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Welcome to FYI
• Our Intent and Purpose
– Strategic Plan Outreach and Mentorship Effort
for New and Newer PASBO Members in all
aspects of School Business Management
– Use PASBO Experts to Help New Entrants
– Continuing Series
• Thursday, October 8, 1:30 p.m., Medical Access
Program
• All sessions recorded and available
at www.pasbo.org/FYI
2
Today’s Agenda
What's Due
– Calendar of State and Federal Reports
PASBO Tools You Can Use
– Resources to Help You
Transportation Reporting and Audit Files
with Dr. Wayne McCullough
Your Questions Answered
– An Open Forum for Your Questions About Topics Covered
and Uncovered!
3
Before We Start
• The due dates on the calendar are
intended as a guide not as
absolute deadline dates.
• The calendar is a work in progress
and will be modified throughout
the year.
• This is not an “official” calendar
although it has been reviewed by
PDE.
4
Sources of Filing and Reporting Info
• PIMS Data Collection Calendar
 http://www.portal.state.pa.us/portal/server.pt/community/pimspennsylvania_information_management_system/8959
• Comptroller Forms
 http://www.portal.state.pa.us/portal/server.pt/community/forms
_and_procedures/13472
• Food Service Calendar
 http://www.portal.state.pa.us/portal/server.pt/community/natio
nal_school_lunch/7487/activity_calendar/964588
5
Dept. of Labor
& Industry
1-Sep New Hire Report Monthly Report of New Hires
NSL Report on
Reimbursement for Lunches Served
1-Sep PEARS
Monthly each Month
Upload NPAS
Reports and Send
Report of Wages & Retirement
10-Sep On-line
Monthly Contributions
HR
Food
Service
10-Sep 2030
Finance Comptroller
Transport
ation
DPT
House/Senate
Education
Finance Comm
15-Sep PDE-2099
Submit PDE 2028
PDFs to
15-Sep House/Senate
23-Sep
30-Sep H511
NSL Participation
30-Sep by Building
Quarterly Reconciliation of cash on hand
Annual IU Transportation Fiscal Report
Annual Annual General Fund Budget
Quarterly PSERS Q2 Employer Payment
Request for Reimbursement and
Annual Report of School Health Serv.
Annual PEARS Report
Finance
Finance
Food
Service
CN PEARS
PSERS/NPAS
PSERS
PA Dept. of
Health
PEARS
30-Sep PDE 2089 & 1049
PDE - School
30-Sep Health Report
Dept. of Labor &
30-Sep Industry UC-2
Dept. of Labor &
30-Sep Industry - 3020
Earned Income
30-Sep Tax
Transportation Reports - Notice of
Annual intent to transport
Reimbursement & Report of
Annual Health Services
Report of Unemployment Comp.
Quarterly Wages
Finance
Quarterly Multiple Worksite Report
Report of Local Wage Tax
Quarterly Withholdings
Finance
30-Sep IRS- 941
Quarterly FICA & Federal Income Tax
Finance
PA Department of
30-Sep Revenue
Quarterly Report of State Tax Withholdings Finance
Social Security & Medicare
30-Sep PDE-339 (Act 29) Quarterly Contributions
Finance
Deposit of Employer Retirement
30-Sep PSERS - Employer Quarterly Due
Finance
All State and
Federal Grant
Submit all grant reporting for State
30-Sep reporting
Quarterly and Federal programs.
7
DSD&A
PA Dept. of
Health
Dept. of Labor
& Industry
Dept. of Labor
& Industry
Local EIT
Collector
IRS
PSER
ACT 1 Index for FY 2016-17
• ECI increase at 2.2%
• 3 year average SAWW increase on
Calendar Year Basis is 2.5%
• Base Act 1 Index 2.4%
• To determine your adjusted index if your
aid ratio is > .4000: 2.4% x (0.75 + Aid
Ratio) = Adjusted Index
8
Act 1 Key Dates
1/7/16
Make proposed preliminary budget available for public
inspection or adopt a resolution indicating not to
raise taxes above the index
1/27/16
Deadline for preliminary budget adoption
2/4/16
Deadline to publish a notice of intent to file for exceptions
2/11/16
Deadline to seek PDE approval for exceptions
5/31/16
Deadline by which a school board must adopt its
proposed final budget
6/30/16
Deadline by which a school board must adopt its
final budget
www.pasbo.org/act1info for complete resources
9
The PASBO State Budget Blog
• Invitation only site related to the State Budget
• If you have not yet signed up, please send an email to
jammerman@pasbo.org
• Sign-up is easy
• Try to send out messages when updates occur, but
check once a week just in case
Add PASBO to your social networks
Follow PASBO
Like PASBO
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PA Annual Spend
OH Annual Spend
For more info visit www.easyprocure.org
There’s a doc for that…
at the Electronic Resource Center
www.pasboerc.org
Delivering Best Practices and Good Ideas
PASBO has partnered with Forecast5 Analytics to introduce a suite of
software products that can help schools in Pennsylvania analyze and
compare expenditures, student performance, long-term budget projections
and other important instructional and finance metrics. The Forecast5
products allow benchmarking of data on a local, regional and statewide
basis.
