copy for your files.
• If properly completed, payment should be
received within two weeks of receipt by OFS.
Failure to properly complete the form will result
in delay of payment. Payment may also be
delayed if contact with you is necessary for
clarification of items on the form.
CHILD CARE ASSISTANCE:
Provider Invoice Instructions
• Children receiving full-time care and
those receiving part-time care will be
identified as such on the invoice. The
two lines of information for each child
on the invoice are generated by CAPS
and require no completion by the
provider.
• Contact the OFS Parish Office if a notice
of the date of eligibility and payment
amount for a child who is eligible has
been received, but the child is not
included on the invoice.
CHILD CARE ASSISTANCE:
Provider Invoice Instructions
-
-
-
I recently met with Christine Klinefelter, Administrative
Supervisor of the Department of Social Services and
she had the following instructions with regard to
completing provider invoices:
Hours Present should never exceed Authorized Hours.
Hours Present should be subtracted by Hours
Authorized to get the Hours Absent. The total of the
Hours Present and Hours Absent should ALWAYS equal
the Authorized Hours.
Enter the “Date Left” if a child is leaving EDP
permanently.
For Full-Time children, a day is counted as present if
they attend any time during the day.
Provider Invoices will not be accepted without a
signature
CHILD CARE ASSISTANCE:
Contact Information
CCA Contact Information:
If you have any questions regarding
CCA, you may call Christine Klinefelter
with the Office of Family Support at
(337)-491-2138. Her hours are 7:00 am –
3:30 pm. She is very helpful and said
that she would be happy to assist you.
CHILD CARE ASSISTANCE:
Sign in Sign Out Sheets &
Time Conversion
• 1-30 minutes [ Round to 30 minutes [ .5
• 31-60 minutes [ Round to 1 hour [ 1.0
HOURS PRESENT ARE ROUNDED DAILY
• (Note: 30 minutes is not entered as .3 in the
calculator – it is .5!!)
(Demonstration)
EDP FORMS\Attendance Log - Inservice Example Week 1pm.doc
CHILD CARE ASSISTANCE:
Recording CCA Payments in ProCare
• Whenever you receive the documentation
reflecting how much money was directly
deposited for each child, you must post these
payments on each child’s ledger card as a
“Payment by CCA.”
• After all payments have been posted, you should
print a deposit report. This deposit report total
should agree with your direct deposit
documentation.
• You should file your copies of the ProCare
receipts, the deposit report, and the
documentation that you receive from Accounting
reflecting the direct deposit information.
CHILD CARE ASSISTANCE:
CCA PAYMENTS
• New extended day students
should pay IN FULL until
you begin receiving
payments from CCA.
Summer Extended Day Program:
Summer Field Trips
• Summer field trip forms must be
completed on the transportation
website and a copy must be sent to
Mr. Duhon.
• The sooner you fill out the
applications the better!!
• Applications must be completed on
the website by TUESDAY, MAY 19,
2009.
– www.cpsb.org; employees tab;
transportation
– Summer EDP limited to TWO field
trips per week
– Schools will be charged for bus
driver and fuel expenses
Summer Extended Day Program:
Full-Time Nurse – Maplewood
• The only summer EDP site
that will be accepting
children requiring a full-time
nurse on duty is Maplewood
Middle.
(This does not include any
child with a special need --it is for children requiring a
full-time nurse.)
Summer Extended Day Program:
New Rates
• The summer EDP
tuition rates have
increased.
• I will be contacting
those with Summer
EDP over the next two
weeks to change your
summer rates in
ProCare
Summer Extended Day Program:
Contact Information
• Every location should
have a telephone.
• You MUST provide the
auditing department
contact information for
sites that will be
having a summer
program.
Extended Day Program:
Employees at your site
• All new hires should complete an
application in the personnel office
• Once hired, a copy of the
“Employment Application for
Extended Day Program” should
be sent to the Internal Auditing
Department along with a revised
Salary Information Form.
• Any change in status of
employment should be sent to the
Internal Auditing Department on a
revised Salary Information Form.
• CCA requires that employees are
at least 18 years old
Extended Day Program:
Medication Certified
• Each site should have someone
who is medication certified.
• The dates for medication
certification are August 13,
October 13, and January 25,
2010.
• Call the Nursing department at
217-4260 ext. 3204 to reserve
your spot.
Extended Day Program:
Attendance Sheets
• Keep attendance sheets
in a binder
• Make sure the parents
are putting a time when
signing in/out the
students
• Parents must sign full
name
Extended Day Program:
Past Due Payments
• Student ledger cards should
be kept up to date in ProCare.
• Students should pay in
advance.
• Any students who owe should
be reported to the principal
• Letters are to be sent out for
collection of overdue
payments
• Should not be allowed to
attend if student owes a
balance of $100 or more
Extended Day Program:
Brochures/Parent Handbooks
• Can be an effective way to communicate
with the parents
• May include the following:
– Emergency contact card
– Payment information (including the
consequences for non-payment of fees)
– Tuition Rates
– Conduct Policy
– Application
– Important Dates
*Holidays
*Teacher In-service dates
-Telephone numbers
-Daily Routine
-Other EDP Policies
Extended Day Program:
Communicating with Parent
• Sending out notices for
upcoming holidays
• Payment Information
• Summer Program
• Balance owed (should be
caught up with regular
school balance prior to
letting them attend the
summer program)
Extended Day Program:
Communicating with Parent
• You are required to notify
parents of Extended Day
rate increases.
• Rate increase notification
should be sent out before
the end of this school-year
and again at the beginning
of next school year.
Extended Day Program:
Communicating with Staff
• Communicate when students
will be absent for an extended
period of time
• Communicate with the
bookkeeper for any late fees to
be charged
• Communicate any change in
status (i.e. full-time to drop-in)
• Communicate any special
needs of a student (student is
sick)
Extended Day Program:
Communicating with the Principal
• Any balances that are
past due
• Disciplinary problems
• Needs for your program
• Bills that need to be
paid
• Holiday schedule
Extended Day Program:
Organization
• Locking file cabinet
• File for each student:
– Application
– Change of status
– CCA Paperwork
– Medical Cards
– Photo Release form
– Other
• Binder for Student Sign in/sign out
• Binder for Employee Sign in/sign
out
• Folder for bill heads
Extended Day Program:
Security
-The EDP site must be secure at
all times.
-The EDP program can not
release children to
unauthorized persons
- If the person who is picking up
the children is unfamiliar with
the EDP staff, the person
MUST present identification.
The identification MUST be
checked against the list of
persons allowed to pick up the
children. When in doubt, ask
to see identification. The
safety of our children comes
first.
ANSWERS TO FREQUENTLY
ASKED QUESTIONS:
• We DO NOT participate
in the Quality Star
Rating Program.
• Absent credits are
ONLY to be given if a
child is absent for the
ENTIRE week.
• Students are not
permitted to go back
and forth between
weekly tuition and dropin.
Extended Day Program:
Website
www.cpsb.org
-Parent Tab
-Resource Column
-Extended Daycare
Provides general
information such as:
-locations
-fees
-summer programs
-forms
-other information
Extended Day Program:
Internal Auditing Contact Info.
Brittany Elmer’s Contact
Information:
Office: 337-217-4190
ext. 2607
Fax: 337-217-4191
E-mail:
brittany.elmer@cpsb.org
Extended Day Program:
Procare Demonstration
- Demonstrate topics covered in
ProCare
- Questions???