Education Week 3 Unit 3 EDU 667/767 Reading Assessment/ Writing Assignment

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TypicalDistrictAccountingManual.pdf

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EXCERPTS FROM TYPICAL ACCOUNTING MANUA

USED BY PRINCIPALS/BUSINESS MANAGERS

Account Coding

Purchasing/Accounts Payable Payroll

Activity Funds Fixed Assets

ACCOUNT CODING

DESCRIPTION Every school district in the state of Mississippi must use an accounting code for each financial transaction. The accounting code is prescribed by the Mississippi Department of Education. The accounting code is designed to provide a way for school districts to effectively manage their finances. The use of the prescribed accounting code also provides the Mississippi Department of Education, as well as other state agencies and the Legislature, the ability to gather and report information in a manner common and consistent to all school districts. Therefore, it is very important that the correct accounting code is used with each financial transaction. The accounting code consists of 24 digits aligned in the format of xxxx-xxxxxxx-xxx-xxx-xxx- xxxx. The format consists of the following codes and descriptions.

XXXX Fund Number There are approximately 70 funds in the district.

XXX General Ledger Code This code represents an asset, liability, revenue code (800) or expenditure code (900).

XXXX Function Code This code represents either a revenue or an expenditure function.

XXX Program Code Optional code (used very seldom by the district)

XXX Object Code This code is used with expenditures and indicates the purpose of the expenditure.

XXX Department Code This code represents the school or department.

XXXX Modifier Code This code represents additional detail of the function code. For activity funds, it indicates the activity sub account.

Listed in the following sections are the accounting codes that the Rankin County School District uses for most transactions.

GENERAL LEDGER CODE The second element of the account code is the balance sheet or the general ledger code. This code is the three digit code that follows the fund code. The balance sheet code represents assets, liabilities or fund equity. The general ledger code represents revenues (800) or expenditures (900). The general ledger codes that the district uses for most transactions are as follows:

CODE DESCRIPTION

101 Cash (asset)

103 Petty cash (asset)

111 Investments (asset)

112 Due from Bad Checks (asset)

131 Due from Other Funds (asset)

436 Due to Student Clubs (liability)

441 Due to Other Funds (liability)

745 Assigned Fund Balance (fund equity)

751 Unassigned Fund Balance (fund equity)

800 Revenues

900 Expenditures

FUNCTION CODE The third element of the account code is the function code. This code is a four digit code and may be a revenue function or an expenditure function. The revenue codes that the district uses for most transactions are as follows:

REVENUE CODE DESCRIPTION

1120 Ad Valorem Taxes

1311 Tuition from Individuals

1520 Interest Revenue

1711 Admissions

1791 Other Student Activity Revenue

1920 Contributions and Donations

1940 Instructional Fees

6720 Transfers In

Note: If a revenue code above does not apply to a specific revenue item, please contact the chief financial officer as there are many additional codes that may be used.

The expenditure codes that the district uses for most transactions are as follows:

EXPENDITURE CODE

DESCRIPTION

1105 Pre-Kindergarten Programs

1110 Kindergarten Programs

1120 Elementary Programs

1130 Middle School Programs

1140 High School Programs

1142 Vocational Programs

1191 Driver’s Education Programs

EXPENDITURE CODE

DESCRIPTION

1210 Gifted Education Programs

1220 Special Education Programs

1230 Alternative School Programs

1240 Juvenile Detention Center

1290 Other Special Programs

1310 Adult Education Programs

1420 Secondary Summer School

1910 Athletic Activities

1920 Student Activities

2110 Attendance Services (Data Management)

2120 Guidance Services (Counseling)

2130 Health Services (Nursing)

2140 Psychological Services (Testing)

2150 Speech Pathology Services

2210 Instruction Improvement Services (Staff Development)

2220 Education Media Services (Library)

2290 Other Instructional Staff Services (ITD)

2310 Board of Education Services

2320 Executive Administration Services

2330 Special Area Administration Services

2410 Office of the Principal Services

2510 Fiscal Services (Accounting)

EXPENDITURE CODE

DESCRIPTION

2520 Purchasing Services

2530 Distributing Services (Courier)

2540 Printing Services

2620 Operating Building Services

2630 Care and Upkeep of Grounds Services

2660 Security Services

2690 Other Maintenance of Plant Services

2720 Vehicle Operation Services (Transportation)

2730 Bus Monitoring Services

2820 Information Services (Public Information)

2830 Staff Services (Human Resources)

2840 Data Processing Services (ITD)

3100 Food Service Operations

3900 Other Non-instructional Services (Frontiers)

4000’s Sixteenth Section

5300 Architecture and Engineering Services

5500 Building Construction Services

6000’s Debt Payments

7110 Indirect Cost Transfers Out

7120 Other Transfers Out

Note: If an expenditure code above does not apply to a specific expenditure, please contact the chief financial officer as there are additional codes that may be used.

PROGRAM CODE The fourth element of the account code is the program code. This code is an optional code and is currently not used by the district except in a few instances as determined by the chief financial officer. For the Title 1, Title 2 and SPED funds, it is used to indicate the year of the project.

