Finance Division Leadership Training July

 Introduction  Budget Office  Grants Management  Purchasing  Accounts Payable  Fiscal Control  Treasurer’s Office  Risk Management  Payroll Agenda 2

Finance Overview  Responsible for all financial operations of the District, allocating resources to support organizational goals, enforcing internal controls to protect assets, and maintaining compliance with all board policies and local, state, and federal laws  Resources Finance Website District Website Leader Handbook All departments offer training as needed/requested 3

4 Budget OfficeGrants OfficeFiscal ControlPurchasing Dept.Payroll Dept.Treasury Dept. POINT OF CONTACTS School assigned Budget Analyst:  Vacant  Stephanie Piatt  ShaLonda Wickerson  Melody Ellington (Budget Director) (see website for recent updates) School assigned Grant Analyst:  Elaine Flipping  Charmaine Moore  Paul Cady  Betty Keaton  Victoria Glaspy (Grants Director) (see website for recent updates)  Edith Birchfield (Travel)  Stephanie Morris  Leslie Johnson (Inventory)  Ervin Yarbough (Inventory)  Beverly Foster (Supervisor of AP)  Ron Martin (Director of Fiscal Control)  Constance Byrd  Ketra Montgomery  Terry Bullock (Manager)  Rick Schaeffer (Manager) School assigned Payroll clerk:  Latrisa Avery  Connie Eskew  Sandra Swanagan  Anita Mize (Manager)  Larry Artis- Accounting Clerk  Derwin Jordan- Cashier  Donna Johnson (Manager) RESPONSIBILITIES ALL GOB RELATED ISSUES:  Budget Reports (ZCOFA)  GOB- Budget Transfer Form  GOB- Extra Service Spreadsheets  SAP Technical help ALL Grants RELATED ISSUES:  Budget Reports (ZCOFA)  Grants- Budget Transfer Form  Grants -Extra Service Spreadsheets  Vouchers  Invoices  Travel Documents  Mileage Documents  Vendor Payments  Inventory Tagging  School Checking Account (Reconciliations)  Purchase Requisitions process  Board Resolutions  Contracts  New Vendor Requests  Employee Vendor Requests  All payroll related issues dealing with KRONOS & SAP  School checking Account (Set-up)  Deposit of checks/grants received  Replacement ID’s FUNDS FUNDS: 110- Incidental (general) 111- DESEG 112- DESEG 120- Teachers Fund 730- Less than $10,000 FUNDS: 230- Title I 290- Mini Fed. Grants 510- Breakfast Prog greater than or equal to $10,000 ALL FUNDS

Budget Office Overview The Budget Office is responsible for:  All Non-Grant revenues and expenditures including GOB, Deseg/Expansion, Debt Service, Capital Staffing & Discretionary Budget Transfers Extra Service  Staffing Requisitions  Training 5

Grants Management Overview Grants Management is responsible for:  All Local, State and Federal Grant revenues and expenditures  Medicaid  Pay Agreements  Training 6

Title I - Allowable Costs Test for allowable Title I expenditures  Is it reasonable, necessary, AND supplemental to instruction? Non-allowables  Textbooks  Ceremonies, banquets or celebrations, awards/incentives  Office, janitorial, or nursing supplies  Entertain recreation or social events  Meeting expenses for professional development  End of year fairs  Furniture 7

Budgets – Best Practices  The most effective way to leverage School Budgets is to spend Grant Funds before GOB funds  Purchase all technology equipment with Federal funds should by 9/30/2016  Spend 75% of your discretionary funds spent by 12/31/16 8

Parent Involvement  Plan and implement with meaningful consultation with parents and participating children  Title I Parental Involvement allowable items, activities, and invoice checklist is available on the Grants Management website  Food may be purchased with Title I – Parent Involvement funds for parent driven activities Muffins with Moms Donuts with Dads Literacy Night Title I Review and Revision  Food may not be purchased for awards banquets/celebrations or year end fairs/activities, or parent-teacher conferences 9

Technology-Related Expenditures 10  Title I, Part A may be used for computers, technology labs, and/or software if: 1. There is a documented need in the school improvement plan goals and objectives 2. It is supplemental to the program  Federally Funding Equipment must stay with the building not the person

Medicaid  Random Moment Sample Forms Completed in a timely fashion (5 business days) Training must occur prior to completing survey ( survey from Fairbanks, LLC) Surveys generate revenue for the district that pay for nurses, speech therapists, OTs and PTs The higher the return, the greater the potential for revenue 11

Purchasing Overview The Purchasing Department is responsible for:  Ensuring the best price and service from vendors and fairness and equity in the procurement process  Working with vendors and the schools to ensure the timely delivery of goods and services  Developing RFPs, bids and contracts and monitoring compliance  Creating Purchase Orders from the requisitions submitted by the schools  Recording and maintaining list of vendor contracts 12

