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  1. Dividers • Record Keeping – Before p.14 • Financial – Before p.68 • Monitoring – Before p.96 • Meal Pattern – Before p.112 • Infant – Before p.140 • Online Data Base, before p.DB • Policies & Procedures – before Policy • Crediting – Before Red Crediting Guide

  2. Monthly General Journal A Bookkeeping SystemPage 79

  3. Monthly General Journal You must use the Monthly General Journal if you do not have another acceptable bookkeeping system! p. 80

  4. Monthly General Journal • A convenient record of all CACFP income and expenditures • Eases completing the monthly claim p. 80

  5. Monthly General Journal • All entries are made twice • Invoices and receipts are required to document all entries • Only enter actual amounts you pay out of CACFP… p. 80

  6. Cash Basis Accounting • Report expenditures when payment is made • Write check to grocery store – report expenditure • Charge at grocery store – report when pay charge bill p. 81

  7. Income – Money Coming in • Two types • CACFP check • Money you put into the food account from the center (we call this a loan)

  8. Income-CACFP Check CACFP Check 3/29 1000.00 1000.00

  9. Income – Loan From Center 3/30 Hokey’s Hideaway 200.00 200.00

  10. Expenses • Administrative Labor • Other Administrative Expenses • Food • Food Service Labor • Non-Food Supplies • Purchased Services • Other

  11. Expenses: Food Only 3/01 ABC Grocery 102 60.00 60.00

  12. Expenses: Food and Non-food 3/15 ABC Grocery 103 60.00 43.00 17.00 Sales taxes follow the items by category

  13. Separating Invoices: Add food items together; add tax • Tax must follow items: 22.00 meat 4.25 vegetables 1.89 juice 12.50 dish soap 40.64 sub-total 3.25 tax 43.89 total 22.00 4.25 1.89 28.14 sub-total 2.25 tax 30.39 food costs 30.39 food costs 13.50 non-food costs 43.89 total 12.50 dish soap 1.00 tax 13.50 non-food costs Add all non-food and add tax

  14. Record On Monthly General Journal: 3/01 ABC Grocery 102 43.89 30.39 13.50

  15. Easier Way? • Pay for food and non-food with separate checks! p. 81

  16. Labor: • Pay out of the center’s regular payroll system. • Reimburse the center from the CACFP checking account. p. 81

  17. Gross pay $315.65 Employer $ 28.47 Total $344.12

  18. Expenses - Labor 3/29 Hokey’s (cook) 104 344.12 344.12

  19. Monthly General Journal • Required if no other approved CACFP accounting system • Cash Based – report expenditures as they occur • Double entry • Makes completing the claim much easier

  20. Exercise p. 81

  21. 3/21 Wal-Mart 1030 76.79 65.88 10.91 3/11 Hokeys (Pest) 1008 35.00 35.00 1260.56 537.62 1260.56 408.52 94.10 35.00

  22. How to use a separate checking account: • Deposit check once you get it • Pay bills from that point on from the account • Don’t just use the account to reimburse yourself once a month p. 81

  23. Exercise! Complete the Claim for Reimbursement on p. 109. Use the following: • Master Roster p.33f-g • Monthly Summary p.54a • Monthly General Journal p.83 Other necessary information: • Days operating - 18 • Operation Period – March 8 - March 31, 2050

  24. March 2050 Claim Month: _______________ MM/YYYY Claim Type: Initial/Revised Circle One

  25. March 8 March 31, 2050 408.52 94.10 35.00 537.62

  26. 18 32 43 25 7 11 43 564 598 522 1684