OBJECT CODE The fifth element of the account code is the object code. The district currently does not use object codes for revenues. However, expenditure object codes are required with each expenditure function. The object code should be assigned based on the description that best fits the item or service being purchased. The expenditure object codes that the district uses for most transactions are as follows:

OBJECT CODE DESCRIPTION

111 Certified Salaries

112 Aides’ Salaries

113 Noncertified Salaries

114 to 119 Other Salaries

121 Substitutes

122 Part-time Personnel

131 Overtime Wages

151 Compensated Absences Payments

210 Group Health Insurance

215 Group Life Insurance

220 Matching FICA

230 Matching Retirement

240 Unemployment Compensation

260 Workers’ Compensation

320 Professional Services (Kelly substitutes’ code is 323)

330 Other Professional Services

340 Technical Services

345 Ball Officials

OBJECT CODE DESCRIPTION

411 Water

412 Electricity

413 Natural Gas

414 Telephone

420 Cleaning Services

430 Repairs & Maintenance

440 Rentals

450 Construction Services

490 Other Purchased Property Services

510 Student Transportation Services

520 Insurance

530 Postage

540 Advertising

550 Printing and Binding

560 Tuition

580 Travel

590 Miscellaneous Purchased Services

610 Supplies

611 Software

622 Tires & Tubes

623 Repair Parts

624 Uniforms

OBJECT CODE DESCRIPTION

625 Tags & Stickers

631 Gasoline

633 Lubricants

641 Purchased Food

642 Donated Commodities

643 Food Production Supplies

651 Textbooks

652 Books & Periodicals

660 Resale Items

710 Land

721 Buildings < $50,000

725 Buildings > $50,000

728 Building Improvements < $25,000

729 Building Improvements > $25,000

731 Computer Equipment < $5,000

733 Computer Equipment > $5,000

735 Other Equipment < $5,000

737 Other Equipment > $5,000

751 Other Improvements < $25,000

753 Other Improvements > $25,000

771 Cars & Trucks < $5,000

772 Cars & Trucks > $5,000

OBJECT CODE DESCRIPTION

773 Buses < $5,000

774 Buses > $5,000

775 Other Mobile Equipment < $5,000

776 Other Mobile Equipment > $5,000

810 Dues & Fees

830 Interest

840 Redemption of Principal

890 Miscellaneous Expenditures

Note: If an object code above does not apply to a specific expenditure, please contact the chief financial officer as there are additional codes that may be used.

DEPARTMENT CODE The sixth element of the account code is the department code. This code represents the school or the location. This code is only used with expenditures. The department codes are as follows:

DEPARTMENT CODE

DESCRIPTION

001 District

017 City Lower Elementary School (area 1)

018 City Upper Elementary School (area 1)

020 City Middle School (area 1)

022 City High School (area 1)

023 Rural Elementary School (area 2)

025 Rural Middle School (area 2)

026 Rural Middle School (area 2)

092 Alternative School

801 Transportation

901 Child Nutrition

MODIFIER CODE The modifier code is the sixth element of the account code. This code is used mainly to identify balances of activity fund sub accounts. It is also used to identify more specified areas of responsibility or areas of instruction. The modifier codes are as follows:

