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SAU 93 BUSINESS OFFICE

SAU 93 BUSINESS OFFICE. ADMINISTRATORS AND ASSISTANTS ORIENTATION. Schedule. Administrators Wilcox Conference Room. Administrative Assistants SAU Conference Room. 9:30 Accounts Payable Norita 10:30 Grants /Website Kathy 11:30

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SAU 93 BUSINESS OFFICE

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  1. SAU 93 BUSINESS OFFICE ADMINISTRATORS AND ASSISTANTS ORIENTATION

  2. Schedule Administrators Wilcox Conference Room Administrative Assistants SAU Conference Room 9:30 Accounts Payable Norita 10:30 Grants /Website Kathy 11:30 Lunch 12:15 Payroll Karrie Attendance Recertification 1:00 Personnel Dayle 9:30 Personnel Dayle 10:30 Payroll Karrie Attendance Recertification 11:30 Lunch 12:15 Accounts Payable Norita 1:15 Grants/Website Kathy

  3. Accounts Payable

  4. † Quick Links † Files and Documents † SAU Documents † Purchasing and Accounts Payable Documents

  5. Grants

  6. Money Sources: Funds & Why Use Them? 01: General Fund- Operating Budget 02: Special Revenue- Federal Grants 03: Capital Projects/Building Projects 04: School Lunch Program (nutrition) 05: Local agency grants Private Grants Enterprise Grants 06: BASP article for 12/13

  7. Account Number Structure These change based on different accounting systems, but our ProFund Sequel software uses a 5 segment account number in the following sequence:

  8. Grants should be written with the goal of maximizing the resources available to carry out the District’s initiatives and to meet the needs of students. Maximizing Resources

  9. It is necessary to be compliant with all requirements • State and Federal Law • NH RSA’s • Department of Labor • GASB • EDGAR • Federal Office of Management and Budget • Federal Funds Handbook • New Hampshire Financial Accounting Handbook for Local Education Agencies (LEAs) • Specific terms and conditions of the grant

  10. 5 Years, folks!

  11. There are generally two types of expenditures: • 1. Payroll-related expenses • 2. Non-payroll related expenses

  12. Non-payroll related expenses: Payroll-related expenses: • I-9 and W-4 for every employee paid under a grant project • Contracts and authorizations to pay at a specific rate of pay • Payroll Special Request Form for duties outside of normal workday • (with specific dates and hours worked and authorized/approved by the project manager) • Cancelled checks or Direct Deposit manifests for the specific payroll dates Anything cut from our accounts payable department, including: Reimbursement requests (itemized receipts are a must for all reimbursements) Contracted vendors for services (for any vendor being paid in excess of $5,000 over the course of a fiscal year for regular services, we must have a signed contract on file) W-9 on file for contracted service vendors Equipment purchases: any piece of equipment valued at over $100/each has to be logged in to a separate spreadsheet. When the project period of a grant is over, equipment purchased with those project funds must be transferred to a current federal project within the district.

  13. POLICIES at the SCHOOL BOARD LEVEL Public Gifts / Donations Gifts from organizations, community groups and/or individuals, which will benefit the District, shall be encouraged. A gift shall be defined as money, real or personal property, and personal services provided without consideration. Gifts from the Public All gifts given to the schools will become the property of the district. GIFTS TO SCHOOL FUNDING PROPOSALS AND APPLICATIONS

  14. Frequently Asked Questions Why have someone assigned to grants from a fiscal perspective? The Grants coordinator ensures that MRSD receives maximum benefit from all available funding sources and takes advantage of those funds available. What are grants? Generally, they are awards of monetary assistance, usually tied to a very specific purpose or program plan. The funds can be spent only according to the approved plan.

  15. Frequently Asked Questions What is the difference between grants, gifts and donations? There is no set definition, but in general, gifts and donations have few or no performance requirements, and with certain values of less than $500,need only be reported to the Superintendent and the Business Office (these small amounts may/can be maintained in a School account.) However, gifts ranging from $500 > $5,000 must be reported to the Superintendent and Business Office so that the School Board can post notice of the gift on the agenda for the next regular meeting to vote on acceptance. $5,000 or more shall require the Board to hold a public hearing regarding any action to be taken with the gift. All gifts are required to be discussed and either accepted or declined during public session by the school board. Grants more often have specific performance and reporting requirements. Grants need to be reported to the Business office so a determination of accounting method can be made.

