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Presented July 26, 2019

Oklahoma City Public Schools FY20 Beginning of Year Updates Financial Services Financial Secretary Training. Presented July 26, 2019. AGENDA. Courier Services Contracts/Mileage/Graduation Grants Budget School Accounting (Student Activity Funds) Purchasing Accounts Payable.

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Presented July 26, 2019

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  1. Oklahoma City Public SchoolsFY20 Beginning of Year UpdatesFinancial ServicesFinancial Secretary Training Presented July 26, 2019

  2. AGENDA • Courier Services • Contracts/Mileage/Graduation • Grants • Budget • School Accounting (Student Activity Funds) • Purchasing • Accounts Payable

  3. Courier Service Dustin Brown Lead Courier dcbrown1@okcps.org 405-587-1115

  4. Courier ServiceDeposit Log

  5. CONTRACTS Send ALL Contracts to PK-12 SchoolsDepartment (Jamie De La Rosajcdelarosa@okcps.org 587-0010) Rule of Thumb: If it requires a signature, send it to Jamie. Contracts include but are not limited to: • Types: Grant-Related Agreements, General Agreements, Memorandums of Understanding/Agreement (MOU/MOA), Fundraisers, Royalty Agreements, Scopes of Work, Terms & Conditions, Quotes, etc. • Email Subject Line: Vendor Name and School Name (i.e. Lifetouch Yearbook_Lee) • Principal Approval: Get the Principal's approval before emailing it to Jamie. • Legal Approval: Contacts must go through Legal for Approval. (Upload Legal’s Approval (Lextree) email and contract to PR ) • Contracts: Will only be accepted from the Principal, Assistant Principal, Financial Secretary, or the Principal’s Secretary. • Contract Signature Designees:Cabinet Level ONLY Superintendent, Deputy Superintendent, Assistant Superintendent(s), Exec Directors (HR/Student Services), and Chiefs.

  6. PRINCIPALFORMS:EXPENSE REIMBURSEMENTMILEAGE CLAIMSTIPENDS • Instructional Leadership Director (ILD) Signature: Email ALL forms to Jamie De La Rosa jcdelarosa@okcps.org • Expense Reimbursement: Complete claim, compare to PO lines, & Scan Incidental Receipts. • General Funded Claims: After ILD signs, claim will be returned to Secretary to Good Receipt (GR) and to email to Accounts Payable (AP). • Title I Funded Claims: After ILD signs, claim will be emailed to appropriate Title I Staff Member, and cc: Principal & Fin. Sec. Title I will review, sign, and email/contact Fin. Sec. to GR and then Title I will email claim to AP for processing. • Principal Mileage Claim: Principal must signs before emailing to Jamie. DO NOT GR until ILD approves/signs claim. Claim will be returned to Secretary to Good Receipt (GR) and to email to Accounts Payable (AP). • Principal Stipends: Include Sign In Sheets for ALL dates listed. Forms will be emailed to the appropriate Title I Staff Member. Title I will email forms to Payroll for processing.

  7. GRADUATIONAny questions contact Jamie De La Rosa jcdelarosa@okcps.org587-0010 FINANCIAL • Email Purchase Requisition (PR) Release Strategies Requests to Jamie. Principals (BL) must released first. • Confirm Release Strategies - SAP ME52N or ME53N under the Item > Release Strategy Tab.

  8. FINANCIAL SERVICES • New School Finance Webpage • Key Points • Facility Rentals • Kit A Kid (BluSource) • Grants/Budget/SAF/Purchasing/Accounts Payable

  9. SCHOOL FINANCE RESOURCE PAGE: • Located on OKCPS Website Departments > Financial Services > School Finance Resource Page • Forms – All current Financial Forms (fillable)