DISTRICT OFFICE CODES

MODIFIER CODE DESCRIPTION

0003 Principal / Teacher of the Year Awards

1220 SPED Interventionists (Fund 1145) and CEIS

1903 Assistant Superintendent – Elementary

1905 Assistant Superintendent – High School

1912 Instructional - Elementary

1913 Instructional – High School

1914 Advanced Placement / Dual Enrollment

1917 Assistant Superintendent – Support Services

201x Fund Balance Projects

2222 Medicaid / Maximus

2290 ITD - Special

GENERAL ACTIVITY FUND CODES

MODIFIER CODE DESCRIPTION

General Fund

0001 General (Anything Not Categorized Below)

0100 Bad Checks

GENERAL ACTIVITY FUND CODES

0105 Jr. Beta Club

0110 Choir

0120 Concessions/Basketball

0130 Concessions/Football

0140 Concessions/Student

0150 Drama

0160 Donations

0165 Equipment

0170 Field Trips

0180 Fundraisers

0185 Jr. Pep Squad

0190 Petty Cash

0200 School Store

0210 High School Student Council

0215 Jr. High Student Council

0220 Textbook Fines

0230 Counselor

0300 Academic Fund

0270 ACT

0280 AP English

GENERAL ACTIVITY FUND CODES

0290 AP Math

0301 Art

0311 Biology

0312 Business

0316 Chemistry

0317 Child Development / Resource Management

0318 Computer Discovery

0321 English

0322 English – 7th and 8th Grade

0323 Engineering Academy

0324 Foods / Nutrition

0325 French

0328 Grade Pre K

0330 Grade K

0340 Grade 1

0350 Grade 2

0360 Grade 3

0370 Grade 4

0380 Grade 5

0390 Grade 6

0392 History

GENERAL ACTIVITY FUND CODES

0393 Health Academy

0395 Human A & P

0396 ICT

0398 Learning Strategies

0400 Library

0410 Math

0412 Math, 6th Grade

0420 Music

0480 Physical Education

0430 Reading

0445 Robotics

0440 Science

0442 Science, 7th Grade

0444 Science, 8th Grade

0450 Social Studies

0452 Social Studies, 6th Grade

0455 Spanish

0460 Special Education

0465 STEM

0490 Gifted

0470 Workbooks

GENERAL ACTIVITY FUND CODES

0500 Athletic Fund

0505 Archery

0510 Baseball

0520 Basketball (Boys)

0540 Basketball (Girls)

0560 Cheerleaders

0565 Diamond Girls

0570 Cross Country

0578 Football, Jr. High

0580 Football

0585 Girls' Athletics

0590 Golf

0600 Power Lifting

0610 Softball (Fast)

0620 Softball (Slow)

0582 Scoreboards

0640 Soccer (Boys)

0650 Soccer (Girls)

0660 Track

0670 Tennis

GENERAL ACTIVITY FUND CODES

0680 Volleyball

0700 Miscellaneous

0710 Annual

0720 Band

0730 Driver's Education

0740 Graduation

0750 Grants

0760 JROTC (Junior Reserve Officers' Training Corps)

0770 Newspaper

0771 Olympiad Math Team

0772 PSAT Workshop

0775 Student Parking

0778 Scholarship, Beta Club

0790 Scholarship, Math/Science President Award

0808 Scholarship, PTO

0810 Senior Projects

0815 Student of the Month

0820 Student Recognition

0830 Technology Lab

0840 Junior Class

AGENCY ACTIVITY FUND CODES

MODIFIER CODE DESCRIPTION

9000 Agency Fund

9010 Academic Foundation

9020 Academic Team

9030 Ag Club

9035 Amnesty International

9040 Annual

9045 Archery Club

9050 Art Club

9060 Band

9070 Baseball Diamond Girls

9080 Beta Club

9102 Bulldog Bass Fishing Club

9105 Cheerleaders, Basketball

9110 Cheerleaders, Junior Varsity

9120 Cheerleaders, Varsity

9130 Chess Club

9133 Choir (Show Choir)

9140 Choir Club

9145 Class of 2020

9150 Class of 2019

AGENCY ACTIVITY FUND CODES

9160 Class of 2012

9170 Class of 2013

9175 Class of 2014

9178 Class of 2015

9179 Class of 2016

9180 Class of 2018

9190 Computer Club

9195 Creative Writing

9200 Dance Team

9220 Debate Team

9222 DECA

9240 Drama

9255 Environmental Club

9260 FBLA (Future Business Leaders Of America)

9270 FCA (Fellowship Of Christian Athletes)

9280 FCCLA (Family, Career And Community Leaders Of America)

9290 FEA (Future Educators Of America)

9300 FFA (Future Farmers Of America)

9310 FHA (Future Homemakers Of America)

9320 Film Club

9330 First Priority

AGENCY ACTIVITY FUND CODES

9360 French Club

9385 History

9390 Home Economics

9398 Jobs for Miss. Graduates (JMG)

9400 JROTC (Junior Reserve Officers' Training Corps)

9405 Junior Class

9410 Junior Classical League

9420 Key Club

9430 Library Club

9440 Literacy Club

9450 Math Club

9466 Mock Trial

9467 Miss. Science Olympiad

9468 Model UN

9470 Mu Alpha Theta

9475 Musical

9480 National Art Honor Society

9490 National Honor Society

9500 Newspaper

9540 Pep Squad

9550 Personal Finance

AGENCY ACTIVITY FUND CODES

9555 Photography Club

9565 Project Lead the Way

9570 Prom

9590 Rodeo Club

9600 SADD (Students Against Drunk Driving)

9610 Science Club

9620 Scholarship, FFA

9640 Scholarship, Weyerhauser

9645 Senior Class

9648 Senior Projects

9650 Spanish Club

9660 Sports Club

9670 Student Council

9685 Thespians

9690 TSA (Technology Student Association)

9710 Work Study Program

PURCHASING / ACCOUNTS PAYABLE

DESCRIPTION One of the most important aspects of controls over expenditures is an efficient and effective system of purchasing. The objectives of an effective purchasing system are to buy materials, supplies, commodities and services that are of the right quality, quantity, price, and from the right source with delivery being at the right place. These objectives should be accomplished in accordance with applicable state and federal purchasing laws and in accordance with the district’s purchasing policies. The district’s purchasing system includes the following documentation:

1. Purchase requisitions – Documents completed and approved by management personnel requesting the issuance of a purchase order for the purchase of goods or services. Requisitions are keyed in electronically and are approved electronically. 2. Purchase orders – Documents authorizing the delivery of specified merchandise or the rendering of certain services and the making of a charge for them. The purchase order gives the vendor authority to ship the requested items and binds the district for payment. Acceptance of a purchase order by the vendor establishes a legally binding contract. 3. Documentation of receiving goods or services – Indication of an individual’s signature and the date of the receipt on the invoice to verify the fact that the items ordered were actually received. 4. An invoice or other supporting documentation – In order for a payment to be made for a purchase, the district must have an invoice or other supporting documentation from the vendor.