Purchasing Highlights Dollar Value Thresholds  < $5000 requires 3 quotes  > $5000 requires RFP & Board Approval  Sole Source items discouraged Board Resolutions (Board Office Managed)  Purchases > $5000, 90+ days 13

Purchasing Highlights Competitive Bidding (>$5,000)  Non-Contractual Purchases (Goods/Supplies) Requisition, PO, Goods Receipt, Signed Invoice  Contractual Services Executed by both parties, Requisition, PO, Signed Invoice Contract Memorandum of Understanding Agency Agreement 14

Accounts Payable Overview The Accounts Payable Department is responsible for:  Processing and payment of vendor invoices  The reimbursement of employees for travel and mileage  Cash advancements when needed for SLPS events  Schedule and perform physical inventory site visits  Maintain all district fixed asset records 15

Non-Encumbered Payment Reimbursements (Vouchers)  Check your Budget for available funds  Obtain an accurate vendor number  Attach original receipts or check copies Dollar amount of each line item should not exceed $ (food items are an exception)  Attach sign-in sheets, agenda, and check copy for meeting expenses  Sign and date the completed voucher (principal or administrator) 16

Typical Non-encumbered Reimbursements  Meeting Expenses  Travel  Postage  Mileage  Forms and procedures available on Fiscal Control website 17

Fiscal Control Overview  Development of Fiscal Policies  Maintaining general ledger  Outside reporting to State and Federal Agencies  Review and release of Purchase Requisitions  School audits 18

Student Activity Accounts What to submit:  Student activity ledgers  Bank statements  Bank reconciliations When to submit:  High schools – monthly by the 20 th of the next month  Elementary, middle and alternative schools – at the end of semester by the 20 th of the next month 19

Treasurer’s Office Overview  Responsible for the safekeeping of District funds from receipt through disbursement  Establishing and maintaining all central office bank accounts for SLPS  Establishing and maintaining school checking accounts  Processing mandated wage deductions 20

When to Contact the Treasurer’s Office Contact the Treasurer’s Office for questions about:  School Checking Accounts  Payroll Direct Deposit Accounts  Stop Payments on Accounts Payable or Payroll checks  Year-End Closeout Deposits (i.e., lost textbooks)  Payment for Replacement Employee ID  Salary Overpayment  Questions on wage deductions (see next slide) 21

When to Contact the Treasurer’s Office Questions about the Following wage deductions:  Child/Spousal Support  IRS Levies and Agreements  Bankruptcy  Student Loan  Writs of Sequestration  Miscellaneous Garnishments 22

Checking Accounts  Principals may open checking accounts in schools’ names to deposit money and make payments on behalf of the school  It is strongly recommended that accounts be held at the District’s bank, currently US Bank  Two signers are required per account (Principal required)  Account Title should read “St. Louis Board of Education” on the first line with the school name on the second line No individual person’s name should appear on the title lines  The Principal or their designee should maintain all records regarding school checking accounts 23

Safety and Risk Management Committee The Safety and Risk Management Committee meets monthly:  Updating and evaluating the effectiveness of safety procedures used by employees  Updating safety rules and policies and training  Evaluating employee injury and accident records to identifying trends and patterns, and formulating corrective measures to prevent recurrence 24

Safety Rules for all Employees The following safety rules have been created to ensure a safe work environment:  Alcohol or illegal drugs at work is strictly prohibited  Fighting, horseplay, practical jokes or other disorderly conduct is strictly prohibited  Threatening, intimidating, or using abusive language to other employees is strictly prohibited  Whenever employees are driving, they shall wear seat belts 25

Safety Rules for all Employees  Immediately report all injuries, no matter how minor, to supervisor  Report any safety hazards/conditions immediately to management  No employee shall perform any activity which is higher than they can reach unless they have received the proper training  Refer to the Safety and Risk Management Handbook for more specific safety rules 26

Payroll Overview  Ensure timely and accurate completion of the St. Louis Public School District Payroll  Provide clarity to all SLPS employees payroll related matters  Provide support to all SLPS locations to help resolve any payroll related issues  Provide training and support of our timekeeping and approvals system (Kronos) to Principals and Secretarial staff  Provide training and support of the extra service process inside of SAP 27

Questions Payroll can answer  How do I change my W-4 tax form?  How much time do I have in my quota bank?  How & When do I approve my payroll?  How do I approve overtime?  How do I key extra service in SAP?  How/When do I get paid? (My check was short – or not paid)  How can I access my paycheck?  How do I read my paystub? I don’t understand! 28

Questions 29