  16. Frequently Asked Questions Where does MRSD get grants?

  17. Federal Funds Projects Federal Projects currently working with (either still open, or closed, but still to be audited for activity) 09/10 ARRA – IDEA-B 9/9/09 thru 9/30/11 $507,292.49 Troy Kennett ARRA – IDEA-B Pre-School 9/9/09-9/30/11$ 16,411.15 Troy Kennett

  18. Federal Projects currently working with (either still open, or closed, but still to be audited for activity) 10/11 Title I ARRA 8/20/10 thru 9/30/11 $204,211.36 Kathy Shanks Title II Part A14889 7/22/10 thru 8/31/12 $151,151.84 Karen Craig Title VI, Rural & Low Income Schools 16258 2/28/11 thru 9/30/12 $ 50,596.45 Karen Craig Ed Jobs Fund 18227 8/10/10 thru 6/30/12 $292,846.85 Jane Fortson 11/12 Adult H.S. 27324 9/1/11 thru 6/30/12 $ 10,000.00 Lorna Watkins-Barth IDEA-B 22621 8/30/11 thru 6/30/11 $466,024.53 Troy Kennett IDEA-B Pre-School “ 8/30/11 thru 6/30/11 $ 10,402.61 Troy Kennett PreScool Outcomes Msmt 22622 1/23/12 thru 6/30/12 $ 1,296.00 Troy Kennett

  19. Title I, Part A 20095 8/15/11 thru 8/22/12 $665,837.40 Kathy Shanks Title II Part A 24889 8/26/11 thru 9/20/13 $133,910.31 Karen Craig Title IVB, 21CCLC 25325 7/1/11 thru 6/30/12 $139,854.39 Jean Isgro and Ralph Jernberg Title VI, Rural & Low Income 26258 2/27/12 thru 9/30/13 $ 42,437.86 Karen Craig Title I, 1003(a) – Mt. Caesar Planning (SINI) TBD 5/10/12 thru 8/31/12 Betty Tatro $ 2,027.07 Title I, 1003(a) – Troy (SINI) 20263 8/31/11 thru 8/31/12 $ 25,000.00 Karen Craig Title I, 1003(a) – Troy (SINI) 20263 8/31/11 thru 8/31/12 $ 25,000.00 Karen Craig Title I Summer Summit 20915 4/11/12 thru 9/30/12 $ 10,000.00 Karen Craig Title IIA Summer Summit 25409 4/11/12 thru 9/30/12 $ 12,700.00 Karen Craig

  20. 12/13 IDEA-B TBD 7/1/12 thru 6/30/13 $409,770.00 Troy Kennett IDEA-B Pre-School TBD 7/1/12 thru 6/30/13 $ 10,389.71 Troy Kennett Title IVB, 21CCLCTBD ?????? thru 6/30/13 $141,000.00 Karen Craig (Program Director TBD) Title I, Part A TBD 8/23/12-8/22/13 $___________ Kathy Shanks

  21. The OLD forms system for Federal Grants . . . .

  22. The NEW ONLINE GRANTS MANAGEMENT SYSTEM!

  23. FAQ’s How can I find out about grants?NH Department of Education’s website, the Federal Department of Education (www.ed.gov) and www.grants.gov. The NH Local Government Center is also a good source of information on local privately funded resources. Individual schools and departments are also encouraged to do their own grant research. How do I apply for grants? All MRSD employees or affiliates must first notify the superintendent of schools and the business office before applying for any grant. The grant manager can assist you with the application process for competitive federal and state grants, and other grants as staff time is available. Can I get a grant to finish my advanced degree? The school district does not seek grants for individuals. Scholarship and tuition assistance are often available through the educational institution you would be attending. Specific grants for individuals can also be researched at grants.gov, or the public library. Do I have to notify you when I’m applying for grants, even if you’re not helping?The superintendent and the business office is to act as the clearinghouse for all grant applications and awards, and should be notified of all grants to ensure appropriate procedures are followed for requesting and accepting funds.

  24. What is the process for notifying the grants office of grants that are received by a school or department?The Grants Manager should be notified immediately if a notice of grant award is received so that proper budgeting, accounting and reporting procedures can be initiated. What happens to the money from a grant when a school notifies the grants office?The Grants Manager will assist with ensuring that all funds are spent as designated by the donor. Proper accounts must be set up to include a revenue account to record monies received, and expense accounts to record monies being spent in support of the project. How are schools selected for grant applications?Most publicly funded grants define eligibility, often based on economic levels and prior performance on state assessments. MRSD administration may further define eligibility for applicants based on district priorities and goals. Is MRSD non-profit?Monadnock Regional School District is a political subdivision of the State of NH, and is tax exempt. It is not a 501(c)3 organization as defined by the Internal Revenue Service, but donors may claim a charitable contribution for gifts to MRSD if such a gift is used for a public purpose.

