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Financial Management: Timekeeping

Financial Management: Timekeeping. Timekeeping:Overview. Written Policies Split-Funded Positions 100% Federally Funded Positions Paraprofessionals Estimations Quarterly Comparisons Adjustments and Revisions. Timekeeping: Regulations. OMB Circular A-87, Attachment B, Item 8h

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Financial Management: Timekeeping

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  1. Financial Management: Timekeeping

  2. Timekeeping:Overview • Written Policies • Split-Funded Positions • 100% Federally Funded Positions • Paraprofessionals • Estimations • Quarterly Comparisons • Adjustments and Revisions

  3. Timekeeping:Regulations • OMB Circular A-87, Attachment B, Item 8h • PowerPoint: Federal Fiscal Requirements. Michigan Department of Education, Office of School Improvement

  4. Timekeeping: Definitions and Terms • Cost Objective - a function, organizational subdivision, contract, grant, or other activity for which cost data are needed and for which costs are incurred

  5. Timekeeping: Definitions and Terms • Personnel Activity Report (PAR) - record maintained by employee working on more than one cost objective which is prepared after the fact, for the total activity of the employee, at least monthly and signed and dated by the employee

  6. Timekeeping: Definitions and Terms • Semi-Annual Certification - certification that employee worked on a single cost objective.  Must be prepared at least semi-annually, signed, and dated by employee or supervisory official having firsthand knowledge of the work performed

  7. Timekeeping: Content Financial Management System (FMS) Federal Timekeeping Requirements

  8. Timekeeping: Components of a Good FMS • Written Policies and Procedures • New Staff/Position Training • Adherence to Approved Policies and Procedures • Annual Review and Training Updates • Timely

  9. Timekeeping: Payroll Components • There are written policies and procedures governing payroll administration • Salaries from the Financial Expenditure Report (formerly DS-4044) agree with the district’s general ledger payroll accounts for all federal grant programs

  10. Timekeeping: Payroll Components • All salary costs for work performed are within the grant period • Salaries must comply with the employment contract which indicates the annual salary scale for the grant period

  11. Timekeeping: Written Policies • There are written policies on recording time distribution for employees who work on one or more federal cost objectives

  12. Timekeeping: Split-Funded For split-funded employees: • The district has Personnel Activity reports (PARs) • Instructional staff may use their lesson plans to confirm their written schedules if they meet all of the other PAR requirements

  13. Timekeeping: Split-Funded • The PARs are prepared at least monthly • The PARs are signed and dated by the employee • The PARs account for the staff person’s total activity

  14. Timekeeping: Split-Funded • The PARS are real-time records and not prepared in advance of the time period covered • If lesson plans are used as PARs, the teacher must make daily progress notations

  15. Timekeeping: 100% Federal Funded • For 100% federally funded or “single cost objective” school district employees: • The district has certifications or a blanket certification show that the employees worked solely on a single federal award or cost objective

  16. Timekeeping: 100% Federal Funded • The certifications are prepared at least semi-annually • The certifications are signed by the employees or a supervisor with first-hand knowledge of the work performed by the employees and are dated

  17. Timekeeping: 100% Federal Funded • The certifications are real-time records and not prepared in advance of the time period covered

  18. Timekeeping: Paraprofessionals • Paraprofessional may use their regular timesheets as long as they meeting the following: • The timesheets are an after-the-fact distribution of their actual activity

  19. Timekeeping: Paraprofessionals • The timesheets account for the total activity for which they are compensated, showing the hours or percentages for the programs that they worked on

  20. Timekeeping: Paraprofessionals • The timesheets are prepared at least monthly and coincide with one or more pay periods • The timesheets are signed by the employee

  21. Timekeeping: Estimations • The system for establishing estimates produces reasonable approximations of the activity performed

  22. Timekeeping: Quarterly Comparisons • At a minimum, quarterly comparisons are made of actual costs to budgeted distributions based on monthly activity reports

  23. Timekeeping: Adjustments • Adjustments are made to costs charged to federal awards based on the activity actually performed. Note: These adjustments can be made annually only if the quarterly comparisons show differences between budgeted and actual costs of less than 10%

  24. Timekeeping: Budget Revisions • Budget estimates or other distribution percentages are revised at least quarterly, if necessary, to reflect changed circumstances

  25. Timekeeping: Critical Elements • Semi-annual certifications • Personnel activity reports

  26. Timekeeping:FAQs • What are the audit requirements? Your auditor will take a sample of expenditures and request timekeeping documentation for anyone charged to federal funds.  If your records are insufficient, the auditor will include a finding in the audit report and may question costs.  See the Michigan School Auditing Manual for further information

  27. Timekeeping:FAQs • What happens if you cannot produce the documentation for the single audit? Auditor will question 100% of salaries and the penalty is a repayment

  28. Timekeeping: Other Resources • The Michigan School Auditing Manual • Report from the Time Log Work Group, Michigan Department of Education, Office of School Improvement, February 13, 2008

  29. Timekeeping: Other Information • Contacts • MDE: Office of Audits • ISD:

  30. Resources

  31. Resources All resources identified in this Professional Development module are available on: Michigan LearnPort www.learnport.org Collaboration Center Community Room LEA Financial Management Resources

  32. Committee Membership

  33. MDE/MAISA Monitoring and Compliance Committee • Becky Rocho, Calhoun ISD, (269) 781-5141 rochob@calhounisd.org • Patty Cantú, MDE, Office of Career and Technical Education, (517) 373-3373 cantup@michigan.gov • Mary Ann Chartrand, MDE, Grants Coordination and School Support, (517) 373-8862 chartrandm@michigan.gov • Terri Lynn Giannola, MDE, Office of Career and Technical Education, (517) 373-4670 giannolat@michigan.gov

  34. Timekeeping Subcommittee • Stephanie Murray – ISD Chair Traverse Bay Area Intermediate School District (231) 922-6417; SMURRAY@tbaisd.k12.mi.us • Margaret Madigan, MDE Co-Chair MDE - School Improvement/Field Services (517) 373-4588; madiganm@michigan.gov • Kathy Weller – MDE Co-Chair MDE – Office of Audits (517) 335-6858; wellerk@michigan.gov

  35. Timekeeping Subcommittee • David Gray MDE - School Improvement/Field Services (517) 373-0161; grayd@michigan.gov • Gayla Mann MDE - School Improvement/Field Services (517) 373-4009; manng@michigan.gov • Pat Meaux MDE - School Improvement/Field Services (517) 373-4212; meauxp@michigan.gov • Harvey Vermeesch Lapeer County ISD (810) 664-1124; hvermeesch@lcisd.k12.mi.us

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