New Principal Training Local School Accounting

1. New Principal Training Local School Accounting July 2013

2. Agenda • Local School Accounting Department • Local School Student Activity Funds • School Collections • Spending Rules • Performance Contracts • Backup Bookkeepers • After School Program • Rules and Guidelines • Training • Property Control Department

3. Local School Accounting Department • David Baker, Manager • After School Program • Financial Training Specialists • Local School Accounting

4. 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

5. 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

6. Student Activity Funds • School Collections • Pictures • Vending • Book Fines • Fundraisers • Book Fairs • Donations/Grants

7. Student Activity Funds • School Collections • Field Trips • Athletic Ticket Sales • Athletic Concessions • Performing Arts • Parking • Summer School

8. Student Activity Funds • School Collections • Who May Collect Money on School Grounds? • Employees • Students for Fund Raising Activities Only andwith Adult Supervision (See Local School Accounting and Procedures Manual for exceptions) • School Support Organizations *Refer to District Administrative Rule JHA-R

9. 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

10. 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

11. Student Activity Funds • Spending Your Local School Money • Pre-approve all purchases • Comply with Chart of Accounts and Local School Accounting and Procedures Manual • No deficit spending! Make sure money is available before a purchase is authorized.

12. Student Activity Funds • Spending Rules • Principal’s Discretionary Funds • Pictures • Vending • Interest Income

13. Student Activity Funds • Spending Rules • Designated Use of Revenue • Fundraisers • Book Fairs • Donations • Grants • Field Trips

14. Student Activity Funds • Spending Rules – 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.

15. 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!

16. 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.

17. Backup Bookkeeper • In Absence of Bookkeeper • Principal is responsible for delegating a Backup Bookkeeper in absence of Bookkeeper. • Training is available for the Backup Bookkeeper on Blackboard Online.

18. 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).

19. 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 first day of attendance in program. • ASP Program Procedures Manual on Financial Portal.

20. After School Program Training • ASP Directors, ASP Clerks, and ASP Bookkeepers • Training videos – ASP Online • ASP Director “in classroom” training on operational and financial procedures • Monday, July 15, 2013, from 8:30 – 12:30 • 590 Commerce Park Building, Suite 140 (Human Resources Offices)

21. 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

22. Property Control • Overview • Property Control Functions • Tag District Property • Tracking District Property • Maintains a site of all District Property • Perform Physical Inventory of Inventorial Assets • Fixed Asset System (FAST)