  10. FINANCIAL SERVICE POINTS: • TRAIN- Sponsors need to be trained on policies and procedures. • Game Start-Up/Refs - Athletic Directors handle start up cash, officials, and non-officials payments (Payments are through RefPay {ArbiterSports}). • Asset Numbers - Single items >$5,000 require Asset Numbers. • Fin. Sec. Position – Principal should notify School Accounting of any vacant or new Financial Secretary. (Contact - activityfunds@okcps.org) • On-Line Bank Access - Notify Treasury of any personnel changes related to the online bank access. (Contact - Mark Waldrip, Treasurer mawaldrip@okcps.org) • Finance Training – Available every Wednesday (Contact - activityfunds@okcps.org) • Contracts – Submit to Jamie De La Rosa (ILD Office). Contracts are submitted through Lextree & approved by Legal (Upload Contracts and Legal’s Approval to PR)

  11. RENTAL OF AUDITORIUM/GYM/STADIUM: District Policy D-09 and Board Regulation D-09-R • OKCPS Homepage – Families & Community – Rent our Facilities – OKCPS Facility Use. • Information - Step-by-step video on how to rent. • Make sure ALL school activities are posted on your school calendar to block those dates and times. • OKCPS District activities have priority use for all facilities.

  12. Kit-A-Kid Campaign: (BluSource # 307383) • BluSource has established an OKCPS Kit-A-Kid Website. (https://okcps.bluschoolsupplies.com) • School Supplies funds from parents/sponsors must be receipted into Cost Center XXX60936. • Complete Requisition Form (total # of Kits and Bulk Items) & Signed by Principal • Create PRAF PR • General Ledger (G/L) # 5219961900 • Cost Center XXX60936 • Internal Order (9041050 Elementary; 9040000 Middle/High) • Vendor will be #307383 BluSource • Requisition Form serves as Quote - Upload to PR • First Line needs to read: “SAF-KIT” separate lines for each (Kits/Bulk Items) • Access Website, create order, put PR # in Order Notes, and park the order. (i.e. like Staples) • PRAF PR follows the Release Strategies depending on dollar threshold. • PRAF PR converted to SAF PO by Purchasing. • Purchasing will e-mail PO to BluSource. (Orders will not be shipped without PO number) • The Secretary must enter Goods Receipt (GR) for items received • BluSource will send individual Invoices w/ PO # to Accounts Payable acctspayable@okcps.org

  13. GRANTS Audrey Fitzsimmons, Grant Writing Manager awfitzsimmons@okcps.org 587-0117

  14. Grants BEFOREapplying for ANYgrant... • OKCPS Website – Departments>Financial Services>Grant Writing (Follow Instructions) • Teachers – Must coordinate with Principal • Principals – Must coordinate with ILD • ILDs – Must coordinate with appropriate Director / Administrator

  15. Submit prior to applying for ANY grants or prior to having a 3rd party apply on the Site’s behalf. • Allows for the collection of necessary District-level approvals. • Complete basic information – Grant funder, Amount requested, District Match, and Project Description. Intent to Apply for a Grant

  16. BUDGET DEPARTMENT:Send Budget questions to budget@okcps.org Sydney Ward Director of Budget sward@okcps.org 405-587-0017 (Vacant) Budget Manager 405-587-0014 Michel’leMcCarrell Budget-Federal Program Analyst mlmccarrell@okcps.org 405-587-0178 Kayla Mauldin Budget Specialist kdmauldin@okcps.org 405-587-0169 Debra Woody SNS Office Coordinator drwoody@okcps.org 405-587-1024

  17. BUDGET: • To find out the balance of any cost center (subaccount) you will need to run a Y_OKD_48000045 report • Cost centers are XXX(site) 60(BA) XXX (project) [e.g. 71260801 general funds for US Grant]

  18. SCHOOL ACCOUNTING DEPARTMENTReports and Questions on Student Activity Funds should always be sent toactivityfunds@okcps.org Sherrye Cravens-Crawford Director of School Accounting slcravens@okcps.org 405-587-0479 Lisa Rodgers Accounting Specialist lnrodgers@okcps.org 405-587-0108 Linda Henry Accounting Specialist lfhenry@okcps.org 405-587-0510

