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Stipend Payment Training for School Staff - August 2010 Presenters: Amanda Gambill and Kim Lavielle

Learn about stipend payments in OKCPS, including how to read State-submitted budgets and SAP budgets, and eligible activities for stipend payments.

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Stipend Payment Training for School Staff - August 2010 Presenters: Amanda Gambill and Kim Lavielle

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  1. Title I Stipend Payment Training for School Staff August 2010 Presenters: Amanda Gambill and Kim Lavielle

  2. Intro • what is a stipend payment? • one-time payment to employee for extra hours worked or for attendance at an activity (ex: employee attends training for 2 hours on a Saturday); the stipend paperwork is turned in to the Payroll Dept for the pay to be entered in SAP • what is SAP? • the system or program that OKCPS uses for human resource and accounting purposes (including extra salary payments and purchasing goods/services) • why is training important? • different grants (also known as projects or funding sources) have different requirements; extra salary payments have different requirements

  3. Paying Stipends for Title I—State Submitted Budget • what is a State-submitted budget? • budget that a school creates for spending money that they have been allocated; it is submitted to the State Dept of Education for approval during the spring/ summer before the school year begins in the fall • why look at the State-submitted budget? • it is the official budget that the school is authorized to operate from for a specific grant • may have issue of activity not being in budget or allowable

  4. what does a State-submitted budget look like?

  5. how to read the State-submitted budget? • summary page—shows the total amount in each function/object • justification page(s)—describes the good/ service/activity being paid for in each function/ object • function code—number related to the purpose/ use of a good/service/activity (ex: 1000 is related to instruction, both classroom instruction and extended day instruction) • object code—number related to the actual good/service/activity (ex: 110 is related to salary payments and 192 is related to extra duty payments)

  6. why are function and object codes important? • they are part of the Oklahoma Cost Accounting System from the State; are also known as OCAS codes; these are codes used for financial transactions, whether for purchasing materials or paying salary payments

  7. Paying Stipends for Title I—SAP Budget • why look at budget in SAP? • may have issue of no money budgeted or insufficient funds budgeted • many grants, projects or funding sources general fund (000) library fund (015) IDEA, Special Ed (621) Delinquent (532) School Improvement (515) Neglected (518) SIG (Supplemental School Imp; 519) Title I (511) SIG (School Imp ARRA, 537) Title I ARRA (516) Distinguished School Award (517)

  8. how to access budget in SAP? • select “Expenditure Summary by Object” report by typing in “Y_OKD_48000045” in menu • enter fund and fund center (fund is the numbers related to a grant, such as 511 for Title I; fund center is the numbers related to the site, such as 069 for central office; fund plus fund center numbers are the same as the cost center)

  9. how to read budget in SAP? • annual budget—represents the amount that is budgeted (ex: object 100 includes what is budgeted for salaried personnel as well as what is budgeted for extra duty payments) • total assigned—represents the amount that has been paid or is waiting to be paid (ex: object 100 includes salary for whole-year for salaried personnel as well as what has been paid or is waiting to be paid for extra duty payments) • balance remaining—represents the amount that has not been paid or is waiting to be paid (ex: object 100 reflects only amount that has not been paid for extra duty payments)

  10. Paying Stipends for Title I—Eligible Activities • Extended Day Instruction • can be before/after/Saturday school, etc. • can be paid to Teachers • can be paid to Principal and/or Secretary for administrative purposes related to extended day instruction • cannot exceed 108 hours per person per semester

  11. Staff Attendance at Professional Development • can be before/after school, on weekends, etc. • can be paid to Teachers and Assistants • can be paid to Principal and/or Secretary for administrative purposes related to extended day instruction • must be for training topic determined as a need of the school and/or the specific staff attending the training (clarification: not all training relevant to certified staff is relevant to support staff)

  12. Staff Attendance at Parent Involvement • can be before/after school, on weekends, etc. • can be paid to Teachers, Assistants, Principal and Secretary/support staff for participation in activity or conducting activity • can be paid to Teachers, Assistants, Principal and Secretary/support staff for providing childcare for activity • must be for activity determined as a need of the school and/or parents of the school

  13. Paying Stipends for Title I—Steps for Stipend Payment • principal budgets for & plans activity to take place outside the contract day (must specify date(s) of occasion, amount of pay, etc) • school staff attend activity & sign a sign-in/out sheet

  14. school fills out stipend request form based on attendance reflected on sign-in/out sheet (must specify name of activity, date(s) of activity, G/L account, cost center & total amount of pay) • stipend request form is signed by principal (principal should be aware of & approve the payments as they are responsible for spending the funds) • school submits stipend request form, sign-in/out sheets & agenda to the Title I Office

  15. Title I Office reviews the stipend request form & accompanying documentation (verifies activity is mentioned in the budget for the school staff listed on the request form; verifies agenda matches request form & sign-in/out sheets; verifies dates of activity are correct based on sign-in/out sheets & agenda; verifies total amount of pay is correct based on sign-in/out sheets, agenda & contract time for each school staff listed; verifies GL account, cost center & order number are correct) • Title I Office assigns various accounting codes (wage type & cost objective) to each school staff member listed on the stipend request • Title I Office approves stipend request form & submits to Payroll Dept

  16. Payroll Dept enters stipend amount in SAP • stipend pay appears on paycheck

  17. Paying Stipends for Title I—Keep Track of Payments • why keep track of extra duty payments? • school is responsible for spending money allocated to them for Title I • allows school to monitor own spending so as not to go over budget • helps school follow proper payment procedures • helps school stay in compliance with documentation requirements (every extra duty payment must be documented)

  18. helps school stay in compliance with Time & Effort reporting requirements (required for extra duty payments not just for salaried personnel) • how to keep track of extra duty payments? • keep a log of all stipends paid for Title I

  19. Paying Stipends for Title I—Frequent Issues • not looking at State-submitted budget before having activity (may have issue of no money budgeted for that specific activity or no money budgeted for the specific staff attending that activity) • not looking at budget in SAP before having activity (may have issue of not enough money remaining for that activity) • paying for activity that is not allowable under that specific grant/project/funding source • principal/coordinator signature missing on stipend request or time entry request forms

  20. missing information on the stipend request or time entry request form • incorrect information on the stipend request or time entry request form (ex: project, function code, object code, cost center, order number, personnel number) • stipend request form not submitted by building (may have issue of staff not receiving payment) • stipend request form submitted a long time after date that activity took place (may have issue of staff not being eligible for payment depending on fiscal year deadlines) • sign-in/out sheets not submitted with stipend request (may have issue of delay in staff receiving stipend payment) • agenda not submitted with stipend request (may have issue of delay in staff receiving stipend payment)

  21. incorrect amount of total stipend pay on stipend request form based on sign-in sheet documentation

  22. Resources • Title I Handbook (???) • Title I Budget Training (April 2011) • CIP Training—Title I Budgeting Training (April 2010) • CIP Training—Title I Budget & Financial Processes (April 2009) • OCAS Manual (revised every July) • Financial Training for School Personnel (February 2006)

  23. Contact Information • Title I Office (Federal Programs Dept) 587-0160 297-6687 (fax) • Amanda Gambill acgambill@okcps.org 587-0278 • Kim Lavielle kjlavielle@okcps.org 587-0168 • Amanda Blanchard abblanchard@okcps.org 587-0103

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