BOARD POLICIES (Budgeting, Purchasing) Districts establish School Board policies that address budgeting and purchasing. Following is a list of typical policy number codes and a description of what is usually contained in that policy. Not all districts create the same policies, as it is incumbent upon them to generate policies that address the needs of the district. Most districts also create “Purchasing Policy Manual” that is specific to the district. Policy # Description DC/DCC Budgeting System DJAA Authorized Signatures DK Student Activity Fund Management DJE Purchasing (refers to “Purchasing Policy Manual”) DJEA Purchasing Authority DJEAA Purchasing Procedures DJED Bidding Procedures DJEJ Payment Procedures DJD Expense Authorization / Reimbursements

REQUISITIONS Requisitions should be keyed by a bookkeeper at the school or department. After keying in a requisition, it is electronically submitted to the supervisor. After the supervisor electronically approves the requisition, it is submitted up the line of authority (as established by the chief financial officer) until it reaches the accounts payable department. A description of the item(s) being purchased must be keyed on the requisition screen. The only exception is if there are more than 10 items, a list of the items must be electronically entered as an attachment. This list must also be attached to the purchase order when it is submitted for payment. Other items that must be listed on the requisition (if applicable) include: Single source number State contract number Express Products List (EPL) number (in reference to computer equipment)

Reference to “quotes attached” (the quotes must also be attached to the purchase order when it is submitted for payment)

Indication of emergency approval by Melissa Barnes and date Items that must be electronically attached as an attachment include: Lists of items being purchased (if more than 10 items) Quotes (for purchases of more than $5,000) EPL number Book lists for federal funds or textbooks Once a requisition is submitted electronically to the accounts payable department, it is reviewed for accuracy and compliance with applicable purchasing laws. If the requisition is acceptable, it is submitted to the director of purchasing. Once the director of purchasing approves it, a purchase order is printed. Vocational, federal and textbook requisitions may need to be electronically approved in the district office by the director in charge of those funds. Therefore, these types of requisitions will require more time to process.

EMERGENCY REQUISITIONS If an emergency exists, the district will have a procedure established for the principal to follow for obtaining a requisition number. It often entails contacting the Director of Purchasing for the requisition number as approval at this level is often required for emergency requisitions. Typically, no vendor can be contacted until the requisition number has been approved by the Director of Purchasing. The vendor will use this requisition number as a reference number in order to begin providing emergency services to the school/district. TRAVEL REQUISITIONS An official travel reimbursement requisition (“voucher for reimbursement of expenses incident to official travel”) must be submitted to the accounting department when being paid

with district/school funds. Travel requisitions must be approved by the principal or department head and sent to the department in the district office responsible for the travel budget. Once the director of purchasing approves the travel requisition, it is keyed by the accounts payable department. Travel paid by an activity fund should also have a voucher but does not have to be submitted to the accounting department. It is approved by the principal and is maintained at the school. Travel reimbursement requisitions must be submitted to the director of purchasing by the 25th of the month in order for a purchase order to be processed back to the school or department. The school or department must then submit the purchase order and the travel reimbursement requisition by the last day of the month in order for payment to be made on the second Wednesday of the following month. Travel advances may only be obtained for out of state travel and must be requested on a “request for travel advance.” Once the travel is completed, a travel reimbursement requisition reconciling the travel advance to the actual travel expenditures must be completed within 15 working days from the return date of the trip. PURCHASE ORDERS After a requisition has been approved, you will receive two copies of a purchase order: Yellow copy – Vendor / Department Pink copy – Business Office Once you have received the purchase order from the district office, you may order the goods or services. The purchase order is the document that legally authorizes the purchase of the goods or services. If a purchase order has not been issued, you may not order or purchase the goods or services. A purchase order should not be prepared after the goods or services have been received and invoiced. The principal or department head must sign (no stamped signatures) the completed purchase order to verify that the purchase order is ready for payment. Purchase orders should not be signed until the goods or services have been received and invoiced. If the purchase order has an increase in amount for any reason, the purchase order must be returned to the director of purchasing for approval. This rule does not apply to utilities. DOCUMENTATION OF RECEIPT When items are received, stamp the invoice with a “Received” stamp and have the employee receiving the goods sign and date the invoice verifying all items have been received and are the correct items ordered.

PAYMENT OF INVOICE Once an invoice has been received and verified, the invoice amount, invoice number and invoice date must be written on the front of the purchase order. The purchase order and the invoice and any other supporting documentation must be stapled together in the following order:

1. Pink copy of purchase order 2. Original invoice (with documentation of receipt of goods) 3. Other supporting documentation such as quotes, lists, etc. 4. Remittance documents (attached with paper clip) 5. Fixed asset form (Form FA-1) if fixed asset is purchased (attached with paper

clip) Completed purchase orders should be sent to the accounts payable department for payment as soon as they are ready for payment. Please do not hold your completed purchase orders until the end of the month. Invoices should be matched on a daily basis with purchase orders in order to pay them in a timely manner. Contact the vendor as soon as possible if an invoice was not received with the goods. Completed purchase orders are due to the accounts payable department by 4:00 p.m. on the last working day of the month in order for invoices to be paid on the second Wednesday (Board meeting date and approval of claims docket) of the following month. You will be notified of any changes in this schedule due to holidays, inclement weather, etc. VENDORS To obtain a vendor number for a new vendor, you must first obtain a W-9 form for any vendor that is not a district employee. A vendor number will not be assigned until a W-9 form is received. Then a new vendor form must be completed, inclusive of the vendor’s tax identification number or social security number, The district will assign a vendor number.