  19. Accounting Specialist School AssignmentLisa Rodgerslnrodgers@okcps.org405-587-0108 • Administration • Adams • Adelaide Lee • Arthur • Bodine • Cesar Chavez • Coolidge • Eugene Field • Fillmore • Hayes • Heronville • Hillcrest • Martin Luther King • Prairie Queen • Shidler • Southern Hills • Thelma Parks • Wilson • Capitol Hill Mid • F D Moon Mid • Jefferson Mid • Roosevelt Mid • Webster Mid • Wheeler Mid • Capitol Hill High • Classen SAS High • Douglass High • Emerson South • US Grant

  20. Accounting Specialist School AssignmentLinda Henrylfhenry@okcps.org405-587-0510 • Britton • Buchanan • Cleveland • Esperanza • Hawthorne • Kaiser • Mark Twain • Monroe • Nichols Hills • Quail Creek • Ridgeview • Rockwood • Rogers • Spencer • Van Buren • Willow Brook • Belle Isle Enterprise • Classen Mid • John Marshall Mid • Mary Golda Ross Mid • Southeast Mid • Taft Mid • Emerson North • John Marshall High • NW Classen • Putnam Heights Academy • Southeast • Star Spencer • Student Support Service

  21. STUDENT ACTIVITY FUND (SAF)Cost Centers SAF Manual - Board approved July 15, 2019 • SAF Policy requires SAF Manual must be board approved annually which includes all approved Cost Centers, program codes, revenues, and expenditures. • SAF Procedures are updated as necessary.

  22. DEPOSITS: • Daily Deposits – Use School Safe to secure funds. Courier will pick up daily. Financial Secretaries can make late deposits if necessary. Be sure a cash count form is being used and initialed by two people that verified the cash deposit. • Cash Count Forms & Deposit Slips – • Two (2) people must verify the amount of cash to be deposited. Same people must initial BOTH the Cash Count Form and the Deposit Slip. • Tell Principal where the Cash Count Form and Deposit Slips are kept in case the Financial Secretary is not available and a deposit is needed.

  23. DURING the Year Actions: CASH RECEIVED Receipts: Enter into SAP (FBCJ) DAILY • This will give you access to these funds once budget is updated for each Cost Center Deposits: Drop all deposits DAILY • Confirm Receipts = Cash = Deposit Slip/Cash Count Form • Deposit slip must list Receipt #s & initialed by 2 people

  24. DONATIONS: • When a large donation is received that will make improvements to the school or build on the school property, contact School Accounting to determine if the funds should be sent to central office. All improvements to the building site must go through building fund/Capitol Projects. • Wes Walker donations can remain at school sites UNLESS construction is involved. • If technology is purchased with donated funds, be sure to complete a Technology Purchase Request (TPR) before creating the PR.

  25. STUDENT ACTIVITY FUND REMINDERS BOARD POLICY C-08 • Principals are the Activity Fund Custodian and are responsible for all cash in the SAF bank account. • Daily Bank Deposits – Collected daily by OKCPS Couriers. • Some duties may be delegated to a central bookkeeper • Pre-numbered receipts (obtain from Central Office)

  26. STUDENT ACTIVITY FUND REMINDERS REGULATION C-08 R1 • Disbursements from each fund must be made ONLY for the specific purpose for which the fund was created • Principal may NOT give, donate, or loan money to any group, organization, or individual regardless of circumstances or motive • No purchases shall be made in excess of funds on hand within the cost center

  27. Deadline RemindersMonthly Reports due by the 10th of every month Annual Budgets due August 30th (which includes Fundraiser Permission Forms) Monthly Reports consist of: • Fundraising paperwork: • Profit & Loss Forms • Inventories/Concessions • Ticket Reconciliations • Monthly Check List – Must be Signed • Budget – 19 Report • Cash Receipts - 56 Report • PO Status - ZMM97TD Report

  28. STUDENT ACTIVITY FUNDREMINDERS 814 - Lost Textbooks • When an excess of $250 has been collected into the 814 Lost Textbooks the money in excess of $250 a PR should be created to remit it to vendor #301591 OKCPS Central Office and AP will give the check to Treasury Department.

