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The Office

The Office. Ferguson-Florissant Style All Administrator’s Retreat Laura Modrusic & Steven Fedchak July 23, 2013. Finance Office New Addition. Meet Steve Fedchak. Not Steve Carrell. The District’s Financial Outlook.

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The Office

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  1. The Office Ferguson-Florissant Style All Administrator’s Retreat Laura Modrusic & Steven Fedchak July 23, 2013

  2. Finance Office New Addition Meet Steve Fedchak Not Steve Carrell

  3. The District’s Financial Outlook

  4. REVENUE & EXPENDITURES(Excludes receipts and expenditures from the capital and debt service funds)(IN MILLIONS)

  5. FUND BALANCESSpecial & General Funds(IN MILLIONS)

  6. I Declare Bankruptcy! • http://www.youtube.com/watch?v=hiCilTzhXrA&safety_mode=true&persist_safety_mode=1

  7. How will the August 2013 Tax Referendum affect this budget? • The Ferguson Florissant School District is requesting that the voters approve $.75 a tax levy increase on August 6. If approved, local property tax revenue will increase by $6,471,188 which will result in a surplus of $1,819,914 at the end of FY 13-14. This will bring the end of the year balance to 14.22%

  8. How can we Help? • Leadership in Budget Management – Good stewards of District Dollars – Ask these questions? • How does this affect Student Achievement? • Is this program working or should we try something different? • How can this prepare our District for MSIP 5? • How does this fit into the Board goals?

  9. Fiscal Responsibility • Remind teachers to Use, Reuse, and Recycle • Borrow from our neighbor and share resources • Send gently used items to Plant/Warehouse • Furniture, white boards, projectors, boxes • Purchase from Local Vendors – They will support us if we support them – This is a Board Goal for this year. • Example – P-card purchases • Do Not Stockpile items – Only purchase what you need • Think outside the box and be creative with what you have. • Ask vendors if they would consider donations of material • Just Say No to Vendors. They will back off if you tell them we are broke!

  10. More Fiscal Responsibility • Is this expenditure planned for? If not, is this something that can wait? • Check with other vendors even if it is below the bid threshhold • All purchases of furniture/equipment must go through facilities. • Any remodel requests should be presented to Facilities in the Bond budget Request for the following year. • All technology must be purchased through Tech Services • All Grant purchases must be in the Grant Plan and should be submitted and approved by Dr. Winkles. Grants Management will proceed with purchases • A facilities/equipment study will take place this year for long term capital planning.

  11. Finance 101 • School/Program Budgets • Professional Development • Purchasing Procedures • Travel • Field Trip Budget • Food/Catering • Elementary Principals (Breakfast in Classroom)

  12. School/Program Budgets • Budgets are based on per pupil estimated enrollment • Under review due to transfer students from unaccredited districts • Schools allocations: • Instructional Material • Office Supply • Guidance Supply • Postage • Elementary budgets are prepopulated by finance. Secondary schools are given the total allocation and asked to divide among their accounts. • We are still waiting on several.

  13. Budget request sample

  14. School/Program Budgets • Capital/Bond • Regular Equipment -Expenditures for the initial, additional and replacement of equipment items, such as furniture and machinery. This includes expenditures for two-way radios, fax machines, satellite dishes and cellular phones. • School/Program Bond balances will roll forward to the new year.

  15. School/Program Budgets • Student Activity Funds • PTOs, Fundraisers, Donations, Pepsi Allocations • Not part of District budgeted funds; however, must still follow District procedures • These funds rollover every year • Principal/Program Director responsible for all approvals

  16. Professional Development • Presenters • Travel and Registration • PD Supply • Stipends • Subs • Allocations are divided equally among all five accounts. These funds can be spent in any of the above categories. • All expenditures must be approved by the PD committee in your building before the funds can be committed. • All PD account numbers end with the number 14, this will help you distinguish them in your budget.

  17. Purchasing Process Board policy #6056 states that: “The proper processing of a purchase order shall be the only approved means of expending District funds. District employees shall not initiate orders, make purchases, or otherwise obligate District funds with the intent of later submitting a purchase order for approval.”

  18. Purchasing Procedures • How can we spend our money? • Purchase Orders • Purchasing Cards • Petty Cash • Warehouse Purchases • Sam’s/Schnuck’s Cards

  19. Purchasing Procedures • Purchase Order Facts • An order cannot be placed until the requisition has been approved and a purchase order number is assigned. • Administrators should be approving the requisitions. If you reveal your password to your office manager in order for them to approve POs, please understand that you are still responsible for their purchases. • Finance will be contacting you if your office managers are placing orders without following the proper procedures.

  20. Purchasing Cards • This is a VISA credit card. This card is a privilege and can be revoked with repeated failure to abide by the procedures. • Please treat the District purchasing card as if it were your own. • The card should remain locked in the office vault when not in use and checked out when needed. • This card is not to replace the current purchasing procedures. • Online orders, registrations, vendors who do not accept purchase orders, emergency situations • A detailed receipt should accompany all purchases. • The Principal/Program Director is responsible for approving all purchases made with the card. Please review all transactions before submitting for final approval at Admin. • The cards have a $500 limit which can be increased if requested for special situations. Please contact Amy Leslie • Any purchases over $2500 must still follow the bid guidelines.

  21. Petty Cash • Each school has $100 available for petty cash reimbursements. • Petty cash can be replenished once a week; however, these expenditures will still be charged to your buildings accounts. • You may use instructional material, office supplies, postage, or student activity funds. • Nancy Leonard in the Finance office will cash the Petty Cash checks for you. Please have your office manager contact her to let her know how much.

  22. Warehouse Purchases • The District keeps materials in stock that are purchased through a competitive bidding process. These materials are usually cheaper than office supply stores. • Please have your office manager check with the warehouse before purchasing office supply items.

  23. Sam’s/Schnuck’s Cards • In addition to P-Cards, the schools are allowed to obtain a Sam’s and Schnuck’s card. • These cards can be used to make purchases at the stores; however, a purchase order still must be completed to pay for the purchases. • These statements will come directly to your school. • Lost receipts can be obtained from Schnuck’s and Sam’s for a fee.

  24. Travel • Automobile Mileage Reimbursement is $0.56 per mile for FY13-14. Mileage over 60 days old will not be reimbursed. • Please request your traveling teachers submit their mileage monthly. • Please use the automated mileage form found under the Finance tab on Google Docs. • All travel outside of the District must be approved on a request for travel form before travel arrangements are made. • Expense reports must be submitted with itemized receipts. • Registrations, hotels, airfare, and car rental should be prepaid using one of the District’s normal purchasing procedures.

  25. Field Trip Budgets • Due to budget cuts, the field trip budgets were eliminated for FY 13-14. • All field trips will be charged to the school’s student activity accounts. • Please ask your PTOs for their support.

  26. Food/Catering • Please keep the District’s financial situation in mind when ordering food for meetings. • Food/Catering cannot be charged to operational accounts. • When taking your staff out for a luncheon or dinner (even if using activity funds) please be aware of the establishment’s image and how the charge may look to Board members.

  27. Breakfast in Classroom • The elementary schools will be offering the breakfast in classroom program for FY 13-14. • This program will begin shortly after the start of school. • A meeting will be held in the near future with the elementary Principals to discuss best practices and pitfalls of the program.

  28. Questions?

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