BUDGET ISSUES The computer accounting system will allow a requisition to be processed only if there are sufficient funds available in the budget account. If there are not enough monies in a budget account, a budget transfer must be made then transmitted up the line of authority (as established by the chief financial officer). Utility expenses (water, gas and electricity) are not regular budget items. Therefore, you may not move excess budget amounts to other accounts nor do you have to cover any budget shortages in these accounts. If you are over budget in a utility (water, gas and electricity) account, you may override it once you have discussed it with the chief financial officer. Any other budget “overrides” must have the approval of the chief financial officer.

Rental of copiers at schools should be charged to the instruction functions (1110, 1120, 1130 or 1140). Any charges for “overages” should be charged to object code 430 (repairs and maintenance). MISCELLANEOUS If a fixed asset is purchased, a fixed asset acquisition form (FA-1) must be attached to the completed purchase order when submitting it for payment. Attach the FA-1 form to the back of the completed purchase order with a paper clip. If the FA-1 form is not attached, the purchase order is considered incomplete and will be returned to your school or department. Incomplete purchase orders will not be paid. Every effort should be made to make sure all invoices dated in May and June are paid in June of the current fiscal year. In order for bills to be paid in the current fiscal year, the completed purchase order and invoice must be submitted for payment by the third Wednesday of June (see “accounting calendar” for exact date). Because of potential delays in shipping, equipment purchases after May are discouraged.

PAYROLL

DESCRIPTION Payroll and the related employee benefits (FICA tax, retirement contributions, group health insurance and group life insurance paid by the district) account for approximately 65% of the district’s total budget. There are many federal laws as well as state laws that apply to payroll which require wages to be paid accurately and timely. Because payroll must be 100% accurate and must be paid on pay day (not the day after), it is imperative that accurate payroll information is submitted to the payroll department on a timely basis. The major concepts related to payroll include:

• Before an employee may be paid, he/she must be approved by the school board.

• An employee must be paid for all time worked. • An employee may not be paid for days or time not worked.

BOARD POLICIES (Payroll and Personnel)

Districts establish School Board policies that address payroll and personnel. Section G” of the School Board Policy Manual address personnel policies of the district. Some of the specific policies relating to payroll include: Policy # Description GADGB Instructional Staff Leave GDBC Classified Staff Overtime Pay GDBC-E1 Classified Staff – Time Clock Rules GCRG Classified Staff Leave

NEW EMPLOYEES New employees must come to the district office with their completed paperwork for processing, fingerprinting, obtaining their ID badge and enrolling in the timekeeping system. The process may require 30 minutes or more depending on the completeness of the paperwork. A new employee must be approved by the school board before he/she may be paid. The school board meets on the second and fourth Wednesday of each month. An employee’s paperwork must be submitted to the human resources department according to their cutoff schedule. New employees recommended for 80 hours or more per month and all full-time bus drivers and monitors must complete a health insurance enrollment form and a life insurance form. The forms should be attached to the “Personnel Recommendation” form (green sheet). If the new employee does not want health insurance and/or life insurance, he/she must sign the waiver on the back of the correlating form.

All employees must complete forms for the Public Employees’ Retirement System (PERS). The forms are:

1. All new employees who work 80 hours or more per month must complete a PERS Enrollment Form (Form 1) and a PERS Beneficiary Nomination Form (Form 1B). 2. All new employees who work less than 80 hours per month must complete a

PERS Non-covered Employment Acknowledgement Form (Form 4A). 3. All employees must sign a “Declaration of Retirement Status Form.”

MONTHLY PROCESSING - WRITTEN TIME SHEETS Time sheets and absence reports must be turned in according to the “Accounting Calendar”. If you become aware of time turned in incorrectly, notify the payroll department immediately. Payroll is entered by social security numbers and not employee names. Make sure that these numbers are correct and legible. Written time sheets must be properly prepared. This includes:

1. Time worked should be indicated. 2. There should be weekly and monthly totals. 3. Employee must sign. 4. Principal or supervisor must approve with his/her signature. (No signature stamps) 5. If employee has more than one job with the district (except certified employees), a special multi-job time sheet must be prepared. 6. Account number the employee is to be paid from must be listed on time sheet.

The bus driver reconciliation must be prepared, balanced and submitted to the payroll department on a monthly basis according to cutoff schedule. Field trip bus drivers will be paid through payroll. Complete the “Summary of Bus Driver Time for Field Trips.” Attach the original completed trip ticket to the Summary along with a school Activity Fund check (to reimburse the district for the bus drivers’ field trip salary). Use the payroll pay period dates for submitting this report with your monthly payroll documentation. MONTHLY PROCESSING - REPORT OF ABSENCES Reporting absences correctly is a critical function of the payroll process. Each absence of every employee must be submitted to the payroll department. If absences are not reported, the employee’s leave balances are overstated which means the employee has stolen from the district. Furthermore, each employee’s leave balance affects their retirement benefits at retirement. Not reporting leave may give retirement credit to an employee which is not justified.