  29. STUDENT ACTIVITY FUNDREMINDERS 815 - Lost Library books • The money collected in the 815 Lost Library cost center willstay in the sub-account until the end of the year. At the beginning of the next fiscal year the money will be rolled into the 805 library funds for the purchase of replacement library books.

  30. STUDENT ACTIVITY FUNDREMINDERS 807 - Latchkey and Child Care • Any after school program, such as latchkey/childcare, you must collect monies and receipt 70% to cost center 60807 and 30% to cost center 60876. • Then create a PR to remit all monies, (except for $100 in 60807) to OKCPS. The PR vendor for OKCPS is #301591 and then AP will give the check to the Treasury department monthly. The 30% in cost center 60876, and all late fees, and insufficient fund fees go into cost center 60876 Child Care. This money can be used for latchkey/childcare expenditures.  At the end of the school year any money in cost center 60876 will be rolled into cost center 60801. 

  31. STUDENT ACTIVITY FUNDREMINDERS 808 – Pre K Tuition • Any money over $100 please create a PR to remit monies to OKCPS vendor #301591 and AP will give the check to the Treasury department monthly. • If there is an outstanding balance for more than a week, then the child should be dropped from the pre-k and latchkey programs.

  32. STUDENT ACTIVITY FUNDREMINDERS • Each week, training is available at Central Office. There is training on each part of the Manual (Cash Receipts, SAF Purchase Requisitions, Fundraising paperwork, and P-Cards) and open topics. To save time, prior to coming to training, please read the related portion on the School Finance Webpage. • Forms are revised frequently to make them easy to use. All forms are located on our OKCPS web page under Departments - Financial Services - Accounting.

  33. START of the Year Actions: • Receipt books • Cost Center beginning balances • Class of 2018 is now in Cost Center 60801 • Dormant accounts submitted are now in Cost Center 60801

  34. DURING the Year Actions: TRANSPORTATION BILLINGS: • ONE Purchase Requisition (P.R.) per trip. • Use Vendor #302768 - OKCPS Transportation. • “Request for Field Trip Transportation” form and/or “Third Party Agreement” must be uploaded to the PR. • Shared Trips with other Schools: Both schools must put in a PR and each school should reference each others PR # on their PR. • A list will be e-mailed to your Principal at the end of each week. Check to make sure your trip is listed. If not, contact Theresa Ross immediately. • Goods Receipt after the trip is taken. • Payments by 3rd Party - Donor fill out third party form (only enter a PR if third party is paying a portion of the trip).

  35. FY20 SAF Budgets • Budgets for each Cost Center are due August 30th • Review Fundraiser Permission Forms from FY19 to project revenue and expenditures for FY20 • Request teachers/sponsors to fill out Fundraiser Permission Forms for FY20 • Attach Fundraiser Permission Forms to the Cost Center Budgets

  36. Fundraiser Activities • All fundraisers should be coded to 1950and for all fundraisers must submit (each month) the following for each fundraiser that is in progress: • Signed Profit and Loss form • Total of all receipts pertaining to each fundraiser • Vendor invoices/receipts • Fundraiser Permission Form (first month only) • Appropriate Program Codes must be used to record all fundraising receipts. • Limit the fundraiser’s duration (the shorter, the better)! • Use funds raised during the year for the purpose it was raised. The students that raised the money should benefit from it. • No Political Endorsements allowed – Ex. Blue & Gold Packaging

  37. FUNDRAISERS: • Permission – BEFORE ANYTHING IS BOUGHT OR SOLD - Principal must approve the fundraiser Budgets and Permission Forms. • Inventories - Must be maintained. • Profit/Loss – Analyze during monthly reporting for any variances/missing funds. • Unexplained Variances/Missing Funds - Require ILD approval before the Monthly Report can be finalized. • Political Endorsements – Not Allowed (Example - Blue & Gold Packaging)