  25. What is a support letter? A support letter generally indicates that a specified project is meeting a specific need for a campus or community. It should be as specific as possible about any participation offered by the supporter, on the organization’s letterhead, signed by the CEO or managing director of the organization. Do you write the grant for me?As time permits, the grants manager can assist with preparation and submittal of applications, but grant applicants must participate fully in project planning and development. Are there sample grants or templates I can use?Some grant application forms are similar from one year to the next, but most projects require new and specific information. There are new criteria on Grants.Gov for sending in some standard basic information. Why do some schools get more grants than others?Most grant criteria are needs-based, meaning priority is given to campuses with the greatest needs: for academic improvement, with the most families qualifying for free and reduced rate meals, or perhaps the greatest number of English Language Learners. Some public and private grants are only awarded to schools that are already considered Title 1 schools. So just what is Title 1, anyway? Title I is the largest federally funded program developed to provide additional educational services to help disadvantaged students meet state academic standards. Title I schools implement schoolwide or targeted assistance programs to ensure academic success for eligible students. Title I funds may be used for a variety of services and activities, primarily to supplement instruction in reading and mathematics. Is there a set time when grants are due or available?Time lines vary from grant to grant, and from year to year. There is no set time.

  26. Where can I learn about grant writing?The NH Local Government Center offers a free online course through the LGC Academy titled “Lessons in Successful Grant Writing”. What are my responsibilities once I get a grant?Specific responsibilities vary by grant, but in general grant owners are responsible for grant implementation (the project), and they must report to the business office all expenditure reporting in accordance with requirements of the grant. Why can’t we just tag any old expense to a grant if we already have been awarded the grant? Expenses must be incurred under specific program activities. If the expense does not fit the activity, then it should not be charged to the grant. • Why are dates so important? Grant expenditures and obligations may ONLY occur during the time period of the grant award. The district cannot pay someone for work done in July if the grant is not approved until August. • What should I do when I learn about a potential grant? • Share it with the grants manager. The grants manager will do some initial investigating to see if the district or school is eligible. Your school may not qualify, but another school within the district could. We should be maximizing the potential for financial support throughout the district, not just looking out for our own site. As well, it could be determined by administration that a specific grant is not in the best interests of our students.

  27. A copy of any grant proposal submitted on behalf of MRSD or its schools or programs, regardless of the amount of funding request, should be sent to the Grant Manager.

  28. Questions????

  29. Website Overview

  30. Lunch Break

  31. Payroll

  32. Sub Time Reports Time Reports Need to be turned in the Friday before payroll by noon Please have earning codes for each employee. Daily Hourly New Sub rates New Sub Time report form.

  33. New Section!

  34. Stipend amount= detail description in top box. Hourly amount= days, times, attached time sheets or logs. Account numbers Signature of supervisor SPECIAL PAYROLL REQUEST MUST BE FILLED OUT COMPLETELY Not necessary for Bi-annual stipends Regular pay Coaches

  35. REQUIRED FOR ALL NEW EMPLOYEES MULTIPLE ACCOUNTS ONE PAYROLL CYCLE TO PRENOTE CAN BE CHANGED ANYTIME FORMS ON WEBSITE DIRECT DEPOSIT

  36. Attendance

  37. Human Resources

  38. Hiring Process Advertising Options Ads must be emailed to Dayle by 11:00 on Wednesday. First Come First Serve. Keene Sentinel Brattleboro Reformer- $$$ Union Leader Recorder School Spring- online • SCHOOL NAME (LOCATION) • ADDRESS • NAME OF POSITION/JOB TYPE (F/T, P/T) • BREIF DESCRIPTION AND QUALIFICATIONS OF POSITION • SCHOOL YEAR • DEGREE (None, HS, Assoc, etc) • EXPERIENCE (None, 1 yr, 2 yretc) • START DATE ____________ • ACCEPTING APPLICATIONS TILL______________ • IF YOU WANT APPLICATIONS TO BE SENT TO YOU INSTEAD OF JUST THE WEBSITE • ENTER ADDRESS AND NAME OF PERSON TO RECEIVE APPLICATONS WITH • TELEPHONE NUMBER. • Interested candidates should apply on line @ www.schoolspring.com • E.O.E. Advertising

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