More information coming soon
Annual Conference & Exhibits
March 8-11, 2016 in Hershey
•
•
•
•
Begins with Tuesday night event
No increase in registration fees
Exhibits open Wednesday morning
Mini-Seminars; SBO Help-Desks;
Double-Plays
• Single- and two-day track to reduce
members’ time out of the office
• Webcast
• Registration opens October 1, 2015
15
Today’s Expert
• Chief Financial & Operations Officer and
Board Secretary at Southern York County
School District
• wayne.mccullough@sycsd.org
• 717-235-4811, ext. 7274
16
Dr. Wayne K. McCullough
• Gary Reeser Award Recipient (March 2013)
• Founder, PASBO School Business Administration Consulting
Service
• Immediate Past President, PASBO (July 2011 – June 2012)
• President, PASBO (July 2010-June 2010)
• President Elect, PASBO (July 2009-June 2010)
• Vice-President, PASBO (July 2008-June 2009)
• Director, PASBO (July 2005-June 2008)
• Chair and Member, Building Committee, PASBO (2008present)
• Chair, Strategic Planning Committee, PASBO (2008-2009)
• Chair, Audit Review Committee, PASBO (2008-2009)
• Chair, Facilities Management Committee, PASBO (2006-2008)
• Chair, Materials Management Committee, PASBO (2005-2006)
17
Pupil Transportation Record Keeping
• School calendars for all public and
private schools to which transportation
service is provided to verify the “number
of days.”
• Monthly mileage forms displaying data
that is recorded by the bus driver
indicating miles traveled with students
and miles traveled without students.
18
Pupil Transportation Record Keeping
• Monthly student rosters for each vehicle
in order to verify the maximum number
of students transported daily.
• Odometer readings for June 30 of the
current year and July 1 of the preceding
year for each vehicle used for both
private and public school transportation.
19
Pupil Transportation Record Keeping
• Hazardous route records. These records
should include copies of letters from
PennDOT citing the hazardous walking
routes within 2.0 miles for secondary
and 1.5 miles for elementary from each
school as hazardous. In addition, routes
showing the number and names of
students living within each hazardous
route should be maintained.
20
Pupil Transportation Record Keeping
• Fuel records for the school year,
including the number of gallons used
and the total cost if LEA-owned fleet or
LEA is providing fuel for contractors.
• A copy of each contract with contracted
service providers, including those with
individual drivers. Copies of insurance
certificates must also be maintained.
21
Pupil Transportation Record Keeping
• Evacuation drills verification forms, PDE
4101 (Certification of Fulfillment of Fire
Drill and School Bus Emergency
Evacuation Drill Requirements).
• Vehicle data: Serial number, year of
manufacture, capacity. This information
must be tied to mileage and student
roster information.
22
Pupil Transportation Record Keeping
• Run information, including routes, stop
locations, times, etc.
• Copies of Board Minutes with driver and
route approvals. Note: It is the Auditor
General’s view that drivers must be
specifically approved by the LEA
governing board, even if the drivers are
contracted.
23
Pupil Transportation Record Keeping
• Driver Files: Driver’s License,
Clearances, Physical Exam, Training
Information, etc.
• Contractor names and record of
payments made.
24
Time for Questions!
Send text questions using the
“Chat” function at the left side
of your screen.
Type message in box and click
“Enter” to send.
Thank you for your
participation!
CPE and CEU Credits are not available for this forum.