Be sure and put the proper absence code when keying in absences in the software. Absence codes are:

1 Personal (12 month employees do not have personal leave) 2 Dock Days 3 Vacation (only 12 month employees have vacation) 4 Sick 5 Classified Sick (this is for reporting subs for Kronos employees only) 6 Jury/Armed Forces (must attach documentation) 8 Bereavement (must attach note indicating relationship to employee) 9 School Related Absence

If a substitute is being paid ($75 or more per day) as an “extended substitute,” it must be noted on the comment line in the software. If a substitute is being paid more than $75 per day, then it must be board approved. Employees do not have to pay their jury duty fee to the district. According to Board Policy GCCAB, a form from the court verifying service must be submitted along with an absence report to the payroll department. All jury fees and travel expenses received for serving on a jury are the property of the person serving. All certified employees will report their absences through the Online Absence Reporting System (OARS). All certified employees will report their absences through OARS. Timekeepers will key absences through the software and will submit them according to the payroll schedule. PERSONAL LEAVE All certified instructional employees receive two (2) days of personal leave at the beginning of each school year (Policy GCCAB). If the personal leave is not used during the fiscal year, it is carried over to the next year. Personal leave may be banked from year to year up to five days. Available leave in excess of five days will be credited as sick leave for the following school year. VACATION LEAVE All twelve-month personnel receive ten (10) days vacation leave to be taken from July 1 through December 31 of the following year (Policy GCD). Vacation days earned in the previous fiscal year and not used by December 31st of the current fiscal year shall be converted to sick days. All non-certified personnel who work less than twelve months do not have vacation leave. SICK LEAVE Full-time certified and classified (exempt from Wage and Hour laws) administrative personnel shall earn paid sick leave as follows (Policy GCCAA and GDCAA):

9 month employees 8 days 10 month employees 9 days 11 month employees 10 days 12 month employees 11 days

Full-time classified (not exempt from Wage and Hour laws) personnel shall earn paid sick leave as follows (Policy GDCA):

9 month teacher assistants 56 hours 9 month employees 56 hours

10 month employees 56 hours 11 month employees 64 hours 12 month employees 72 hours Full-time bus drivers receive two (2) sick days per school year (Policy GDBA-E1*). Full-time bus drivers who do not drive because they are sick must complete and sign a "Bus Driver Sick Report." The substitute bus driver must be indicated on this form. Cafeteria personnel have different rules for their sick leave. Their rules are included in the Child Nutrition Handbook. Unused sick leave is carried forward to the next fiscal year. At retirement, unused sick days may be used as additional service credit. FMLA The Family Medical Leave Act (FMLA) allows an employee twelve (60 work days) work weeks during any twelve month period for certain medical leave. This leave is to be used concurrently with their paid leave. Advance notice or notice within one or two days of the FMLA leave must be submitted to the human resources department. Board Policies GCCC and GDCC address FMLA and its requirements. Please contact the human resources department for more information. RESIGNATIONS If a person resigns, a resignation form must be completed. The principal receives the form and sends it to the human resources department. By promptly notifying the human resources department and the payroll department, overpayments to employees and to insurance companies will be avoided. If an employee is resigning by the end of the month, all absences need to be reported to the payroll department. If you have already turned in your report for that month, call the payroll department immediately. MISCELLANEOUS As required by State Law, all employees will be paid by direct deposit.

Salaries shall not be paid from activity funds. The district may only pay the actual person who works. The district cannot pay a person who then pays another person a part of his/her wages. This practice results in incorrect W-2 information and retirement information. The employee's direct deposit notice reflects their leave balances as of the last reporting period. Direct deposit notices may be printed by the employee at the school district’s website (www.rcsd.ms) by selecting “employees” and then “employee portal”. Each month, principals will receive an email which lists the employees and their amount of pay for the month. The principal should review this listing monthly. Direct Deposit enrollment/changes/deletions will be accepted monthly. They must be submitted to the payroll department ten working days prior to payday with the exception of the months of June and July in which special rules may apply. As required by federal law, all time sheets must be signed by the employee and the supervisor. Other payroll forms (absence forms, etc.) must also have the appropriate signature(s).

ACTIVITY FUNDS

DESCRIPTION Activity funds consist of two types of funds. They are general fund and agency fund. If the school district legally owns the resources accounted for in student activity funds, they should be accounted for as a general fund. General funds include athletic funds, bookstore funds, general school funds, etc. If the resources in student activity funds are legally owned by the students or student groups, these funds should be classified as agency funds. Agency funds include the math club, the senior class, the BETA club, etc. The funds named above are not all inclusive. To determine whether the fund is a general fund or an agency fund, each particular fund or club needs to be examined on an individual basis. According to the Mississippi Code (Section 37-7-301(s)), activity funds may only be “expended for any necessary expenses which are deemed to be beneficial to the official or extracurricular programs” of the school. According to the Office of the State Auditor, items which may not be purchased with activity funds include gifts, flowers for employees, teacher or employee appreciation meals, and salaries of any kind. BOARD POLICIES All activity fund policies in the Board Policy Manual of the District must be followed. The policies relating to activity funds can include:

Policy # Description

DJAA Authorized Signatures DK Student Activity Fund Management DJEA Purchasing Authority DJEAA Purchasing Procedures DJBA Cash in School Buildings JH Student Activities JHA Booster Clubs JHC Student Organizations JK Student Fund Raising Activities JJF Student Activity Funds KCD Public Gifts / Donations to School

VENDOR NUMBERS A vendor number must be used for each activity fund check written. If you are using a vendor that has not been assigned a vendor number, you must complete a “Vendor Number Request” form. Remember, federal tax regulations regarding form 1099’s require that all ball officials have a vendor number. For student or parent refunds ONLY, please use vendor number 549000. The word “REFUND” will print on the check, but you may type or print the person’s name above it.