  38. FY20 Changes:SMART SNACK REGULATIONS • Concession sales of “food” during the school day must comply with Smart Snack Regulations. • Concession sales CANNOT be sold during mealtimes. • Concession sales of raw food (Blue and Gold Sausage or cookie dough) CAN BE SOLD anytime. • Please contact SNS for any questions on qualifying products for resale. • http://rdp.healthiergeneration.org/calc/calculator/

  39. Daycare Form

  40. Financial Reporting Review • New for FY20 • Reflects how well individual school sites are doing in completing their financial reporting • To Be Determined (TBD) - Will be sent to Management to distribute to their Principals

  41. PURCHASING DEPARTMENT:Send Purchasing questions to purchasing@okcps.org Kathy Padilla Buyer 101 Director of Purchasing kspadilla@okcps.org 405-587-1041 Marti Sturm-Sawyer (Bids/Technology) Buyer 100 Purchasing Manager mwsturm-sawyer@okcps.org 405-587-1046 Billy McMeans (Middle/High) Buyer 102 Purchasing Specialist bdmcmeans@okcps.org 405-587-1049 Carlos Cardoza(Opers/Athletics/Adm) Buyer 104 Purchasing Specialist cdcardoza@okcps.org 405-587-1052 Bonnie Thomas (Elementary) Buyer 105 Purchasing Specialist bsthomas@okcps.org 405-587-0063 Jan Saylors (P-Card/Travel/SNS) Buyer 106 (P-Card) & Buyer 103 Purchasing Specialist jesaylors@okcps.org 405-587-1047

  42. Purchasing Fundamentals Procurement Thresholds • FEDERAL Purchases: (Title I, SNS, & Grants Funds) • $0 - $3,500.00 – Written Quote (Primary Vendor) • $3,500.01 - $150,000.00 – Three (3) Written Quotes • $150,000.01 – And Over – RFQ/RFP Sealed Bid Process. • GENERAL & SAF Purchases: (Public & Student Funds) • $0 - $3,500.00 – Written Quote (Primary Vendor) • $3,500.01 - $250,000.00 – Three (3) Written Quotes • $250,000.01 – And Over – RFQ/RFP Sealed Bid Process.

  43. Purchasing Fundamentals Procurement Triangle PURCHASE ORDER (Purchasing Unit) INVOICE/PAYMENT (Accounts Payable) GOODS RECEIPT (School Site Location) THREE WAY MATCH EQUAL LEVEL OF BALANCE

  44. Purchasing Fundamentals Procurement Process Request for Need Close PO Invoice Create a PR Goods Receipt Release PR Close PR Convert to PO COMPLETE THE CIRCLE • Request for Need (Site) • Create PR (Site) • Release PR (Principal/ILD) • Convert to PO (Purchasing) • Close PR (Purchasing) • Goods Receipt (Site) • Invoice (Accts Payable) • Close PO (Site/Purchasing)

  45. PURCHASE REQUISITIONS: • Sponsor completes Requisition Request (Approved by Principal) • Financial Secretary (FS) creates a PR/PRAF in SAP Correct Typos – Begin Text w/ SAF – Use Date Format 01/02-08/20 • FS uploads all quote(s) & any signed contracts/agreements along w/ Legal’sLextree approval email (New for FY20) (Required) • Principal (Custodian) reviews attachments for PR compliance and releases (approves) PR. • Release Limits: • Elementary $500 and under: PR released by Principal. • Elementary $500.01 and higher: PR released by Principal and ILD. • Middle & High School $750 and under: PR released by Principal. • Middle & High School $750.01 and higher: PR released by Principal and ILD.

  46. PURCHASE ORDERS: • Close POs - POs should close within 60-90 days. (Except Blanket/Mileage POs) • Goods Receipt (GR) – Upload Packing Slips to MIGO (New FY20) • Open PO Report (ZMM97TD) – Run every 30 days. • Variations in GRs, IRs, & PO amount – Review, confirm, adjust if necessary. • Three (3) Way Match is necessary to close PO. Email Purchasing to reduce PO amount.