STOP PAYMENTS When it is necessary to issue a stop payment order on a check, please include a copy of it with the monthly transmittal and list the check on the voided check form. The stop payment must be keyed by voiding the check using the “void AP check” option. CONTRACTS/REBATES/COMMISSIONS Remember to send a copy of any agreement or contract that contains any rebate or commission, such as a school picture contract, to the designated person at district office. These agreements or contracts must be approved by the School Board.

LEASE/RENTAL AGREEMENTS Before entering into a lease or rental agreement, submit a copy of the agreement to the assigned person at district office for approval.

SCHOOL EVENTS THAT CHARGE ADMISSION Pre-numbered tickets must be used for any local school event which a fee is charged for admission. All pre-numbered tickets for such events must be accounted for using the “School Event Receipt Form.” A copy of each “School Event Receipt Form” must be submitted to the central office each month stapled to a copy of the deposit slip. This form must be filled out completely, with the first and last ticket stubs stapled to the form. A separate deposit slip should be used for these events, and the deposit slip must reconcile to the “School Event Receipt Form(s)”. FOOD AND BEVERAGE PURCHASES Food and beverages may be purchased for a meeting as long as the principal determines that there is a particular goal or function of the meeting and the meeting is reasonably related to the educational goals of the school district (Board Policy DJF). If a school purchases food and beverages for a meeting, then the school must have documentation of an agenda, the purpose of the meeting and a list of attendees. The activity fund may not

pay for a meal at a restaurant unless the meeting is held at the restaurant and the meeting lasts the majority of the day. According to the Mississippi Attorney General’s Office, a school may not provide teacher appreciation meals or staff appreciation meals. However, a school may provide food and beverages at a student athletic or student recognition banquet as long as the expenditure is beneficial to the official or extracurricular programs of the school. FUND RAISERS All fund raisers must be approved by the principal using the “fund raiser approval form”. After the fund raiser is completed, a “fund raiser summary” must be completed showing amounts sold, amounts purchased and net profit. Both of these forms must be submitted to the accounting department for each fund raiser of the school. RECEIPTS A receipt must be prepared for any monies received at the school. Teachers who collect money from students must account for and document the funds collected. At a minimum, they should list the names of the students and the amount paid by each student. Any time a student pays more than $5.00, the teacher should issue a receipt to the student. All receipts should be duplicated so that a copy of the student receipts can be kept on file by the teacher. A receipt should be issued to anyone who turns in money to the school office. A copy of each receipt will be kept on file in the school office. Monies received should be deposited daily. No more than $100 cash should remain in the building at the close of the day (Board Policy DIF). Receipts must be prepared before any money is deposited. When preparing a deposit slip, the receipt numbers that make up the deposit must be listed on the side of the deposit slip. Receipts should be filed in numerical order by month, attached to the corresponding validated deposit slip. Make sure to use the proper account classification on each receipt and have supporting documentation showing where the money came from. For any daily cash sales from snack sales, supply store sales, etc., the daily cash sales must be counted in the presence of two employees and the receipt (receipt submission form) must be signed by both employees. Also, an administrator of the school will need to approve and sign these daily receipts. Accounting codes to be used for receipts are:

103 Petty Cash (gate cash)

112 Redeposit of Returned Check

1310 Student Tuition (summer school, driver’s education)

1520 Interest on Bank Accounts (regular and CD interest)

1711 Admissions (gate receipts, plays, etc.)

1791 Fees, Dues, Commission Sales (field trip fees, club dues, vending

commissions), Bookstore Sales (sale of pencils, paper, etc.), Rentals (for

space rented to an outside organization), and Other Student Activity (to be

used only when the other categories are not applicable)

1920 Contributions/Donations (from outside sponsor or donor)

1940 Instruction Fees (workbook sales, lab fees, etc.)

DISBURSEMENTS

Before an activity fund check may be written, a prenumbered purchase order must be prepared and approved by the school principal. Purchase orders must have an original signature of the principal. Signature stamps may not be used. Each activity fund check must be signed by both the principal and bookkeeper. Signature stamps may not be used. Each disbursement must have an invoice or some form of supporting documentation verifying the disbursement. The person receiving the goods or services should, at a minimum, initial the invoice or supporting documentation. All invoices should be cancelled with a “PAID” stamp which includes lines for the date paid, check number and the bookkeeper’s initials. All activity fund expenditures made from “general” activity funds must follow the state purchasing laws. Expenditures made from “agency” funds are not subject to the state purchasing laws. Do not pay sales tax on purchases. As a public entity, our school district is exempt from state sales tax (Federal ID #64-6001028). Do not pay salaries for employees, substitute teachers or bus drivers from your activity fund. These are all paid through the district payroll. If fixed assets are purchased from the activity fund, a fixed asset acquisition form (Form FA- 1) must be completed for each item. These forms should be submitted with your monthly transmittal report. Checks should be filed in numerical order by month, attached to the corresponding purchase order and invoice. Expenditure codes to be used are: Function:

1110 Instruction/Kindergarten

1120 Instruction/Elementary

1130 Instruction/Middle

1140 Instruction/High

1910 Athletic Activities

1920 Student Activities

2120 Guidance/Counselors

2220 Educational Media/Library

2410 Principal’s Office

2620 Operation of Buildings

Object: 330 Other Professional Services

345 Ball Officials

414 Telephone

430 Repairs and Maintenance

440 Rentals

530 Postage

550 Printing

580 Travel

590 Miscellaneous Purchased Services

610 Supplies/Non-capitalized Equipment

652 Books and Periodicals

660 Resale Items

731 Computers and Printers less than $5,000

733 Computers and Printers over $5,000

735 Other Furniture/Equipment less than $5,000

737 Other Furniture/Equipment over $5,000

810 Dues and Fees

990 Transfers Out

Note: 590 or 810 may be used for trip tickets and 810 or 330 may be used for substitute teachers (checks written to RCSD).