  47. PURCHASE CARDS (P-Cards): • P-Card Purchases - ONLY for Student Activity Funds. • Principal (Custodian) - Responsible and liable for security of the P-card and usage. • P-Cards - Predetermined Credit limit (Elementary $1,000, Middle $1,500, High $3,000) • P-Cards - Vendor - “Chase-School Site Name” • P-Card Purchases: • The PRAF text name the actual vendor used & brief description (e.g. SAF Bob’s Balloons – Graduation) • Upload Quotes (e.g. on-line shopping basket estimates, etc.) • Standard Release Strategies • Blocked (alcohol, entertainment, gaming, etc.)

  48. PURCHASE CARDS (P-Cards)(Cont.): • Transaction/Sign Out Log - Record P-Card transactions & track who has the P-Card. • CONFIRM Credit Limit – Before going to Store, confirm enough Credit Limit is available - Contact Purchasing (Kathy/Jan) to raise Credit Limit. • Goods Receipt (GR) - Financial Secretary (FS) GR’s the PO in the actual amount of the Receipt. • Receipt - Email the receipt/invoice to Accts Payable (acctspayable@okcps.org) with the subject line indicating the PO#. • Invoice Receipt (IR) - Accts Payable will use the receipt to IR the PO. • Monthly Reconciliation – Purchasing will reduce PO to the exact expenditure amount charged. If the P-Card Receipt is lost/missing, a Missing Receipt/Invoice Affidavit must be completed, approved by the Principal.

  49. P-Card Monthly Reconciliation: • Monthly Billing Cycle – 10th of Month • P-Card Custodian (Principal) logs into Chase J.P. Morgan Website (https://smartdata.jpmorgan.com), locates Monthly Statement under Financial>Account Statements, and prints statement for review and submission. • Each charge on the Chase statement MUST have a corresponding Purchase Order. • Financial Secretaries will reconcile the Monthly Chase Statement against Transaction Log and Original Receipts. (Three Way Match) • P-Card Custodian (Principal) will review Financial Secretary’s Reconciled Statement/Log/Receipts. • Both Fin. Sec./Principal sign Transaction Log • Statement/Log/Receipts copied and emailed to purchasing@okcps.org by the 13th of the month. • !!!Check for Sales Tax!!! – Must be credited back to P-Card in the same month.

  50. PROFESSIONAL DEVELOPMENT TRAVEL: • FORM APPROVED 45 DAYS PRIOR TO TRIP (Completed w/ all signatures) • Travel Agent Quote - Complete All About Travel’s Quote Request Form, email to Travel Agent, who will provide quotes for Hotel/Airlines. • PR Created - PR Requestor enters PR in draft mode (U Status) into SAP to establish PR number for PD/Travel Request Form. • PD/Travel Request Form - Traveler completes PD/Travel Request form. Form and Conference Agenda are routed for approval signatures. • PR Update - PD/Travel Form returned approved - PR Requestor moves PR to K Status and approved PD/Travel Request Form and Conference Agenda is attached to the PR. (PD/Travel Form & Agenda must attached to PR for Buyer to convert PR to PO) • PR Approval (Release Strategy) - PR is approved / released in SAP according to release strategy. • PR Converted to Purchase Order (PO) - After PR is approved, the Buyer will convert PR(s) into PO(s) and forwards PO(s) to Vendor(s). • Travel Arrangements/Conference Registration - PR Requestor registers Traveler for the Conference. • Expense Reimbursement (within 10 days of the completion of the travel event) - Traveler submits Expense Reimbursement (or Mileage) form with original itemized receipts & routes for approval signatures. • Goods Receipt - After verifying travel, PR Requestor GRs all POs in SAP. • Invoice Receipt - Expense reimbursement forms and receipts submitted to Accounts Payable Department to process for payment. • NO SHOW – If there is an EMERGENCY, Traveler MUST contact Purchasing 24 hours prior to Trip

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