FIXED ASSETS

REQUIREMENTS Each public school district is required by the Mississippi Office of the State Auditor to establish and maintain a system of accountability for its fixed assets. These requirements include: • Each district must tag all fixed assets.

• Each district must maintain a detailed listing of fixed assets.

• Each district must take a physical inventory at least annually.

• All deletions of fixed assets must be approved by the school board. Districts often detail policies and procedures for fixed assets a “Fixed Assets Policy and Procedure Manual.” GUIDELINES Capitalized fixed assets are defined as assets (with a useful life of greater than one year) that have a historical cost of at least $1,000 and all assets (regardless of cost) that are considered highly walkable. The highly walkable items are: • Computers and computer equipment (greater than $250)

• Cameras and camera equipment (greater than $250)

• Televisions (greater than $250)

• Two way radio equipment

• Lawn maintenance equipment

• Chain saws

• Air compressors

• Welding Machines

• Generators

• Motorized vehicles

In other words, any item costing $1,000 or more automatically qualifies as a fixed asset. Any of the ten items shown on the highly walkable list automatically qualifies as a fixed asset. This also applies to fixed assets (valued at their fair market value) that are donated to the school district. Any fixed asset that is the personal property of an individual and not the property of the school district should be clearly labeled as such and not included as a district fixed asset. When a fixed asset is purchased with district funds, a Fixed Asset Acquisition (FA-1) form must be completed and attached to the purchase order when it is submitted for payment.

The purchase order will be returned if the form is not included. When a fixed asset is purchased with school activity funds, the acquisition form must be completed and submitted with the monthly activity fund transmittal. All fixed assets are to be tagged with “Property of Name of School District” bar code tags. For heavy items, the tag should be placed on the upper right side or right front of the item. For light items, the tag should be placed near the serial number. Tag placement should allow room for the use of a bar code scanner for inventory purposes. If, for any reason, a property tag is removed or damaged, please submit a request to the district office for a replacement tag. Include the school location and the original fixed asset number. Please use a permanent ink marker to label the item with the asset number as well as “Property of Name of School District” until the replacement property tag has been issued by the district office. Upon the acceptance of any donated item considered a fixed asset, a Fixed Asset Donation (FA-5) form must be submitted to the district office. Donation forms for any donated item with a fair market value of five hundred dollars ($500) or more must be accompanied by an Agenda Request form for Board recognition. All technology equipment must be approved by the director of technology or the technology coordinator prior to acceptance of the donation. When an item is moved within a school or department, the fixed asset manager within the school or department must be notified. This is a necessity with the bar code scanner method of maintaining the fixed asset inventory. All room numbers and location codes must be kept accurate at all times. When an item is permanently transferred from one school or department to another, a Fixed Asset Permanent Transfer (FA-3) form must be completed. If the transfer is temporary, the ‘sending’ school or department should keep a Temporary Fixed Asset Transfer (FA-4) form on file until the fixed asset is returned. Items purchased with Education Enhancement Funds (EEF) must remain at the school location from which the purchase was made in the event a teacher transfers to another school location. Any fixed asset found to be beyond repair, lost, stolen, destroyed in a catastrophe or returned for credit must be submitted to the district office on a Fixed Asset Disposal form (FA-2) as well as a Board Agenda Request form, signed and dated by the school principal or department head. A “lost or stolen property affidavit” must be prepared and signed. Items should be stored until approval has been granted from the school board for them to be removed from inventory. It is only after the item has been approved by the board to be removed from inventory that you may dispose of the item. A copy of Board action, a copy of the approved disposal form and a copy of the “lost or stolen property affidavit” will be sent to the fixed asset manager once school board approval has been granted. The responsibility for the physical custody of the fixed assets is assigned to the principal or department head. Any employee having custody and responsibility of any fixed asset will exercise due professional care in managing, maintaining and controlling the fixed asset. Employees will be required to complete and sign a two part “Fixed Asset Log” which lists the assets in their possession. The original shall be posted in the employee’s work area at the beginning of each school year and the yellow copy is to be kept by the Principal/Director. If the inventory changes during the year, corrections should be made on the original and a copy given to the Principal/Director. A current “Fixed Asset Log” should be on file at the end

of the fiscal year reflecting the inventory at year-end. If an employee is negligent in this duty, he/she may be held personally liable for fixed assets that are damaged or missing. Please keep in mind that the Mississippi Office of the State Auditor audits each school district every twelve to eighteen months. For this reason, it is recommended that a fixed asset inventory be completed at the beginning and end of each school year. After the year- end inventory each spring, all missing items are reported to the district office as well as any item qualifying as a fixed asset but not listed on inventory.